The sections on this page, Checklists for Hosting Visitors, Using the MyEC System, and Appointment Forms and the PittWorx System, provide detail on how to navigate certain Visitor procedures that is in addition to the information provided in Steps 1 through 5 of the Visitor process.
Checklists for Hosting Visitors
Checklists for each step in the Hosting Visitors process can assist University hosts and administrators as they manage individual visits.
- Procedural Checklists
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Each of the checklist documents below also is available on the appropriate webpage under Hosting Visitors. Consult the Visitor Process Overview section for additional information on the Academic Visitor process and each of the five relevant steps. All documents below are PDF files.
- Step 1: Determine Visitor Category
- Step 2: Visitor Screening and Export Controls Review
- Step 3: Centralized Invitation Review and Agreement Processing
- Step 4: Visitor Onboarding Procedures
- Step 5: Visitor Departure and Close-Out Procedures
A two-page Academic Visitor Procedure Summary (PDF) provides a consolidated overview of the Academic Visitor process.
Using the MyEC System
Modules that describe how to enter information into the MyEC system for different types of visits and Visitors are provided in this section.
- Electronic Export Controls Recordkeeping System Documentation
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Background information on the use of and the rationale for the MyEC system is available on the Step 2: Visitor Screening and Export Controls Review and Research Security pages. All documents below are PDF files.
Documentation for Academic Visitors: Accessing the MyEC System
This document outlines how to access the MyEC electronic form for all types of visits and Visitors.
Documentation for Academic Visitors for a Brief Visit
This document outlines how to complete the MyEC electronic form for brief visits (Category 1 Visitors).
Documentation for Academic Visitors for Humanities and Social Sciences
This document outlines how to complete the MyEC electronic form for Category 2 Visitors in the social sciences and humanities.
Documentation for Academic Visitors for STEM-Discipline-Based Visitors
This document outlines how to complete the MyEC electronic form for any category of Visitor whose research is in the STEM, STEM-Health Sciences, or other related disciplines, whether the visit is or is not laboratory or clinically based (regardless of the duration of the visit). These visits will require the completion of additional export-control-related questions.
Documentation for Academic Visitors: Selecting and Notifying a Guest Editor
This document outlines how to select and notify a guest editor for all types of visits and Visitors.
Appointment Forms and the PittWorx System
This section describes how to prepare appointment forms so that an Academic Visitor's information can be entered into PittWorx. This process only is required for Category 2 and 3 Visitors.
- Appointment Form Data-Entry Instructions
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These documents are to be used for the appointment process for Academic Visitors only. The Required Administrative Actions page under Step 4: Visitor Onboarding Procedures provides additional information on the appointment-form process.
Please note that School of Medicine (SOM) and non-SOM schools differ in their requirements for completing appointment forms. Upon completion, an appointment form should be routed to your dean's office, which will then send the form to the Visitor Liaison for entry into PittWorx. All documents below are PDF files.
School of Medicine Appointment Forms
- Instructions for Completing School of Medicine (SOM) Appointment Forms
- School of Medicine Academic Visitor Example Appointment Form
Non-School of Medicine Appointment Forms