Undergraduate Research Center—Sciences | Registering Visiting Undergraduate Resources

OVERVIEW

We welcome undergraduate students from other universities who wish to participate in research or other scholarly opportunities on campus so long as they have a faculty supervisor. In order to be sure that we have a record of these “undergraduate student visitors,” all such visitors are required to be registered.

PROCESS

The office and process for completing the registration varies depending on the immigration status, and factual circumstances related to the student’s compensation and the payment mechanism being used (as may be determined by the funding source). Please refer to the sections below to determine the appropriate process:

FOR INTERNATIONAL UNDERGRADUATE STUDENTS INVITED TO PARTICIPATE IN RESEARCH WITH A UCLA FACULTY

Departments interested in temporarily bringing in undergraduate international students to UCLA for research projects or other creative activities should fill out the Pre-Registration Form for International Visitors . The section called “Reason for Visit” should be filled out by the faculty mentor and should detail the planned research project. The home address should be the student’s address in their native country. The completed form should emailed as a .pdf file to the Assistant Vice Provost for Undergraduate Research, Dr. Tama Hasson at thasson@college.ucla.edu.

Following submission, the student, their home institution, and the source of external funding will be background screened. This will be followed by review by the UCLA Export Control Office. Please note that this step can take upwards of one month.

Once approved by export control, the student’s dossier will be sent to the Dashew Center for International Students & Scholars for initiation of J-1 Non-Degree Student Visa Processing (DS-2019). The Dashew Center needs at least 15 working days to process the DS-2019 form. Requests should be submitted at least 3 months prior to start date of program to give the visitor enough time to apply for the J-1 visa at the U.S. Embassy and make travel arrangements. Documents and information needed to process the DS-2019 request are outlined below.
Also note the following guidelines when requesting a DS-2019 for undergraduate students:

They are only eligible for the J-1 “Student Non-Degree” category.
Programs must be for a minimum 22 days.
Program activity must equate to a full-time work load (Must be confirmed in memo from faculty supervisor).
Students must have a ‘substantial’ portion (at least 51%) of their funding coming from a source other than personal or family funds. Such funds may be identified as a scholarship, fellowship, or a grant/award from another organization.
Visa services fee for non-degree student requests.

Please note, international non-student visitors are currently not eligible for a University ID (UID), BruinCard, or participation in research in UCLA Health Sciences, Dental School, or Nursing departments.

FOR US CITIZENS, US PERMANENT RESIDENTS, OR INTERNATIONAL STUDENTS IN POSSESSION OF A VALID J OR F VISA

Compensation Received by Student (Category and Mechanism)	Undergraduate Student Visitor Status at UCLA	Action Required to Complete Registration Process
Paid by UCLA with UCLA or outside agency/company funds for services rendered (employment) via Payroll.	Employee	None
Paid by UCLA with UCLA or outside agency/company funds via stipend (through BruinBuy Plus Non Matriculated Student Payment system). Funds intended only to further student’s education or research endeavors	UCLA Program Participant	Onboard through Human Resources: For visiting students that receive an academic stipend to further their education (not salary), often the appropriate codes are: Contingent Worker position (3731) with job code CWR020 (Student volunteer) Verify with your individual HR group that these are the appropriate position and job codes for your specific use HR will generate UIDs for onboarded visiting students Also, complete process shepherded by Undergraduate Research Center – Sciences. Non-UCLA Student Undergraduate Visitor Registration Requirements and Instructions Non-UCLA Student Undergraduate Visitor Form Evidence of Health Insurance Coverage Form Office of Insurance and Risk Management (OIRM) Voluntary Waiver (if under 18, please also sign the “Release of Liability, Waiver of Claims, Express Assumption of Risks, and Hold Harmless Agreement” at the bottom Patent Acknowledgement for Undergraduate Researchers For stipends paid by UCLA (intended specifically to further a visiting undergraduate’s education or research endeavors, not employment): Seek pre-approval to use the Non-Matriculated Student Payment System by emailing Assistant Vice Provost Tama Hasson (thasson@college.ucla.edu) and Associate Director David Gray (dgray@college.ucla.edu) Pre-approval requires proof of external funding, specific aims, budget, and justification for educational stipend use rather than payroll. The Non-Matriculated Student Payment system runs through BruinBuy Plus. A walkthrough can be found here
Paid by Program Outside of UCLA (student paid directly by outside program but expected to participate in activity at UCLA).	Non-UCLA Undergraduate Visitor	Onboard through Human Resources: For visiting students that receive an academic stipend to further their education (not salary), often the appropriate codes are: Contingent Worker position (3731) with job code CWR020 (Student volunteer) Verify with your individual HR group that these are the appropriate position and job codes for your specific use HR will generate UIDs for onboarded visiting students Also, complete process shepherded by Undergraduate Research Center – Sciences. Non-UCLA Student Undergraduate Visitor Registration Requirements and Instructions Non-UCLA Student Undergraduate Visitor Form Evidence of Health Insurance Coverage Form Office of Insurance and Risk Management (OIRM) Voluntary Waiver (if under 18, please also sign the “Release of Liability, Waiver of Claims, Express Assumption of Risks, and Hold Harmless Agreement” at the bottom Patent Acknowledgement for Undergraduate Researchers
Additional Step: Volunteering in any UCLA Health Sciences, Dental, or Nursing Affiliated Lab	UCLA Registered Volunteer	Contact UCLA Health Sciences Volunteer Services Office to register as a volunteer. Complete all other relevant steps as described above. This is an additional clearance that does not replace the previous steps.

OTHER IMPORTANT INFORMATION

The above table provides direction about the registration process and it ensures that we have a record of our Undergraduate Student Visitors and their activities, which is important for our insurance and risk management. Please be advised that each department or unit should have its own process in place for ensuring that the appropriate trainings and internal processes are followed for laboratory safety and/or building access, as applicable.