Visiting Scholars Help and FAQs

• What do I do if I need to end/inactive a visiting scholar appointment early?

  • Email up-volunteer-appointments@sjsu.edu with the Name, Employee ID, Department Name, and the New End Date. Please indicate Early Termination in the subject line. No form is needed.

• When I want to extend or reappoint a Visiting Scholar, do I have to submit the documents again?

  • Yes, we require the Visiting Scholar request form to be submitted for extensions and to reappoint a Visiting Scholar.

• What's the maximum number of years that we can appoint a Visiting Scholar?

  • Up to one year. If longer, please submit a justification letter with the request form.

• How long does it take for UP to process a Visiting Scholar appointment?

  • Please give University Personnel at least 10 business days prior to the expected start date. It might take longer if there is a background check required. As the form must be signed by multiple people/departments before it reaches UP for final approval, please factor in extra time for the form to be completed. UP accepts forms up to one month in advance.

• If we need assistance on processing an International or Domestic Visiting Scholar, how can we get help?

  • Email up-volunteer-appointments@sjsu.edu

• How do I get an employee ID for my scholar?

  • After the UP Volunteer Team keys the appointment in PeopleSoft, the employee ID will be entered on the scholar's approved form.

• How long does it take for my Visiting Scholar to get a SJSU email?

  • It typically takes 2-3 days for an email to get created from the date the Visiting Scholar’s appointment is active in PeopleSoft. It is based on the start date of the Visiting Scholar’s appointment.

• How does my scholar set up their SJSU One Account to use their email?

  • See the Login Guide for First-Time Users page for information on how first time users can activate their account.

• How do I get a Tower ID Card for my scholar?
  • 1. Upload a recent photo to: https://myid.sjsu.edu
    2. Fill out the SJSU Tower (ID) Card Mailing Request Form (Please note you will need to upload your approved International (J-1 Exchange) Visiting Scholar Appointment Form or Domestic Visiting Scholar Appointment Form)
    3. Once the SJSU Tower (ID) Card Mailing Request Form is completed, University Personnel will verify that your appointment is entered in PeopleSoft
    4. University Personnel will mail the card to the address listed on the SJSU Tower (ID) Card Mailing Request Form. If you prefer to pick up your card, please email UP at university-personnel@sjsu.edu to schedule a pick up time
• Do all Visiting Scholars require a background check?

  • International J-1 Visiting Scholars will not need an SJSU background check as visas are vetted through the International Student & Scholar Services (ISSS) and United States Citizenship & Immigration Services (USCIS). Domestic unpaid visiting scholars will only require SJSU background checks if their scope of work falls under the CSU Background Check Policy.

• How long do background checks/LiveScan fingerprinting stay in effect?

  • One year. If a person had a background check or LiveScan on the SJSU campus within the last 12 months, they do not need a new background check. If being reappointed in the same position, they do not need to have another background check or LiveScan screening.

Related Links

• Visiting Scholars
• International Visiting Scholars Information
• International (J-1 Exchange) Visiting Scholar Appointment Form [DocuSign] 
• Domestic Visiting Scholars Information
• Domestic Visiting Scholar Appointment Form [DocuSign]