Visiting scholar (sometimes called a visiting scientist) and faculty appointments are covered by AR 5:1 and the Provost Policy Statement- Protocol for Appointing Visiting Scholars (2019).

If an exchange visitor is enrolled in any university, (even as an ABD Ph.D. candidate), follow the instructions for appointing visiting graduate students. 

It is important to note the difference between visiting scholars and visiting faculty members. Visiting scholars do research while at UK and do not teach, while visiting faculty are primarily assigned teaching responsibilities. 

Visiting scholars/faculty members have temporary academic appointments with the University, not to exceed one year. Renewals are only accepted for approval by the Provost in rare instances and must be well justified. Visiting scholars/faculty do not typically receive a salary from the University, however as temporary academic staff, they are eligible for some UK benefits, such as a UK ID card, parking permit, and medical insurance. For a complete list of benefits visiting scholars are eligible for see AR 5:1.  

The domestic visiting scholar appointment process is covered by section A below. the international visiting scholar appointment is a two-step process (A and B below). 

A. Complete the following steps to appoint a visiting scholar in CAFE: 

1. A faculty member may identify a scholar they would like to invite to participate in research at the University of Kentucky as a visiting scholar.
2. Request a complete CV from the candidate.
3. In writing, the sponsoring faculty member should request permission from their Department Chair to extend an offer to the visiting scholar. This correspondence between the sponsoring faculty member and the chair should outline dates and expectations set on the proposed visiting scholar. This may be done by email.
4. The sponsoring faculty member should send an offer letter to the visiting scholar outlining dates and expectations of the appointment. This may be done by email.
5. The Department Chair should complete the CAFE Visiting Scholar Form. 
6. Attach the scholar’s CV, a copy of the offer letter, and a copy of the correspondence between the sponsoring faculty member and the Visiting Scholar Form to an email and send to The Office of Faculty Resources, Planning and Assessment at cafe-frpa@uky.edu.  
7. Once the Dean has approved the appointment, the packet will be forwarded to the Provost’s Office for final approval. 
8. The sponsoring unit adds the Visiting Scholar's information into SAP so that they are able to receive the UK benefits available to them as well as have other automated routines run successfully. The Visiting Scholar Form, signed by the associate dean, must be attached to the request in the SAP workflow system. 

Additional Documentation and Approval for Visiting Faculty

If a visiting faculty member will be teaching, additional documentation is needed. Follow the same steps as for a visiting scholar/scientist however, in addition to the CV and letters, the following documents are required:

1. New Faculty Demographic Form
2. Original, official transcripts of the visiting faculty member’s highest degree

Submit these documents, along with the rest of the appointment packet to the Office of Faculty Resources, Planning and Assessment. The Office of Faculty Resources, Planning and Assessment will generate an E02 and Teaching Credentials form. These will need to be signed and returned via email to cafe-frpa@uky.edu.

Visiting faculty with teaching appointments must be approved by both the Provost and Board of Trustees. The Office of Faculty Resources, Planning and Assessment will forward the necessary paperwork and Faculty Database actions to the Provost’s Office to complete these steps.

Electronic signatures are accepted on all documents. 

B. International Visiting Scholars and Faculty

As soon as a Department knows that they want to recruit an international visiting scholar, they should begin working with UK International Scholar and Student Services, and review the information about J-1 visas available on the ISSS website. At a minimum the start date of a visiting scholar should be 60 days after the university approves the visit, however, it can take several months to process a visa application, and thought should be given to allowing enough time to prepare for delays and extenuating circumstances.

Dr. Carol Hanley is the CAFE Associate Director for International Programs for assistance with international visitors and may advise on matters related to their recruitment, visa processing, on-boarding, and other aspects of their visit to UK.