Academic units may host scholars affiliated with other universities or institutions to join that campus community as an unpaid, visiting scholar. Visiting scholars bring fresh perspectives, specialized expertise, and new research methodologies to the institution. This fosters intellectual diversity and can lead to collaborative projects, joint publications, and innovative approaches that strengthen the university’s academic reputation. Additionally, they can serve as bridges between their home institutions and the host university, creating opportunities for international collaborations, student exchange programs, and joint grant applications. These connections enhance the university’s presence and open doors for long-term partnerships.
All visiting scholars who will be working with or around students, will be involved in research, or will need access UMSL’s IT systems (e.g., email, Canvas), must receive approval from the dean of the sponsoring unit and be approved for an unpaid appointment as a guest affiliate. This requires a criminal background check and compliance training appropriate to their duties and level of access. These appointments can be made for up to a year and can be renewed with approval of the dean of the sponsoring unit. There is an annual administrative fee for each unpaid guest appointment. Units that host unpaid visiting scholars whose work directly benefits college or campus can apply to have this fee covered by the college or Academic Affairs.
In addition, international visiting scholars who are not US Citizens or Legal Permanent Residents must be approved by International Student and Scholar Services (ISSS). UMSL does not financially support work authorization for visiting scholars. International scholars are responsible for working with ISSS to determine the necessary documentation for securing the appropriate visa.
No formal agreement should be entered into or letter of invitation issued without dean’s approval and, for international scholars, ISSS approval.
This role of visiting scholar is not appropriate for researchers or teachers who are being paid a monthly salary or hourly wage by UMSL, even if it is intended to be for a limited time. Rather, these short-term faculty should be hired through HR regular processes for a position such as a Visiting Professor.
Process for obtaining approval for an unpaid, visiting scholar:
- Academic units interested in hosting an unpaid visiting scholar should submit the Visiting Scholars Data Sheet with a copy of the scholar’s resume or CV to their dean. The data sheet is available from deans, department chairs, business managers, or the Office of Academic Affairs. If the unit would like to request that the college/school cover the administrative fee, it should ensure that the final question on the data sheet is answered and explains how the scholar’s work benefits the college or school.
- After approval by the dean, the unit should work with the Director of Research Compliance to seek Research and Security Compliance Approval through UM System’s Research and Security Compliance form if any of the following apply:
- The scholar is international (that is, they are not a U.S. citizen or legal permanent resident)
- The scholar will be conducting or contributing to funded research
- The scholar is working outside of the United States
- If the scholar is international, the Visiting Scholars Data Sheet, the scholar’s C.V. or resume, and an email with the dean’s approval should also be submitted to the Manager of Non-US Citizen Tax and Employment. If the scholar is applying for certain types of visas, the dean will also be asked to approve forms supporting their invitation to UMSL for the purpose of their visa application. ISSS will also be able to advise as to whether the visa review process can stand in for the criminal background check.
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If the unit has obtained dean’s approval but the college is unable to cover the administrative fee and the unit would like to request that Academic Affairs cover the administrative fee, the Visiting Scholars Data Sheet, the scholar’s resume or CV, and an email with the dean’s approval may be submitted to Associate Provost for Faculty Affairs. Ensure that the final question on the data sheet explains how the scholar’s work benefits the campus.
One the unit has received dean’s approval, ISSS approval (where required), Research and Security Compliance Approval (where required), and the visit has been finalized, they should work the sponsoring unit’s business support staff to submit UMSL HR’s Kuali Form to Request an Unpaid Appointment for the Visiting Scholar as a Guest Affiliate. Please include all the necessary and supporting materials. The supporting materials can include:
- Visiting Scholars Data sheet
- For International Scholars and those involved in research: Research and Security Compliance Approval
- For International Scholars: Email with ISSS approval
- For International Scholars who have not been residing in the US, if recommended by ISSS: the Criminal Background Checklist for International Scholars