Exceptional Approval Policy

Exceptional Approval Policy

VSPA is responsible for ensuring UC Berkeley's compliance with the UC APM-430 policy governing Visiting Scholar and Other Visitor appointments. When an application for a visiting scholar or visiting student researcher is submitted into the Gateway application system, VSPA will review it for compliance. If it does not meet the criteria, we will contact the HR Partner on the next steps of the process.

Examples of exceptions
  • An initial or renewal appointment of over one year in length
  • Renewal appointments more than the allowed cumulative two-year maximum
  • A candidate who wishes to be a visiting scholar without a Ph.D. or equivalent terminal degree (holds a Bachelor's or Master's degree)
  • A candidate who wishes to be a visiting scholar with a Ph.D. or equivalent terminal degree earned within the last five years
  • A faculty sponsor requesting an initial one-year length or renewal appointment beyond the maximum one-year length for a visiting student researcher
How to Request an Exception

The faculty sponsor or department chair should email a memo addressed to VSPA Director Yvette Lane-Newton to vspa@berkeley.edu. Please make sure the memo is on departmental letterhead and contains all of the pertinent information below. Attach all supporting documents to the email. Please note that the University Services Fee (USF) must be paid prior to or when submitting the request.

The exceptional request memo should include
  • Name of the visiting scholar or visiting student researcher 
  • Name of the faculty sponsor
  • Start and end dates of the appointment
  • Type of exception requested
  • Justification for the exception
  • Brief description of research
  • Brief description of how the visit benefits the university, faculty sponsor, and host department
Supporting documents
  • Visitor’s curriculum vitae (CV)
  • Evidence of funding for the length of the visit
  • For visiting scholars only, evidence of full-time employment or evidence of current postdoc appointment at another institution when the Ph.D. was conferred within the last 5 years

Please note that when a visiting scholar has exceeded the maximum number of allowed reappointments (more than two years), the department should pursue a more permanent academic title appropriate for their visit such as Project Specialist or Professional Researcher, rather than a visiting scholar appointment which is meant to be temporary. Contact the Academic Personnel Office for the appropriate title.

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

If you have any questions, please contact your host department or VSPA at vspa@berkeley.edu.