Visiting Scholars and Visiting Student Researchers

Visiting Scholar(VS)/Visiting Researcher(VSR) appointments Timeline

Expand to see Visiting Scholars and Students Hiring Steps Text

Step 1: Department or PI submits a ServiceNow case with all of the necessary information to begin the VS/VSR appointment process.

Step 2: HR generalist will reach out to VS/VSR and department or PI to gather any additional information needed and will send the VSPA gateway invitation to the VS/VSR. Visa task is created.

Step 3: HR generalist requests the following:VS/VSR completes VSPA Gateway invitation. VS/VSR or department pays University fees. VSR/VSR provide proof of English proficiency and proof of funding.

Step 4: Once fees are paid, HR Generalist will send the VSPA letter to the VS/VSR and append the letter to the case for visa processing.

Step 5: If IOF is not yet provided Visa team will require it in order for Berkeley International office to issue the DS 2019 to the VS/VSR. VS/VSR schedules an embassy appointment. Once approved, VS/VSR should make travel arrangements.

Step 6: If the VS/VSR completes their DocuSign and there is certainty they will arrive the generalist will process their appointment prior to arrival. If VS/VSR is still unsure about travel plans the generalist will wait to process the affiliate template in UCPath.

Step 7: UCPath approves the templates. VS/VSR will be issued an affiliate ID.

New 2022 updates on VS/VSRs not permitted to be appointed out of the US

There are important reminders to keep in mind regarding Visiting Scholar(VS) and Visiting Student Researcher(VSR) appointments. When we were in shelter in place during the pandemic shutdown, VSPA made the one-time extraordinary exception to allow for remote VS and VSR appointments. With the reopening of campus in July 2021, VS/VSR appointments returned to their normal state of being conducted in person at UC Berkeley and effective today the following apply:

Visiting Scholar and Visiting Student Researchers are NOT allowed to hold appointments while they are outside of the U.S.
Visiting Scholar and Visiting Student Researchers are NOT permitted to start their appointment outside of the U.S. with the expectation that they will eventually come to the U.S.

Volunteer appointments or any other Contingent Worker (CWR) appointments are not acceptable appointments in lieu of Visiting Scholar and Visiting Student Researchers. Any individual who intends to conduct research at UCB in a visitor capacity should be a Visiting Scholar or Visiting Student Researcher as stated in the APM-430. Furthermore, CWR titles should not be allowed outside of the U.S. This especially presents challenges around our ability to vett remote access to university resources so that we can stay in compliance with our Export Control and Research Restricted Party Screening.

