Definition and Purpose
Each year, Cornell University’s College of Veterinary Medicine (CVM) receives hundreds of requests to visit our facilities, to meet with and learn from faculty, or to just spend time at CVM. Whereas any faculty or staff may invite on an informal basis (departmental processing only) any visitor to her office or lab, there are specific situations (listed below) when the visit should be considered formal:
The following guidelines therefore are aimed at minimizing confusion and creating efficiencies for hosting visitors.
This document serves to summarize the types of visitors that the CVM hosts, the visit planning and approval process, and the related services that the College will provide to the host and to the visitor. Casual short term (less three months with no CVM appointment) are processed solely by each department. The HR office can guide and assist if there are questions concerning departmental casual visits. The need for a visa or CVM appointment will trigger OHR processing.
Types of Visitors and Status at Cornell
There are two types of visitors to the CVM: those involved in clinical patient/animal contact (exclusive of the DVM clinical internship and residency program); and those involved with laboratory based research. All formal visitors to the CVM, as defined above, must fall into one of the following six categories:
(excluding DVM clinical internship & residency program)
|Externs: Individuals who are in the clinical training portion of their DVM or foreign equivalent veterinary degree and are performing a clinical rotation at CVM/CUHA. Visitors may apply to be a part of a CVM service, and visits can be from two weeks to three months following clinical rotation schedules. Externs must be matriculated clinical year veterinary students. Willing to cover the costs of the rotation (page 4) if not part of a reciprocal (US/Canada) externship program. Pharmacy student Externs included.|
|Visiting Veterinarians: Individuals who have completed their DVM or foreign equivalent veterinary degree and are looking for further clinical experience. Visitors may apply to be a part of a CVM service, and visits can be from one week to three months. Visiting Veterinarians must hold a DVM or foreign veterinarian degree and be willing to cover the costs of the rotation (page 4).|
Sponsored Interns/Residents: Individuals with a DVM or foreign equivalent veterinary degree who are pursuing special training in a service area. Interns/Residents that come to the CVM via the ‘match’ are not included here. However, each year, specific units at the CVM may allow residents to apply for self-funded placements. In this case, they are appointed for up to the duration of the clinical experience: one-year Internships, and/or two-to-three-year
residency programs. Sponsored Interns/Residents must hold a DVM or foreign veterinarian degree and be willing to cover the costs of the service (page 4).
|Volunteers - Only at the Wildlife Health Center and Cornell Ruffian Equine Specialists clinic: Individuals accepted as volunteers are not there for clinical training.|
|Research/ Academic Visitors||
Visiting Academics: Researchers or scientists from other institutions who have academic credentials. This may include faculty on sabbatical or visiting as a part of a collaboration. Visiting faculty may be at the CVM for up to one year.
Visiting Academics must hold a research or faculty position at another institution, and be willing to cover the costs related to campus access (page 4).
‘Lab’ Interns: Post-graduate research students who have a desire to be mentored and learn in a lab. Interns may stay at Cornell for up to 12 months.
Initiating, Requesting and Finalizing Visits
In all cases, visitors must be sponsored by a faculty member and submit three documents: 1. A Visitor Request Form (including department chair’s approval, and all required documentation) and submitted to the CVM Visitor & International Relations Manager (VIRM) ideally three months before the visit. The Visitor Request Form collects standard information required to process a visitor, and documents commitment of the faculty member and the department as well as clarifying the best category/status for each visitor.
2. A CV that describes relevant education and research experience.
3. A signed Agreement Form (from a VIRM template) that describes learning or collaboration objectives, and acknowledges the expectations made of the visitor (including costs) and benefits provided by Cornell, must also be submitted. Due to the time required and associated costs, processing will not commence without the Visitor Request Form, CV, and Letter of Intent.
Once the documents are submitted to VIRM, VIRM will coordinate directly with the proposed visitor to gather all other documentation required in order to process the application. The faculty sponsor will be kept informed.
The following table lists the specific documentation required for each visitor:
|Clinical Visitor||Lab/Academic Visitor|
|Sponsored Vet Intern/Resident||Volunteer||Academic||'Lab' Inten|
|Visitor Request Form||Yes||Yes||Yes||Yes||Yes||Yes|
|Letter of Intent||Yes||Yes||Yes||Yes||Yes||Yes|
|Faculty Mentor Commitment||Yes||Yes||Yes|
|Chair Approval||Section Chief||Section Chief||Section Chief + CUHA Director||Yes||Yes|
|Proof of English||Yes||Yes||Yes||Yes||Yes||Yes|
|Proof of matriculation||Yes||Yes (if student)|
|Liability Insurance||Yes||Yes||By CVM|
|Parental approval||If a minor|
Approval Process for Visitors
All formal visitors that come to the CVM are registered with and processed by the VIRM on the appropriate CVM or CU systems. Because we do not charge tuition to any visitor, we have no visitors with a student status.
The following sequence is used by OHR to process a visitor:
|Step||Process||Ideal Timeframe *|
Visitor Request Form
+ CV & Letter of intent from visitor
||At least three-to-six months before visit|
|Visitor Application Processed||
||At least three months before visit|
|Visitor Application Accepted||
|Visitor Agreement Form||
||Upon approval of visit|
Resources shared by IVRM:
||Two months before visit|
Welcome orientation provided by IVRM, including:
||Day of arrival|
Close-out by VIRM or host dept., including:
All visitors will be subject to a standard fee schedule. The fees are defined each year. Visitor-related costs are used to support staff time related to visitor processing, visitor support, visitor tracking systems, as well as to supplement department and faculty-related costs incurred by training and mentoring visitors. Visitor-related costs are also used to cover costs for specific services that are granted upon OHR appointment; such as TCAT transportation, library services, web access, and space usage.
Visitors may be exempt from paying some of the defined fees, at the discretion of the faculty sponsor or department. However, in the interest of standardizing processes across the CVM, an exemption should only be granted in exceptional circumstances.
CVM-provided Resources and Benefits for Visitors
The following table lists the specific Cornell benefits provided to the different typed of visitors:
|Benefit||“Visitor” (Extern, visiting vet, visiting academic, ‘lab’ intern)||“Employee” (Self-funded vet Interns/Residents)||“Volunteer” (WHC and CRES ONLY)|
- Support to complete and process application (see notes below)
|(if > 3 months or requested)||X|
Orientation & Welcome Pack
- Contains information on CVM key contacts, directions and parking.
- Information on specific service/lab rules and regulations; Wi-Fi registration.
CU ID **
- Provides access to select buildings, TCAT transportation, and library material check out.
(if > 3 months or requested)
(transport can also be purchased separately)
- Provides access to Cornell email, library services, and software.
|(if > 3 months or requested)||X||(with sponsor)|
- List of pre-screened on-campus & off-campus options provided, local hotels close to CVM, Ithaca contact information for housing posts. Coordination with campus housing managers for direct billing possible.
- Taxes withheld per U.S./state laws.
CVM software and data access
- Temporary access offered.
English Language Support
- Professional English and Conversation classes can be organized and sponsored at extra cost.
**’Lab’ Intern (unpaid / allowance payment) HR title will grant TCAT for Mon. – Fri. use only**
All visitors will be responsible for a $150 non-refundable application and processing fee. Volunteer programs not included.
If you have any questions regarding visiting the College of Veterinary Medicine please contact:
Pilar A. Thompson
Visitor & International Relations Manager
College of Veterinary Medicine