Current version: March 8, 2010
Defines policies and procedures related to the appointment, roles, requirements and responsibilities of visiting scholars at Stanford. Visiting Scholar status is not applicable for enrolled students pursuing advanced degrees at other universities (see Procedures for Registering Visiting Researchers). Information regarding Visiting Scholar Identification Cards added in 2010.
Scholars established in their field who are visiting Stanford from outside institutions or organizations and are funded from external or personal sources may be recommended by a Department Chair for a fixed-term designation of Visiting Scholar.
The following are the minimum eligibility criteria for a Visiting Scholar designation at Stanford University:
The sponsoring department should ensure that a candidate for Visiting Scholar meets the criteria listed above. Upon approval of an appointment, a Visiting Scholar invitation letter should be issued to the Visiting Scholar by the Department Chair. The invitation letter should:
The sponsoring department should arrange for the Visiting Scholar
to receive any required university training (such as relating to health
and safety or other mandatory training), and should see that applicable
university policies and compliance programs are followed and that any
other university requirements related to the visit are met.
(See separate description in Section 6 of this policy for appointment procedures in the School of Medicine.)
Visiting Scholars may subsequently be appointed as Postdoctoral Scholars if they are employed to participate on Stanford research projects for which they receive salary and benefits (see policy on Postdoctoral Scholars, Research Policy Handbook document 9.4).
If a visitor is going to work on research projects (whether sponsored
externally or not) on the Stanford campus for one quarter or more, the
sponsoring department should secure the signature of the visitor on a Patent
and Copyright Agreement (SU-18). This agreement recognizes Stanford's right
to ownership of patentable inventions which are conceived or reduced to
practice in conjunction with work done at Stanford, or which involve more
than incidental use of Stanford resources and facilities.
If the visitor already has an intellectual property agreement with another institution, the visitor should be asked to sign an alternative version of the Patent and Copyright Agreement (SU-18A).
Upon receipt of an approved Visa Certificate Request Application Form, the Office of Foreign Scholar Services at the Bechtel International Center will prepare a Stanford visa certificate (DS-2019 Form). Departments must pick up the approved Stanford visa certificate and assure 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.
Visiting Scholar status is a privilege, not a right, and an individual
holds this status at the pleasure of Stanford University. The status may
be revoked at any time (even during the term of the designated status)
by the University in its discretion, without the necessity of a reason.
Similarly, there is no right to a renewal of the status at the end of the
Visiting Scholars are not employees or students of the University, and therefore are not entitled to Stanford compensation or other benefits available to regular staff, faculty or students (including health insurance). The Visiting Scholar title may not be used for personnel or payroll purposes. If a department wishes to make a special payment to a Visiting Scholar for participation in a seminar presentation or similar contribution, that should be done through honoraria. If a Visiting Scholar is asked to make a short-term contribution to a research effort, payment of appropriate consulting fees should be arranged.
A Visiting Scholar Identification Card will be issued to Visiting Scholars who are in residence for a minimum of one quarter. Cards may be obtained by visiting the Stanford Card Office presenting the appropriate signed invitation for appointment as a Visiting Scholar for a fixed period of at least one academic quarter, and showing a valid government-issued picture ID. More details about the issuance and use of the Visiting Scholar Card may be found in Administrative Guide Memo 28.4 and at the Stanford Card Office web site. Visiting Scholars are eligible to use the following Stanford facilities and services:
The Department Chair should send the following to the Office of Academic Affairs in the School of Medicine Dean’s Office at least 30 days prior to the arrival of the Visiting Scholar (60 days for foreign visitors requiring a visa):
The Department Chair should inform the Visiting Scholar of his or her role
and responsibilities at Stanford.
For further information regarding Visiting Scholar status in the School of Medicine, contact the Office of Academic Affairs in the School of Medicine Dean’s Office, and see http://med.stanford.edu/academicaffairs/other/visiting-scholars.html