Honorary Visitor Request

HONORARY FELLOWSHIPS FOR VISITING SCHOLARS

bucky looking towards the lakeThe Department of Sociology at the University of Wisconsin-Madison is pleased to accept applications to its Honorary Fellows Program. Scholars from other academic institutions or independent scholars wishing to take advantage of the university’s research facilities and extensive sociology library holdings may apply for a one-year unfunded position. The program is open to applications from both U.S.-based and international scholars who propose projects relevant to sociology. Note: Pre-doctoral students should contact the Department of Continuing Studies.

Honorary Fellows will have access to shared research space, library privileges, and email. The Department of Sociology does not provide stipend, housing, or transportation to Honorary Fellows. Scholars are expected to have their own funding to support their stay. They are encouraged to attend events sponsored by the Department of Sociology and are expected to participate actively in a research group or one of the department’s training seminars, including giving a presentation about their work in a training seminar or other venue during their visit.

Due to space limitations, we are often required to decline otherwise-appropriate requests, and give highest priority to applicants who will be working on projects with UW-Madison Sociology faculty or whose research requires resources unique to the UW-Madison campus. Decisions about priorities are made by the Sociology faculty.

Criteria for selection include: Ph.D., another terminal degree, or other appropriate research experience; demonstrated engagement in research relevant to the department; and a proposal for a specific project to be carried out during residence that is of sufficient interest to one or more of the UW-Madison sociology faculty that they can support the application.

The medical area of University of Wisconsin-Madison

Applications and requests for information should be submitted to: Ms. Dana Rasmussen, Chair’s Assistant, drasmuss@ssc.wisc.edu , (608) 262-1498

Applications are accepted on a rolling basis and should include:

  • Request Form for Honorary Visitors
  • Curriculum vitae
  • Description of the proposed project that also explains its significance and the specific reasons for wishing to be located at UW-Madison and the Department of Sociology (1,500 – 2,000 words)
  • A letter of support from a UW-Madison sociology faculty member interested in sponsoring the visit
  • Copies of one or two of the applicant’s most significant recent publications or other evidence appropriate to the nature of the proposed project
  • Proposed dates of stay (please see UW-Madison’s academic calendar here)
  • Source of funding
  • For international scholars, evidence of proficiency in English would usually be expected
  • Allow at least 4-6 weeks for review of the application. Due to the vagaries of US Immigration and the understaffing of the university’s international services office, international visitors who will require visas should apply to be a fellow a minimum of 5 months before their anticipated arrival.

HONORARY VISITOR APPOINTMENTS

The Department of Sociology believes strongly that visitors are an important part of the intellectual life of our department and this university. However, there are direct and indirect costs associated with inviting and hosting visitors—particularly international visitors. Due to a rise in the number of invitations, changes in regulations regarding international visitors and an increase in service requests from visitors, the 8th floor staff is spending an ever-increasing amount of time processing visitors. In light of this, we revisited and subsequently, revised our procedures and forms for requesting honorary visitor appointments. Below, you will find information regarding the process and links to visitor appointment request forms.

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MINIMUM PROCESSING TIME:

US CITIZEN VISITORS — 4 WEEKS PRIOR TO ARRIVAL DATE

INTERNATIONAL VISITORS — 4 MONTHS PRIOR TO ARRIVAL DATE

DURATION OF VISITOR APPOINTMENT: FOUR WEEKS TO ONE YEAR
Extensions beyond 1 year may be granted at the Department’s/College’s discretion

FACULTY SPONSOR

Lake Mendota, Lake Monona, along with the downtown Madison.In light of the resources required to invite and host an honorary visitor, the department asks that faculty sponsors initiate the request, work closely with the department administrator to insure that the process is complete and serve as department liaison for the visitor. The department also asks that faculty sponsors be available on the visitor arrival date to introduce the visitor to office staff and department faculty, tour the building and assist in the “settling in” process as well as providing guidance, if necessary, to visitors with respect to appropriate and inappropriate requests for staff services and department resources. Faculty sponsors may also encourage visitors to contribute to the department commons to cover the marginal costs of their use of the facilities. For example, a visitor could request funds in grant applications, and transfer those funds to the department, for supplies/services such as data acquisition, computer supplies, photo-copying, postage, operator time, and any special-purpose programming that may be needed.

Initiate a Request: Complete “Request Form for Honorary Visitor” and submit to the Sociology Assistant to the Chair, who will forward to the Department Chair for approval. Attach copy of the visitor’s current vita.

