The University of California, Merced (“University”) is host to a number of local, national, and international visitors. These visitors may be coming to campus as a visitor, a volunteer, or an affiliate scholar. It is the responsibility of the faculty host or staff member, who invite individuals to campus or agree to requests for visitation, to ensure compliance with all applicable University policy and procedures. These guidelines are being provided to assist you in addressing the needs of these individuals, recognizing their contributions, and to promote safety and compliance.
Step 1
Clarifying the purpose of the visit and the role individual(s) hold is the first step. The primary roles for individuals who are invited to visit, or who request to visit, campus are defined as:
Visiting Scholar
A visiting scholar is defined as an individual who is:
a) A student enrolled in an institution outside of the University of California or an individual on leave from employment at an institution or agency who is sponsored for a temporary visit to the University of California for the purpose of participating in UC-sponsored conferences, or under faculty supervision for a short-term educational, academic, or research project (Draft APM -430).
b) Providing service that is given in exchange for academic credit, for academic recognition, or for similar academic benefit.
Criteria - Visiting Scholars must possess the baccalaureate degree or equivalent or recognized expertise in a field, but qualified undergraduate students may be sponsored as well, at the discretion of the host campus.
Term of Appointment - Visiting Scholars are appointed for short periods of time not to exceed one year (12 months), and more typically, for six (6) months or less. The appointment is self-terminating unless the appointee is otherwise notified.
Salary – Visiting Scholars are ineligible for compensation from UC; are self-supported or have adequate support funds from external sources and provide evidence of such funding
Visiting Student
A Visiting Student is when a student at a UC Campus visits UC Merced, but the visit is not part of a formal course or program. The student will provide a service to the university that is given in exchange for academic recognition, or for similar academic benefit.
Affiliate Student
An Affiliate Student is an undergraduate student who is not a student at a UC Campus and the visit is not part of a formal course or program, or who is a qualified high school student sponsored at the discretion of the host campus. The student will provide a service to the university that is given in exchange for academic recognition, or for similar academic benefit.
Minors coming to UC Merced - The University of California is committed to providing a healthy and safe environment for all members of the campus community and visiting members of the public. It is recognized that Faculty may invite or have requests from minors; therefore, additional planning and safety measures need to be considered.
When minors are admitted into laboratories or shops special considerations include:
• Minors may be more susceptible to certain toxic agents and chemicals.
• Minors may be less aware of the potential risks and hazards in laboratories.
• Minors may require supervision and oversight.
Minors in Laboratories and Shops***:
a) Minor children of laboratory personnel are not permitted in laboratories or shops except as part of an organized event such as a tour. Exceptions may be granted on a case-by-case basis according to local guidelines, pending review and written approval by the campus Research Vice Chancellor (or designee).
b) Minors are never permitted in any setting where research involving controlled substances is being performed, even if they are enrolled students. Persons under age 18 are not permitted in University of California vivaria unless their participation has been reviewed and approved by the campus Institutional Animal Care and Use Committee (IACUC) and the responsible vivarium facility manager based upon criteria established by the campus.
c) Minors between the ages of 14 and 18 are allowed in laboratory settings only when:
1. They are students enrolled in courses listed in a campus course catalog or part of an approved and supervised tour, or
2. They have written consent from their parent(s) or guardian(s); have received the appropriate University of California safety training and the campus has documented that training; agree to strictly adhere to the campus or laboratory-specific requirements concerning Personal Protective Equipment (PPE); and, are at all times under the direct supervision of a qualified adult designated for this responsibility.
d) Before their scheduled assignment in a laboratory begins, minors must be trained on specific hazards to which they may be exposed in the laboratory/shop, how to recognize those hazards, and how to protect themselves from those hazards. Minors must be trained on the contents of the laboratory-specific chemical hygiene plan and the standard operating procedures and emergency procedures applicable to their scheduled assignment. Additional training may be required for tasks that involve hazardous chemicals, biological agents, radioactive materials, research animals, and physical hazards. All training must be documented. Refer to the Laboratory Safety Training website.
***The 2013 UC DRAFT “Minors in Labs” Policy was used in development of this document; please refer to Risk Management’s website for updates and final approval of this policy at: http://www.ucop.edu/risk-services/loss-prevention-control/safety/index.html
As a faculty member and/or representative of the University of California Merced, you should be aware of a recent law that requires certain University employees to report known or suspected child abuse or neglect. Employers are required to identify “Mandated Reporters” and secure acknowledgment of their reporting obligations as a condition of employment; this is know as CANRA (California’s Child Abuse and Neglect Reporting Act).
An employee is considered a mandated reporter if his/her duties require: a. Contact with children on a regular basis; or b. Direct contact and supervision of children; or c. Supervision of other mandated reporters.
For more information please refer to UCOP or local CANRA policies.
Volunteer
The University “Volunteers Procedures” are available on-line at the Risk Services web site. Under these procedures a volunteer is defined as an individual who meets all three of the following conditions:
a) The service is provided directly to the University; and
b) The service is performed under the University’s supervision; and
c) The service is entirely uncompensated; in exchange for the performance of the service, the volunteer derives no academic recognition or any other form of tangible benefit.
Visitor
A visitor is defined as an individual who is visiting campus and university facilities and is not providing a service to the University. Typically these individuals will be participating in a combination of activities, which may include simple lab observations, lectures, or tours.
Step 2
The second step is providing information regarding the individual(s) who are coming to campus and the activities they will be involved in to the appropriate Dean’s Office. Completing and submitting the Hosting Notification/Request form as early as possible ensures an appropriate review may be completed, safety training scheduled, and documents requiring signatures or approvals prior to the visit are completed in a timely manner.
A review by the Dean’s Office will assist in ensuring the tasks and duration of the visit are appropriate to the roles described above and do not inadvertently include functions which would more appropriately be assigned to an individual holding an academic appointment. Also, federal law may restrict certain activities performed by individuals in the United States based on the type of visa held. After review staff in the School can provide assistance in determining appropriate documents that need to be prepared, determining procedures, and coordinating assistance/involvement by other departments/units on campus. Examples include:
a) Waivers and releases - waivers and releases of liability are valid tools designed to protect the University and its employees from legal liability. In the case of individuals who are minors (persons under 18 years of age) permission of a parent or guardian is required.
b) Safety training – the University has a strong commitment to the safety of all persons allowed into laboratories. In addition to the moral imperative for safety, injuries to visitors occurring in campus laboratories can place both the University and individual researchers at risk for financial and legal consequences.
c) Patent acknowledgement - signed by individual.
d) Visiting Research Agreement – preparation of an agreement between the University and the institution an individual is associated with, prepared by the Office of Research regarding research conducted using University facilities and/or resources under the direction of a University faculty member.
e) Criminal background check – some functions and activities required the individual(s) involved completed a criminal background check.
f) Affiliate Scholar Request for an academic appointment
g) Assistance or review by the Office of International Affairs
h) Volunteer Forms: The University “Volunteers Procedures” are available on-line at the Risk Services web site.
Step 3
The final step is completion of the documentation required for each specific visit to campus. Once the Visit Notification / Request is reviewed by the Deans Office information on the final determination regarding the role of the individual coming to campus and specifics required for the visit will be provided to the Faculty Host.
