Department Responsibilities for Visitors and Guests

Host departments are responsible for their visitors and guests, including ensuring that they are aware of and comply with the University’s COVID-19 Campus Safety Policy and all relevant health and safety protocols.

When hosting a short-term visitor who is working on-site at Brown four or more days per month, departments must enter contact information for each visitor (name, email address, date of arrival and length of visit) in the department visitor form. The visitor will then receive via email a link to a vaccination attestation form that they must read and complete, affirming that they have received a vaccine authorized by the U.S. Food and Drug Administration (FDA) or recognized by the World Health Organization (WHO) and are fully vaccinated (14 days past their final dose). The department and the visitor will receive email confirmation after the form is successfully completed.

Please see the definitions of short- and long-term visitors on the Visitors and Guests page and in the detailed Visitors and Guests Vaccination Requirement FAQ.

Department Visitor Form (Login Required)

Vaccinations for Visitors and Guests on Campus Less Than Four Days

In some circumstances, but only with written approval in advance from the Provost’s Office, departments can require visiting lecturers or guest instructors who are on campus for less than four days to be vaccinated.

Visitors for Conferences and Events Lasting Less Than Four Days

The level of sustained and consistent in-person contact of the engagement may warrant treating a conference attendee as a short-term visitor who must complete the vaccination attestation form in advance of their visit. For example, a department may require vaccination attestation forms for visitors attending a one- to three-day conference or seminar where participants are in shared spaces in close proximity for all or most of the program.

Departments hosting such events and who wish to consider requiring visitors and guests to complete the vaccination attestation form should contact [email protected] well in advance, and no less than two weeks before the event.

Visiting Lecturers and Guest Instructors on Campus Less Than Four Days

The level of sustained and consistent in-person contact of the engagement may warrant treating a guest as a short-term visitor who must complete the vaccination attestation form in advance of their visit. For example, a guest artist arrives on a Tuesday. They have dinner on Tuesday night with students, participate in class visits and a rehearsal on Wednesday, and give a public performance or lecture on Thursday. While the visiting lecturer or guest is on campus less than four days, the level of sustained and consistent in-person contact of the engagement warrants treating the guest artist as a short-term visitor who must complete the vaccination attestation form in advance of their visit.

Departments hosting such visitors and who wish to consider requiring them to complete the vaccination attestation form should contact [email protected] well in advance, and no less than two weeks before the visit.

Departments Managing Vendors and Contractors

The University's COVID-19 policies and protocols for vendors and contractors are available on the Strategic Purchasing, Contracts and Insurance website: Conducting Business with Brown University page. Similar to long-term and short-term visitors, vendors whose level of engagement with the Brown campus require vaccination (e.g., sustained and consistent in-person contact) must attest that their employees are fully vaccinated. Vendors and contractors in this category will be notified by the University about the process.

Questions regarding these requirements should be directed to [email protected].

Departments Hosting Events

Departments hosting events should note COVID-19 policies in event publicity materials and are strongly encouraged to enforce these during the event itself.

Event publicity materials can link to the Visitors and Guests page on this website and include the following:

“Brown University abides by public health guidance and health and safety protocols to reduce the risk of transmission of COVID-19. Event attendees, including visitors and guests, must comply with all University policies and protocols in place at the time of the event, including current University policy regarding face masks and coverings (see the University’s COVID-19 Campus Activity Status page for the current policy for both vaccinated and unvaccinated individuals).

A similar statement can be made at the beginning of an event.

Contact

After reading the detailed Visitors and Guests FAQ, if you still have questions regarding whether a visitor is long-term, short-term or limited-duration, those questions can be directed to [email protected]

Departments and members of the Brown community with additional questions regarding visitors and guests related to COVID-19 also can email [email protected].

Last updated August 12, 2021. Information on this page may be updated as the University’s planning evolves and/or public health guidance prompts a shift in Brown’s operations and protocols.