Visiting Titles


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Important Note

Visiting Faculty, Visiting InstructorsVisiting Scholars, and Visiting Postdoctoral Scholars are appointed or reappointed via FASA. Please submit requests at least one month before the desired start date, or two months before the start date if a J-1 visa is needed.

ABOUT VISITING FACULTY

Visiting Faculty hold a doctoral degree and an academic appointment at another institution, and wish to visit Stanford for research, educational or other reasons while on leave from their home institution. They may be paid or unpaid, and must provide proof of leave. They should be appointed at the rank they hold at their home institution. They are appointed for one year, renewable once.

Visiting Faculty with Salary

Process: Visiting Faculty Appointment with Salary

1. Submit action via FASA (AST/OTS job group): Checklist

  • Completed Checklist
  • Transmittal Memo from Department Chair to Vice Dean
    • Programmatic need for this candidate
    • Appointment title, dates of appointment, percentage of full-time effort expected
    • Expertise/qualifications of candidate
  • Curriculum Vitae (CV)
  • One letter of evaluation (this may be from a faculty member at Stanford or another academic institution)
  • Draft Offer Letter (Word Format)
  • Evidence of leave from the candidate's home institution, covering requested appointment dates
  • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu.
  • Personnel Action Form (PAF)
    • Signed by Department Chair
    • If VA appointment, include estimated VA contribution to salary
    • Amount or salary level and percent to be supported

2. Faculty Compensation staff review salary level, funding plan and all other financial terms; OAA staff review recommendation and edit draft offer letter.

3. FASA notification generated when OAA approves action.

4. If a J-1 visa has been requested, OAA staff approve this visa via workflow (or return it to the department for revision if needed).

5. Candidate must sign the SU-18 at http://axess.stanford.edu.


Process: Visiting Faculty Reappointment with Salary

1. Submit action via FASA (AST/OTS job group): Checklist

  • Completed checklist
  • Transmittal Memo from Department Chair to Vice Dean
    • Title, dates of appointment, % FTE requested
    • Dates of previous term
    • Continuing programmatic need for this candidate
  • Draft Offer Letter (Word format)
  • Evidence of leave from the candidate's home institution, covering requested appointment dates.
  • J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.eduwebsite.
  • Personnel Action Form (PAF)
    • Signed by Department Chair
    • If VA appointment, include estimated VA contribution to salary
    • Amount or salary level and percent to be supported

2. Faculty Compensation staff review salary level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.

3. FASA notification generated when OAA approves action. 

4. If a J-1 visa extension has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).


Process: FTE Change for Paid Visiting Faculty

If there is a change in the percentage of full-time effort (FTE) for which a Visiting Faculty member is being paid, submit an FTE Change via FASA. For example, a Visiting Faculty member might change from working 100% FTE to working only 75% FTE. Submit all FTE change requests at least one month before the date that the proposed change would take effect.

1. Submit action via FASA: Checklist

  • Completed Checklist
  • Transmittal memo from the Department Chair to the Vice Dean, briefly explaining the rationale and timeframe for the FTE change
  • Draft Addendum: if FTE change is 10% or more, or candidate will cross benefits threshold (will gain or lose employee benefits by this change) (Word format)
  • Personnel Action Form (PAF)

2. OAA and Finance review recommendation.

3. FASA notification generated automatically when OAA approves.

Visiting Faculty Without Salary

Process: Visiting Faculty Appointment without Salary

1.  Submit via FASA (AST/OTS job group): Checklist

  • Completed checklist.
  • Transmittal Memo from Department Chair to Vice Dean, including:
    • Programmatic need for this candidate
    • Appointment title and dates of appointment requested
    • Expertise/qualifications of candidate
  • Curriculum Vitae (CV) 
  • One letter of evaluation: this may be from a faculty member at Stanford or another academic institution
  • Draft Letter of Invitation
  • Evidence of leave from the candidate's home institution, covering requested appointment dates
  • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu website.

2. OAA staff review recommendation and edits letter of invitation, if needed.

3. FASA notification generated automatically when OAA approves.

4. If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).

5.  Department may sponsor Visiting Faculty for a SUNet ID; there is a free level of service which will allow them to obtain a courtesy card and other privileges.

6.  Candidate must fill out the SU-18A at the Office of Technology and Licensing portal.


Process: Visiting Faculty Reappointment without Salary

1.  Submit via FASA (AST/OTS job group): Checklist

  • Completed checklist.
  • Transmittal Memo from Department Chair to Vice Dean
    • Includes current title and dates of appointment requested
    • Also includes dates of previous term
    • Continuing programmatic need for this candidate
  • Evidence of leave from the candidate's home institution, covering requested appointment dates.
  • Draft Letter of Invitation
  • J-1 Visa Documentation – (if needed) request extension to J-1 visa through workflow on http://axess.stanford.eduwebsite.

