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 Caltech Women’s Club, Carnegie Institute and JPL employees working with research projects on campus.
Human Resources enters Guest personal, organization and location information into the Oracle HR system for the following reasons:
- 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.
- 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.
Processes and Forms to send to Human Resources (MC 154-84 or HRinfo@caltech.edu)
If the Guest will be on campus for more than one week, the Division or Department works with the Guest to complete the following forms and forward them to Human Resources at Mail Code 154-84 or HRinfo@caltech.edu for entry into Oracle.
- Guest Data Sheet--- The data sheet includes required personal information and a section describing the Guest’s proposed activities (which organization, when, what kind of activities, etc). If the Guest has not been at Caltech before, the information in this form will be used to set up a new Oracle record and a Caltech UID will be generated. If the Guest has an existing Oracle record, the information will be used to update the original record.
- Confidentiality and Non-Disclosure Agreement for Temporary Assignments should be signed by the Guest and the Guest’s supervisor or Division Administrator.
- Patent Agreement signed by the Guest.
- Other forms may be required by the Division or Department, depending on the activity.
If the individual will be on campus for one week or less, it is up to the Division or Department to maintain records on the individual for safety/security purposes.
Guests who require a Caltech ID card and are new or returning to Caltech as a Guest will need to work with Human Resources to get an ID Card.
When the Guest’s visit ends, the Division or Department collects the ID card (if applicable) and notifies Human Resources of the Guest’s departure date so the Oracle record can be closed out and any access privileges may be ended in a timely fashion.