#  How do I appoint a Visiting Scholar (salaried)? 

 



 Job Code: 069603 / Object Code: 6030 / MFC Paygroup / Employee

 This category is designed for a faculty member from another university to work here. These visiting scholars are eligible for benefits and can be paid with federal grants. Approval from the Assistant Dean for Science is required to use this category, but this will be obtained by Joe Lavin.

 <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](https://chemistry.harvard.edu/files/chemistry/files/visiting_scholar_-_cover_letter.doc?m=1661186475)

 **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](mailto:lavin@chemistry.harvard.edu) 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**

- Available at <https://vpr.harvard.edu/visitor-participation-agreements>

 **5. I-9**

- The visiting scholar should meet with Joe Lavin to fill out an I-9 on their first day (or earlier). I-9’s are required if the visiting scholar is being paid a salary directly from Harvard. The visiting scholar should provide either a passport OR both a driver's license and a social security card. Non-citizens will also need to provide visa documents.

 **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.**
- **While an I-9 is required, we recommend that you submit the appointment early without an I-9 (ideally 5-10 business days before the start date). This will reduce the wait for an HUID.**
- **Please have visiting scholar meet with Leah DeFrancesco upon arrival.**
- 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).
- If paid entirely by Harvard, FTE should usually be 1. If Harvard is only paying a portion of the salary, the FTE should reflect this. For example, if Harvard is paying $20K of a total salary of $50K, the FTE should be 0.4.
- 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.
- Please enter PhD degree information in Aurora.
- Visiting Scholars in this category are benefits-eligible, if they work more than half-time or receive more than $15,000 annually.
- Benefits covered by fringe. Fringe will be charged regardless of whether the fellow’s salary is above the benefits threshold.
- FAS Termination Policy: [https://academic-appointments.fas.harvard.edu/g-termination-documentati…](https://academic-appointments.fas.harvard.edu/g-termination-documentation)  
    Please contact Joe Lavin if there are performance issues, especially when considering reappointment.



 

 

 



 

 See also:- [ Human Resources ](/laboratory-administrator-manual-lam/human-resources)
- [ Aurora ](/laboratory-administrator-manual-lam/aurora)
- [ Aurora Appointment/Reappointment ](/laboratory-administrator-manual-lam/aurora-appointmentreappointment)