Visiting and Short Term Faculty Titles

Visiting Appointments are Visiting Scholars, Visiting Postdoctoral Scolars, Visiting Instructors and Visiting Faculty. They are individuals from different backgrounds who come to Stanford for short term stays to learn, do research and teach. 

Short Term Faculty Appointments are Lecturers, Adjunct Professors and Adjunct Lecturers. These individuals are appointed into teaching positions that may be full time or part time; these individuals may or may not also be employed outside Stanford.

University-wide policies governing Visiting and Short Term Faculty Titles are published in the Stanford University Faculty Handbook and Research Policy Handbook.  These policies are applicable to the School of Medicine and take precedence.  Visiting and Short Term Faculty appointments and reappointments are submitted by the department to the Office of Academic Affairs for review by the Vice Dean of the School of Medicine (or a designate). The Vice Dean may, in his or her judgment, make a negative decision on the file or take such other action as deemed appropriate, including request additional information or remand the action to the department.  Visiting and Short Term Faculty actions receive final approval by the Dean’s Office of the School of Medicine and do not require review by the University.  Exceptions to policy should be rare and for good reason and some do require additional level of review by the University.

The academic appointment process is a serious review undertaken to ensure that the professional qualifications of a candidate meets the requisite skill and subject knowledge for employment or affiliation to fulfill identified programmatic needs to further the missions of Stanford University.

Appointment and Reappointment actions are executed using the Faculty Academic Staff Appointments (FASA) web form system. Details of the requirements and criteria differ for each title and different actions. The appointing Department, Institute and/or Program is charged with record retention of the fully executed offer letters and letters of invitation for this population.  

Information regarding restrictions on this population and procedure changes in response to COVID-19 is available here.

Visiting Faculty with Salary

Process: Visiting Faculty Appointment with Salary

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix (link here)- The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title.

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

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV)
• One letter of Evaluation 
• 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.
• Draft Offer Letter (use template in Toolbox) (Word format)
• Personnel Action Form (PAF)

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.

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

4. FASA notification generated when OAA approves action.

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).

6. 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.

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

8. 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.

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

Process: Visiting Faculty Reappointment with Salary

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

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV)
• 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.
• Draft Offer Letter (use template in Toolbox) (Word format)
• Personnel Action Form (PAF)

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

4. FASA notification generated when OAA approves action. 

5. 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.

6. 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.

Process: Full-Time Effort (FTE) Change for Paid Visiting Faculty

Submit all FTE change requests at least one month before the date that the proposed change would take effect.

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

• Completed Checklist
• Transmittal memo
• Draft Addendum: if FTE change is 10% or more, or candidate will cross benefits threshold (will gain or lose employee benefits by this change) (use template in Toolbox) (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. 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.

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

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV) 
• One letter of Evaluation
• 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.
• Draft Letter of Invitation (use template in Toolbox) (Word format)

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

4. FASA notification generated automatically when OAA approves.

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).

6. 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.

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

8. 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.

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

Process: Visiting Faculty Reappointment without Salary

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

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV) 
• 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.
• Draft Letter of Invitation (use template in Toolbox) (Word format)

3.  OAA staff reviews recommendation.

4.  FASA notification sent automatically when OAA approves.

5.  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.

ABOUT VISITING INSTRUCTORS

Visiting Instructors may visit for a year or less for their own 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 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. 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.

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

• Completed Checklist
• Transmittal Memo to the Vice Dean
• Curriculum Vitae (CV)
• One letter of evaluation
• J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu.
•  (use template in Toolbox) (Word format)
• Personnel Action Form (PAF)

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.

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

4. FASA notification generated automatically upon OAA approval.

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).

6. 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.

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

8. 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.

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

Process: Reappointment of Visiting Instructor with Salary

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 via FASA (AST/OTS job group):

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV)
• J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu.
• Draft Offer Letter (use template in Toolbox) (Word format)
• Personnel Action Form (PAF)

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

4. FASA notification generated automatically upon OAA approval.

5. 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.

Visiting Instructors Without Salary

Process: Appointment of Visiting Instructor without Salary

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.

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

• Completed Checklist
• Transmittal Memo  to Vice Dean
• Curriculum Vitae (CV)
• One letter of evaluation 
• J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu.
• Draft Letter of Invitation (use template in Toolbox) (Word format)

3. OAA staff reviews recommendation.

4. FASA notification generated automatically upon OAA approval.

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).

6. 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.

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

8. 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.

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

Process: Reappointment of Visiting Instructor without Salary

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 via FASA (AST/OTS job group):

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV)
• J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu.
• Letter of Invitation (use template in Toolbox) (Word format)

3. OAA staff reviews recommendation

4. FASA notification generated automatically upon OAA approval.

5. 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.

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.

School of Medicine policies regarding Visiting Scholars can be found in Chapter 8 of the School of Medicine Faculty 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. $64,268 per year/ $5,355.67 per month beginning September 1, 2020. On September 1, 2021, this amount will increase to $65,568 per year/ $5,464 per month.
• 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. Available Resource: April 2020 FAA Roundtable, page 6
• 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 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.