2.  OAA staff reviews recommendation.

3.  FASA notification sent automatically when OAA approves.

4.  If a J-1 visa extension has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).

ABOUT VISITING INSTRUCTORS

Visiting Instructors may be engaging for a year or less in advanced training in an area for which there is no formal course of study.  Visiting Instructors are not required to have a home institution, but they are expected to be “visitors,” in the sense that they plan to go on to another institution for further study at the end of their time at Stanford.

Visiting Instructors are appointed or reappointed via FASA. Please submit requests at least one month before the desired start date, or two months before the start date if a J-1 visa is needed.

Visiting Instructors may be paid or unpaid; background checks are required for paid Visiting Instructors.

Visiting Instructors With Salary

Process: Appointment of Visiting Instructor with Salary

1. Submit via FASA (AST/OTS job group):

  • Completed Visiting Instructor Appointment with Salary Checklist
  • Transmittal Memo from Department Chair to Vice Dean:
    • Programmatic need for this candidate
    • Dates of appointment and percentage of full-time effort expected
    • Expertise/qualifications of candidate, and their plans after this appointment
  • Curriculum Vitae (CV)
  • One letter of evaluation from a faculty member inside or outside Stanford
  • Draft Offer Letter (offer letter template) (Word format)
  • J-1 Visa Documentation – if applicable, request this through workflow on http://axess.stanford.edu.
  • Personnel Action Form (PAF)
    • Signed by Department Chair
    • If VA appointment, include estimated VA contribution to salary
    • Amount or salary level and percent to be supported

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate. Current employees may be exempt from this requirement. Contact OAA for information.

2. Finance staff review salary level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.

3. FASA notification generated automatically upon OAA approval.

4. If a J-1 visa has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed).

5. Department may sponsor Visiting Instructors for a SUNet ID; there is a free level of service which will allow them to obtain a courtesy card and other privileges.

6. Candidate must sign the SU-18 at http://axess.stanford.edu.


Process: Reappointment of Visiting Instructor with Salary

1. Submit via FASA (AST/OTS job group):

  • Completed Visiting Instructor Reappointment with Salary Checklist
  • Transmittal Memo from Department Chair to Vice Dean
    • Programmatic need for this candidate
    • Indicate dates of appointment and % FTE requested
    • Note dates of previous term
    • Visitor’s plans after this appointment
  • Curriculum vitae (CV)
  • Draft Offer Letter (use template) (Word format)
  • J-1 Visa Documentation – if applicable, request J-1 visa extension through workflow on http://axess.stanford.edu.
  • Personnel Action Form (PAF)
    • Signed by Department Chair
    • If VA appointment, include estimated VA contribution to salary
    • Amount or salary level and percent to be supported

2. Finance staff review salary level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.

3. FASA notification generated automatically upon OAA approval.

4. If a J-1 visa extension has been requested, OAA staff approve request through workflow (or return it to department for revision if needed).


Process: FTE Change for Paid Visiting Instructor

If there is a change in the percentage of full-time effort (FTE) for which a Visiting Instructor is being paid, submit an FTE Change package to the Office of Academic Affairs. For example, a Visiting Instructor might change from working 100% FTE to working only 75% FTE.

1. Submit via FASA (AST/OTS job group):

  • Completed Visiting FTE Change Checklist
  • Transmittal memo from the Department Chair to the Vice Dean, briefly explaining the rationale and timeframe for the FTE change
  • Draft offer letter, if FTE change is 10% or more, or candidate will cross benefits threshold (will gain or lose employee benefits eligibility by this change)
  • Personnel Action Form (PAF)
  • Draft addendum, if required (see above)

2. OAA and Finance review recommendation. Finance notifies department of financial approval and any changes required to draft offer letter before it is finalized and given to candidate.

3. FASA notification generated automatically upon OAA approval.

Visiting Instructors Without Salary

Process: Appointment of Visiting Instructor without Salary

1. Submit via FASA (AST/OTS job group):

  • Completed Visiting Instructor Appointment without Salary Checklist
  • Transmittal Memo from Department Chair to Vice Dean
    • Programmatic need for this candidate
    • Appointment title and dates of appointment requested
    • Expertise/qualifications of candidate, and their plans after this appointment
  • Curriculum Vitae (CV)
  • One letter of evaluation from a faculty member inside or outside Stanford
  • Draft Letter of Invitation (use invitation template) (Word format)
  • J-1 Visa Documentation – if needed, request this through workflow on http://axess.stanford.edu.

