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UCLA Graduate Division

Appointment Guidelines and Forms for Visiting Scholars

Visiting Scholar Appointments

Visiting Scholars at UCLA must be appointed officially through Graduate Division. Departments submit appointment materials to the Academic Services Office, 1255 Murphy Hall, mail code 142801.

 

Processing Check List

The following checklist is a helpful reminder when processing appointments.

Postdoctoral and Visiting Scholar Processing Check List (PDF-63KB)

 

Guidelines for New Appointments

  1. If sponsoring an international scholar, the department is responsible for requesting the appropriate visa through the Dashew Center for International Students & Scholars. The visa processing fee is $40.00. For Visiting Scholars who are completely self-supported or if the department is not supporting the research through through funds 19900-GENERAL FUNDS and/or 20000-STUDENT REGISTRATION FEES, there is an additional $300.00 co-payment.
     
  2. The department completes the Visiting Scholar Appointment Form.
     
    Visiting Scholar Appointment Form (iPDF-184KB)
    Can only be viewed by the UCLA community. Must be completed by the nominated scholar's sponsoring department or unit.
     
  3. The department submits the following appointment materials to Academic Services, 1255 Murphy Hall, mail code 142801
     
    1. Visiting Scholar Appointment Form
    2. Current resume/ Curriculum Vitae
    3. Brief statement of objective (approximately 250 words)
       
  4. Graduate Division reviews the appointment and maintains a record of the scholar. Upon approval by Graduate Division, the appointed Visiting Scholar and the department receive an electronic approval letter and confirmation email.
     
  5. Important: The Visiting Scholar is required to meet health insurance requirements by enrolling in or waiving out of the Visiting Scholar Injury and Sickness Insurance Plan.
     
  6. The department applies online for a BruinCard. Select Forms and then select Affiliate/Guest Request Form.
     
    Note: Departments applying for a BruinCard and UID must apply only within a five day window of the Visiting Scholar's start date. The department and Graduate Division will receive email confirmation from BruinCard with the assigned ID number, dates of visit, and other details.
     
  7. Please wait until BruinCard Center approval before sending a Visiting Scholar to obtain his/her BruinCard. All questions regarding the status of a Visiting Scholar's BruinCard should be directed to the BruinCard Center.
     
    Note: Visiting Scholars may not receive their BruinCards and UIDs for approximately five to seven business days following the start dates. During this time please make the necessary accommodations for the Visiting Scholar to ensure that they can temporarily access various services needed to perform their research.
     
  8. Have the Visiting Scholar sign an Oath and Patent Acknowledgement Form. Retain the original form. You do not need to send a copy to the Graduate Division. Occasionally, we will audit departmental records to make sure this form was signed and witnessed.
 

Appointment Considerations

  1. Academic Services will only process complete applications. CVs must include certification of the Ph.D. or proof of holding a position comparable to UCLA faculty.
     
  2. If a Visiting Scholar is beginning a new appointment in a department/unit other than the one in which s/he was originally enrolled, the previous appointment must be terminated using a Visiting Scholar Appointment Form, and another form submitted for the new appointment. Appointments cannot overlap.
 

Exceptions

Associate Dean Joseph Watson will consider the following types of requests for exception:

  1. The prospective Visiting Scholar does not hold a terminal degree (ie… PhD, DDS, MD, JD).
     
  2. The prospective Visiting Scholar does not hold an appointment at an outside university or research center comparable to those of UCLA faculty.
     
  3. The faculty mentors would like to compensate the Visiting Scholar using University funding such as paying a grant stipend (note: ordinarily, Visiting Scholars are self-supported, or have adequate support funds from sources outside the University).

To request an exception:

  1. The Department submits a complete Visiting Scholar Exception Request Form (iPDF-112KB) with the written concurrence of the supervisor (faculty mentor).
     
  2. Send the exception request in hard copy at least thirty (30) business days in advance of the requested appointment date.
     
  3. Submit the Exception Request Form to Academic Services, 1255 Murphy Hall, Mailcode 142801. With the following:
     
    1. Curriculum Vitae
    2. Statement of Objective
 

Guidelines for Reappointments ("Extensions")

The department chair/unit director may request a renewal of the appointment by completing a Visiting Scholar Appointment Form and requesting a "Reappointment." The dates of and reasons for the reappointment must be included on the form.

Visiting Scholar Appointment Form (iPDF-184KB)
Can only be viewed by the UCLA community. Must be completed by the nominated scholar's sponsoring department or unit.

The Appointment Form must be submitted to the Academic Services, Graduate Division, 1255 Murphy Hall, mail code 142801.

Graduate Division reviews the reappointment form and maintains a record of the scholar. Upon approval by Graduate Division, both the appointed Visiting Scholar and the department will receive an electronic approval letter and confirmation email.

 

Certificate of Visiting Scholarship

Upon request from the visiting scholar’s faculty sponsor/supervisor and the department chair, Academic Services will issue a certificate of completion, confirming completion of the program of research and training. Please send the Recommendation for Issuance of Visiting Scholar Certificate to Academic Services, Graduate Division, 1255 Murphy Hall, mail code 142801. Allow 7-10 business days for processing.

Recommendation for Issuance of Visiting Scholar Certificate (iPDF-105KB)
Can only be viewed by the UCLA community. Must be completed by the scholar's sponsoring department or unit.

 

Payments

Please consult with Academic Services if you need to pay a Visiting Scholar.

 

Help

For assistance or further information, please contact visitingscholars@grad.ucla.edu.

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