June 2011

Special Appointments Policy

6-4


UCAR supports a variety of appointments designed for individuals who provide specialized scientific, educational, or technical expertise.

Affiliate Scientists

Appropriately qualified university and research-community scientists who desire to carry out long-term, highly interactive, collaborative work with UCAR scientists may be appointed as Affiliate Scientists. This appointment is particularly suitable for parties who desire an extended, close-working relationship on scientific problems of mutual interest. If an Affiliate Scientist receives a salary during periods of residence at UCAR, it is based on a “no-loss, no-gain” arrangement. The appointment requires the approval of UCAR's Board of Trustees.

See Affiliate Scientists procedures.

Affiliate Professors

UCAR supports university appointments of UCAR scientists, engineers, and other appropriate staff as Affiliate Professors for academic activities such as teaching, examinations, course development, and thesis advising. These appointments are the prerogative and responsibility of the university, subject to UCAR concurrence and support. The terms of such appointments are determined by mutual agreement between UCAR and the university. The appropriate President's Council member must approve Affiliate Professor appointments, and the President informs the Board of Trustees.

See Affiliate Professors procedures.    

Senior Research Associates

UCAR may confer a Senior Research Associate appointment on a distinguished scientist who has retired or left UCAR and whose appointment is of substantial benefit to the scientific program of UCAR. A scientist who has not been a UCAR employee may also be appointed. The terms of such appointments are determined by mutual agreement between UCAR and the scientist and must be approved by the appropriate President's Council member.  

See Senior Research Associates procedures.

Emeritus/Emerita

Individuals meeting certain eligibility criteria who have made significant contributions to UCAR through long and distinguished service in senior positions in research or administration may be granted emeritus or emerita status. This designation confers a life-long honorary distinction. Approval of the President and the Board of Trustees is required.  

See Emeritus/Emerita procedures.

Visitors

Visitors may be appointed for limited periods of time to provide highly specialized expertise to foster collaborative relations between UCAR and universities, government agencies, and other public and private organizations.  Appointments are for specific periods of time not to exceed three years, except for non-Payroll Visitors who may be hosted for longer periods.  The NCAR Associate Director or UCAR/UCP Program Directors approves the terms and conditions of such appointments; however, compensation normally is based on a policy of “no-loss, no-gain.” 

See Visitors procedures.  

Student Visitors

UCAR may appoint students enrolled in a degree program to collaborate on a UCAR project and enrich their academic experience.  The NCAR Laboratory or UCP Program Director approves the terms and conditions of such appointments.

See Student Visitor procedures.

Graduate Research Assistants

These appointments are intended to support students declaring the intent to work on a Ph.D. thesis in collaboration with a UCAR program. The NCAR Laboratory or UCP Program Director approves the terms and conditions of this appointment.

See Graduate Research Assistants procedures.

Contact the Director of Human Resources for interpretation of this policy.

Affiliated Policies and Procedures

2-3
Conflict of Interest
3-2
Intellectual Property and Technology Transfer
3-6
Access to and Use of Computer and Information Systems
5-7
Travel
6-3
Employee Search and Selection
6-13
Compensation and Benefits
Employee Relocation Guidelines
Benefits Eligibility by Appointment  
UCAR Benefits Manual
UCAR Visitors Manual

 

July 2008

Affiliate Scientists Procedures

(related to Policy 6-4)


  1. Appointment Period

    Affiliate Scientist appointments are generally for a term of three years.  At the option of both parties, new appointments for additional term(s) may be made without limit.  Unless renewed after three years, the Affiliate Scientist appointment concludes automatically.

  2. Annual Visits to UCAR

    It is expected that during the appointment the Affiliate Scientist make at least one visit of a minimum of one week's duration each year to the NCAR laboratory. 

  3. Residence Period

    It is expected that at least once during the three-year appointment a visit to the NCAR laboratory of at least three months be made by the Affiliate Scientist.  

  4. Formal Designation of Appointment

    Affiliate Scientists are deemed to be similar in level to a Scientist appointment in NCAR.  NCAR lists the Affiliate Scientists in the NCAR Annual Scientific Report to NSF.  Similarly, it is appropriate for the participating institution to list the Affiliate Scientist in similar publications.

  5. Financial Support

    Support for salaries, benefits, travel and housing expenses for the Affiliate Scientist and family may be provided by NCAR, the participating institution, or a combination of both, generally following the provisions of UCAR's Visitors policy.

    If an Affiliate Scientist receives a salary during periods of residence at UCAR, it is based on a "no-loss, no-gain" arrangement.  Affiliate Scientists from U.S. institutions receive the same compensation as would have been received from the home institution.  Affiliate Scientists from foreign countries, and those from the U.S. without home institutions, receive compensation similar to that of U.S. scientists in equivalent positions.  The benefits offered to Affiliate Scientists depend on the type of appointment.

  6. Process

    A. Appointment

    It is NCAR's intent that its scientist and the institution's scientist initially explore their common scientific interests.  When discussions reach an appropriate state of development, the scientist at the participating institution may seek approval of an Affiliate Scientist appointment. Nominating letters should be forwarded by the Laboratory Director to the Director of NCAR. The letter should identify the name of the scientist, his/her home institution, whom he/she will be working with in the division or program and the nature of the collaboration, and the level of support to be provided by UCAR during the term of appointment. A letter in support of the appointment from an appropriate official or governing board (e.g. Board of Regents) of the nominee's home institution and a curriculum vitae must accompany the division or program's nominating letter.

    B. Approval

    The Director of NCAR submits all appointment materials together with a cover letter supporting the nomination(s) to the President, who forwards the nomination to the Board of Trustees via the Personnel Committee. Upon approval by the Board of Trustees, the Director of NCAR notifies the division or program and the candidate of such action.

    C. Renewal

    An appointment may be renewed upon the request of the Laboratory Director, subject to the written approval of the home institution of the Affiliate Scientist. Both letters requesting renewal should be sent to the Director of NCAR. The Human Resources Department should be copied on all correspondence.

July 2008

Affiliate Professors Procedures

(related to Policy 6-4)


  1. Eligibility

    Eligibility for UCAR support of Affiliate Professor appointments is decided on a case-by-case basis.  Eligible employees must be invited by a university to participate in this program.

  2. Period of Affiliation

    The term of an Affiliate Professor appointment is determined jointly by the university, the employee, and UCAR and is specified at the onset of the arrangement.  Appointments may be renewed or extended if mutually agreed upon.

  3. Visits to the University

    Visits to the university by the UCAR employee are determined by mutual agreement.  However, it is expected that an Affiliate Professor will make approximately one visit to the university each year.  The principal purpose of the visit(s) is academic and includes such activities as teaching, examinations, course development, and thesis advising.

  4. Residence Period

    The residence period at the university is determined by mutual agreement among the university, the employee, and UCAR.

  5. Compensation and Benefits

    Compensation arrangements are made on a no-loss, no-gain basis and are determined by mutual agreement between the university and UCAR.  The UCAR employee's salary and benefits should continue at the same level; however, the university and UCAR may share responsibility for them in any way they choose.  Details of such arrangements should be specified in writing and forwarded to the Human Resources Department prior to the onset of the appointment as Affiliate Professor.

  6. Travel Expenses

    Travel expenses necessary to visit the university are paid by the university, or UCAR, or shared as determined by mutual agreement.  Details of these arrangements should be specified in writing prior to the onset of the Affiliate Professor appointment.

  7. Approval of Appointment

    The UCAR employee and the university are encouraged to explore their common interests.  If both parties agree that an Affiliate Professor appointment would be desirable, the employee must seek UCAR approval.  First, the appropriate Director (NCAR Laboratory or UCP Program) must approve the proposed agreement.  The Director then forwards a nominating letter to the Director of NCAR or UCP.  The letter should identify the employee, the person at the university with whom he or she will be working, the nature and extent of the UCAR employee's commitment to the university, and the level of support to be provided by both the university and UCAR.  A letter of invitation in support of the appointment from an appropriate official of the university is also required.

    The Director of NCAR or UCP approves or denies UCAR support for Affiliate Professor appointments.  Information about approved appointments is forwarded to the President, who informs the Board of Trustees via the Personnel Committee.  A copy of document(s) describing approved arrangements should be sent to the Human Resources Department.

  8. Renewals

    An appointment may be renewed upon the request of the university, subject to the approval of the Laboratory or Program Director.  The Director of NCAR or UCP and the Human Resources Department should be notified of renewals.

July 2008

Senior Research Associates Procedures

(related to Policy 6-4)


  1. Eligibility

    Senior Research Associates are individuals judged to have made extraordinary contributions nationally and internationally to the atmospheric and related sciences during their career.

  2. Nature of Activities

    The nature and scope of a Senior Research Associate's work is clearly defined, communicated, and documented prior to making the appointment.  Senior Research Associates are regarded as representing the institution as a whole; however, they have a formal association with a particular division, program, or project.  They may submit funding proposals through their division or program office.

  3. Nature of Appointment

    Senior Research Associates may hold a paid or unpaid appointment.  If paid, the appointment is as a casual employee, and the hourly salary is determined at the appropriate pro-rata share of the individual's former salary.  Standard benefits accorded casual employees are provided to Senior Research Associates.

  4. Support Provided

    Senior Research Associates may be provided with office space and administrative and research support as mutually agreed upon by the Senior Research Associate, the project leader, and the NCAR Laboratory or UCP Program Director of the activity with which the Senior Research Associate is involved.  Travel and other expenses consistent with policies pertaining to short-term visitors may be provided upon prior agreement among the Senior Research Associate, project leader, and NCAR Laboratory or UCP Program Director.  Support to be provided by the division or program is discussed and documented prior to making the appointment.

  5. Approval

    Laboratory and Program Directors make nominations for a Senior Research Associate appointment to the appropriate member of the President's Council for approval.

July 2008

Emeritus/Emerita Procedures

(related to Policy 6-4)


The granting of emeritus or emerita status is a time-honored way for UCAR to recognize individuals who have made significant contributions to UCAR through long and distinguished service in research or administration while holding one of the senior positions identified by this policy.  The person normally should have retired from professional duty.  When judged appropriate, the designation Emeritus or Emerita shall be added to the then-current title of a person at the time of official retirement.

Provisions

  1. Eligibility

    Criteria for consideration for emeritus or emerita status are:

    A. employment as a Senior Scientist, Laboratory, Division or Program Director, Director of NCAR or UCP, Associate Director of NCAR, President, or Vice President;

    B. normally at least ten years of full-time service at UCAR; 

    C. an overall record of distinguished performance in research, leadership, and/or other forms of professional achievement; and

    D. nomination by the employee's Laboratory or UCP Program Director or appropriate member of the President's Council.

  2. Implementation Procedures

    The Laboratory or UCP Program Director or appropriate member of the President's Council initiates a nomination.  The nomination shall be in writing and accompanied by supporting documentation.  The Director forwards the nomination materials to the appropriate member of the President's Council when the individual has completed retirement arrangements with UCAR.  If, after consultation with the Laboratory or Program Director, the recommendation is supported, the President's Council member forwards the nomination materials to the President for review.  The President forwards the nomination to the Board of Trustees for approval.

    The Chairperson of the Board of Trustees initiates the nomination of a UCAR President and forwards it to the full board for review and approval.  Subsequent to approval by the board, the Chairperson confers emeritus or emerita status through a letter to the President.

    Emeritus or emerita designation is conferred through a letter to the candidate from the President and by providing Human Resources with a Personnel Profile Change Form that includes the appropriate position code.

