Processing Steps for Visiting Scholars —
Arranging for a stay as a Visiting Scholar at MTSU

I. Invitation

1. Anyone wanting to become a Visiting Scholar should contact an MTSU faculty member (host) in the department to request his/her sponsorship.
2. If the host faculty member agrees, he/she needs to write a memo to the Department Chair requesting approval of the visit. The memo should
   1. explain if the visitor is a good fit
   2. detail the length of stay
   3. state the beginning and ending dates of the visit
   4. include a copy of the prospective visiting scholar’s letter and a current CV
   5. state the source of funding.
3. The department will assist the prospective visiting scholar and the host faculty member to complete an Agreement for Visiting Scholars.
4. After the Dean signs the Agreement for Visiting Scholars, the Dean should request a Letter of Invitation from Office of International Education. Contact:
   
        Ms. Rong Wang
        rwang@mtsu.edu
        615-898-2998
    
5. The Executive Vice President and Provost needs to sign the agreement form and invitation letter (At this point the form has the signatures of the host faculty, Chair, Dean and Provost only.)
6. The department and host faculty member should send out the Letter of Invitation and Agreement to the prospective visiting scholar.
7. The department chair notifies Visiting Scholar in writing that the request to visit has been approved by University Administration and asks Visiting Scholar to confirm acceptance in writing. Chair and host faculty assist the visiting scholar to prepare all the required documents (including Letter of Invitation, Agreement, Insurance, MMR, TB testing, Financial Statement, etc.) and fill out the Request for DS-2019 Form. All documents should be sent to:
   
        Ms. Angie Melton
        International Admissions Office
        Middle Tennessee State University
        1301 E. Main Street
        209 Cope Administration Building
        Murfreesboro, TN 37132
    
8. Angie Melton issues the DS-2019.
9. If the visiting scholar chooses to live on campus, contact Rong Wang for assistance with housing arrangements. If the visiting scholars’ children need school, Rong Wang provides information on schools.
10. If the visiting scholar chooses to live on campus, the host faculty should assist to find an off-campus site.

II. Arrival

1. Airport Pick-up (Deliver to Pre-arranged Housing)
   1. Faculty member (The host faculty)
   2. Airport Any time Shuttle
      http://www.supershuttle.com/Nashville_bna_shuttle.aspx
2. On-campus
   1. Department assists the visiting scholar to get an office space / library carrel, computer access, MTSU ID, MTSU email account, telephone if needed.
   2. Academic Affairs will create general person record for the visiting professor and code as “WVISWP - Visiting Professor without pay” on SIAINST. This coding will trigger access to Pipeline, but will restrict access to Raidernet and Banner student data as required by FERPA. (Note: a request for a program change has been submitted to ITD to prohibit access based upon this code to Raidernet and Banner student data).
   3. The visiting professor must sign a MTSU form/agreement (to be designed) that indicating that they will abide by all MTSU policies (form is needed since individual will not be signing PAF as employee and volunteer agreement does not include this language).
   4. Attend Orientation with International students - Orientation guidance will cover bank account, getting MTSU ID, local transportation, getting social security card, local groceries, immigration information, administrative issues/classes registration, campus security, campus/city tour, getting a Driver’s License etc.
   5. If arrival does not coincide with the beginning of a semester, Orientation can be completed by watching the Orientation DVD.

III. End of Stay

1. Faculty Host / Department collects ID, keys, etc. and mails ID to ID office.
2. ID office will shred ID.
3. Department chair notifies Office of International Education that Visiting Professor is leaving.
4. Provost Office inactivates access via Banner SIAINST and notifies ITD via email to Jeff McMahan who will deactivate email account.

Notes:

• Visiting scholars should report to Office of International Education as soon as they arrive. Faculty host member and visiting scholars can contact Rong Wang whenever they need assistance.
  
• College Level –Dean appoints person to be the lead person for visitors if visiting scholars don’t have a faculty host / sponsor.