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

• Completed Checklist
• Curriculum Vitae (CV)
• Documentation of source and amount of funding
• 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.
• Draft letter of invitation (use template in Toolbox) (Word format)

4. Review: OAA staff reviews package and notifies 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 approves visa request through workflow (or returns it to department for revision if needed).

7. 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.

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

9. 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.

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

Process: Reappointment of Visiting Scholar

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 Barbara Flynn in the Conflict of Interest Office for approval and signature.

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

• Completed Checklist
• Curriculum Vitae (CV)
• Documentation of source and amount of funding
• 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.
• Draft letter of invitation (use template in Toolbox) (Word format)

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 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.

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.

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. $64,268 per year/ $5,355.67 per month beginning September 1, 2020. Departments may provide a non-salary stipend to assist the Visiting Postdoctoral Scholar in reaching the minimum funding requirement. 

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 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.

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

• 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.
• Draft letter of invitation (use template in Toolbox) (Word format)

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

4. FASA notification generated automatically upon OAA approval.

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).

6. 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.

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

8. 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.

ABOUT ADJUNCT PROFESSORS + ADJUNCT LECTURERS

Adjunct Professor

Individuals holding this position may contribute to their department in a variety of ways. They may be the primary instructor or co-instructor of courses, teach graduate seminars and may be co-advisors (but not principal advisors) on masters or doctoral theses. They may serve on departmental committees, consistent with school practices. This position is not appropriate for individuals whose profession is primarily academic. Such individuals should be appointed as Lecturers or Senior Lecturers, as appropriate. However, faculty who have retired from other academic institutions may be appointed to this position.

Adjunct Lecturer

Individuals whose primary contribution is limited to assisting in courses may be appointed as Adjunct Lecturers. Adjunct Lecturers may be involved on a regular basis with courses and other aspects of the Stanford educational mission, though not as the primary instructor or co-instructor of an entire course. For example, Adjunct Lecturers may serve as mentors, coaches or advisors for student projects over a period of multiple weeks, or work with faculty members to develop a course or organize and manage a lecture series. Individuals who provide only occasional guest lecturing, coaching, or panel participation should not be appointed to this position. Adjunct Lecturers volunteer their services.

Adjunct Professor and Adjunct Lecturer appointments may be for a single quarter or for a period of time up to three years and are renewable. Appointments may be full time or part time effort. The determination of the length of the appointment and the percentage of effort should be based on programmatic need and budgetary considerations. Adjunct Professors may be compensated or they may choose to volunteer their services. The Adjunct Lecturer title is reserved for those who are volunteering their time and are therefore, unpaid positions. A token honorarium may be provided to Adjunct Lecturers, please consult with OAA regarding limits.

Appointees may, but are not required to, have primary professional involvement in business, industry, or government during their Stanford appointment. These positions should not be used for individuals who are involved directly in: the execution and design of research, assisting in goals of a sponsored research project, preparation of proposals or reports or authoring research results. Research activity at this level of involvement requires a separate research appointment.

Adjunct Professors and Adjunct Lecturers are appointed or reappointed via FASA.

Adjunct Professor with Salary

Process: Appointment of Adjunct Professor with Salary

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.

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 (under AST/OTS job group):

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV)
• Three letters of evaluation (one from a Stanford faculty member)
• J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu.
• Draft Offer Letter (use template in Toolbox) (Word format)
• Personnel Action Form (PAF)

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.

4. OAA staff review recommendation and edit letter of invitation. If a token honorarium will be provided, Faculty Compensation will also review the letter of invitation.

5. FASA notification generated automatically upon OAA approval.

6. There should be no job record created in PeopleSoft Job Data. The candidate should be entered into the system as a Non-Employee Affiliate using the Person of Interest (POI) pages in PeopleSoft.

7. If the candidate is to receive a token honorarium, the payment must be processed through the Procurement office. There are limits to the honorarium and it must be included in the letter of invitation. Consult OAA staff.

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.

Process: Reappointment of Adjunct Professor with Salary

1. Verify continuing programmatic need.

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

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV)
• J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu.
• Draft Offer Letter (use template in Toolbox) (Word format)
• Personnel Action Form (PAF)

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

4. FASA notification generated automatically upon OAA approval.

5. 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.

Process: Full-Time Effort (FTE)  Change for Adjunct Professor with Salary

Submit all FTE change requests at least one month before the date that the proposed change would take effect.

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

• Completed Checklist
• Transmittal Memo to Vice Dean
• 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) (use template in Toolbox) (Word format)
• Draft addendum, if required (see above)
• Personnel Action Form (PAF)

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.

Adjunct Professor without Salary

Process: Appointment of Adjunct Professor without Salary

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.

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 (under AST/OTS job group):

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV)
• Three letters of evaluation (one from a Stanford faculty member)
• Draft Letter of Invitation (use template in Toolbox) (Word format)
• J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu.

4. OAA staff review recommendation and edit letter of invitation, if needed.

5. FASA notification generated automatically upon approval.

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. 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.

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

9. 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.

