Procedures for Inviting Scholars and Post-Docs

Central coordination of paid and unpaid Research Scholars, long and short-term visitors, and Post-Docs is important to effectively manage the processes involved with bringing in visitors. Processes include the broad picture of funds committed and spent on non-MSE research personnel, HR related procedures, and placing them into the Georgia Tech system for appropriate benefits, if applicable. Jorden Allen will serve as the central coordinator for all research and visiting scholars. She will coordinate approval, obtaining visa paperwork, hiring packages, official offer letter, and all other necessary GT processes. 

Visiting Scholars should submit three letters of reference, an official transcript to Jorden Allen for the hiring package.

All Post-Docs and RE/S's receive fringe benefits, and their vacation and sick leave will have to be tracked. All vacation time accrued on a particular contract must be taken while working on that contract.

The minimum salary for new MSE Post-Docs is $58,656/yr. If a spouse and one or more dependents come with a Post-Doc their annual salary may need to be higher based on minimum salary requirements by the USCIS.

Steps:

  1. Information to send to Jorden Allen:
    •    Visitor name and e-mail address
    •    Salary and account number salary to be paid from
    •    Length of visit
    •    Job Title
    •    Job Duties (degrees necessary, skills, knowledge base)
  2. J-1 Visa:  
    •    Jorden will prepare and track the DS-2019 forms through Global HR. If the visitor is unpaid, an official letter of invitation will be sent to them along with their DS-2019 paperwork. This letter includes the statement that while in the US they will be required to carry health insurance.
  3. Paid Scholars: Hiring paperwork will go forward. Upon approval by GT, an official letter will be sent to the candidate with a copy to the faculty member.
  4. Unpaid Scholars: Unpaid scholars will receive a GT computer account. They will also have the opportunity to purchase a Buzzcard for $30 which will grant them lab and library privileges.

Faculty Responsibility:

Faculty should give as much notice as possible on incoming visitors. A graduate student should be appointed as a  'buddy' to the visitor to help him or her get situated with immediate temporary housing, finding the Social Security office, and helping them get to the Office of Human Resources, Buzzcard Center and Parking office.

Housing:

On-campus housing for short-term visitors is available on a first-come, first served basis.  James will contact housing at the request of the hiring faculty member. The Housing website provides a list of nearby apartment complexes which visitors may want to review before arriving. Click here for Housing information.