How do I appoint a Visiting Scholar (unsalaried)?

 Job Code: 069602 / Object Code: 6452 (if paid) / MEP Paygroup (if paid) / Non-Employee

This category is designed for a faculty member from another university to work here. These visiting scholars are not eligible for benefits and cannot be paid with federal grants. They can be paid or unpaid, though usually the visiting scholar is paid from his/her university.
https://academic-appointments.fas.harvard.edu/g-visiting-scholars

Required Documentation (Documents must be uploaded as PDFs with Aurora appointment.)

1. Cover Letter to the Appointments Office

Signed cover letter to the Appointments Office from the faculty sponsor, on department letterhead, indicating the reason for the appointment, the type of work in which the visitor will be engaged, the visitor’s home institution and title (specifying that it is a tenure-track or tenured appointment and providing the U.S. equivalent of the title, if applicable), any arrangements for space, I.T., and other resources, and the faculty sponsor’s commitment to meet regularly with the visiting scholar. This statement must also confirm the salary, or, if the position is entirely funded by a source external to Harvard, it must confirm that the candidate has outside funding;

Cover Letter Template

2. Offer Letter

Please base your offer letter on the FAS sample letter located at
https://academic-appointments.fas.harvard.edu/aa-sample-visiting-scholar-offer-letter

The Offer Letter should be signed by the Chair. Please reach out to Joe Lavin for assistance with this. 

3. CV

  • Must hold a tenure-track faculty position, or the equivalent if outside the U.S. 

4. Visitor's Participation Agreement

5. Risk and Release form: 

6. Funding Letter

 If the candidate is entirely self-funded: 1 electronic PDF copy of a letter outlining the desire for the affiliation without an expectation of compensation, signed by the candidate.

Notes

  • All foreign nationals working in our labs must have valid employee visas. Researchers with tourist visas or expired work authorization may not legally work in our labs.
  • We recommend that you submit the appointment 5-10 business days before the start date.
  • Please have new visiting scholars meet with Leah DeFrancesco upon arrival. 
  • If unpaid, FTE should be .000286. Coding can be left blank.
  • Please enter PhD degree information in Aurora.
  • Individuals may hold a Visiting Scholar appointment for no more than two consecutive years. They must then wait a period of three years before they can be eligible for another two-year appointment cycle.
  • These employees are not benefits-eligible, nor can they apply for UHS Affiliate Health Insurance. 
  • FAS Termination Policy: https://academic-appointments.fas.harvard.edu/g-termination-documentati…
    Please contact Joe Lavin if there are performance issues, especially when considering reappointment.

If Paid a Supplement:

  • Cannot be charged to federal funding. 
  • If the visiting scholar is receiving a supplement of over $15,000, he/she should usually be appointed in Job Code: 069603 to be benefits eligible.
  • Payment will be considered a stipend rather than a salary.
  • Paid at the end of the month. Coding changes for the month should be submitted in Aurora by the 15th of that month (i.e. enter by Jan. 15th for the Jan. 31st check).
  • U.S. Citizens will not have taxes withheld from paychecks and will likely need to file quarterly taxes. 

 

See also: