Visitor Question Check List

You need to understand what the PI wants to achieve with the appointment.
Processing appointments takes time and there are many processes and workflows. To determine if an appointment is needed and to identify the appointment type, please ask the sponsor the following questions:

First round of questions

• Visitor employment/student status
  • Former employees are a red flag for HR
• Visitor email
• Is there a formal agreement in place with the employer and Caltech for the specific project?
• Visit campus, remote only, or hybrid?
  • If visit – duration:
    • How many consecutive days on campus?
      • ≤10 days => no appointment
    • Will they visit several times over a year?
      • Will the visits be for ≤10 days?
• Access needed:
  • Office?
  • After hours building access?
  • Lab keys?
  • Software?
• Will a stipend or reimbursement be provided? (If yes, see second round of questions)

Second round of questions

If stipend or reimbursement is provided:

• Stipend (non-payroll) – monthly or rare: lump sum at the beginning or end of appointment (visitor okay -> Stefany Nielsen)
• Financial support for visa fees
• Travel/per diem
• On occasion for work provided (Staff -> Venus Jones)
• Other: Define
• Health Insurance

** If the appointment is determined to be Visitor/Visiting Associate: When you initiate the request VAR will ask if the person will receive a stipend/reimbursement and health insurance

If students:

• Do they have funding from elsewhere?
• What is their visa status?