Process: Reappointment of Adjunct Professor without Salary

1. Verify continuing programmatic need.

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

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV)
• J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu.
• Draft Letter of Invitation (use template in Toolbox) (Word format)

3. OAA staff review recommendation and edit letter of invitation, if needed.

4. FASA notification generated automatically upon OAA approval.

5. 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.

Process: Appointment of Adjunct Lecturer without Salary

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.

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 (under AST/OTS job group):

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV)
• Three letters of evaluation (one from a Stanford faculty member)
• Draft Letter of Invitation (use template in Toolbox) (Word format)
• J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu.

4. OAA staff review recommendation and edit letter of invitation, if needed.

5. FASA notification generated automatically upon approval.

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. 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.

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

9. 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.

Process: Reappointment of Adjunct Lecturer without Salary

1. Verify continuing programmatic need.

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

• Completed Checklist
• Transmittal Memo to Vice Dean
• Curriculum Vitae (CV)
• J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu.
• Draft Letter of Invitation (use template in Toolbox) (Word format)

3. OAA staff review recommendation and edit letter of invitation. If a token honorarium will be provided, Faculty Compensation will also review the letter of invitation.

4. FASA notification generated automatically upon OAA approval.

5. There should be no job record created in PeopleSoft Job Data. The candidate should be entered into the system as a Non-Employee Affiliate using the Person of Interest (POI) pages in PeopleSoft.

6. If the candidate is to receive a token honorarium, the payment must be processed through the Procurement office. There are limits to the honorarium and it must be included in the letter of invitation. Consult OAA staff.

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.

ABOUT LECTURERS

Lecturers are not appointed often in the School of Medicine. They are:

• individuals who perform a significant amount of the regular instruction with continuing programmatic need in departments and programs;
• persons of special expertise or scholarly distinction either in the local community or on the nonteaching University staff who are asked on an occasional basis to give a course or part of a course in their special fields;
• individuals who are employed to meet specific departmental needs created by faculty leaves or unanticipated student load.

The title of Senior Lecturer is associated with a demonstrably higher level of responsibility and teaching excellence than that of a Lecturer, rather than with seniority or longevity.

More detailed information about Lecturers can be found in the School of Medicine Faculty Handbook.

Process: Appointment of Paid Lecturer

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.

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

• Completed Checklist
• Transmittal Memo to the Vice Dean
• Curriculum Vitae (CV)
• Three letters of evaluation
• Draft Offer Letter (use template in Toolbox) (Word format)
• Personnel Action Form (PAF)

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.

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

4. FASA notification generated automatically upon OAA approval.

5. 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.

Process: Reappointment of Paid Lecturer

1. Verify continuing programmatic need.

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

• Completed Checklist
• Transmittal Memo to the Vice Dean
• Curriculum Vitae (CV)
• Evidence of Teaching Performance (if requesting multi-year or 12-month reappointment with expectation of continued annual renewals)
• Draft Offer Letter (use template in Toolbox) (Word format)
• Personnel Action Form (PAF)

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

4. FASA notification generated automatically upon OAA approval.

Process: Appointment of Unpaid Lecturer:

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.

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

• Completed Checklist
• Transmittal Memo to the Vice Dean
• Curriculum Vitae (CV)
• Three letters of Evaluation
• Draft Offer of Invitation (use template in Toolbox) (Word format)

3. OAA staff review recommendation and edit letter of invitation, if needed.

4. FASA notification generated automatically upon OAA approval.

5. 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.

Process: Reappointment of Unpaid Lecturer:

1. Verify continuing programmatic need.

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

• Completed Checklist
• Transmittal Memo to the Vice Dean
• Curriculum Vitae (CV)
• Evidence of Teaching Performance (if requesting multi-year or 12-month reappointment with expectation of continued annual renewals
• Draft Offer of Invitation (use template in Toolbox) (Word format)

3. OAA staff review recommendation and edit letter of invitation, if needed.

4. FASA notification generated automatically upon OAA approval.

Process: Appointment of Senior Lecturer

1. Departments and schools are obligated to conduct a search for a Senior Lecturer position. (link here; University Faculty Handbook: 6.2.1 Search Procedures)

2. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix (link here)- The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title.

3. Submit via FASA (under Professoriate job group):

• Completed Checklist
• Transmittal Memo to the Vice Dean
• Curriculum Vitae (CV)
• Appendix E Form, “Recommendation for Appointment as Senior Lecturer or Artist-in-Resident”
• Three letters of evaluation
• Draft Offer Letter (use template in Toolbox) (Word format)
• Personnel Action Form (PAF)

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.

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

5. FASA notification generated automatically upon OAA approval.

6. 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.

Process: Reappointment of Senior Lecturer

1. Verify continuing programmatic need.

2. Submit via FASA (under Professoriate job group):

• Completed Checklist
• Transmittal Memo to the Vice Dean
• Curriculum Vitae (CV)
• Evidence of Teaching Performance (if requesting multi-year or 12-month reappointment with expectation of continued annual renewals)
• Draft Offer Letter (use template in Toolbox) (Word format)
• Personnel Action Form (PAF)

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

4. FASA notification generated automatically upon OAA approval.