UNIVERSITY PARK, Pa. — Penn State’s new policy governing the process for designating and approving visiting scholars to the University, as well as the responsibilities of University personnel and departments who wish to host a visiting scholar, takes effect University-wide on Nov. 1.

Policy AC01 went live on policy.psu.edu on Oct. 1; however, it applies to all visiting scholar requests made as of Nov. 1 and any renewals on that date and after. In addition, all visiting scholars currently at Penn State should be entered into the new visiting scholar process before July 1, 2020.

To learn more about the process and to request a visiting scholar, visit https://sites.psu.edu/visitingscholars/.

“The purpose of the policy is to put a clear structure in place for how visiting scholars are designated and defined, the responsibilities of University personnel who host visiting scholars, and the rights and responsibilities of the visiting scholars themselves,” said Vice Provost for Faculty Affairs Kathy Bieschke, whose office will serve as the administrator and steward of the policy. “It has been the goal of everyone involved with the policy’s formation to create a process that is efficient and user friendly, and that serves as a University-approved roadmap for the visiting scholar process.”

Training sessions to help users navigate the new visiting scholar process were held during the month of October. Those interested in attending future training sessions can contact the Office of the Vice Provost for Faculty Affairs at vpfa@psu.edu for information on upcoming workshops.

Policy AC01 outlines a uniform approach that defines who can serve as a visiting scholar, the length of time a visiting scholar can remain in residence at Penn State, and the application and approval procedures for visiting scholars. Prior to AC01’s launch, the Eberly College of Science, the College of Earth and Mineral Sciences, the College of the Liberal Arts, and the College of Medicine piloted the policy throughout the spring and summer.

Under the policy, the term “visiting scholar” is defined as a privilege accorded to individuals from other universities, institutions or industry who are temporarily in residence at the University for an extended period of time, for a variety of reasons, including conducting research in a University facility; collaborating with University faculty on specific projects; providing supervised instruction in a University facility; and observing University instruction, administration or faculty research.

The policy also clarifies to whom the visiting scholar designation does not apply, including University-invited guest speakers and guest lecturers, who provide a speech or lecture that is open to the University community or public; students from other academic institutions who might otherwise be considered interns; postdoctoral scholars/fellows; University employees, students or retirees with emeritus status; or individuals who are merely visiting common areas at Penn State.

Visiting scholars are not University employees, the policy notes, meaning that host colleges, departments, units, institutes, or Commonwealth Campuses may not provide compensation, employee benefits, or other financial support that is available to employees. Travel and expense reimbursements and honoraria, while permitted for visiting scholars, are now defined in the policy and accompanying Host Guidelines.

Under AC01, the University requires that visiting scholars be approved, undergo the appropriate background check, and execute applicable agreements prior to commencing a visit to University facilities. In addition, the University requires certain actions be completed prior to the arrival of some visiting scholars, such as an export review for international visiting scholars, depending on the nature of the proposed visit. All visiting scholar designations will be recorded and maintained in Docfinity and WorkLion.

To help those hosting visiting scholars with step-by-step guidance on how to submit a visiting scholar request, additional information is available at https://sites.psu.edu/visitingscholars/.

The creation of the policy has been two years in the making, with a task force led by David Dulabon, associate general counsel, and comprised of representatives from Penn State academic colleges and units, as well as the offices of Affirmative Action, Faculty Affairs, Faculty Senate, General Counsel, Global Programs, Human Resources, Research Protections, Sponsored Programs and others.

Those with questions about the policy can contact the Office of the Vice Provost for Faculty Affairs at vpfa@psu.edu for additional information. Individuals affiliated with the College of Medicine who have questions should contact the Office of Research Affairs.