Visiting Scholars

Proof of Funding

Important: independent proof of funding must be provided in the amounts noted above. If your Visiting Scholar's term will extend past October 1, when the postdoctoral stipend amount is increased, the new, higher funding amount will apply to the part of the term that is after October 1.

• Acceptable proof of funding: letter from employer, scholarship committee, bank, or funding agency; bank statement.
• Unacceptable: J-1 Funding Attestation Form, letter/email from candidate.

Home Institution

Important: the candidate must be employed (or in a student position, such as a postdoctoral research fellowship) at another institution (e.g. university, hospital, research institute) during their visit to Stanford. They must also be intending to return to that position upon leaving Stanford.

If the candidate does not fit these criteria, they cannot be a Visiting Scholar. Please see What's My Visitor's Line?  to determine what appointment might be appropriate.

Step by Step Process - Appointment

 If a J-1 visa is not needed, the application must be submitted no less than 30 days before the requested start date. 

If a J-1 visa is needed, the application and visa request must be submitted no less than 60 days before the start date. 

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in Chapter 9.3 of the School of Medicine Faculty Handbook.
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 to the Office of Academic Affairs: 
   • Visiting Scholar Application Checklist
   • Application for Visiting Scholar Status , signed by sponsoring Professoriate member and Department Chair or Institute Director
   • Curriculum Vitae
     • include dates of employment/study 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)
   • SU-18A (copy), signed online by candidate at the Office of Technology and Licensing portal
   • J-1 Visa Application, if needed (printout of the DS-2019 application entered in workflow at axess.stanford.edu)
4. Review: OAA staff reviews package and notifies Department/Institute of any changes required.
5. Notification: OAA staff notifies the Department of outcome by email.  If successful:
6. 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).
7. Required changes: OAA staff notify Department/Institute of any required changes to the draft letter of invitation.
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 Faculty for a SUNet ID; there is a free level of service which will allow them to obtain a courtesy card and other privileges. 
11. New! Courtesy Card: Visiting Scholar takes their letter of invitation from the department to the Stanford Card Office to obtain a Stanford courtesy card, 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.

NOTE: Paper visiting scholar cards are no longer provided by the Office of Academic Affairs, because they are not recognized by the Card Office.

Step by Step Process - Reappointment

 If a J-1 visa (or extension) is not needed, the application must be submitted no less than 30 days before the requested start date. 

If a J-1 visa(or extension) is needed, the application and visa request must be submitted 60 days before the start date. 

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 to the Office of Academic Affairs: 
   • Visiting Scholar Reappointment Checklist
   • Application for Visiting Scholar Status , signed by sponsoring Professoriate member and Department Chair or Institute Director
   • Curriculum Vitae
     • include dates of employment/study at current institution
     • include complete information about degrees and any post-doctoral training
   • Draft letter of invitation - required to allow Visiting Scholar to extend active status for Visiting scholar card.
   • 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 and notification: OAA staff reviews package and notifies Department/Institute of any changes required, and notifies the Department of outcome by email.  If successful:
5. 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). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
6. New! 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.

NOTE: Paper visiting scholar cards are no longer provided by the Office of Academic Affairs, because they are not recognized by the Card Office.

Appointment Checklist

Visiting Scholar Appointment
Checklist

Appointment for:	_________________________________________________________
Requested Start Date:	_________________________________________________________
J-1 Visa Needed?	_______________  (Yes/No)  NOTE:  If J-1 required, requested start date must be at least two months from date submitted)

___ 1   Stanford University Application for Visiting Scholar Status form

___ 2   Curriculum Vitae and Bibliography

___ 3   Draft Letter of Invitation

___ 4   Documentation to support the source of funds  (must be from third party, not letter from candidate)

___ 5   J-1 Visa Application (DS-2019) (copy of information entered on Axess)

___ 6   Patent and Copyright Agreement form (SU-18A) (copy of form electronically signed at Office of Technology and Licensing Portal)

We cannot review incomplete packages. If an item does not apply to this package, please submit a written explanation.

___________________________________________________
Signature of Faculty Affairs Contact         Phone   Date

Reappointment Checklist

Visiting Scholar Reappointment
Checklist

Appointment for:	­­­­­­­­­­­­­­ _________________________________________________________
Requested Start Date:	_________________________________________________________
J-1 Visa Needed?	_______________  (Yes/No)  NOTE:  If J-1 required, requested start date must be two months from date submitted)

 

___ 1   Stanford University Application for Visiting Scholar Status form

___ 2   Curriculum Vitae

___ 3   Draft Letter of Invitation (needed to keep Visiting Scholar card from expiring)

___ 4   Documentation to support the source of funds  (must be from third party, not letter from candidate)

___ 5   (if needed) J-1 Visa Extension (DS-2019) (copy of information entered on Axess)

___ 6   (if needed) Memo (If reappointment term will extend visitor’s stay beyond two years, explain the request and the programmatic need)

We cannot review incomplete packages. If an item does not apply to this package, please submit a written explanation.

