Visiting and Short Term Faculty Information

Members of the Professoriate may invite individuals who are postdoctoral scholars (or in an advanced training position) 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. Candidates for this title are those who hold a current training-focused position at another institution, available to people who have earned a doctorate (or equivalent degree). Such positions usually act as a stepping-stone between the student experience and the full-time professional experience.

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. University policies regarding Visiting Postdoctoral Scholars can be found here: Research Policy Handbook: Visiting Postdoctoral Scholars. SoM policies regarding Visiting Postdoctoral Scholars can be found here: SoM Handbook: Chapter 10 – Visiting Postdoctoral Scholars.

• The individual must be visiting from and hold postdoctoral status (or another advanced training position) with an outside institution or organization.
• The individual must have a terminal degree conferred (doctorate or equivalent degree).
• The individual must show their source of financial support in SoM.
• 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. 
  • Please note, visitors who require a visa are subject to Bechtel’s current Funding Requirements for J-1 Scholars. Individuals with dependents may be subject to higher funding requirements. Please see J-2 Funding Worksheet to calculate the proper amount for the number of dependents the candidate has.   
  • Departments should set clear expectations with their visitors who will be coming to live in the Bay Area about cost of living, which may be more than they are used to.
• The individual will receive no Stanford pay or benefits.
• International visitors must have an appropriate form of visa sponsorship prior to their visit.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (Visiting Scholar/Visiting Postdoctoral Scholar job group). Available resource: Guidance for Preparing a Visiting Postdoctoral Scholar Request. 
   • Completed Checklist
   • Curriculum Vitae (CV)
   • Documentation of Source and Amount of Funding 
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Faculty Affairs Resources) (Word format)
4. Review: OAA staff review package and notify Department/Institute of any changes required.
5. Additional review by university compliance offices (including but not limited to DoR, Export Control, COI, GERP) may be 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 candidate arrives.
10. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
11. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

1. Verify candidate’s continuing training need. Department/Institute staff establishes that the reappointment term will not give the candidate more than twenty-four months (2 years) in this title at Stanford.
2. Submit an exceptional request to extend the appointment to OAA. Requests should be submitted via email prior to submission of the FASA form/appointment packet. Submit via email (som-visiting_short_term@stanford.edu):
   • Transmittal Memo to Vice Dean (The transmittal memo should contain a very detailed and compelling explanation for the need)
   • Curriculum Vitae (CV)
3. If the exception is approved (approvals will be rare), you will then be asked to submit via FASA (AST/OTS job group). (Visiting Scholar/Visiting Postdoctoral Scholar job group). Available resource: Guidance for Preparing a Visiting Postdoctoral Scholar Request
   • Completed Exceptional Reappointment Checklist
   • Copy of OAA Email Communicating Exceptional Approval
   • Curriculum Vitae (CV)
   • Documentation of Source and Amount of Funding 
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Faculty Affairs Resources) (Word format)
4. OAA staff reviews recommendation
5. Additional review by university compliance offices (including by not limited to DoR, Export Control, COI, GERP) may be required.
6. FASA notification generated automatically upon OAA approval.
7. Visa approval: If a J-1 visa extension 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.
8. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.