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Handbook of Operating Procedures


Policy Number: 125





Date Reviewed:
February 2014
Responsible Office:
Office of the Executive Vice President & Chief Academic Officer; Office of Global Health Initiatives
Responsible Executive:
Executive Vice President & Chief Academic Officer


The University of Texas Health Science Center at Houston (“university”) welcomes visiting colleagues and students for research and educational collaboration, observation, and study (“Visitors”). The university also has an obligation to structure such associations so as to protect the interests of the university and the Visitors.

Visitors are defined as individuals who are not compensated by the university and are not enrolled in university educational programs but who are granted access to university property, facilities and/or information systems for a specific period of time for approved collaborative or educational purposes.  There are multiple categories of Visitors to the university, which are defined on the website of the Office of the Executive Vice President & Chief Academic Officer on the Observers, Trainees and Visitors webpage (“OTVS webpage”). 

Visitor associations are offered by the university and not by individual employees. Failure to comply with this policy and the associated procedures found on the OTVS webpage may result in disciplinary action and/or personal liability.

Each school must appoint a coordinator(s) whose responsibility is to facilitate all Visitor programs. All Visitors must be processed through the coordinator(s); faculty and staff are not permitted to host Visitors on an ad hoc basis.

Visitors are not authorized to have university business cards or to be issued university property such as pagers, cell phones and laptop computers or to have any other privileges normally associated with being an employee, including reimbursement for travel to attend conferences.


The procedures and forms required for bringing Visitors to the university are found on the OTVS webpage

Visitors must comply with all applicable federal, state and local laws and regulations and all policies and procedures of the university, including, but not limited to all policies contained in the Handbook of Operating Procedures.  The privileges of all Visitors at the university are at the pleasure of the university.  The university may, at any time, and in its sole discretion, end a Visitor’s relationship with the university. 


    • Office of the Executive Vice President & Chief Academic Officer
    • 713-500-3082
    • Office of International Affairs (questions related to immigration policies and appropriate clearance for Visitors)
    • 713-500-3176