___________________________________________________
Signature of Faculty Affairs Contact         Phone   Date

Application for Visiting Scholar Status

Stanford University School of Medicine
    Application for Visiting Scholar Status
Use this form to request VISITING SCHOLAR status only. Complete ALL sections and forward to the School of Medicine, Office of Academic Affairs, Medical School Office Building, MC: 5460.  If needed, complete J Scholar Visa Request online at axess.stanford.edu as well.

Name___________________________________________________________  
                Last                                         First                                         Middle                                

o Female
o Male

SECTION A: (Curriculum Vitae mandatory—please attach)
1.  The scholar is employed in home country as _____________________
by ____________________________________________
        Complete name of employing organization

2.  Nontechnical but specific description of Visiting Scholar activities at Stanford: _________________________________________

_________________________________________

3.  Highest academic degree(s) earned, granting institution and date received: _____________________________________________

4.  Inclusive dates of visit (from) ___________________ to _____________________ 
o Initial Request  o Transfer  o Extension
(Dates not to exceed 24 months)

5.  Sponsoring Stanford Department and administrative contact person: __________________________________________________

6.  Department address, room number, mail code and phone number: ____________________________________________________

7.  I.D. Card:

After appointment is approved, the Scholar may take the Letter of Invitation to the Stanford Card Office to obtain a Visiting Scholar courtesy card.  Note:  The Office of Academic Affairs no longer issues cards.

8.  Visa Certificate:  Complete J Scholar Visa Request online at https://axess.stanford.edu and follow directions as specified at that site (select "Med School Visiting Scholar/Faculty/Lecturer"). Allow approximately 30 days after approval of appointment; please wait for notification for pick up from Bechtel Center.

9.  Stanford Host:  _________________________________________________________
                                Printed Name (Professoriate faculty member)    Address    Phone Number

SECTION B:
Identify source (i.e., sabbatical income, personal savings, grant or scholarship) and amount of support for duration of stay. Please attach documentation that supports source of support. NB: Visiting Scholars MAY NOT receive regular compensation from the University. Refer to School of Medicine Handbook, School of Medicine or contact the Registrar’s Office for more Information.

1. Source: ______________________ $US _______________ per ____________________

2. Personal Data:

        a. Birth Date: __________________  b. Birth City: _____________________ 
c. Birth Country _____________________
d. Country of permanent residence: _________________________
e. Country of Citizenship: ________________________

3. If transferring from another US Institution, please submit copy of current IAP-66, I-94 card and copy of visa page from passport.

4. If the Scholar’s dependents will accompany, please list them below, including names, relationship and date and place of birth.

        o Will arrive with Scholar                               o Will arrive later

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

SECTION C:
Sponsor’s Signature (Professoriate member):                                                                                                                                                       
Printed Name                                          Signature                              Date

Department Chair’s Signature                                                                                                                                         
Printed Name                                           Signature                              Date

School of Medicine, Academic Affairs:   o Approved            o Denied
Signature __________________________________________ Date __________________

 

Appointment Letter of Invitation Template

[Date]

[Addressee]

Dear [name of candidate]:

On behalf of the Department of ____________, I would like to extend an invitation for you to join us as a Visiting Scholar in my research group for the period _____ through _____ [one year or less]. Your role while here will be ___________________[include brief but clear description of planned duties].

To appoint you as a Visiting Scholar, I will need your curriculum vitae, which should include your bibliography, and documentation that attests to your funding support while you are here. If you are using personal funds, a bank statement or similar documentation will be required. Please return all of these documents to me.  You will also need to sign an on-line Patent & Copyright Agreement; please contact ______ for assistance.

When you arrive, you will be eligible for a Visiting Scholar Card and the following privileges:

• access to certain Stanford University libraries in accordance with regulations and policies governing the use of its libraries.
• access to certain recreation facilities and events specified by DAPER, subject to payments of established amounts, if any, for tickets and use fees
• Auditing University lecture courses without fee, subject to permission of the instructor
• Campus parking privileges for a fee
• access to off-campus housing information.

 [For foreign visitors, add] You will not be eligible for employee health benefits but you should contact these two companies to obtain health insurance coverage while in this country. You must establish your coverage before leaving for the United States. For assistance, contact either:

Cordell Insurance Services                           Attn: Gary Cordell            (650-322-6738)
Dworkin Insurance Services                        Attn: Earl Dworkin           (650-329-1330)

[For foreign visitors requiring a J-1 visa, add] You will also need a J1 Visa (IAP-66). For assistance with your visa, please contact __________, our departmental representative, at [phone number] or [email].

I look forward to your arrival and trust that and trust that your participation in the academic life of Stanford University will be rewarding for all of us.

Sincerely,

_____________________________________
Department Chair signature

I have read and understand and accept this invitation: