EVP Academic & Research Affairs

Summary of Application Process for Observers, Trainees and Visiting Scientists

The Office of the Executive Vice President for Academic and Research Affairs oversees this process at the institutional level.

Application Fees for Foreign[2] Observers and Professional Trainees

An application processing fee ($350.00 USD if paid by money order or $375.00 USD if paid by wire transfer) will be charged to all Foreign Observers and Foreign Professional Trainees. Please see the application for specific details.

IMPORTANT – Starting August 1, 2014:

The application processing fee will increase to $750.00 USD (if paid by money order) or $775.00 USD (if paid by wire transfer) for all Foreign Observers and Foreign Professional Trainees[2].  Please see the application for specific details.

The Office of the Executive Vice President for Academic and Research Affairs oversees this process at the institutional level.

  1. Applicant identifies Faculty Sponsor, and Faculty Sponsor agrees to host Applicant

  2. Applicant and Faculty Sponsor complete Application for Observer/Trainee/Visiting Scientist.
  3. Faculty Sponsor submits the application with appropriate health form(s) to UT Health Clinical Services (EHCS) for health review. EHCS sends health clearance email to Faculty Sponsor.
  4. Faculty Sponsor sends application with supporting documentation, health clearance email and payment (if applicable) to the Office of the EVP for Academic & Research Affairs “EVPARA” (applications for U.S. citizens and U.S. permanent resident) or to the Office of Global Health Initiatives “OGHI” (for non-U.S. applicants); delivery options can be obtained by calling 713-500-3533 or 713-500-3062. (For Trainees, the Faculty Sponsor will also submit the one-page Trainee Plan.
  5. The Office of EVPARA or OGHI forwards the application to Human Resources to initiate a background check.  Upon successful completion of the background check, Human Resources signs off on the application and forwards it to the Office of the EVPARA (for a U.S. citizen or U.S. permanent resident) or to OGHI, (for a foreign national[1]).

  6. The EVPARA's Office or OGHI determines whether an additional agreement (such as a visiting agreement or affiliation agreement) needs to be signed between the Applicant (and/or the Applicant’s home institution) and UTHealth.  If required, a draft agreement will be sent to the Faculty Sponsor for forwarding to the Applicant.  The Applicant (and/or home institution) signs the agreement and returns it to the Faculty Sponsor, who forwards it to OGHI/EVPARA’s Office. 

  7. If approved by OGHI, the application is forwarded to the EVPARA for final authorization.

  8. The EVPARA’s Office reviews the application.  If approved, the EVPARA signs the application and any additional agreement. 

  9. The EVPARA’s Office or OGHI notifies the Faculty Sponsor of the application’s approval or denial, and forwards copies of the approved application to the Faculty Sponsor and Human Resources (as well as the Office of International Affairs for foreign nationals to screen them through Visual Compliance software).

  10. Once an application is approved, the Faculty Sponsor’s Department/School sends an Acceptance Letter to the Applicant, detailing the approved dates and scope of work.  The Applicant signs this letter and returns it to the Faculty Sponsor.

  11. Before the visit can start, the Applicant must have an intake appointment with Human Resources to review the Applicant’s identification and obtain a visitor’s UTHealth badge.  In addition, the foreign national Applicant must obtain visa clearance from the Office of International Affairs.


Please note this is only a brief outline of the application and intake process for Observers, Trainees and Visiting Scientists.  For more details, refer to Application Instructions and Procedure Overview for Visitors.


[1] A foreign national is defined as anyone who is not a U.S. citizen or U.S. permanent resident.