Northwestern University Feinberg School of Medicine
Faculty Affairs Office
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Research Visitors

Research visitor appointments are approved by Faculty Affairs Office and the Office for Research, which maintains policy governing these appointments.

Research Visitor Titles

Visiting Scholar
Visiting Pre-doctoral Fellow

View detailed position descriptions.

 New Appointment

Submit the following documents to the Faculty Affairs Office:

  • Recommendation for Research Visitor Appointment Form, signed by department chair or center director and the Principal Investigator
  • Candidate's CV
  • Documentation/letter from the appointee's home institution that:
    (1) verifies his/her current status there and
    (2) authorizes work/study at NU for the dates requested (dates in letter should match dates on recommendation for appointment form)
  • Position Data/Appointment Forms, signed by the department administrator or center director 
    Appointment form Action/Reason = HIR/HIR 
    Position Data form Action/Reason = POS/NEW
  • Personal Data Form 
    If the appointee is not in town yet, submit the form and include as much information as you can get. When the appointee arrives, send us a new form containing the appointee's ORIGINAL signature and LOCAL address

 Reappointment

Submit the following documents to the Faculty Affairs Office:

  • Recommendation for Research Visitor Appointment Form, signed by department chair or center director and the Principal Investigator
  • Position Data/Appointment Forms, printed from myHR and updated 
    Appointment form Action/Reason = DTA/REA
  • Documentation/letter from the appointee's home institution that:
    (1) verifies his/her current status there and
    (2) authorizes work/study at NU for the dates requested (dates in letter should match dates on recommendation for appointment form)
  • CV, only if the appointee has been working at NU for three years or more
  • Personal Data Form, ONLY if appointee needs to update local address/other information

 Change Start Date (within one month of original start date)

If the new start date is within ONE MONTH of the original effective date, submit the following to FAO: 

  • Approved Recommendation for Research Visitor Appointment Form
    - Mark "change of dates" as the action requested
    - Cross out the originally approved date and enter new date
    - Department Chair or Center Director should initial the date change on the form
  • Position Data/Appointment Forms (new set)

 Change Start Date (more than one month from approved start date)

If the new date is more than one month from the original effective date, submit the following to FAO:

  • Recommendation for Research Visitor Appointment Form, signed by the chair of the department or center director and the Principal Investigator
  • Position Data/Appointment Forms, printed from myHR with employee ID# 
      - Appointment form Action/Reason = HIR/HIR
      - Write in "change effective date" in comments section at bottom

 Change of Title

Submit the following documents to the Faculty Affairs Office:

  • Recommendation for Research Visitor Appointment Form, signed by department chair or center director and the Principal Investigator
  • Position Data/Appointment Form, printed form myHR and updated 
    Position Data Form Action/Reason = POS CLS if keeping the same position number in myHR (update fields as appropriate to re-classify the existing position); POS NEW if creating a new position 
    Appointment form Action/Reason = DTA/REA if keeping the same position number; XFR DPO if creating a new position
  • Current CV

 Rehire

Return of previously active research staff; might be in different job title and/or department.

Submit the following documents to the Faculty Affairs Office:

  • Recommendation for Research Visitor Appointment Form, signed by department chair or center director and the Principal Investigator 
    Check "reappointment" box and write "REHIRE"
  • Candidate's CV, if more than a year since termination
  • Documentation/letter from the appointee's home institution that: 
    (1) verifies his/her current status there and 
    (2) authorizes work/study at NU for the dates requested (dates in letter should match dates on recommendation for appointment form)
  • Position Data/Appointment Forms, signed by the department administrator or center director 
    Indicate employee ID, if known
    Appointment form Action/Reason = REH/REA
  • Personal Data Form, if more than six months since termination

 Transfer

New department submits the following to FAO:

  • Recommendation for Research Visitor Appointment Form, signed by NEW department chair or center director and the Principal Investigator
  • Position Data/Appointment Forms, signed by both departments 
      - Former department prints Position Data/Appointment Forms from myHR, signs, and sends to new department 
      - Appointment form Action/Reason = XFR/DPO, and change appropriate fields 
      - Position Data Form Action/Reason = POS NEW if opening a new position; no change necessary if using an existing position
  • Candidate's CV
  • Documentation/letter from the appointee's home institution 
    If transfer also lengthens the duration of the visitor's appointment at NU, then an updated letter from home institution is needed to:
    (1) verify his current status there and 
    (2) authorizes work/study at NU for the dates requested (dates in letter should match dates on recommendation for appointment form)
  • Personal Data Form
    If the appointee has worked for the medical school in the last six months in a RESEARCH STAFF position, you don't need to submit a personal data form.

 Resignation or Termination

Submit the following documents to the Faculty Affairs Office:

  • Position data/appointment form printed from myHR and updated with termination date, signed by the department or center administrator
  • Resignation letter from the research visitor, if resigning voluntarily (optional)

 Death

Submit paper copies of the following documents to the Faculty Affairs Office:

  • Position Data / Appointment Forms, printed from myHR and updated
    Action/Reason Code: TER/DEA
  • Obituary (if available)
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