  3. Responsibilities, Benefits, and Privileges

    The designation Emeritus or Emerita confers a life-long honorary distinction. UCAR also offers eligible staff the opportunity to continue their UCAR service in a redefined role. These individuals are encouraged to assist the organization and their respective laboratory or program in the area(s) of their competence when requested to do so, particularly in an advisory capacity.  When so engaged, staff may or may not receive compensation.

  4. Reappointment at UCAR

    Individuals granted emeritus or emerita status may accept reappointment at UCAR under circumstances mutually agreed upon by the individual and UCAR. 

  5. Termination of Designation

    Emeritus or emerita status is rescinded only in the case of the recipient's written request or a management-initiated action for misconduct. The latter requires the approval of the President and the Board of Trustees.

July 2008

Visitors Procedures

(related to Policy 6-4)


Definitions

Visitors

Individuals invited by laboratories or programs for a limited period of time to collaborate with scientific, educational, or technical staff; conduct independent research; or participate in and/or oversee a professional project. 

A. Payroll Visitors (V1)

Visitors whose salaries are paid in full or in part by UCAR through UCAR's payroll system.  Payroll Visitors are UCAR employees.

B. Financially Supported Visitors (V2)

Visitors who are not on the UCAR payroll but who may receive a temporary living per diem or travel reimbursement.

C. Non-financial Support Visitors (V3)

Visitors who receive no financial support from UCAR.  These visitors are not UCAR employees.

Individuals participating in conferences, workshops, colloquia, seminars, tutorials, etc., are not considered “Visitors” under any of the above definitions. Please refer to the UCAR Travel Procedure.

Provisions

  1. Appointment

    All visitors are selected by a host laboratory or program and are invited to visit for a specific period of time not to exceed three years, except for non-financial support visitors who may be hosted for longer periods of time. Laboratories and programs are encouraged to conduct annual assessments of visitors' progress at UCAR and/or their contributions to UCAR's programs.

    All visitors are subject to UCAR policies and procedures.

    Visitors are normally on leave from or maintain an affiliation with their home institution, which is typically a university, or in some cases a government agency.  A home institution is not expected for visitors selected through a competitive program.

    Visitor classification is not a means of hiring individuals to fulfill long-term needs of the organization or of circumventing other UCAR policies (e.g., Equal Employment Opportunity, Employee Search and Selection, or Compensation and Performance Evaluation Systems).  It should also not be used to fill a job more appropriately filled through a temporary employment agency.  Reclassification may not be used to transfer a visitor to a different employment status.

    The "Payroll Visitor (V1)” and the “Financially Supported Visitors (V2)” forms should be sent to the Human Resources Department prior to arrival of the visitor. For Payroll Visitors (V1) and all those with appointments of six months or longer, a copy of a formal offer letter consistent with language provided by the Human Resources Department should be attached.  The offer letter should also describe the nature of the visit.  A copy of the form should be sent to the Travel Office upon acceptance of an offer if reimbursement of travel or housing expenses is required.

  2. Compensation and Benefits

    A. Compensation of Payroll Visitors (V1)

    Compensation during the appointment normally is based on a policy of “no loss, no gain.”  That is, visitors from U.S. institutions receive the same compensation they would have received from their home institutions. Visitors from foreign countries receive compensation comparable to equivalent positions in the U.S. , or a salary that complies with applicable bilateral agreements.  Compensation and other costs may be shared by UCAR and a visitor's home institution, or fully provided by either.  Compensation of visitors is usually adjusted at the same time and in the same amount as their salaries are adjusted at their home institutions.

    B. Benefits

    All visitors are ineligible for educational assistance benefits. Payroll Visitors receive all other benefits at the same level as other UCAR employees with comparable classifications and appointments.  See Eligibility for Benefits, for more information.

