Policy on IRP Unpaid Designations and Non-FTE Fellows with Supplemental Funding

The following policy applies to unpaid designations in the NIH Intramural Research Program (IRP), including Special Volunteer (SV), Guest Researcher (GR), and On-Site Research Collaborator (RC) assignments. These unpaid designations are under the authority/oversight of the Deputy Director for Intramural Research (DDIR) and as such are exclusively for use within the IRP; there are no exceptions for use of these designations in non-intramural settings/offices. This policy also addresses non-FTE trainees with any supplemental funding (Supplemental Visiting Fellows or Supplemental IRTA/CRTA). The following policy replaces all previous guidance. For any contradictions between this policy and the current GR/SV or RC NIH Policy Manual Chapters, this policy is the rule. Requests for approval (using the required OIR template form) must be submitted at least 3 months in advance of the planned start date to: SV-GR-RC-Requests@nih.gov.

1. The following unpaid designation assignments and Supplemental IRTA/CRTA/VF awards are not allowable:

   1. Foreign nationals from Countries of Particular Concern or Special Watch List Countries as defined here.
   2. Individuals who will reside outside the U.S. or U.S. territories at any time during the assignment.
   3. U.S. citizens, U.S. lawful permanent residents and foreign nationals with any non-U.S. supplemental funding; this includes support from foreign governments and universities, or from other foreign funding entities.
   4. IRP staff employed as contractors who are separating from NIH.
   5. Foreign nationals using personal funds to support their stay in the US during their assignment in an unpaid designation.
   6. Participants in the NIH Summer Internship Program (SIP) or Academic Internship Program (AIP). The same applies to departing SIP and AIP participants.

   Any outstanding offers for individuals in categories 1.a. through 1.f. as of the date of this policy must be rescinded. Requests for renewal of individuals currently at NIH in these categories must be approved by a central NIH committee coordinated by the NIH Office of Intramural Research (OIR) and/or the NIH Office of Intramural Training and Education (OITE). An exception to Category 1.f may be requested for incoming AIP/SIP participants with appropriate outside (non-NIH) funding from U.S. institutional sources.

2. The following unpaid designation assignments are allowable with direct approval from the NIH Institute, Center, or Office (ICO) Scientific Director (SD) or Clinical Director (CD) and final approval from a central NIH committee coordinated by OIR.
   1. U.S. citizens, U.S. lawful permanent residents, and foreign nationals from academic institutions and research organizations in the U.S. or abroad who are paid fully by U.S. funds. The funding institution must confirm in writing that only U.S. funds are being utilized, which will be verified by the NIH ICO before an assignment can be requested.
   2. IRP staff appointed as FTEs (including Research Fellows and Clinical Fellows) who are separating from the NIH can be assigned an unpaid designation for a maximum of one year. Requests for renewals must have strong justification and require approval by the central NIH committee.
      1. Retiring Senior Investigators, Senior Clinicians, and Senior Scientists, after verification of such Intramural Professional Designation (IPD) by OIR, who will reside in the U.S. or U.S. territories may be assigned and renewed in unpaid designations with direct ICO SD/CD approval only. Any such individuals who will reside outside the U.S. or U.S. territories require direct ICO SD/CD approval and final central NIH committee approval; provided, however, that no Government Furnished Equipment (GFE) may be taken internationally as specified in section 4.d. below.
      2. Scientist Emeritus appointments require direct ICO SD/CD approval and DDIR approval.
3. The following unpaid designation assignments related to incoming and departing non-FTE trainees are allowable with direct approval from the ICO SD/CD and final approval from a central committee coordinated by OITE.
   1. Departing non-FTE IRTAs, CRTAs, and Visiting fellows may be eligible for a time-limited unpaid designation assignment for the sole purpose of finishing current NIH work as follows:
      1. Departing Postbaccalaureate IRTA/CRTAs and Predoctoral IRTA/CRTA/VFs may be assigned as an unpaid designation for a maximum of six months. Departing Postbaccalaureate IRTA/CRTAs who have completed an exceptional third year may not transition to an unpaid designation assignment.
      2. Departing Postdoctoral IRTAs/CRTAs/VFs may be assigned as an unpaid designation for a maximum of one year.
      3. The PI must justify why a departing trainee cannot access needed resources using other means, such as a Box account or data sharing via NIH Form-3000, to finish the NIH work. Examples include ongoing access to NIH High Performance Computing (HPC) resources or patient data, which necessitate an ongoing NIH designation.
      4. Visiting Fellow transitions to an unpaid designation are only allowed if the fellow is staying in the U.S. and does not come from a Country of Particular Concern or Special Watch List Countries.
      5. The NIH No-Objection Statement (NOS) Waiver Policy restricts certain former J-1 Visiting Fellows from returning to NIH in any capacity, including unpaid designations, for 2 years following the end of their program. If a former J-1 receives Favorable Sponsor Views based on an outside job offer, he/she would be ineligible for an unpaid assignment. For more information, see the NIH Policy here.
      6. Renewals and exceptions to the limitations listed above will only be contemplated due to strong justifications.
   2. Incoming clinical rotators who are U.S. citizens, U.S. lawful permanent residents, or foreign nationals who are paid by a U.S. hospital. Foreign nationals from Countries of Particular Concern or Special Watch List Countries are excluded from this approval.
   3. Incoming students in approved clinical externship or elective programs who are U.S. citizens or U.S. lawful permanent residents.
   4. Incoming trainees who would otherwise be eligible for an IRTA/CRTA/VF that are fully funded by appropriate U.S. institutional sources in accordance with respective IRTA/CRTA/VF stipend levels. Foreign nationals from Countries of Particular Concern or Special Watch List Countries are excluded from this approval.
4. Additional Oversight to Safeguard NIH Resources:
   1. There is no title bestowed to the individual through the SV, GR, or RC assignments. Individuals may not list these unpaid designations as titled experiences/positions in CVs/resumes.
   2. Individuals on unpaid designations may not function as spokespersons of NIH.
   3. Individuals must immediately resign their assignment and return any/all NIH property if they relocate outside of the United States or no longer meet any other eligibility requirements.
   4. Individuals on unpaid designations may not take GFE on international travel.