VAR: Initiate a VAR Request

This guided instruction is based on the example from "Identify visiting appointment type": Hi Admin Name, One of my collaborators, a professor from the University of Washington, will be visiting for the month of January. His name is Wile E Coyote, and his email is: wilecoyote@uw.edu. Can you please get the paperwork started? Thank you, Sponsor Name

PMA Division Office
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15 steps
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40 seconds

Caltech

Service Now

Navigate to <https://access.caltech.edu/home/home.s#>\ Click "Visitor Access Request (VAR)". \ If not starred, it can be found under Administrative Services.

Click "Initiate a Visitor Request"

Select the Type of Visitor\ **Note:** The workflow varies per type of visitor. This is a crucial step\ **Tip:** HPC Guest will be a Guest Collaborator

Newer question. Always check with the sponsor.

**Tip:** Almost all visitors will participate in research or require lab training. In doubt, check with Jessica Varlet. The answer impacts the workflow for sponsor and visitor.

If the visitor is processed in VAR for the first time, click "Check here if this is a new Visitor". \ In doubt, check that they do not show in the list of entered visitors ("Select the Visitor").

**Note:** Use a non-Caltech email even if the visitor already has a Caltech email; that will prevent communication issues with VAR/HR.

Enter Faculty/Sponsor name\ **Tip:** start typing the first name

Faculty/Sponsors are encouraged to complete their own online application (and some have already). It may even be easier since the online form has more information to some confusing questions, which the fillable questionnaire does not have. However, they may want a delegate instead (i.e., their group Admin). Please check with the sponsor what they want to do.

Enter group name, not the division or department. Start typing the complete name, not the acronym. \ **Note:** Do not use PMA Reserved, the request will be returned if used.

In doubt, check with the sponsor or visitor. Do not guess as the VAR compliance workflow varies based on the answer.

Enter the visit start date and click "OK".

Enter the visit end date and click "OK".\ **Note:** If the visitor will be on campus for ten days or less, it is up to the group to maintain documentation on the individual for safety/security purposes. Please note - this does not apply to minor volunteers field.

For Visitor and Visiting Associate appointments, you will be asked the following questions:

**Tip:** Save as Draft before continuing in case there is an issue when submitting the request so that the information is saved.

The next step will be to complete the Sponsor/Delegate application. VAR will send an email to the Sponsor and delegate if applicable with a direct link. \ If a delegate will be completing the application, have the sponsor complete the Phil PDF for data entry.