    Laboratories and programs must offer the opportunity to participate in UCAR's health insurance program to Financially Supported Visitors (V2) and Non-Financial Support Visitors (V3) if they have no other coverage in the United States.  Foreign visitors and their family members on J visas must have adequate health insurance while in the United States.  Laboratory, and program budgets are charged the full cost of UCAR-provided health insurance for Financially Supported Visitors (V2) and Non-Financial Support Visitors (V3) who have no other coverage.

  3. Travel Expenses, Temporary Living Per Diem, and Relocation

    A. Visitor Appointments of less than 6 Months

    These visitors are eligible for reimbursement of travel costs; travel reimbursement is not normally provided for a visitor's family members.  A temporary living per diem may be established to cover the visitor's temporary living expenses.  Temporary living per diem includes food, lodging, and incidental costs, and may not exceed the rate for a given locale as set by the U.S. Department of State or shown in applicable bilateral agreements.  These short-term visitors are ineligible for shipping and relocation benefits.

    The host laboratory or program may choose to pay Temporary Living Per Diem (TLPD), a combination of lodging and per diem.  Payments are initiated through the V1 or V2 form rather than the Voucher form used for separate lodging and per diem.  TLPD payments occur automatically once per month, and may not exceed the total rate of lodging and meals and incidental expenses (M&IE) for the city of visit.  Visitors of less than one month typically do not receive TLPD but are reimbursed via the Voucher process.

    B. Visitor Appointments of from 6 Months to less than 12 Months

    These visitors are eligible for reimbursement of travel costs and a temporary living per diem in accordance with paragraph 3A, above (Visitor Appointments of less than 6 Months).  Travel reimbursement is not normally provided for a visitor's family members.  In addition, these visitors may be eligible for a shipping allowance based upon mutual agreement and the submission of valid receipts.

    C. Visitor Appointments of 12 Months or Longer

    Travel costs to bring the visitor and family members to the UCAR work location and either a shipping allowance or relocation costs for household goods are reimbursed at the discretion of the host lab or program.  A temporary living per diem may be paid only if relocation costs are not paid.

  4. Housing

    The Human Resources Department may assist the visitor in locating housing.  The responsible laboratory or program may advance funds for a housing deposit.  Unless other arrangements are approved by the Travel Office, that advance must be repaid within the first four months of the visit through either biweekly payroll deductions, reduction of per diem payments, or direct billing to the visitor.

  5. Visas

    Foreign visitors to the United States may require a visa to enter and work in this country.  Although it is the visitor's responsibility to secure the appropriate visa, the host laboratory or program and the Human Resources Department provide assistance in securing visas for foreign visitors and their family members.  (See Foreign Visitor and Scholar Services.)

  6. Intellectual Property

    Visitors may be required to sign a Confidentiality Agreement and may be subject to UCAR Intellectual Property and Technology Transfer Policy and Procedures. Visitors may also be required to sign a “Visitor Intellectual Property Agreement” if the Laboratory or Program Director determines a signed agreement is necessary.  This agreement clarifies any intellectual property rights and interests that may exist among UCAR, the visitor's home institution, or other entities.  Visitors with questions about UCAR's Intellectual Property and Technology Transfer policy should contact UCAR's Office of General Counsel.

Affiliated Policies and Procedures

2-3
Conflict of Interest
3-2
Intellectual Property and Technology Transfer
3-6
Access to and Use of Computer and Information Systems
5-7
Travel
6-3
Employee Search and Selection
6-13
Compensation and Benefits
Relocation Guidelines
Visas
Benefits Eligibility by Appointment  
UCAR Benefits Manual
UCAR Visitors Manual

July 2008

Student Visitors Procedures

(related to Policy 6-4)


Definition

Student Visitor

Individuals enrolled in a degree program and invited by divisions or programs for a limited period of time to assist scientific, educational, or technical staff; or participate in a professional project.  Their visit at UCAR is typically part of an academic enrichment experience.

Student Visitors must be affiliated with a home institution, typically a university, or in some cases a government agency, and are associated with a professor collaborating with UCAR staff.