FACULTY SPONSOR AFFILIATED WITH A CENTER

Aerial of Lake Mendota and University of Wisconsin MadisonFaculty affiliated with Centers who wish to invite/host a visitor must complete the “Request Form for Honorary Visitor” and submit, along with the visitor’s current vita, to the Sociology Assistant to the Chair who will forward to the Department Chair for approval.

In these cases, the Center will assume the administrative responsibility of hosting the visitor. (The department will still process the initial request from the faculty sponsor, obtain the Dean’s permission to invite and issue a letter of invitation.)

This involves:
1. Arranging forms to facilitate scholars getting the appropriate visas.
2. Confirming that visitors are in compliance with United States law and with University procedures, including the IFSS and SHIP offices.
3. Dealing with any complexities resulting from remuneration that said visitors may receive from other sources during their stay.
4. Making sure that scholars have the library and computing privileges that they expect.
5. Arranging for any other resources (e.g., computer) that they may require.
The department will be happy to help place visitors in offices of faculty on leave or other appropriate space, insofar as space is available, although centers with space allocations should certainly attempt to house their own visitors.

THE PROCESS

Faculty Sponsor – Complete the “Request Form for Honorary Visitor” and submit, along with the visitor’s current vita, to the Sociology Department Administrator.

Department Administrator – Log the request and forward to the Chair. For department visitors, begin administrative process.

Office of the Department Chair – Write a request to the Dean of L&S. If approved by Dean, send letter of invitation—noting the times and conditions of the appointment—to the visitor. Forward copies of approved request and invitation letter to Department Administrator and center director/administrator (if applicable).

Dean’s Office – If approved, return copy of the written request to the department with the Dean’s approval noted.

Office of the Department Chair and Department Administrator– Forward approved request to department payroll/center staff for appointment process. Send request for office space to Department Associate Chair. Send welcome/information letter to visitor. Prior to the arrival of the visitor—in addition to the faculty sponsor—serve as department liaison for the visitor.

Department Payroll/Center Administrative Staff – Create appointment number, generate PayData and forward to college payroll office.

For International Visitors: Complete, with assistance from the Visitor, DS-2019 and send to Office of International Faculty and Staff Services (IFSS). Following IFSS processing, send DS-2019, SHIP insurance information and SEVIS and Scholars’ Responsibilities information to visitor. Submit Department Notification of Scholar Arrival or “No-Show” form to IFSS in the event the visit is cancelled or visitor fails to arrive. Notify IFSS when visitor completes visit.

Honorary Visitor – Arrive on campus. Obtain keys to office, activate email account and obtain UW ID at Union South. If possible, make a financial contribution to the department foundation account to cover administrative costs of visit (including copying and supplies/services).

For International Visitor: Complete DS-2019 with assistance from Department Payroll/Center Administrative Staff. Pay SEVIS fee prior to going to US Consulate. Take DS-2019, passport, invitation letter and required financial documents to US Consulate to obtain visa. Use visa to enter US and arrive on campus. Within one week of arrival on campus, report to the IFSS for mandatory orientation session. Complete Notice of Arrival form.

EXTENDING AN HONORARY APPOINTMENT FOR A US CITIZEN:

Faculty sponsor: Send request for extension (paper or email request) to Department Chair stating the dates of the extension.

Office of the Department Chair: Write a memo requesting extension to the Dean of L&S.

Dean’s Office: If approved, return copy of the written request to the department with the Dean’s approval noted.

Office of the Department Chair: Distribute approvals to Faculty Sponsor, Department Administrator, Center Director/Administrator (if applicable), and visitor.

EXTENDING AN HONORARY APPOINTMENT FOR AN INTERNATIONAL VISITOR:

INTERNATIONAL HONORARY VISITOR APPOINTMENT EXTENSIONS MUST BE REQUESTED: 4 MONTHS PRIOR TO THE START DATE OF THE EXTENSION

Faculty sponsor: Send request for extension (paper or email request) to Department Chair stating the dates of the extension.

Office of the Department Chair: Write a memo requesting extension to the Dean of L&S.

Dean’s Office: If approved, return copy of the written request to the department with the Dean’s approval noted.

Office of the Department Chair: Distribute approvals to Faculty Sponsor, Department Administrator, Center Director/Administrator (if applicable), and visitor. Notify IFSS of the approved extension.