Human Resources |
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Visiting Scholars & Visiting Student Researchers
Visit this page for human resources tools and tips relating to visiting student researchers and visiting scholars, including information on the application and approval process.
Visiting Scholar and Visiting Student Researcher Appointment Processing Times
- Visiting Scholar and Visiting Student Researcher appointments must be documented and approved by the Visiting Scholar and Postdoc Affairs Office (VSPA) prior to the visitor's arrival.
- The appointment request material should be provided to RES HR eight weeks prior to the proposed start date to allow ample time for approval.
- International Scholars requiring visas should contact RES HR as early as possible. Visa processing requires a minimum of three months and up to six months, depending on the visa type.
- These Visiting titles are subject to an annual $200 University Services fee.
Current campus visa recharge fees: http://internationaloffice.berkeley.edu/departments/rechargefees.php
Invitation
Visiting scholar is invited by sponsoring unit and accepts invitation.
Application Process
Prospective Visiting Scholar or Visiting Student Researcher:
- is referred to the VSPA Program website by sponsoring unit to complete electronic application;
- completes electronic application and submits to sponsoring unit (without signature from applicant) via e-mail as an e-mail attachment.
Approval Process
Sponsoring Unit:
- prints out and reviews VSPA application;
- secures appropriate authorization signature from chair of department/division or director of ORU;
- makes a copy of approved VSPA application for files; and
- forwards original copy of VSPA application to relevant VSPA Authorizing Unit for approval signature.
VSPA Authorizing Unit:
- secures appropriate signature approval onto original copy of VSPA application;
- keeps original copy of VSPA application for files; and
- forwards copy of VSPA application to the VSPA Program.
VSPA Program:
- records approved appointment onto VSPA Program database; and
- maintains copies of VSPA application.
Arrival Procedure
Sponsoring Unit:
- registers affiliate as visiting scholar or visiting student researcher into HRMS database;
- provides scholar with a non-activated non-employee CalNet ID number;
- provides proof of insurance (see http://uhs.berkeley.edu/vdpd/visitingscholar.shtml for more information).
University Services Fee
A $200 annual fee is required for all visiting scholars and visiting student researchers.
The fee is to be paid by the sponsoring unit:
- The sponsoring department prepares an Interdepartmental Order Form with appropriate departmental chartstring. The form should indicate the name of the affiliate and include the chart string to be debited. The VSPA Program will debit the account $200 for each scholar listed. E-mail the completed form to vspa@berkeley.edu.
- Alternatively, the sponsoring department may pay the University Services Fee using a departmental Blu Card.
Validation Process
VSPA Program:
- receives affiliate payment notification from e-Pay;
- enters payment into HRMS allowing the CalNet Deputy to issue a token (numerical code) that affiliate will activate the CALNET ID number.
Sponsoring Unit:
- secures visiting scholar’s signature onto departmental copy of VSPA Program application;
- secures visiting scholar’s signature onto original copy of Patent Acknowledgement and places into a VSPA authorizing unit file;
- directs affiliate to go to Cal 1 Card Office 72 HOURS AFTER PAYMENT HAS BEEN MADE for acquisition of Cal Photo ID Card.
Cal 1 ID Card Office:
After the visiting scholar or visiting student researcher presents a photo ID card (passport or U.S. driver’s license), the Cal 1 ID Card Office:
- confirms that scholar has paid $200 University Fee by viewing payment data in HRMS;
- issues Cal Photo ID card to scholar.
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