Delegation Practices
As one of the top institutions of higher education in the state of Texas for international students (IIE Open Doors, 2024), the University of Texas at Dallas (UT Dallas) welcomes the opportunity to host delegations from countries around the world. The International Initiatives office is here to help support faculty and staff with global outreach.
What is a Delegation?
A delegation refers to any group requesting to visit UT Dallas as an official representative of a foreign academic, private, or governmental institution. A delegation may consist of a group of students, staff members, faculty members, government representatives, association members, or a high-ranking individual with the capacity to officially represent another institution or group.
To ensure visits are properly planned and executed, please adhere to the following timelines.
Six Weeks Before Visit:
Please submit your request at least 6 weeks prior to your proposed visit date to allow us to organize a schedule that meets your needs. Requests submitted less than 6 weeks prior may not fully accommodate all your needs.
Use the following University of Texas at Dallas (UT Dallas) Visitor Request Form to submit information. Once the form is completed, International Initiatives will follow up with a meeting with the faculty member(s) requesting the visit.
Three Weeks Before Visit:
International visitors working with the hosting department are responsible for arranging travel, hotel accommodation and transportation. International Initiatives will gladly provide a list of recommended hotels in the area.
Confirm if any physical accommodations or virtual connections are needed.
Confirm if official photos are needed. If an external photographer or member of the media is arranged, clearance will be needed first with the UT Dallas Media Relations office. International Initiatives can also provide photography services through its departmental Marketing and Communications with a minimum of three weeks’ notice before the campus visit.
One Week Before Visit:
Confirm receipt of the final visit agenda, campus directions and parking map.
Confirm all visitors with their correct titles are listed in the final visit agenda.
Agreement Signing Ceremonies
International Initiatives receives a number of requests to include an agreement signing ceremony during a planned visit to UT Dallas. Please note that in order for a signing to take place, the agreement must first be vetted and approved by the International Educational Development Committee, and reviewed by the UT Dallas Office of Legal Affairs, if applicable, before the partnership is finalized and executed. If plans are made for a campus visit to include a signing ceremony, please know that it can only be included if all the necessary procedural steps are taken first.
Same-Day Visitor Requests
Important! We may not be able to provide same-day visitor requests as the preparation process to properly accommodate visitors requires several levels of planning and across various UT Dallas departments. A virtual meeting may be an alternative option.
Holidays & Semester Breaks
As a courtesy, please also be mindful of planning visits around university holidays, the last two weeks of December and from mid-May until late August as leadership, faculty and resources may not be readily available.
Discern UTD International Initiatives (UTD, II, IC) or School/Department Coordination
UTD Dallas International Center’s International Initiatives often provides resources and, in certain cases, helps coordinate the visit of some international delegations. This section is designed to help you determine whether the IC II should be involved in the delegation organization.
| The Delegation… | UTD IC II Coordinates Visit | Unit/Dept/ School Coordinate Visit |
| Requests a formal meeting with President, Provost or Vice Provost for Global Engagement | x | |
| The visitor is equivalent to a Chancellor, Vice Chancellor, President, Provost, Vice Provost or Dean | x | |
| The visitor was invited by Chancellor, Vice Chancellor, President, Provost, Vice Provost or Dean | x | |
| Included members who are UTD alumni | x | |
| Has an existing or proposed university-wide institutional agreement | x | |
| Wishes to establish new/exploratory contact with UTD and multiple units/departments/schools | x | |
| Requests the visit at the unit/department/school level | x | |
| The visitor is equivalent to a director or department faculty-member | x | |
| The delegation is comprised on mainly students | x | |
| Seeks a tour of the campus or a general visit (but not a meeting with high-level officials) | x |
For more extensive information on what International Initiatives does behind the scenes to welcome visitors to UT Dallas, click here.