Office of the Provost

Processing Approvals for Academic and Research Visitors on Campus

Host Departments

  1. Qualifications for Appointment. Appointment as a visiting scientist differs from an appointment as an adjunct faculty member. Adjunct faculty members have primary employment outside an academic unit of the University, but perform duties with the normal scope of a faculty appointment on a part-time basis; it should be used only if the candidate has specific duties (e.g., teaching) associated with University compensation. Visiting scholars are engaged solely in collaborative research or scholarship, or engaged in specialized training and remain employed by their sending institution. Visiting scholars may not displace staff or performing routine laboratory tasks. Generally, visiting scholars will be persons who have received their terminal degree, or who have passed candidacy requirements for their terminal degree. Consult with Faculty Affairs in your unit or the Office of the Provosif you are uncertain as to the correct form of appointment to use in a particular case.

    When visitors are foreign nationals or from foreign institutions, execution of the visitor agreement and the process for the host unit ensure that export control regulations are followed, and any necessary licenses or permissions for the visitor’s planned activities are obtained. Sanctions for violating the Export Controls regulations (Federal Laws) are severe. Please visit the Office of Export Controls Services (OEC) website for more information.

  2. Process for Appointment.

    1. Initiation of Process. Departments inviting visitors to campus must provide to the visitor, well in advance of the planned visit:

      1. A letter of invitation executed by the Department Chair;
      2. A copy of the appropriate form of agreement (to be completed by applicant and institution).
    2. The Department must then submit the following to Faculty Affairs at the Office of the Provost:

      1. The letter of invitation executed by the Department Chair;
      2. an executed copy of the appropriate form of agreement;
      3. a copy of the visitor’s curriculum vitae or resume;
      4. for foreign visitors, clearance from the export control officer (if not already contained in the agreement, see:; and
      5. a brief summary from the Dean of the relevant school, explaining the expected benefit of hosting the visitor.

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