Academic Affairs  

Visiting Faculty with Salary

Who are Visiting Faculty?

They are faculty at other universities who wish to come to Stanford on their sabbaticals for research, educational, or other academic reasons. They are appointed for one year and may be reappointed for a second year. Visiting faculty may be unpaid or paid.

Submit appointment requests at least one month before the desired start date, or two months before the start date if a J-1 visa is needed.

New! - Visiting Faculty appointments now require only one letter of evaluation instead of three.

New! - You do not need to submit a copy of the SU18. The candidate must still sign it, however.

 

 

Appointment Step by Step Process

  1.  Submit to the Office of Academic Affairs:

    • Visiting Appointment with Salary: Checklist doc
    • 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
    • Recommendation for Appointment (“Green Form” ) doc
      Watch Demo
      (2 min 30 sec)
      • Signed by Department Chair
      • Indicate beginning and end date of appointment and rank requested
      • Indicate candidate’s current academic institution, title and appointment term
    • Curriculum Vitae (CV) and Bibliography of candidate
    • New! One letter of evaluation: this may be from a faculty member at Stanford or another academic institution
    • Draft Offer Letter doc
    • 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. Submit simultaneously to Finance:

    • Source of Salary Support Form doc
      • Signed by Department Chair
      • If VA appointment, include estimated VA contribution to salary
      • Amount or salary level and percent to be supported
    • Draft Offer Letter (in Word format)
    • Curriculum Vitae (CV)

  3. OAA staff reviews recommendation and edits draft offer letter
  4. Finance staff reviews salary level, funding plan and all other financial terms
  5. OAA staff notifies the Department of outcome by email.  If successful:
  6. Finance staff notifies the Department of financial approval and sends edited draft offer letter to be finalized and sent to candidate
  7. 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. OAA staff issues appointment letter from Senior Associate Dean for Academic Affairs to candidate.
  9. 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. 
  10. Candidate must sign the SU-18 at http://axess.stanford.edu.

Reappointments

Reappointment Step by Step Process

  1. Submit to the Office of Academic Affairs, at least one month before end of current appointment (two months if a J-1 visa is needed):

    • Visiting/Consulting Reappointment with Salary: Checklist doc
    • Transmittal Memo from Department Chair to Vice Dean
      • Title,  dates of appointment, %FTE requested
      • Dates of previous term
      • Continuing programmatic need for this candidate
    • Recommendation for Appointment (“Green Form” doc)
      Watch Demo
      (2 min 30 sec)
      • Signed by Department Chair
      • Indicate beginning and end date of appointment and rank requested
      • Indicate candidate’s current academic institution, title and appointment term
    • Draft Offer Letter (use template doc)
    • 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.edu website.

  2. Submit simultaneously to Finance:
    • Source of Salary Support Form doc
      • Signed by Department Chair
      • If VA appointment, include estimated VA contribution to salary
      • Amount or salary level and percent to be supported
    • Draft Offer Letter (in Word format)

  3. OAA staff reviews recommendation and edits draft offer letter
  4. Finance staff reviews salary level, funding plan and all other financial terms
  5. OAA staff notifies the Department of outcome by email.  If successful:
  6. Finance staff notifies the Department of financial approval and sends edited draft offer letter to be finalized and sent to candidate
  7. 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)
  8. OAA staff issues reappointment letter from Senior Associate Dean for Academic Affairs to candidate.

FTE Changes

If there is a change in the percentage of full-time effort for which a Visiting Faculty member is being paid, submit an FTE Change package to the Office of Academic Affairs. 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.

FTE Change Step by Step Process

  1. Submit to the Office of Academic Affairs (at least one month before the proposed FTE change is to take effect):
    • Visiting or Consulting FTE Change:  Checklist doc
    • Transmittal memo from the Department Chair to theVice Dean, briefly explaining the rationale and timeframe for the FTE change
    • Recommendation for Appointment (“Green Form” doc)
    • Watch Demo
      (2 min 30 sec)
      • Signed by Department Chair
      • Indicate new FTE
      • Start date = effective date of FTE change
      • End date = end date of appointment (if FTE change is temporary, contact OAA staff to discuss)
    • Draft offer letter, if FTE change is 10% or more, or candidate will cross benefits threshold (will gain or lose employee benefits by this change)
  1. Submit to Finance at the same time:
  2. OAA and Finance review recommendation
  3. OAA notifies department of outcome by email, including new position number if needed
  4. Finance notifies department of financial approval and any changes required to draft offer letter before it is finalized and given to candidate.

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