Visiting/Honorary Appointment Procedures

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1. Provide summary of information to supervisor/mentor and chair/director for review prior to preparation and submission of a Visiting/Honorary Appointment Request Form. It is recommended that this information also be provided to appointee as an informational reference.


2. Prepare and submit a Visiting/Honorary Appointment Request Form to CALS Human Resources (CALS HR), 240 Agricultural Hall. Request form should include:
   
   
   • Name of appointee.
   • Expected dates of appointment (generally appointments are limited in length).
   • Proposed working title for appointment.
   • Justification - Only required if a department/center wishes to designate a visiting professor, visiting scientist, or other appropriate zero dollar unclassified title. In those cases, the sponsoring unit must demonstrate that there are good institutional reasons why a title other than Z90NN Honorary Associate/Honorary Fellow is more appropriate.
   • Brief detail of the responsibilities/relationship, current vitae, and any other supporting information deemed helpful to support the request.
   • Identify source(s) of funds to support research/related activities while at UW-Madison.
   • Signature of supervisor/mentor.
   • Signature of chair/director.
   
   

   To expedite process, a draft letter of appointment on department/center letterhead may also be provided. If possible, provide the draft as a Word document electronically to hr@cals.wisc.edu. See letter templates below.

3. CALS HR will review the request. If approved at the division level, the approved appointment title and an approval signature will be added to the request form. If approval cannot be granted, communications will occur between CALS HR and department/center.


4. CALS HR will make an electronic copy of approved request form. The original will be returned to the department/center.


5. If draft letter of appointment with chair/director signature was provided with request form, CALS HR will finalize, sign, and return original request form and letter to the department/center.


6. Department/center will forward appointment letter to the appointee.

Extension Procedure

A request for an extension of a Visiting/Honorary appointment cannot include a lapse between appointments. The extension request must be for a consecutive period beginning immediately following the end of the individual’s previous appointment.

Follow appointment procedures detailed above, referencing the request as an extension of the Visiting/Honorary appointment. Use the draft extension letter. An extension request requires supervisor/mentor, chair/director, and CALS HR approval. A letter reflecting the appointment extension is required.

Appointment Template Letters

1. Visiting/Honorary appointment letter (unpaid)
2. Visiting/Honorary extension letter
3. Visiting/Honorary appointment letter (paid)

Assistance Needed

Questions regarding this process, or requests for preliminary guidance or review, should be directed to your CALS HR departmental contact (see CALS directory information) or to hr@cals.wisc.edu.

Visiting/Honorary Appointment Guidelines