Visiting Scholars Request Guidance

***Updated April 21, 2022

Description

As part of the numerous health and safety precaution efforts undertaken by Syracuse University since the onset of the COVID-19 pandemic, University researchers and administrators seeking to host a visiting scholar must complete a Visiting Scholar Request. Visiting scholars are those who are coming to Syracuse University campus for the purpose of long-term academic research and scholarship, and who will remain on campus for longer than one week.

Application Information

The request must be completed by the University member who will serve as the host for the scholar. Before completing the request, you must review the continually updated CDC domestic travel and international travel guidelines for planning travel.   You and your scholar must also familiarize yourselves with the University’s continually updated Updates for Faculty and Staff and Frequently Asked Questions. All visiting scholars must familiarize themselves with this guidance before and during their stay.

The host may be a faculty member, department chair, center or institute director, or another type of administrator. The request must detail the following:

  • title of application (include full name of visitor in title)
  • host name, title, department, email, and SUID number
  • visitor name, address, email, cell phone telephone number, and local contact number
  • mode of travel to Syracuse University
  • duration of stay
  • anticipated arrival date
  • a brief description of the purpose of the visit
  • a description of campus facilities to be accessed during the visitor’s stay – including buildings, room numbers, equipment
  • optional supporting documentation, such as a Letter of Invitation that has been generated by the department, school, or college.
  • indication that the visitor has received CDC-approved or World Health Organization (WHO) approved COVID-19 vaccinations, including a booster dose if eligible, or indication that the visitor will be requesting a medical or religious exemption
  • provision of vaccination documentation – at time of application if available, but required before final clearance to come to campus can be provided
  • email of department chair or director, and email of associate dean for research.

Vaccination Requirements

Visiting Scholars must have completed a vaccine series before arriving on campus or have requested a medical or religious exemption. For Visiting Scholars who have received their vaccination outside of the U.S., in accordance with the current guidance from the CDC, vaccinations that have been approved by the World Health Organization (WHO) for emergency use will be accepted as acceptable vaccinations at this time.

Booster shots are also required for all faculty, staff, students, and visitors as soon as they are eligible. Individuals who previously received other World Health Organization-approved vaccinations should receive a Pfizer booster dose if they received their initial vaccine series at least six months ago, in accordance with CDC guidance.  Based on these guidelines, if the visiting scholar is due for a booster before their arrival to campus, or during their stay in Syracuse, they must schedule a booster dose and provide proof of the booster when dose when complete to receive clearance to come to campus, or retain clearance to stay on campus.

Approval Process

Submitted requests are routed electronically to the appropriate chair or director, the ADR, and the VPR for review.

If approved by the interim VPR, a conditional approval will be sent to the potential host, chair, and ADR, with instructions to work with the school or college to prepare for the visitor. This may include arranging physical space on campus and securing an appointment letter. To maintain appropriate records of longer-term academic visitors for the health and safety of the campus community, moving forward, any academic visitor who will be hosted on campus for greater than one week must obtain and NetID and SUID. Hosts must work with their departments, who in turn will work their college or unit IT and/or FAST Coordinator to secure SU credentials for the visitor.  Conditional approvals contain instructions for submitting the institutional credentials and proof of vaccination to the Office of Research. In order to receive final clearance to come to campus, proof of vaccination must be submitted for fully vaccinated visiting scholars. For visiting scholars who request a religious or medical exemption, institutional credentials must be provided in order to process the exemption requests. Exemption requests take significantly longer than requests for vaccinated scholars.

Once vaccination records are provided to the Office of Research and approved, or once an exemption request has been approved, final clearance for the visiting scholar to access campus is provided to the host and department chair.

Visitors are not allowed to enter campus until the clearance email is received from the Office of Research.