Visiting and Short Term Faculty Information

Members of the Professoriate may invite recognized experts who wish to visit Stanford from an outside institution or are retired to engage in a research activity. 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 be appointed as Visiting Postdoctoral Scholars.

Visiting Scholars are unpaid and usually appointed for one year and may be renewed for a second year. Visiting Scholars must be sponsored by a member of the Professoriate. Clinician Educators cannot be sponsors of Visiting Scholars. University policies regarding Visiting Scholars can be found in the Research Policy Handbook: Visiting Scholars. SoM policies regarding Visiting Scholars can be found here: SoM Handbook: Chapter 8 – Visiting Scholars.

• Unless retired, Visiting Scholars must be employed at an outside institution, to which they will return at the end of the visiting appointment.
  • The individual must provide evidence of leave for the duration of the appointment
  • Specific dates should be included       
• The individual must have a terminal degree conferred (doctorate or equivalent degree). In rare cases, expertise in lieu of a conferred terminal degree may be considered. In those rare cases, an exception must be approved in advanced by the Vice Dean.
•  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. A living expenses stipend may be requested.
• 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. Conflict of Interest Disclosure form: The Faculty Host must complete and sign this form, which can be found in Faculty Affairs Resources > Letters, Templates, & Forms > Other Forms. If there are any YES answers, the form must be sent to Ronda Anderson (rondaa@stanford.edu) in the Conflict of Interest Office for approval and signature.
3. 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.
4. Submit via FASA (Visiting Scholar/Visiting Postdoctoral Scholar job group).Available resource: Guidance for Preparing a Visiting Scholar Request
   
   • Completed Checklist
   • Curriculum Vitae (CV)
   • Documentation of Source and Amount of Funding
   • Evidence of Leave from the candidate's home institution, covering requested appointment dates
   • 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 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)
5. Review: OAA staff reviews package and notifies Department/Institute of any changes required.
6.  Additional review by university compliance offices (including but not limited to DoR, Export Control, COI, GERP) may be required.
7.  FASA notification generated automatically upon OAA approval.
8.  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).
9.  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.
10.  Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
11. 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.
12. Candidate must fill out the SU-18A at the Office of Technology and Licensing portal.
13.  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 continuing programmatic 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. Conflict of Interest Disclosure form (if needed). Required if the visiting scholar works for a for profit entity, OR, if there were any YES answers in the initial appointment’s Conflict of Interest Disclosure Form. If there are any YES answers on this reappointment version, the form must be sent to Ronda Anderson (rondaa@stanford.edu) in the Conflict of Interest Office for approval and signature.
3.  Submit via FASA (Visiting Scholar/Visiting Postdoctoral Scholar job group). Available resource: Guidance for Preparing a Visiting Scholar Request.
   
   • Completed Checklist
   • Curriculum Vitae (CV)
   • Documentation of Source and Amount of Funding
   • Evidence of Leave from the candidate's home institution, covering requested appointment dates
   • Conflict of Interest Disclosure form (if needed)
   • J-1 Visa Documentation (if needed) – request extension to J-1 visa 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 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.
   

1. Verify continuing programmatic need.
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 Visiting Scholar/Visiting Postdoctoral Scholar job group). Available resource: Guidance for Preparing a Visiting Scholar Request.
   • Completed Exceptional Reappointment Checklist
   • Copy of OAA email communicating exceptional approval
   • Curriculum Vitae (CV)
   • Documentation of Source and Amount of Funding
   • Evidence of Leave from the candidate's home institution, covering requested appointment dates
   • Conflict of Interest Disclosure form (if needed- Required if the visiting scholar works for a for profit entity, OR, if there were any YES answers in the initial appointment’s Conflict of Interest Disclosure Form. If there are any YES answers on this reappointment version, the form must be sent to Ronda Anderson (rondaa@stanford.edu) in the Conflict of Interest Office for approval and signature)
   • 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 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 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.