Visiting Scholars

Proof of Funding

Important: independent proof of funding must be provided in an amount equal to or greater than the current first-year postdoctoral stipend:

$51,600/year or $4300/month starting October 1, 2016

$53,406/year or $4451/month starting October 1, 2017

Acceptable proof of funding: letter from employer, scholarship committee, bank, or funding agency; bank statement.

Unacceptable: J-1 Funding Attestation Form, letter/email from candidate.

Home Institution

Important: 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.

If the candidate does not fit these criteria, they cannot be a Visiting Scholar. 

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in Chapter 8.3 of the School of Medicine Faculty Handbook.

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:

• Visiting Scholar Application Checklist
• Curriculum Vitae
  • include dates of employment/study at current institution
  • include complete information about degrees and any post-doctoral training
• Draft letter of invitation (Word format)
• Documentation of source and amount of funding (must be from a third party – bank, employer, scholarship – a letter or statement from the candidate is not sufficient)
• J-1 Visa Application, if needed (printout of the DS-2019 application entered in workflow at axess.stanford.edu)

4. Review: OAA staff reviews package and notifies Department/Institute of any changes required. 

5. FASA notification generated

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 Visiting Scholar arrives.

9. SUNet ID: Department may sponsor Visiting Faculty for a SUNet ID; there is a free level of service which will allow them to obtain a courtesy card and other privileges. 

10. Courtesy card: Once the visiting scholar's information has been entered into PeopleSoft by OAA, they may obtain a Stanford courtesy card at the Stanford Card Office, which makes available certain privileges listed in Chapter 9.4 of the School of Medicine Faculty Handbook. For further information on obtaining a Visiting Scholar Card, visit the Stanford Card Office website. PeopleSoft data entry should be complete by the day after their start date; we recommend calling the card office first to be sure that they have the information they need.

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

1. Verify term: Department/Institute staff establishes that the reappointment term will not give the candidate more than two years at Stanford.

2. J-1 Visa application: If an extension to a J-1 visa is needed, department/Institute staff applies for the extension via Workflow on the axess.stanford.edu website, and prints out a copy of the data entered for the application.

3. Submit via FASA:

• Visiting Scholar Reappointment Checklist
• Curriculum Vitae
  • include dates of employment/study at current institution
  • include complete information about degrees and any post-doctoral training
• Draft letter of invitation 
• Documentation of source and amount of funding (must be from a third party – bank, employer, scholarship – a letter or statement from the candidate is not sufficient)
• J-1 Visa Extension, if needed (printout of the DS-2019 application entered in workflow at axess.stanford.edu)
• Memo, if reappointment extends visit past two years, explaining the request and the programmatic need.

4. Review: OAA staff reviews package and notifies Department/Institute of any changes required.

5. FASA notification generated

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). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.

7. Courtesy Card: Visiting Scholar takes their letter of invitation from the department to the Stanford Card Office to keep their Visiting Scholar card from expiring.