Visitor Requests
Questions or comments: Please contact Rose Madson (rmadson@ucsd.edu) or Stephanie Rhoten (srhoten@ucsd.edu)
If you intend to host a visitor (scholar, graduate student, staff volunteer), you must submit an appointment request at least two months/60 days in advance. The advance notice is needed to provide the Business Office sufficient processing time to obtain an approved appointment letter prior to their start date and a J-1 visa, if applicable, and to assist in avoiding delays to business systems and building access. Export Control/Restricted Party Screening is required for all international visitors.
Space is not guaranteed and will be assigned on an as-available basis. Visitors and volunteers must complete laboratory safety training before their start date. Business systems access and external building access via the UCSD OneCard will not be issued to volunteers or visitors who do not have an official UCSD appointment, or who have not completed the Waiver of Liability (when applicable). PIs would pay out of pocket for Campus ID cards for those visitors here less than 90 days.
Please e-mail your request (visitor name, institution and home country, purpose and duration of visit) to the following contacts:
Visitors (less than 7 business days): E-mail request to HR Generalist Tina Silva (tisilva@ucsd.edu) with a cc to AP/HR Manager Stephanie Rhoten (srhoten@ucsd.edu)
Staff Volunteer: E-mail request to Tina Silva (tisilva@ucsd.edu) HR Generalist with a cc to AP/HR Manager Stephanie Rhoten (srhoten@ucsd.edu)
Visiting Graduate Student: E-mail request with candidate’s CV to the Academic Personnel Analyst Noelle Hardy (nlhardy@ucsd.edu) with a cc to AP/HR Manager Stephanie Rhoten (srhoten@ucsd.edu)
Visiting Scholar/Visiting Researcher: E-mail request to your respective Director (GRD or IGPP) with a cc to Chief Administrative Officer (CAO) Rose Madson (rmadson@ucsd.edu) and AP/HR Manager Stephanie Rhoten (srhoten@ucsd.edu)
No Formal Appointment | Staff Volunteer | Visiting Scholar | Visiting Researcher | |
International Scholar - needs J-1 visa | N/A | N/A | X | X - If proposed to receive wages |
International Scholar has B1/B2 visa or ESTA (appointment with duration of 10 days or more would require a J-1 visa) | X- Visit less than 7 business days. If visiting to attend meetings and/or conferences and no reimbursements. Waiver and Patent forms required. | X- If visiting to attend meetings and /or conferences and no reimbursements | X- If visiting for research and /or proposed for reimbursements | X - If proposed to receive wages |
U.S. Scholar | X- Visit less than 7 business days. If visiting to attend meetings and/or conferences and no reimbursements. Waiver and Patent forms required. | X- If visiting to attend meetings and /or conferences and no reimbursements | X- If visiting for research and /or proposed for reimbursements | X - If proposed to receive wages |
Visitor w/ non terminal degree (not eligible for reimbursements) | X- Visit less than 7 business days. If visiting to attend meetings and/or conferences and no reimbursements. Waiver and Patent forms required. | X- If visiting for research or other non meeting/conference activities | X- By exception OR other title (ex- Visiting Graduate Student) | N/A |
Visiting scholars and non-UC visiting graduate students are required to have and provide proof of medical insurance coverage for themselves and all accompanying dependents through the period of their stay. This does not apply to Staff Volunteers. Visitors can purchase health coverage through a UCSD sponsored vendor Garnett- Powers & Associates or purchase an alternate plan that meets the minimum coverage requirements. In addition, each visiting scholar and visiting graduate student will require Proof of Financial Funding that is non-UCSD support (e.g. scholarship letter, bank statement, etc.). Visiting graduate students have minimum financial support requirements: Visiting Graduate Student Compensation Levels. Additional documentation is required for each appointment type.
For UCSD housing, a visitor needs an active UCSD email account https://ifso.ucsd.edu/living-in-sd/housing/index.html.