A. Payroll Student Visitors (V1)

Student Visitors who are paid in full or in part by UCAR through UCAR's payroll system.  Payroll Student Visitors are UCAR employees.

B. Financially Supported Student Visitors (V2)

Student Visitors who are not on UCAR's payroll, but who may receive a temporary living per diem or travel reimbursement.  These Student Visitors are not UCAR employees.

C. Non-financial Support Student Visitors (V3)

Provisions

  1. Appointment

    Student Visitors are selected by a host division or program and are invited to visit for a specific period of time.  Divisions and programs are encouraged to conduct annual assessments of visitors' progress at UCAR and/or their contributions to UCAR's programs. All visitors are subject to UCAR policies and procedures.

    A Student Visitor classification is not a means of hiring individuals to fulfill long-term needs of the organization or of circumventing other UCAR policies (e.g., Equal Employment Opportunity, Employee Search and Selection, or Compensation and Benefits).  It should also not be used to fill a job more appropriately filled through a temporary employment agency.  Reclassification may not be used to transfer a visitor to a different employment status.

    The ”Payroll Visitor (V1)” and the “Financially Supported Visitor (V2)” forms should be sent to the Human Resources Department prior to arrival of the visitor. For visitors on payroll and all those with appointments of six months or longer, a copy of a formal offer letter consistent with language provided by the Human Resources Department should be attached.  The offer letter should also describe the nature of the visit.  A copy of the authorization form should be sent to the Travel Office upon acceptance of an offer if reimbursement of travel or housing expenses is required.

  2. Compensation and Benefits

    Compensation of Payroll Visitors

    Compensation of Student Visitors is determined by the hosting division or program and at an hourly rate appropriate to their level of education and expected contribution.  Human Resources staff may be consulted on appropriate pay rates.

    Student Visitors are eligible for benefits consistent with those afforded casual employees.

  3. Travel Expenses, Temporary Living Per Diem

    Travel costs to bring the visitor to the UCAR work location are paid in accordance with the UCAR Travel policy.  In addition, a Student Visitor may receive a temporary living per diem (which may be taxable as income) or a shipping allowance.  The decision to pay for such expenses is based on factors such as length of stay, convenience for the visitor, comparison of costs, and ability of the host division or program to cover expenses.  See Benefits Eligibility by Appointment for more information.

    A. Student Visitor Appointments of less than 6 Months

    Most Student Visitor appointments will fall within this time period.  These visitors are eligible for reimbursement of their travel costs.  A temporary living per diem may be established to cover the visitor's temporary living expenses.  Temporary living per diem includes food, lodging, and incidental costs, and may not exceed the rate for a given locale as set by the U.S. Department of State or shown in applicable bilateral agreements.  These short-term visitors are ineligible for shipping and relocation benefits.

    B. Student Visitor Appointments of from 6 Months to less than 12 Months

    These visitors are eligible for reimbursement of travel costs and a temporary living per diem in accordance with paragraph 3A, above (Student Visitor Appointments of less than 6 Months).  In addition, these visitors may be eligible for a shipping allowance based upon mutual agreement and the submission of valid receipts.

  4. Housing

    The Human Resources Department may assist the visitor in locating housing.  The responsible division or program may advance funds for a housing deposit, if needed.  Unless other arrangements are approved by the Travel Office, that advance must be repaid within the first four months of the visit through either biweekly payroll deductions, reduction of per diem payments, or direct billing to the visitor.

  5. Visas

    Student Visitors to the United States may require a visa to enter and work in this country.  Although it is the visitor's responsibility to secure the appropriate visa, the host division or program and the Human Resources Department provide assistance in securing visas for visitors and their family members.  (See Foreign Visitor and Scholar Services.)

