Delegations and Visitors
The Vice Provost and the Global Initiatives team host 40+ international delegations throughout the year including international academic VIPs, foreign ambassadors, and other partners and national representatives. The Vice Provost for Global Initiatives also hosts international guests of the UT System, the City of San Antonio, the U.S. Department of State, and other partners. Other international visits stem from UTSA faculty and staff collaborations with colleagues worldwide.
Policy: Hosting International Visitors
Global Initiatives has developed this Hosting Policy and Toolkit in support of coordinated and legally compliant engagement to:
- Ensure alignment with institutional guidelines
- Provide planning support to streamline operations
- Meet security obligations
- Avoid duplication of effort across units
This policy applies to all UT San Antonio faculty, staff, and academic units involved in hosting international visitors for academic, research, cultural, or partnership purposes.
Roles & Responsibilities
- Global Engagement leads visits involving the President, Provost, or multiple colleges, also known as comprehensive visits.
- Colleges and Departments manage unit-specific visits and are responsible for visitor screening. See the Global Initiatives Toolkit for next steps and tools to assist with planning.
All visits involving official foreign government representatives are to be coordinated with Global Initiatives to ensure coordination and maximize institutional benefit.
Planning & Process:
- Submit visit requests at least 8 weeks in advance by completing the Delegations Request Form below.
- For questions email us at globalrelations@utsa.edu
- The university cannot accommodate visits during holidays, final exams, commencement, or summer (mid-June to late August).
- Due to high demand and limited capacity, not all comprehensive visit requests can be accommodated.
Pictured above from left to right: Minister Juan Ramón Flores Gutiérrez Mexican Embassy in the United States, Susana Monreal Avila Mexican Consulate, Rod McSherry UTSA, Consul General Rubén Minutti Zanatta Mexican Consulate in San Antonio, Ambassador Esteban Moctezuma Barragan Mexican Embassy in the United States, Heather Shipley UTSA, Lisa Montoya UTSA, Guadalupe Carmona ConTex, Paloma Perry ConTex, Carelli de La Garza UTSA, and Scott Ziegenhorn UTSA
Incoming Delegations
The University of Texas at San Antonio welcomes many international delegations each year. The procedure for determining who will host these delegations is based on established guidelines for receiving international visitors. Please refer to the table below for details.
| UT San Antonio Global Initiatives Coordinates the Visit if any one of these is true: | |
|---|---|
| The primary purpose is to have a meeting with the President or Provost ot Global Initiatives. | |
| The international visitor is a guest of UT System. | |
| The primary purpose is to sign an international academic agreement. Global Initiatives will coordinate any executive-level meetings and ceremony; the college or department will coordinate other elements of the program, if applicable. | |
| The UT San Antonio unit or the international guest is requesting a comprehensive visit including a meeting with leadership and more than one college. | |
| Global Initiatives is to be notified of any unit that is hosting a representative of a local or federal government. Global Initiatives will coordinate any executive-level meetings and ceremony; the college or department will coordinate other elements of the program, if applicable. | |
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If delegation meets any of these conditions, complete the Delegations Request Form eight (8) weeks prior to the expected delegation visit. Due to high number of delegations, requests made with less than 8 weeks notice are unlikely to be accommodated.
|
| College/Dept/Office Coordinates the Visit | |
|---|---|
| A UT San Antonio faculty or staff member invites the guest or delegation. | |
| The primary purpose is to collaborate within a department, college, or on faculty research, program or training. | |
| The delegation is comprised mainly of students. | |
| The visitor wants to visit campus and get a campus tour. | |
| Global Initiatives is to be notified of any unit that is hosting a representative of a local or federal government. Global Initiatives will coordinate any executive-level meetings and ceremony; the college or department will coordinate other elements of the program, if applicable. | |
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Colleges, Departments and other units hosting delegations can find security requirements and our toolkit including templates, University presentation and other useful resources.
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Outgoing Delegations
When planning an outbound delegation, it’s important to stay organized to ensure a smooth and impactful experience. Start by creating an unlisted landing page where your delegation can easily access key information. Compile all essential details on this unlisted page, a flash drive, or in a shared folder, including participant bios, a brief university overview, and key documents such as the master itinerary, MOUs, and talking points. Additionally, include important links like your center’s website, university brochures, promotional videos, and travel resources. Keeping everything centralized and accessible will help your delegation remain informed and ready to represent UT San Antonio effectively.
Examples of Past Delegations: India 2022 | Europe 2023
