Visiting Scholars & Practitioners

Visiting scholars are established academic professionals who are here to learn from OHSU personnel, collaborate on work, or use OHSU specialized equipment in an academic and/or research capacity. Visiting Practitioners are established and credentialed medical providers who are here via a formal agreement between OHSU and their home institution, or here to learn specialized techniques from OHSU personnel, or use/learn OHSU specialized equipment. These individuals are not entitled to employment. Additionally, these individuals may be compensated from an outside source or by OHSU via stipend or honorarium in accordance with OHSU policy. Number of hours available to serve may vary by assigned duties, and possible contracts (if applicable and specified), but generally are limited to less than or equal to 40 hours a week.

Visiting scholars and Visiting Practitioners are a particular classification within the Unescorted Visitor series. Learn more about Unescorted Visitors via OHSU Policy 07-15-010.

Contact  if you have any questions.

Learn more OHSU Visitor & Volunteer Classifications.

Registering Visiting Scholars & Practitioners

Responsibilities of the Hosting Site

While the Office of Visitors & Volunteers (OVV) handles the majority of the paperwork and required compliance components, our office does need your help in registering and maintaining visiting scholars and practitioners in your area.

Your responsibilities for hosting a visiting scholar or practitioner include: 

  • Assessing the applicant visiting scholar/practitioner to ensure they are a good match for your work area
  • Accurately completing the Visitor Information form (VIF); resubmitting as needed if duties change
  • Only assigning duties to a visiting scholar/practitioner that have been cleared through the OVV
  • Requiring and tracking completion of any further training needed for the visiting scholar/practitioner to perform their duties safely and responsibly
  • Informing OVV when a visiting scholar/practitioner leaves or takes a leave of absence
  • Informing OVV if any problems or concerns regarding the visiting scholar/practitioner
  • Maintaining a department file for all visitors and volunteers located in your area - See what should be kept in the department file here

Is your Visiting Scholar Eligible?

A Visiting Scholar is someone who:

  • Is an established academic professional (typically holding a doctorate degree) who is here to learn from OHSU personnel, collaborate on work, or use OHSU specialized equipment in an academic and/or research capacity
  • Is not entitled to employment
  • May be compensated from an outside source or by OHSU via stipend or honorarium in accordance with OHSU policy
  • Does not displace essential work performed by OHSU employees
  • Meets the requirements of an "Unescorted Visitor" as outlined in the OHSU Visitor Policy (OHSU Policy 07-15-010)
  • OHSU Employees cannot oversee/supervise visiting scholars who are family members, or members of their household
  • OHSU is not committed to hire the visiting scholar at the conclusion of the visiting period
  • OHSU and the visitor agree that (s)he is not entitled to wages for the work performed (this is captured in writing on the Rights & Responsibilities form collected and filed in the OVV office)

What duties are visiting scholars not allowed to perform? Some examples include, but are not limited to:

  • Visiting scholars should be visiting in order to learn a new technique, collaborate on research, or use OHSU's specialized equipment; they should not be here to gain credit towards a degree (those earning credit should see "Visiting Non-OHSU student interns")
  • Visiting scholars cannot drive as part of their duties
  • Visiting scholars cannot have direct patient contact, or provide patient care
  • Visiting scholars may have contact with Non-NHP research animals with proper clearance and training from the OVV and the Department of Comparative Medicine
  • Visiting scholars may have non-human primate contact with proper clearance and training from OVV and ONPRC or VGTI administration
  • Visiting scholars may use or work with "sharps" (e.g. needles, surgical tools, etc.), with the proper liability insurance in place, and prior approval from OVV and Risk Management
  • Visiting scholars cannot supervise or oversee OHSU personnel (paid or unpaid)
  • If the visiting scholar is also an OHSU employee, they cannot volunteer to perform duties that are similar to their paid OHSU position regardless of location within the institution (e.g. a paid Patient Access Specialist (PAS) in Healthcare cannot volunteer to perform data entry in Research - as both positions involve data entry).