  6. Intellectual Property

    Student Visitors may be subject to UCAR Intellectual Property and Technology Transfer Policy and Procedures, and may be required to sign a “Visitor Intellectual Property Agreement” if the Division or Program Director determines a signed agreement is necessary.  This agreement clarifies any intellectual property rights and interests that may exist among UCAR, the visitor's home institution, or other entities.  Visitors with questions about UCAR's Intellectual Property and Technology Transfer policy should contact UCAR's Office of General Counsel.

January 2010

Graduate Research Assistants Procedures

(related to Policy 6-4)


  1. Appointment

    The Graduate Research Assistant should come from a university graduate program having common interests with the UCAR program with which the student will be affiliated.  Ideally, students will be in residence at UCAR for at least part of their thesis work.

    Graduate research assistantships may be widely advertised or the appointment may grow out of collaborative efforts between a UCAR employee and a university program or faculty member with common interests.  Graduate Research Assistants receive half-time term appointments (T2).

    The length of appointment is variable, depending upon agreements between each student, their home university and the UCAR supervisor, but should ordinarily be no more than three years for the completion of the Ph.D.  Appointments are renewed annually, provided that both UCAR and the university involved judge the progress of the student to be satisfactory, and subject to the continued availability of funding.   

    The ”Payroll Visitor (V1)” should be sent to the Human Resources Department prior to arrival of the student. A copy of a formal offer letter consistent with language provided by the Human Resources Department should be attached.  A copy of the authorization form should be sent to the Travel Office upon acceptance of an offer if reimbursement of travel or housing expenses is required.

  2. Compensation and Benefits

    Graduate Research Assistants receive a salary in conformance with periodic salary surveys by the Human Resources Department.  Salary adjustments may occur on an annual basis.

    Graduate Research Assistants receive health, dental, life, long-term disability, and travel accident insurance at the full-time employee rate.  Other benefits, including vacation, sick leave, and holiday pay, are accrued at the half-time employee rate.  See Eligibility for Benefits for specific eligibility and coverage.

  3. Travel Expenses, Temporary Living Per Diem, and Shipping Allowance

    Student travel between UCAR and the student's home institution is paid in accordance with the UCAR Travel policy.  Travel reimbursement is not provided for a student's family members.  A temporary living per diem, which may be taxable as income, may be granted to cover a Graduate Research Assistant's temporary living expenses.  A shipping allowance not to exceed $750 may be authorized at the discretion of the host division or program. 

  4. Housing

    The Human Resources Department may assist the student in locating housing.  The responsible laboratory or program may advance funds for a housing deposit, if needed.  Unless other arrangements are approved by the Travel Office, that advance must be repaid within the first four months after the student's arrival through either biweekly payroll deductions, reduction of per diem payments, or direct billing to the student.

  5. Visas

    Graduate Research Assistants who are visitors to the United States may require a visa to enter and work in this country.  Although it is the student's responsibility to secure the appropriate visa, the host laboratory or program and the Human Resources Department can provide assistance in securing visas for students and their family members.  (See UCAR's Foreign Visitor & Scholar Services Web site.)

  6. Intellectual Property

    As employees, Graduate Research Assistants are subject to the UCAR Intellectual Property and Technology Transfer Policy and Procedures.

  7. Thesis Committee Members

    The university should accord the host UCAR employee membership on the student's thesis committee and provide an appropriate faculty appointment for this purpose.  Specific programs may have additional requirements.

  8. Cooperative Theses

    Ph.D. theses written by Graduate Research Assistants under the guidance of a UCAR employee may be issued as cooperative theses following their acceptance by the home university.  Eligibility for a cooperative thesis requires ample evidence that a UCAR employee was involved in supervising the thesis work and recognition by the home university of that involvement.

    The cooperative thesis differs from the thesis submitted to the university only in the addition of an appropriate cover and title page to designate UCAR's involvement.  The Division or Program Director signs the “ Approval Form for Proposed Cooperative Thesis Publication” to authorize production of a cooperative thesis.

    Services offered to the student by UCAR during thesis production may include graphics, word processing and editorial support, and/or printing or copying, at the discretion of the sponsoring laboratory or program.