GUEST APPOINTMENT PROCESS:
- Form to Return: Guest Data Sheet
- Form to Return: Confidentiality and Non-Disclosure Agreement
- Form to Return: Patent Agreement
Division office will review and approve, then send forms to Human Resources for processing.
HR will send email to division office once Guest is set up in system; division will forward email to lab contact.
Lab contact must email Caltech Help or submit a ticket: IMSS>Accounts>New Account Request: Provide as much information in the request detail as possible including UID# and if they have been at Caltech previously.
Lab contact must email Card Office or submit a ticket: Card Office>Access Card Request: The prompts are self-explanatory but you will need to add a photo to request.
Include First and Last Name, and UID#
Photo (photo requirements below)
- Any passport photo
- A non-passport photo fitting the following requirements:
- The photo must be of only you (no group photos)
- The photo must be taken from directly in front of you (no side angles)
- The photo must be in color
- The photo must have a solid background
- No sunglasses, hats, hoods, masks, etc.
- JPEG format
For questions, please contact Stefany Nielsen at (626) 395-4700 or [email protected].
Caltech maintains informal relationships with other organizations and individuals in the scientific and business community. Individuals who are conducting short-term projects or collaborating with Institute employees on research projects are identified for Caltech purposes as Guests.
Caltech Guest Definition
In general, a Guest has no formal appointment or contract with Caltech, is not on the Caltech payroll and is not volunteering services to the Institute but is on campus as a "guest" of an Institute Department or Division for a predetermined length of time up to a two-year maximum. Although Guest usually identifies individuals who are conducting short-term projects or collaborating with Institute employees on research, this term may also include closely allied ancillary groups needing campus access, such as JPL employees working with research projects on campus.
Foreign nationals may not have guest status unless they have an appropriate visa status. A visitor for tourism authorization (WT or B-2) does not authorize an individual to engage in the performance of guest services at Caltech.
Human Resources enters Guest personal, organization, and location information into the Oracle HR system for the following reasons:
Access - Guests may be provided access to email, computer systems, buildings or labs, on-campus parking, the library, and other services on an as-needed basis, as determined by the sponsoring Division or Department.
Safety – Since these individuals are collaborating on campus, their safety is important to Caltech. Entering the guest's information into Oracle provides Caltech with basic contact information and links them to our automated security notification system should an emergency arise.
When the guest's assignment ends, the Division or Department collects ID card (if applicable) and notifies Human Resources via email of the departure. Human Resources will terminate the record in Oracle and access privileges will close.