Visiting Faculty with Salary

UPDATE: Change in How Actions are Submitted

As of February 1, 2017, all Short Term Faculty appointments, reappointments and promotions must be submitted through FASA, not emailed to the Office of Academic Affairs. In addition, you do not need to fill out the application form (“green form”, CE appointment form, visiting scholar appointment form). Entering the action into FASA takes the place of the application form. Please bear with us while we update our checklists and instructions. If you have any questions, please contact us.

Visiting Faculty are faculty at other universities who wish to come to Stanford on their sabbaticals for research, educational, or other academic reasons. They are appointed for one year and may be reappointed for a second year. Visiting faculty may be unpaid or paid.

Submit appointment requests at least one month before the desired start date, or two months before the start date if a J-1 visa is needed.

Candidate must electronically sign SU-18. http://otlportal.stanford.edu/su18a

APPOINTMENT

1. Submit via FASA:

Visiting Appointment with Salary: Checklist
Transmittal Memo from Department Chair to Vice Dean
- Programmatic need for this candidate
- Appointment title, dates of appointment, percentage of full-time effort expected
- Expertise/qualifications of candidate
Curriculum Vitae (CV)
One letter of evaluation (this may be from a faculty member at Stanford or another academic institution)
Draft Offer Letter (Word Format)
Evidence of leave from the candidate's home institution, covering requested appointment dates
J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu website.

Personnel Action Form (PAF)
- Signed by Department Chair
- If VA appointment, include estimated VA contribution to salary
- Amount or salary level and percent to be supported

2. Finance staff reviews salary level, funding plan and all other financial terms OAA staff reviews recommendation and edits draft offer letter

3. FASA notification generated

4. If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed

5. Candidate must sign the SU-18 at http://axess.stanford.edu.

REAPPOINTMENT

1. Submit via FASA, at least one month before end of current appointment (two months if a J-1 visa is needed):

Visiting Reappointment with Salary: Checklist
Transmittal Memo from Department Chair to Vice Dean
- Title, dates of appointment, % FTE requested
- Dates of previous term
- Continuing programmatic need for this candidate
Draft Offer Letter (Word format)
Evidence of leave from the candidate's home institution, covering requested appointment dates.
J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu website.

Personnel Action Form (PAF)
- Signed by Department Chair
- If VA appointment, include estimated VA contribution to salary
- Amount or salary level and percent to be supported

2. Finance staff reviews salary level, funding plan and all other financial terms. OAA staff reviews recommendation and edits draft offer letter.

3. FASA notification sent autmatically

4. If a J-1 visa extension has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed)

FTE CHANGE

If there is a change in the percentage of full-time effort (FTE) for which a Visiting Faculty member is being paid, submit an FTE Change via FASA. For example, a Visiting Faculty member might change from working 100% FTE to working only 75% FTE. Submit all FTE change requests at least one month before the date that the proposed change would take effect.

1. Submit via FASA:

Visiting FTE Change: Checklist
Transmittal memo from the Department Chair to the Vice Dean, briefly explaining the rationale and timeframe for the FTE change
Draft Addendum: if FTE change is 10% or more, or candidate will cross benefits threshold (will gain or lose employee benefits by this change) (Word format)