VS/VSR Appointment Exceptional Request Guidelines

• 1.  Appointment Duration & Extensions

  • Duration over 12 months: Initial or renewal VS and VSR appointments requested for a period longer than the standard 12-month maximum.

  • VSR Funding: Initial VSR appointments exceeding 12 months (requires proof of institutional funding for the entire duration).

  • Beyond Maximum Limits: Renewals exceeding the cumulative two-year limit for Visiting Scholars or the one-year limit for Visiting Student Researchers.

  2. Degree & Experience Requirements

  • VS without a Ph.D.: Candidates holding only a Bachelor’s or Master’s degree must demonstrate research fitness equivalent to a Ph.D., significant independent research experience, or extensive senior-level industry leadership.

  • Recent Ph.D. Holders: Candidates who earned their degree within the last five years (typically Postdoc-eligible). Exceptions are considered only if the candidate holds a professorship, a full-time professional role, or a postdoc appointment elsewhere.

  • Undergraduate VSRs: Currently enrolled non-UC undergraduate students.

1. Complete the Request Form

Effective March 11, 2026, the Exceptional Appointment Request Form (link is an updated version as of 4/9/2026) replaces the traditional letterhead memo from the Faculty Sponsor. You will need to be signed into the "Company or School Account" in Adobe, then create a copy.

How to Complete The Adobe Form: 
To ensure your data is saved and the formatting remains intact, please follow these steps:

1. Download the File:  At the top right corner, click on the three dots (...) and select "Download this file."

2. Avoid "Print to PDF":  Do not use the "Print to PDF" function in your browser, as this will "flatten" the document and remove all fillable fields.

3. Open in Adobe:  Open the saved file directly using Adobe Acrobat or Reader.

4. Fill & Save:  Complete the fields and save the document before submitting.

5. Must be e-signed by the Faculty Sponsor.
   
   

Other Version of the Form

Click here to create a copy of the Google Doc version to edit if you do not have Adobe. Click on "File", then on "Make a copy", and save in your drive. Use that version to type your responses, then submit that form as a PDF.

Note: To ensure a smooth transition, traditional letterhead memos will continue to be accepted through April 30, 2026. Bulk applications may still use the traditional letterhead memo to include the full list of visitors (e.g., multiple summer VSRs in a program).

2. Required Information

Whether using the new form or the traditional memo, ensure the following details are included:

• Candidate Details: Full name of the Visiting Scholar or Visiting Student Researcher.

• Appointment Start and End Dates

• Exception Type:  Select (form) or clearly state (letterhead memo) the category (e.g., No Ph.D., Recent Ph.D., Undergrad VSR, or extension beyond the 2-year/1-year limit).

• Substantive Justification:  A detailed rationale (3-5 lines) for the request (e.g., explaining how a candidate’s professional profile serves as a functional equivalent to a Ph.D., or why an extension is essential to the research program).

• Research Description:  A brief summary (2–3 lines) of the proposed research.

• University Benefit:  A brief statement (1–2 lines) on how the visit benefits the faculty sponsor, department, or university.

3. Submission Process

1. Payment: The University Services Fee (USF) must be paid in full before the request is submitted.

2. Upload: Your BRS Partner will upload the signed form and any supporting documentation into the Gateway system alongside the appointment application.

3. Alternative: Documentation may also be emailed directly to vspa@berkeley.edu.

Please contact us at vspa@berkeley.edu if you experience any difficulty with the form.

All exception requests must include the candidate’s current Curriculum Vitae (CV). Depending on the visitor type and exception, the following additional documents are required:

For Visiting Student Researchers (VSRs)

• Institutional Funding: Required for all VSR appointments exceeding 12 months.

• Undergraduate Funding: Required for undergraduate VSRs on external (non-UCB) visas.

• Enrollment Verification: For 2nd-year renewals, a formal letter on institutional letterhead from the home university is required to verify the student's updated graduation date.

For Visiting Scholars (VS)

• Employment Verification: Evidence of current full-time employment (translated into English, if applicable) if the Ph.D. was conferred within the last five years, provide evidence of a current postdoctoral appointment/award letter at another non-UC institution or a current professoriate position.

The Visiting Scholar and Visiting Student Researcher titles are intended for temporary stays and are generally limited to a cumulative maximum of two years and one year, respectively. If a scholar’s stay needs to be extended beyond these limits, Faculty Sponsors should pursue one of the following paths:

• Academic Title Change:  Faculty Sponsors should consider more permanent titles, such as Project Scientist or Professional Researcher. Work with your BRS HR Partner or contact the Academic Personnel Office (APO) to determine the most appropriate title for the scholar’s role.

• Exceptional Extension:  If the Faculty Sponsor believes the VS or VSR title remains the most appropriate for a third year, they may submit the Exceptional Request Form with a substantive justification. Please note that extensions beyond two years are not guaranteed and are subject to review.

For postdocs who have reached the cumulative 5-year maximum, departments may request a 6th-year exception through their respective Dean's Office, with final approval from the Vice Provost for Faculty.