Difference: VisitorProcedures (13 vs. 14)

Revision 142012-04-18 - LauraSelander

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>		 updated by LauraSelander - 18 Apr 2012
 -- JulietOKeefe - 04 Dec 2008

Jan 2011, Karon MacLean: needs to be updated with entry of visitor on imager directory, at least if a student.

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Introduction

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<		The most important thing for Faculty to know is the first step, which initiates all the others. This is the filling out of the Visitor Space Request Form, which is located here: https://www.cs.ubc.ca/local/facilities/space/visitorReq.jsp
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>		The most important thing for Faculty to know is the first step, which initiates all the others. This is the filling out of the Visitor Request Form, which is located here: https://www.cs.ubc.ca/our-department/facilities/offices-labs/visitor-requests-faculty-grad
 
Changed:
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<		Once this is completed, a message is generated and sent to the Group Assistant; from here the Letter of Invitation (if needed), the Offer Letter, and the Appointment form follow.
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>		Once this is completed, a message is generated and sent to the Group Assistant; from here the Offer Letter, the Letter of Invitation (if needed) and the Appointment form follow.
 

Quick answers to common faculty questions

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  Who makes up (and signs) the Letter of Invitation?
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  • The Letter of Invitation can now be done, from a template, by Group Assistants. The letters are signed by Bill (as Head) and reviewed by Sharon, when needed.
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  • The Letter of Invitation can now be done, from a template, by Group Assistants. The letters are signed by Anne (as Head) and reviewed by Sharon, when needed.
  What is the difference between the Offer Letter and the Letter of Invitation?
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  What is required of me, the Faculty Member, in regards to this particular set of paperwork?
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  • The role of the faculty member is to initiate the Visitor Space Request through using the form linked above; to arrange the CWL for the visitor; to review and sign the Offer Letter; to review the Letter of Invitation, should there be one; to sign the appointment form; to ensure that funds are available to pay the visitor; and that the benefit calculation has been done and printed out (see "Appointment Form", below), should the visitor both be paid and qualify for benefits (appointee holds an appointment of one year or more).
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  • The role of the faculty member is to initiate the Visitor Request through using the form linked above; to arrange the CWL for the visitor; to review and sign the Offer Letter; to review the Letter of Invitation, should there be one; to sign the appointment form; to ensure that funds are available to pay the visitor; and that the benefit calculation has been done and printed out (see "Appointment Form", below), should the visitor both be paid and qualify for benefits (appointee holds an appointment of one year or more).
  What if the visitor needs to stay longer, but is here in Canada with a temporary work permit?
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Procedural steps for inviting visiting faculty or students

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<		1. Visitor online form is filled out by faculty. This first step is necessary to initiate the rest, and must be done by the faculty member who is sponsoring the visitor. The faculty member is also responsible for creating the Campus Wide Login for the visitor, but this can be done once they arrive or a little before (unless they need access to the UBC network earlier).
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>		1. Visitor request form is filled out by faculty. This first step is necessary to initiate the rest, and must be done by the faculty member who is sponsoring the visitor. The faculty member is also responsible for creating the Campus Wide Login for the visitor, but this can be done once they arrive or a little before (unless they need access to the UBC network earlier).
 
Changed:
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<		2. Email will be sent to the GA, once the Visitor Information online form has been filled out, notifying her/him that space has been assigned to the visitor. The GA then goes on to complete the steps of the process.
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>		2. Email will be sent to the GA, once the Visitor request form has been filled out, notifying her/him that space has been assigned to the visitor. The GA then goes on to complete the steps of the process.
  3. The Offer Letter. In all cases, for any type of visitor, paid or unpaid, there must be an offer letter spelling out the terms of the relationship between the visitor and the University, and the rights and responsibilities of each.
Changed:
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<		The letter is made up by the GA, using templates available from HR. The letter must be signed both by the visitor and the faculty member. The GA will made up the offer letter for approval by the faculty member; it is then printed on letterhead, signed, and sent to the visitor for their approval. The visitor signs and dates the second page, and returns the letter by fax or regular mail.
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>		The letter is made up by the GA, using templates available from HR. The letter must be signed both by the visitor and the faculty member. The GA will make up the offer letter for approval by the faculty member; it is then printed on letterhead, signed, and sent to the visitor for their approval. The visitor signs and dates the second page, and returns the letter by pdf, fax or regular mail.
  4. Request for letter of invitation if the visitor is not a Canadian citizen. If the visitor is a Canadian citizen, skip to step 5. (Note: US or Mexican citizens don’t require invitation letters as they fall under NAFTA provisions.)
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