Research Affiliates (Unpaid Titles)
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Overview
See Procedures for Research Titles 090222.pdf.
The designation “Research Affiliate” is a privilege accorded to nonemployee researchers or scholars temporarily in residence at The University of Texas at Austin. See VPR: Nonemployee (Unpaid) Research Affiliates (Visiting Researchers and Scholars) for guidelines and instructions on the nomination process necessary for granting facilities access to both U.S. and international visitors. This is the first step in inviting these individuals to our campus.
Currently-enrolled students (UT or otherwise) who will participate in research activities at the University but will not be compensated should usually be assigned as “Visiting Student.” Research Affiliate procedures do not apply to Visiting Students.
Some but not all Research Affiliate titles are eligible for co-PI status; discuss with the sponsoring faculty member whether this will be needed, and whether the scholar will qualify.
All Research titles fall under the authority of the Office of the Vice President (VP) for Research.
For UT privileges options for research affiliates, see Privileges Available for Nonemployees (updateable in Workday).
Additional resources:
Research Affiliate job profiles
Review HOP 7-1020: Research Titles and the proposed affiliate's current CV carefully to determine the most appropriate title. Pay careful attention to their highest-completed degree and date of completion.
The title "Other University Affiliate" should be avoided.
The most commonly-used Research Affiliate job profiles are described below. If you do not see an appropriate title below or if you have additional research questions or need information, reach out to your research administration specialist.
Job profile descriptions
Research Affiliate job profile | Qualifications | Duration of assignment | Additional information |
|---|---|---|---|
Research Affiliate - Postdoctoral (A010) | PhD degree, within three years of completion. Typically recruited by a member of the UT faculty to further the university's research endeavors. | Assignments are for periods of one year, but may be renewed on an annual basis up to a maximum of five years. |
|
Research Affiliate - Research Fellow (A011) Research Affiliate Senior Research Fellow (A012) | Specific title used reflects home institution position. Has been invited to collaborate on UT-sponsored activities. Received PhD more than three years ago. | No time limit, but the initial assignment should be for no more than two years, with renewals at two-year intervals. | See document "Research Titles Guidelines" at OVPR Human Resources Information > University Policies > Research Titles, page 41 |
Research Affiliate - Visiting Scholar/Researcher (A006) | For visitors seeking to pursue individually-defined research or scholarly activities on UT campus. Typically a doctoral candidate or graduate student at another institution. | Assignments are for periods of two weeks to one year, but may be renewed on an annual basis. | See document "Research Titles Guidelines" at OVPR Human Resources Information > University Policies > Research Titles, page 44 See also Visiting Researchers and Scholars overview - VP for Research |
Process - Research Affiliates
Follow all steps at VPR: Nonemployee (Unpaid) Research Affiliates (Visiting Researchers and Scholars).
Research affiliate appointments also require that the department conduct a check in the Visual Compliance system. Confirmation of this check should be noted in the Workday business process comments - see details in "Workday processing" below.
Workday processing
An account number for incidental expenses is required for all university affiliate positions. Incidental expenses include, but are not limited to, background checks and University ID cards.
Upload the most current CV, offer letter, and signed Nonemployee Research Affiliate Agreement to the Workday business process.
In the comments of the Workday business process, add the following:
Initial (S)RF/PDF assignment (was in YYYY-YY). PhD received in YYYY from XX University, State (and Country if outside U.S.). Assignment is expected to continue for X years. Permanent place of employment is XX (if applicable). Country of citizenship is XX. Visual Compliance check completed by (Staff Name) on MM/DD/YYYY (if applicable - Visiting Researcher/Scholars only). Background check results clear as of MM/DD/YYYY.
Notes on required comments:
RF = Research Fellow; SRF = Senior Research Fellow; PDF = Postdoctoral Fellow
"Initial assignment" refers to the date the scholar was first appointed in this title. If this is the first assignment, just comment "Initial (S)RF/PDF assignment." If this is a renewal, use the beginning date of the initial assignment.
If scholar is ABD but PhD has not been awarded by the time of Workday processing, but will have been by time of assignment start, add notes: (Name) has completed all the requirements for his/her PhD through the (University Name) program. His/her official graduation date is MM/DD/YYYY.
Please send suggested additions to this page and notifications about broken links to COE-HR@austin.utexas.edu.
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