2. OAA staff reviews recommendation.

3. FASA notification generated automatically upon OAA approval.

4. If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).

5. Department may sponsor Visiting Instructors for a SUNet ID; there is a free level of service which will allow them to obtain a courtesy card and other privileges.

6. Candidate must fill out the SU-18A at the Office of Technology and Licensing portal.


Process: Reappointment of Visiting Instructor without Salary

1. Submit via FASA (AST/OTS job group):

  • Completed Visiting Instructor Reappointment without Salary Checklist
  • Transmittal Memo from Department Chair to Vice Dean
    • Explain programmatic need for appointment
    • Indicate title and dates requested
    • Note dates of previous term
    • Visitor’s plans after this appointment
  • Curriculum vitae (CV)
  • Letter of Invitation (Word format)
  • J-1 Visa Documentation – if applicable

2. OAA staff reviews recommendation

3. FASA notification generated automatically upon OAA approval.

4. If a J-1 visa was requested, OAA staff approves visa extension request through workflow (or returns it to department for revision if needed).

ABOUT VISITING SCHOLARS

Visiting Scholars are recognized experts with doctoral degrees who wish to visit Stanford from an outside institution or are retired. The classification of Visiting Scholar is appropriate for faculty from other academic institutions who are invited to Stanford on an unpaid basis during a period of sabbatical at their home institution.  In addition, this classification is appropriate for the appointment of qualified personnel from industry, government or other organizations, including retirees, who wish to visit Stanford on an unpaid basis, including those whose visit is under the auspices of an Industrial Affiliate Program or other collaborative agreement. Scholars should not be trainees at their home institution; such visitors should usually be appointed as Visiting Postdoctoral Scholars.

Visiting Scholars are usually appointed for one year and may be renewed for a second year.

Visiting Scholars are appointed or reappointed via FASA. Please submit requests at least one month before the desired start date, or two months before the start date if a J-1 visa is needed.

School of Medicine policies regarding Visiting Scholars can be found in Chapter 8 of the Academic Affairs Handbook. University policies regarding Visiting Scholars can be found in the Research Policy Handbook: Visiting Scholars.

Requirements

Visiting Scholars must be sponsored by a member of the Professoriate. Clinician Educators cannot be sponsors of Visiting Scholars. The sponsor must approve the appointment or reappointment in FASA.

Proof of funding: Visiting Scholars may not be paid, and must provide proof of outside funding in an amount equal to or greater than the current first-year postdoctoral stipend.

$62,700/year or $5225/month beginning September 1, 2019

Acceptable proof of funding: letter from employer, scholarship committee, bank, or funding agency; bank statement

Not acceptable: J-1 Funding Attestation Form, letter/email from candidate.

Home Institution: Unless retired, Visiting Scholars must be employed at an outside institution, to which they will return at the end of the visiting appointment.


Process: Appointment of Visiting Scholar

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in Chapter 8.3 of the School of Medicine Faculty Handbook.

2.  Conflict of Interest Disclosure form: the Faculty Host must complete and sign this form, which can be found in the Letters, Templates, & Forms > Other Forms section of the Toolbox . If there are any YES answers, the form must be sent to Barbara Flynn in the Conflict of Interest Office for approval and signature.

3. J-1 Visa application: Department/Institute staff applies for the J-1 Visa for the candidate, if needed, via Workflow on the axess.stanford.edu website, and prints out a copy of the data entered for the application.

4. Submit via FASA (Visiting Scholar/Visiting Postdoctoral Scholar job group):

  • Completed Visiting Scholar Application Checklist
  • Curriculum Vitae
    • include dates of employment at current institution
    • include complete information about degrees and any post-doctoral training
  • Draft letter of invitation (Word format)
  • Documentation of source and amount of funding (must be from a third party – bank, employer, scholarship – a letter or statement from the candidate is not sufficient)
  • Conflict of Interest Disclosure form, signed by the Faculty Host and, if there are any Yes answers, signed by the Conflict of Interest Manager
  • J-1 Visa Application, if needed (printout of the DS-2019 application entered in workflow at axess.stanford.edu)

5. Review: OAA staff reviews package and notifies Department/Institute of any changes required.

6. FASA notification generated automatically upon OAA approval.

7. Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).

8. DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form).  Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.

9. Notification of arrival: If a J-1 visa was obtained, Department/institute notifies the Office of Foreign Scholar Services when the Visiting Scholar arrives.

