Visiting Scholar and Postdoc Affairs, UC Berkeley  
 

Visiting Scholar Appointment Application and Approval Process

INVITATION

Visiting scholar is invited by sponsoring unit and accepts invitation.

APPLICATION PROCESS

Prospective Visiting Scholar or Visiting Student Researcher:
  1. is referred to the VSPA Program website (http://vspa.berkeley.edu) by sponsoring unit to complete electronic application;
  2. completes electronic application and submits to sponsoring unit (without signature from applicant) via e-mail as an e-mail attachment.
APPROVAL PROCESS

Sponsoring Unit:
  1. prints out and reviews VSPA application;
  2. secures appropriate authorization signature from chair of department/division or director of ORU;
  3. makes a copy of approved VSPA application for files; and
  4. forwards original copy of VSPA application to relevant VSPA Authorizing Unit for approval signature.
VSPA Authorizing Unit:
  1. secures appropriate signature approval onto original copy of VSPA application;
  2. keeps original copy of VSPA application for files; and
  3. forwards copy of VSPA application to the VSPA Program.

VSPA Program:

  1. records approved appointment onto VSPA Program database; and
  2. maintains copies of VSPA application.

ARRIVAL PROCEDURE

Sponsoring Unit:

  1. registers affiliate as visiting scholar or visiting student researcher into HRMS database;
  2. provides scholar with a non-activated non-employee CalNet ID number.
UNIVERSITY SERVICES FEE

A $200 annual fee is required for all visiting scholars and visiting student researchers.

If fee is to be paid by the affiliate:

The affiliate goes to the VSPA website and clicks on University Services Fee to make an electronic payment. Please note that a credit card or ATM debit card with a Visa, MasterCard or American Express logo on it will be needed to make a payment. In addition, the affiliate will need a non-activated CalNet ID number to make an electronic payment. This number is available from the sponsoring department. To use e-Pay, go to https://vspa.chance.berkeley.edu/epay_post.cfm.

If the fee is to be paid by the sponsoring unit:

    1. The sponsoring department prepares an Interdepartmental Order Form with appropriate departmental chartstring. The form should indicate the name of the affiliate and include the chart string to be debited. The VSPA Program will debit the account $200 for each scholar listed. E-mail the completed form to vspa@berkeley.edu.

      OR

    2. The sponsoring department pays the University Services Fee using a departmental Blu Card.
VALIDATION PROCESS

VSPA Program:

  1. receives affiliate payment notification from e-Pay;
  2. enters payment into HRMS allowing the CalNet Deputy to issue a token (numberical code) that affiliate will activate the CALNET ID number.

Sponsoring Unit:

  1. secures visiting scholar's signature onto departmental copy of VSPA Program application;
  2. secures visiting scholar's signature onto original copy of Patent Acknowledgement and places into a VSPA authorizing unit file;
  3. directs affiliate to go to Cal 1 Card Office 72 HOURS AFTER PAYMENT HAS BEEN MADE for acquisition of Cal Photo ID Card.

Cal 1 ID Card Office:

After the visiting scholar or visiting student researcher presents a photo ID card (passport or U.S. driver’s license), the Cal 1 ID Card Office:

  1. confirms that scholar has paid $200 University Fee by viewing payment data in HRMS;
  2. issues Cal Photo ID card to scholar.