After Approval but before Arrival

Plan early:ÌýFor non-U.S. citizens, applications must be submitted at least six months before the visit begins.Ìý U.S. citizen applications must be submitted at least three months before their proposed arrival date.Ìý All materials need to be received by the dean for faculty development from the nominating office or department with sufficient lead time. Go to "application instructions" if you have not yet answered all of the initial questions.

°Õ³ó±ðÌýÃÛÌÒapp contactÌýis responsible for all visiting scholar arrangements, including those related to the following:

• Hold initial conversation with the candidate. ReviewÌýapplication instructions. Complete and submit your request in workday. Remember to include the applicant's CV, letter of interest/project description, and letter of support from the sponsor.
• If visitor is a non-US citizen, the contact person must coordinate the visa setup withÌýhuman resources and the Provost Office. This will include assigning a ÃÛÌÒapp ID# and arranging for faculty privileges, which will include picture ID, library, and fieldhouse access.
• If no visas or salaries are involved, the ÃÛÌÒapp contact can submit theÌýapplication in workday.ÌýAfter approval is complete, the visitor will be contacted via email with information to receive a ÃÛÌÒapp ID# for the visitor and/or their spouse (the spouse will need a separate ID if they would like to use Spoelhof Fieldhouse facilities).
• Office space: Work with your department chair/academic deans to plan for visitor office space.
• Keys andÌýbuilding accessÌýcan be coordinated throughÌý.
• Proof of health insurance (document in English meeting DOS standards) is required upon entry into the United States for non-US citizens. Information on obtaining health insurance can be foundÌýhere.
• Assist applicant in findingÌýhousingÌýand furnishings. If no furnished housing is available, the visiting scholar is responsible for supplying all of their own furnishings.
• If visitor's children will be attending school, coordinateÌýschool enrollment information.
• Coordinate flight and welcome at airport.

After Arrival

• Arrange meeting withÌýhuman resourcesÌý²¹²Ô»åÌýpayroll: For non-US visitors, the department contact and visitor are required by the Department of State to meet withÌýhuman resourcesÌýwithin five days of arriving in the countryÌýfor an orientation and review of visitor's health insurance documents.ÌýPlease note that visiting scholars should plan to come directly to ÃÛÌÒapp from their home country.
• Provide visitor web link toÌýVisiting Scholar Resource page.
• Assist visitor in obtaining aÌýsocial security numberÌýif they will be paid. They can apply for their card 10 days after arriving. If they apply too soon, it will be rejected.
• Assist visitor in obtaining aÌýdriver's license, if needed.
• If needed, assist visitor in obtaining ÃÛÌÒapp parking permit through Campus Safety, provide initial orientation, including picture ID(s), tour of library and fieldhouse, introduction to colleagues, familiarization withÌýÃÛÌÒapp resources, campus tour, etc.
• CoordinateÌýlocal bank account.
• Set up regular meeting schedule.
• If visitor would like to sit in on any classes, make sure to introduce them to professors (be sure visitor knows how much textbooks cost).
• If the visitor would like to speak on a topic of general interest to the ÃÛÌÒapp Community, please work with the dean for faculty development to arrange a public lecture and possible reception.

ONGOING

• ProvideÌýhuman resourcesÌýprior notice of any travel by a non-U.S. visitor outside Grand Rapids.

At Conclusion of Visit

For all visitors:

• Confirm that keys, ID cards, library books, office contents, borrowed items, and any other ÃÛÌÒapp material have been returned. Give visitor notice of immediate shut-down of permissions and access in ÃÛÌÒapp systems (especially computer systems).
• The ÃÛÌÒapp contact is responsible for conducting an informal interview with the visitor and providing theÌýdean for faculty developmentÌý(andÌýhuman resourcesÌýif non-U.S. visitor) with a brief program report (due within one month after the visitor's departure). The report should include the following:
  • Visitor's updated home, institutional, and email addresses.
  • Brief description of progress on visitor's intended research during their time at ÃÛÌÒapp.
  • Brief assessment of Visiting Scholar program, including any successes and/or problems; include any recommendations for improvement.
  • Detailed summary of any participation in campus activities (classes, workshops, etc.) and any involvement in local community activities.

For all non-U.S. visitors (per Department of State requirements): ÌýProvide a complete list of all trips and other travel taken in the United States during their visit.

Questions? Please contact theÌýOffice of the Dean for faculty development and research initiatives.