10. SUNet ID: Department may sponsor Visiting Scholar for a SUNet ID; there is a free level of service which will allow them to obtain a courtesy card and other privileges.

11. Courtesy card: Once the Visiting Scholar's information has been entered into PeopleSoft by OAA, they may obtain a Stanford courtesy card at the Stanford Card Office, which makes available certain privileges listed in Chapter 9.4 of the School of Medicine Faculty Handbook. For further information on obtaining a Visiting Scholar Card, visit the Stanford Card Office website. PeopleSoft data entry should be complete by the day after their start date; we recommend calling the card office first to be sure that they have the information they need.

12. SU-18A: Candidate must fill out the SU-18A at the Office of Technology and Licensing portal.


Process: Reappointment of Visiting Scholar

1. Verify term: Department/Institute staff establishes that the reappointment term will not give the candidate more than two years at Stanford.

2. J-1 Visa application: If an extension to a J-1 visa is needed, department/Institute staff applies for the extension via Workflow on the axess.stanford.edu website, and prints out a copy of the data entered for the application.

3. Submit via FASA (Visiting Scholar/Visiting Postdoctoral Scholar job group):

  • Completed Visiting Scholar Reappointment Checklist
  • Curriculum Vitae
    • include dates of employment at current institution
    • include complete information about degrees and any post-doctoral training
  • Draft letter of invitation
  • Documentation of source and amount of funding (must be from a third party – bank, employer, scholarship – a letter or statement from the candidate is not sufficient)
  • J-1 Visa Extension, if needed (printout of the DS-2019 application entered in workflow at axess.stanford.edu)
  • Memo, if reappointment extends visit past two years, explaining the request and the programmatic need.

4. Review: OAA staff review package and notify Department/Institute of any changes required.

5. FASA notification generated automatically upon OAA approval.

6. Visa approval: If a J-1 visa has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.

7. Courtesy Card: Visiting Scholar takes their letter of invitation from the department to the Stanford Card Office to keep their Visiting Scholar card from expiring.

ABOUT VISITING POSTDOCTORAL SCHOLARS

Members of the Professoriate may invite individuals who are postdoctoral scholars appointed at another institution or organization to visit Stanford for an extended period for the purpose of advanced studies, research or training under the guidance of a Stanford faculty sponsor.

Visiting Postdoctoral Scholar appointments are unpaid and can be made for up to one year although the usual duration of the visit is expected to be shorter.

International Visiting Postdoctoral Scholars must have an appropriate form of visa sponsorship prior to their visit.

University policies regarding Visiting Postdoctoral Scholars can be found here: Research Policy Handbook: Visiting Postdoctoral Scholars.

Visiting Postdoctoral Scholars are appointed or reappointed via FASA. Please submit requests at least one month before the desired start date, or two months before the start date if a J-1 visa is needed.

Requirements

The following are the minimum eligibility criteria for Visiting Postdoctoral Scholars at Stanford University:

  • The individual must be visiting from and hold postdoctoral status with an outside institution or organization
  • The individual must have a doctoral or MD degree
  • The individual must show their source of financial support
  • The individual will receive no Stanford salary or benefits

 

Proof of funding: Visiting Postdoctoral Scholars must provide proof of funding in an amount equal to or greater than the current first-year postdoctoral stipend. Departments may provide a non-salary stipend to assist the Visiting Postdoctoral Scholar in reaching the minimum funding requirement. 

$62,700/year or $5225/month beginning September 1, 2019

Acceptable proof of funding: letter from employer, scholarship committee, bank, or funding agency; bank statement

Not acceptable: J-1 Funding Attestation Form, letter/email from candidate.


Process: Appointment of Visiting Postdoctoral Scholar

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified above.

2. J-1 Visa application: Department/Institute staff applies for the J-1 Visa for the candidate, if needed, via Workflow on the axess.stanford.edu website, and prints out a copy of the data entered for the application.

3. Submit via FASA (Visiting Scholar/Visiting Postdoctoral Scholar job group):

  • Completed Visiting Postdoctoral Scholar Checklist
  • Curriculum Vitae
  • Draft letter of invitation (Word format)
  • Documentation of source and amount of funding (must be from a third party – bank, scholarship – a letter or statement from the candidate is not sufficient)
  • J-1 Visa Application, if needed (printout of the DS-2019 application entered in workflow at axess.stanford.edu)

4. Review: OAA staff review package and notify Department/Institute of any changes required.

5. FASA notification generated automatically upon OAA approval.

6. Visa approval: If a J-1 visa has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.