Responsibilities of the Department Administrator for Visiting Student Researchers

What is my responsibility as the administrator?

The department administrator is the liaison between the visiting student researcher applicant and the Graduate Admissions Office. As such, it is the administrator’s responsibility to gather the necessary materials for submission and review, as instructed on the Visiting Student Researcher Application Request form. Upon verification of the documentation and approval, Graduate Admissions activates the student’s record in PeopleSoft SA and provides the Empl ID # to the department. VSR's may create a SUNet ID on the first day their appointment is effective.

If your department wants the visitor to have a SUNet ID earlier, you may sponsor one using the ID number that is included in the appointment letter. The SUNetID should not be sponsored prior to receiving the Empl ID.  The department pays a monthly fee for this service until the appointment effective date.  For more information, please check the Registrar’s Office web site.

Any questions the applicant may have should be researched by the administrator and communicated to the applicant. After the visiting student researcher is approved and arrives on campus, it is the department's responsibility, as the host, to assist with any ID card complications, housing issues, etc. If the visiting student researcher's costs (including monthly VSR fee, health insurance, campus health service fee, and/or stipend) are to be covered with University funds, the administrator should be certain that they are allowable charges.