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Visiting Scholars - Policies and Guidelines

Allocation of Responsibilities

Sponsoring Faculty Member is Responsible For:

  • Fill out Request for Sponsorship Form and obtain Chair Approval.
  • Complete Sponsorship form providing information on the visitor's appointment, the type and levels of support they will receive, where the Visitor will reside in CSE, etc. Please note that there are certain mandatory charges assessed to all CSE visitors (such as technical recharge). Unless alternate arrangements are made PRIOR TO the visitor's arrival, it is assumed that the sponsoring faculty member will cover these charges by providing an index number on the sponsorship form. This form is turned in to the CSE Academic Affairs Coordinator after completion.
  • Provide a written letter of invitation to the Academic Affairs Coordinator. The details of the required elements of the letter are under separate cover.
  • Make arrangements for logistical support for the visitor (e.g. lab and/or office space, basic office furnishings, telephone connection, office supplies, etc.). If space other than your research lab is required, please contact MSO.
  • Visitor welcome (may include airport welcome) and transportation to Host Family or selected hotel.
  • Orientation to CSE department and our department's facilities.
  • Provide name, phone number and email of visitor to the Academic Affairs Coordinator.

Academic Affairs Coordinator, CSE is Responsible for:

  • Provide the visitor with short and long-term housing and campus/community orientation information.
  • Prepare the Campus ID card form and instruct the visitor where to obtain the card.
  • Obtain graphics permission (for copy services) for ID card (if applicable).
  • Request a computer account of csehelp. Provide name and length of stay in request.
  • Set up mailbox in mailroom (if the visitor is staying longer than 3 months) and ensure that the visitor's name, phone and email are listed on CSE web site.
  • Complete all relevant paperwork for enrolling visitor at UCSD. Patent agreement (always) and health insurance forms (if applicable).
  • For international visitors only:
    • Obtain necessary information from the visitor to submit the IAP-66.
    • Prepare IAP-66 paperwork and submit it to the International Center.
    • Forward the IAP-66 to the visitor with a welcome letter (via FedEx).

Visitor is Responsible for:

  • Check in with the Academic Affairs Coordinator upon arrival to sign relevant paperwork. (Patent agreement, copies of passport & insurance docs.)
  • Obtain housing (short-term and long-term).
  • Obtain supplemental insurance (if applicable)
  • Obtain campus ID card.
  • For international visitors only:
    • Provide personal and financial support information for the IAP-66 to the Academic Affairs Coordinator in a timely manner.
    • Obtain visa once the IAP-66 has been provided to them.
    • Check in with the International Center upon arrival.
    • Obtain a U.S. Social Security Card (within the month following arrival).


by Dr. Radut.