Questions? E-mail .

If your prospective person does not meet these qualifications, please see the OVV Series and Classifications and contact  about more appropriate classifications.

*hosting site: hosting Department, Division, Institute, Center or School

Is your Visiting Practitioner Eligible?

A Visiting Practitioner is someone who:

  • Is an established medical professional who meets State and OHSU medical credentialing requirements, who is here to learn from OHSU personnel, collaborate on work, or use OHSU specialized equipment in a patient-care/clinical capacity.
  • Is not entitled to employment
  • May be compensated from an outside source or by OHSU via stipend or honorarium in accordance with OHSU policy
  • Does not displace essential work performed by OHSU employees
  • Meets the requirements of an "Unescorted Visitor" as outlined in the OHSU Visitor Policy (OHSU Policy 07-15-010)
  • OHSU Employees cannot oversee/supervise visiting practitioners who are family members, or members of their household
  • OHSU is not committed to hire the visiting practitioner at the conclusion of the visiting period
  • OHSU and the visitor agree that (s)he is not entitled to wages for the work performed (this is captured in writing on the Rights & Responsibilities form collected and filed in the OVV office)

What duties are visiting practitioners not allowed to perform? Some examples include, but are not limited to:

  • Visiting practitioners should be visiting in order to learn a new technique, collaborate via a formal agreement between OHSU and their home institution, or use OHSU's specialized equipment; they should not be here to gain credit towards a degree (those earning credit should see "Visiting Non-OHSU student interns", or register with the appropriate alternative OHSU department - see OVV Series and Classifications)
  • Visiting practitioners cannot drive as part of their duties
  • Visiting practitioners may have contact with patients and provide medical care with proper clearance and credentialing from the OVV and the Medical Affairs Program
  • Visiting practitioners may use or work with "sharps" (e.g. needles, surgical tools, etc.), with the proper liability insurance in place, and prior approval from OVV and Risk Management
  • Visiting practitioners cannot supervise or oversee OHSU personnel (paid or unpaid), or provide educational instruction to OHSU students (Visiting Practitioners are not Affiliate Faculty - contact for more information)
  • If the visiting practitioner is also an OHSU employee, they cannot volunteer to perform duties that are similar to their paid OHSU position regardless of location within the institution (e.g. a paid medical provider from Family Medicine at Marquam HIll, cannot volunteer to perform patient care at the OHSU Richmond Clinic).

Questions? E-mail ovv@ohsu.edu.

If your prospective person does not meet these qualifications, please see the OVV Series and Classifications and contact ovv@ohsu.edu about more appropriate classifications.

*hosting site: hosting Department, Division, Institute, Center or School

Registering a Visiting Scholar/Practitioner

2. Finishing Up Registration Compliance

  • The visitor will be sent additional registration materials to be completed (along with their EID and OHSU Computer access login information). Items in our "Step 2 Registration Packet" include:
  • Confidentiality & Intellectual Property Agreement
  • OVV Rights & Responsibilities
  • Compass Training (Respect at the University, HIPAA, Emergency Management, Integrity Education Foundations, Integrity Education Booster, OVV Orientation for Visiting Scholars & Practitioners)
  • Medical clearance (if required)
  • Visitors Submit all completed materials to  for processing

3. Obtaining ID Badge

  • If everything required was submitted, and credentialing is complete, OVV will issue them their ID badge order forms

4. Start their visiting opportunity!

  • Once the visiting scholar/practitioner has an ID badge they can start their opportunity!

Other Items to Consider for Visiting Scholars

Is the visitor going to be participating in IACUC or IRB research?

