For Administrators

General steps are noted below; your school may have additional internal procedures – see your school dean’s office contact or check out the school links below.

1. COLLECT VISITOR INFORMATION FROM FACULTY HOST

• Initial information needed
  
  • Description of purpose of visit/intended role
  • Whether faculty will provide any financial support
  • Visitor’s current status at home organization
• Determine appropriate visitor title using information from faculty host:
  

  • Visitor Research Titles Table

  • Visitor Titles Table (SOM only)

2. COLLECT DETAILED INFORMATION FROM VISITOR CANDIDATE

• Typically includes requesting or confirming:
  
  •  Name and address
  •  Current employer and status
  • Visa application-related details, if needed
  • Copy of current, updated CV
• Complete restricted party screening tool (RPS)

**NEW RESOURCE AVAILABLE**

Smartsheet intake forms are now available to assist administrators when gathering appointment information from faculty and visitor candidates.  Check with your school dean’s office contact for additional information about how to start using this new resource. 

*COMING SOON* 

More information will be available soon about using these intake forms to merge information in template appointment letters. 

Check with your dean's office contact for any additional school-specific information about visitor appointments.  School specific links are included in the Quick Links section below.

3. REVIEW VISA-RELATED REQUIREMENTS, IF APPLICABLE

• Visa type comparison
• Sponsoring department responsibilities

4. INITIATE FASA APPOINTMENT TRANSACTION

Appointment process overview

• Visitors require an approved appointment before being given a formal title and affiliation.
• The academic appointment process is a comprehensive review with the goal to ensure that the professional qualifications of a candidate meets the requisite skill and subject knowledge for employment or affiliation to fulfill identified programmatic needs in research, teaching, and/or patient care to further the missions of Stanford University.
• The university-wide system used to automate and centralize the academic appointment process is called FASA (Faculty and Academic Appointments)

FASA transaction

• Initiate an appointment transaction in FASA.  The form will require faculty host, department and school approvals.
• Required documentation to attach include: 
  • current/up-to-date CV
  • draft appointment template letter.
  • Note, your school may require other attachments – see your dean’s office contact or school link below.
• Access to FASA is authorized through your school dean’s office.

Invitation for visitor

• Once FASA transaction has been fully approved an appointment invitation letter can be sent to the visitor candidate.
• A record of the appointment can now be entered into Stanford’s non-paid personnel database.