Expand to see detailed steps for appointing VS/VSRs

Detailed steps for appointing a Visiting Scholar or Visiting Student Researcher
Steps	Action
Step 1	Department or PI submits a ServiceNow case. Please see the recommended lead times for requesting VS/VSR appointments or use the calculator. ServiceNow requests should include: VS/VSR request form Please describe in detail the work that the VS/VSR will be doing to ensure that the most accurate CIP code is provided for VISA purposes. (A minimum of 2-4 sentences in the VS/VSR request form or in the Service Now case). VS/VSR CV for J-1 scholars J-1 Faculty Agreement Form / IOF for J-1 scholars
Step 2	If information is missing, HR generalist will reach out to VS/VSR and department or PI to gather any additional information needed. HR generalist may advise to change dates depending on travel delays communicated by visa team or BIO. HR generalist will send the VSPA gateway invitation to the VS/VSR. There may also be delays if VS/VSR requires additional exceptional requests such as: An initial or renewal appointment of over one year (e.g. two years) in length Renewal appointments more than the allowed cumulative two-year maximum period (case-by-case basis) A candidate who wishes to be a visiting scholar without a Ph.D. or equivalent terminal degree (holds a Bachelor's or Master's degree) A candidate who wishes to be a visiting scholar with a Ph.D. or equivalent terminal degree earned within the last five years A faculty sponsor requesting an initial or renewal appointment beyond the one-year length for a visiting student researcher
Step 3	The VS/VSR completes VSPA Gateway invitation sent to them The VS/VSR or department pays University fees. University fees need to be paid before the VS/VSR can be issued an appointment letter by VSPA. If visa is required, the VS/VSR will need to provide proof of funding for duration of their appointment and proof of English proficiency.
Step 4	Once VS/VSR or department pays university fees, the HR Generalist will send the VSPA letter to the VS/VSR. HR Generalist will append the appointment letter and any other documents to the case for visa processing. Visa team will reach out to the scholar to complete an ISD application
Step 5	Berkeley International office issues and sends the DS 2019 to the VS/VSR. The VS/VSR would then be able to schedule an embassy appointment. The embassy will process the visa. Once VS/VSR visa is approved, VS/VSR should make travel arrangements.
Step 6	If the VS/VSR completes their DocuSign and there is certainty they will arrive the HR generalist will submit their affiliate appointment template prior to arrival. If VS/VSR is still unsure about travel plans the generalist may wait to process the hire until closer to their arrival or post onboarding.
Step 7	UCPath approves the affiliate appointment template. VS/VSR will be issued an affiliate ID.
Special instructions for stipend requests	When submitting case department will indicate if a stipend needs to processed. The department would indicate the amount, the schedule of payment (one time or multiple disbursements) and the appropriate chartstring to be used. Chartstring information may be requested from RA or FA. HR Generalist submits the stipend in VSPA for approval (For amounts over $20,000, VSPA will require an exceptional letter) HR Generalist will send a W-9 for completion. Once received it will be sent to vendoring for processing a vendoring ID number for the VS/VSR Once VSPA approves the stipend and a vendoring ID is assigned the HR Generalist can submit the stipend request via Bear Buy If the VS/VSR is a foreigner, a glacier account needs to be created and completed. Bear Buy will process the stipend

Visiting Scholar Timelines

** Any scholar coming to the US from another country will need to acquire a J-1 visa

Scholar requests	Estimated processing time by SHARE, BIO & VSPA. *These timelines may be subject to change based on BIO’s updated timelines, Scholar’s country of departure or Scholar’s unique circumstances.
New VS/VSR on J-1 Visa J-1 scholar calculator	5 months
New VS/VSR NOT on J-1 Visa Domestic scholar calculator	5 weeks
Extension of VS/VSR on J-1 Visa	2 months
Extension of VS/VSR NOT on J-1 Visa	2 weeks

Roles, Responsibilities and Resources for Visiting Scholars

Expand to see Roles and Responsibilities

Roles, Responsibilities and Resource for Visiting Scholars and Visiting Student Researcher
Who to contact	Service/Action
Department	Identifies VS/VSR or works with PI to identify VS/VSR Creates new position number or updates vacant position number ONLY if the VS/VSR will be supervising an employee Submits SN case to request VS/VSR appointment and provide supporting documents. See detailed steps for complete list.
PI/ Faculty Sponsor	Informs BRS or department if they will be paying university fees Informs BRS or department if they will be paying visa fees Works with BRS or department to adjust appointment dates, if needed
SHARE HR Generalist	Can respond to questions about requirements for VS/VSR appointments Coordinates with VS/VSR to collect all necessary documentation for VSPA appointment letter Work with VSPA for exception approvals Work with BRS visa team to issue the VS/VSR J-1 visa Process UCPath template to get VS/VSR affiliate ID Processes reimbursement stipends, if requested
Berkeley International Office	Processes J-1 visa for VS/VSR Sends VS/VSR their DS 2019 Hosts new arrival Scholar Information meeting (SIMS meeting) Receives visa fees
VSPA Office	Overpayment collection process and questions about overpayment letter totals or overpayment deductions, contact UCPath Center Stop payment and reissuance of checks Change of address requests via self service Direct Deposit Questions about paycheck deductions
VS/VSR	Coordinates with BRS to: Pays university fees Pays visa fees Completes VSPA gateway application Completes ISD visa record Attends consulate appointment Makes travel arrangements Attends VSPA orientation and SIMs meeting Need to provide proof of insurance through Gallagher Benefits Services