  1. OVV will have already requested both a PO External Employee ID number, and a CARS network computer account. Once their background clears we will give them instructions on how to change their initial password and log into Compass to complete the 5 trainings OVV requires (Respect at the University, HIPAA, Emergency Management Foundations, Integrity Foundations and Integrity Booster 2016).
  2. When you see that we have emailed them their "Step 2 Registration packet" you may give them information how to complete additional training required training for the IACUC/IRB protocol, Examples include:
  3. Responsible Conduct of Research
  4. Responsible Conduct of Research Sub-topics
  5. eCRIS
  6. General and Laboratory Safety
  7. Bloodborne Pathogen Training
  8. Conflict of Interest(Read more about Conflict of Interest on the OHSU Research Integrity website
  9. If needed, have them complete Animal Training and Handling courses - See Department of Comparative Medicine website. Not sure which training the volunteer may need? Contact ORIO here
  10. Be sure to track and document all completed training in a hosting site file (even the simple stuff like orienting them to the work space).
  11. Once you see their Employee ID/PO External number information has come through via our "Step 2" email, you can register the visitor to your IACUC or IRB protocol via the eIACUC or eIRB
  12. Once the visitor has been issued an ID badge from OVV you should receive an "Activation Notice" notifying you that they are compliant with our program. If they are compliant with all additional training and registered with their perspective IACUC/IRB protocol (as outlined above) they can begin their assignment!

Certificate of coverage

Visiting Practitioners are not covered by OHSU's accident insurance. If the visitor is being sponsored by their home institution, that institution should be covering their liability insurance. Contact Risk Management  to ensure you obtain the right documentation that verifies this coverage. If they are not being sponsored, proof of medical insurance may be required, contact Risk Management for more information. In either case, documentation that the risk and liability insurance piece has been addressed is required.

Compensation

OVV needs to know if the Visiting Practitioner is receiving compensation, and who the funding source is. This is relevant for both domestic and international visitors to ensure OHSU is following OHSU Policy, employment law, and immigration law. Hosting OHSU Departments may need to provide information or documentation to OVV, the Office of International Affairs, and/or Central Financial Services Accounts Payable. Hosting OHSU Departments that are compensating their visitors, must handle the processing of those payments; OVV does not process payments.

Questions? Comments? Suggestions? E-mail us at  

Other Items to Consider for Visiting Practitioners

The Office of Visitors &Volunteers (OVV) handles the majority of the paperwork and required compliance components, and advises on several other compliance items early in the registration process (e.g. credentialing and privileging; healthcare specific training via Compass, etc.). However there may be other items, compliance items, and clearances you may need to coordinate:

  • OHSU Healthcare Professional Appearance Policy
  • OHSU Privacy Card
  • Because Visiting Practitioners are providing patient care, drug testing is required. These individuals should follow the  OHSU Drug and Alcohol Testing Policy No. 03-10-015

  • Certificate of coverage: Visiting Practitioners are not covered by OHSU's accident insurance. If the visitor is being sponsored by their home institution, that institution should be covering their liability insurance. Contact Risk Management  to ensure you obtain the right documentation that verifies this coverage. If they are not being sponsored, proof of medical insurance may be required, contact Risk Management for more information. In either case, documentation that the risk and liability insurance piece has been addressed is required.

  • Compensation: OVV needs to know if the Visiting Practitioner is receiving compensation, and who the funding source is. This is relevant for both domestic and international visitors to ensure OHSU is following OHSU Policy, employment law, and immigration law. Hosting OHSU Departments may need to provide information or documentation to OVV, the Office of International Affairs, and/or Central Financial Services Accounts Payable. Hosting OHSU Departments that are compensating their visitors, must handle the processing of those payments; OVV does not process payments.

  • Request access to Epic, X drive folders or other electronic access that may be needed

  • Obtain clearance to enter certain high-risk clinical areas, per perspective departments policies (e.g. Operating Rooms, Emergency Department, Intensive Care Units, etc.)

  • Renewing credentials for privileging is required every 2 years. The OVV and/or the Medical Affairs Program may contact the Visiting Practitioner and/or the Hosting Department as required.

Questions? E-mail