PROV-013: Appointment of Visiting Faculty and Scholars

Date: 06/11/2010 Status: Final
Last Revised: 03/20/2019
Policy Type: Executive Vice President & Provost
Oversight Executive: Executive Vice President and Provost
Applies To:

Academic Division.

Reason for Policy:

The University recognizes the benefit of having individuals from other institutions and organizations visit to learn and exchange ideas and expertise. These opportunities foster intellectual development and research collaborations. The University has established guidelines governing the appointment of visiting scholars and faculty.

Definition of Terms in Statement:
  • Designated Hiring Official:

    An individual who is authorized to extend a conditional offer of employment to individuals on behalf of the University. The president, vice presidents, academic deans of the University’s schools, and the University librarian are designated hiring officials. Hiring authority may be delegated in writing by one of these individuals with the approval of the president or the appropriate vice president.

  • Visiting Faculty:

    Visiting faculty visit the University for a short term, usually one year or less. During their appointment at the University, they hold faculty rank as described in the appointment letter. Visiting faculty may serve with or without pay.

  • Visiting Scholar:

    Visiting scholars are appointed, often for short terms, so that they may participate in scholarly or research activities in a sponsoring department or school. They serve without pay except with the written approval of the executive vice president and provost. They do not participate formally in instruction. Individuals who participate formally in instruction should be appointed as visiting faculty, if appropriate, or as lecturers.

Policy Statement:

Visiting faculty or visiting scholar appointments, including those individuals participating in faculty exchange programs or those who are serving without pay, may be granted at the University under the terms and conditions outlined in this policy.

  1. Criteria for Appointment:
    Minimum eligibility criteria for a Visiting Faculty or Scholar at the University includes, but is not limited to, the individual must:
    • be visiting from an outside institution or organization; and
    • possess the appropriate degree or credentials that would be expected of a salaried faculty member; or
    • be a recognized expert in his or her field.

Individual schools and departments may establish more restrictive eligibility criteria.

  1. Appointment Process:
    An appointment letter documenting the faculty member’s visit must be issued by a designated hiring official (usually the dean of the school). All offers to visiting faculty/scholars are subject to the approval of the executive vice president and provost. An appointment as a visiting faculty/scholar may not exceed or be renewed beyond two years without advanced written permission of the provost.

The offer letter, at a minimum, should:

  1. Specify the term of the visit.
  2. Contain the dean’s recommendations regarding the appropriate title and perquisites. For a visiting faculty member or visiting scholar these are made on the basis of the needs of the school or department and on the professional credentials of the prospective visitor.
  3. State that the visitor must follow all regulatory requirements and University policies that apply to his/her activities while here.

[Note: For more information, refer to policies HRM-005: Appointment of Unpaid Faculty and PROV-006: Extending Offers of Employment to Faculty in Academic Areas.]

  1. Privileges:
    Visiting Faculty/Scholar status is a privilege, not a right, and an individual holds this status at the pleasure of the University. The status may be revoked at any time (even during the term of the appointment) by the University at its discretion. Similarly, there is no right to a renewal of the appointment at the end of the term.

    Visiting Faculty/Scholars are not employees or students of the University, and therefore are not entitled to compensation or other benefits available to regular staff, faculty or students (including health insurance).

  2. University Identification Card:
    Visiting Faculty/Scholars may be issued a University ID card only with school, departmental or Human Resources written authorization. A fee will be charged for the card. The ID card provides access to certain University facilities and services.

[Note: For more information, refer to policy HRM-002: Issuance and Use of University Identification Cards and the ID Card Office website.]

  1. Faculty Exchange:
    A visiting faculty member may be part of a cross-institutional faculty exchange. Exchanges usually take the form of a one or two semester stay in which the University faculty member assumes the teaching or research duties in the cooperating institution, while the visiting faculty member assumes similar duties here. Exchange visits may develop as formal agreements between institutions or as informal arrangements initiated by the interested faculty members. However they develop, all exchange visits require the prior approval of the dean and the executive vice president and provost.

Once a decision has been made to extend an offer to visit, the designated hiring official generates an offer letter (see Faculty Offer Letter Templates in Resources for Faculty Hiring Officials).

Related Information:

Resources for Faculty Hiring Officials
HRM-002: Issuance and Use of University Identification Cards
HRM-005: Appointment of Unpaid Faculty
PROV-006: Extending Offers of Employment to Faculty in Academic Areas
PROV-029: Faculty Appointment Types and Titles

Major Category: Executive Vice President & Provost Policies
Next Scheduled Review: 03/20/2022
Approved by, Date: Executive Vice President and Provost, 06/11/2010
Revision History: Updated link 7/1/20; Updated 3/20/19.