Application and Fees Process

Who is the Department Contact/ Program Chair/ Faculty Sponsor for my visitor?

The sponsoring program/ department determines who these will be based on their visiting student, their activities, and who needs to know about their presence.

Does the Registrar’s Office need the background check, immunization records, or supporting documents for the visiting student?

No, the Registrar’s office does not need the supporting documentation for the visiting student. All supporting documentation (including the retention and disposal of these documents) is the responsibility of the sponsoring department.

Can I check the status of my visiting student’s application?

No, Formstack does not have a function to see or check the status of an application after it has passed your step.  To check the status of an application, please email [email protected] and our office can look up the status or reroute the application, if needed.

What do I do if the name of my Department Contact, Faculty Sponsor, or Program Chair is not listed as an option on the application?

Contact [email protected] to request the name be added and at what step. This typically takes 1 -2 business days to process.

Why is my visiting student’s visit fee more than $25?

The $25 fee is for one application cycle (July 1 – June 30).  If the visiting student’s visit goes over more than one cycle, the fee is charged twice.

Example: A visiting student will be here from June 1, 2026 – August 30, 2026. This would be a $50 fee (Note: The student would be here for the cycle: July 1, 2025 – June 30, 2026 and then a new cycle: July 1, 2026 – June 30, 2027.)

The wrong person keeps getting the Formstack application sent to them to approve. How do we fix this?

Almost every approver on the Formstack application is selected by the person on the previous step. The visiting student selects the Department Contact. The Department Contact selects the Faculty Sponsor. The Faculty Sponsor selects the Program Chair. If the wrong person was selected in error, contact [email protected] and we can reroute the application. 

I am receiving an error when I try to submit the application. What do I do?

 Contact [email protected] and provide the error message and the name of the Department Contact, Faculty Sponsor, or Program Chair you selected when trying to submit. If you receive this error, the application did not go through.

How does a visiting student pay for their visit?

Students can pay for their visit through this link: https://commerce.cashnet.com/uthscsasf?cname=REGISTRAR

• Select Apply Texas Application Fee
• Select Application Fee for Visiting Students

If their fee is more than $25, they will need to submit the $25 payment twice.  There is not an option for more than $25.

How does the department/ program pay for the visiting student application fee?

If the department is paying, an IDT can be submitted through Team Dynamix. Our office does not send a bill for the visitor. The Team Dynamix IDT must be initiated by the department. Information for the Team Dynamix account is below.

https://uthscsa.teamdynamix.com/TDClient/2009/Portal/Requests/ServiceDet?ID=40609

·         Account: 530014

·         Fund: 23001

·         Dept ID: E5101

·         Project ID: 154808

·         Approver: Selina Futrell 

How do I know if my visiting student has been processed?

Once the visiting student has been fully approved / processed and their UT San Antonio Health Science Center credentials have been created, the Office of the Registrar will email the credential information email directly to the student and cc the person listed as the Department Contact.  Additional contacts will not be added to the email.

 If the Department Contact needs the email just to go to them and not the student, please let the Office of the Registrar know by contacting [email protected]

How long will it take for my visiting student to get processed?

After the Department Contact receives the application from the visiting student, the application will need to go through several approvals: Faculty Sponsor, Program Chair, and International Services (if the visitor is not a US Citizen or Permanent Resident.)  Once the application goes through the full approval process and reaches the Office of the University Registrar it takes roughly 3 business days to process.

If a visiting student is paying their application fee themselves and has not submitted payment by the time their application has reached our office, we will not process the application until the fee has been paid.

If the program or department is paying for the visiting student’s application fee, our office will process in good faith that payment will be received. Monthly reminders to programs/ departments about submitting payment for their visitors will also go out.

Visiting Student Types/ Eligibility/ Policies

If my visitor does not meet the requirements of a visiting student, what do I do?

The Office of the University Registrar only handles visitors who qualify as visiting students. The next recommended step is to verify if the visitor might qualify as a POI using the Team Dynamix POI Evaluation  Tool:

https://uthscsa.teamdynamix.com/TDClient/2009/Portal/Requests/ServiceDet.aspx?ID=40854

My visiting student would like to extend their visit. What do they do?

 An extension is possible only if the visiting student’s original end date has not passed. If it has not passed, the student can submit an extension request in Formstack using the “Extension Request” option. Students can extend up to a year. We highly recommend submitting this at least 5 business days prior to the original end date.

I have a visiting student for UT San Antonio main campus who would like to visit the Health Science Center campus. Do they need to go through this process?

Yes, students from UT San Antonio main campus will need to go through the same visiting student process in Formstack.

Can my visiting student do more than one visit at the same time?

Yes, but both programs/ departments should be aware of the simultaneous visits. An application and fee must be submitted for each program/ department the student is visiting.

Does my visiting student need a memo? If so, how do I get one?

Memos are not required for a visiting student to obtain a UT San Antonio Health Science Center badge.

 Memos are typically required if the visiting student will need access to EPIC or other clinical/ UHS systems.

If your visitor needs a memo, please either enter this information in the comments of the Formstack application or email [email protected] to let us know.

My visiting student is a minor. Do they go through the same process?

Minor visiting students must meet all the requirements as an adult visiting student.

If your minor visitor will be in a research environment, they must follow the Office of Recruitment and Science Outreach’s process:

https://outreach.uthscsa.edu/programs/high-school/minors-research-workplace/

This application will ultimately end up at our office to complete the process.

If your minor visitors will not be in a research environment, reach out to [email protected] for more information.

I have a visiting student who is from another country. Do they go through the same process?

International visitors must meet all the requirements as a domestic visiting student.

For questions regarding visas, what is allowable, etc., you will need to contact the Office of International Services.

If the visiting student answers “No” to “Are you a US Citizen or Permanent Resident” on their Formstack application, the Office of International Services will be included in the visiting student approval workflow.