Visitor Appointments & Office Resources – UC San Diego Physics Department

This page outlines the appointment process for Visiting Scholars, Visiting Graduate Students, and Volunteers in the UC San Diego Physics Department. It covers eligibility, application steps, visa details, timelines, and office space requests for short-term visitors.

All visitor appointments must be initiated by a Physics faculty member via the Visitor Appointment Request Form.

Note: The appointment process does not begin until the completed Visitor Appointment Request Form is received by the Physics HR/AP team.

Processing Timelines

  • No visa sponsorship required: Minimum 6 weeks

  • Visa sponsorship required: Minimum 4 months

Visitors may not begin their appointment until they receive written clearance from Physics HR/AP.

  • Must hold a doctoral degree (exceptions possible for master’s or bachelor’s degree in unique cases).

  • Typically on leave from their home institution who are invited to engage in collaborative research at UCSD.

  • Appointments are usually short-term (≤ 1 year); extensions may be granted if needed (e.g., the program the scholar is working with requires a longer affiliation).

Steps to Apply:

  1. Contact the faculty member you wish to collaborate with.

  2. Upon their endorsement, email Physics HR (hr-ap-phys@ucsd.edu) to initiate your appointment.

  • Must be pre-doctoral students enrolled at a non-UC university.

  • Perform research relevant to their degree while visiting UCSD.

Appointment Duration: Typically 3 months to 1 year (extensions require approval).

Appointment Types:

  • Non-Salaried: Funded by personal or home institution support.

  • Salaried: Supported partially or fully by a UCSD faculty sponsor via the Jr. Specialist title (3330).

Note: The salaried or non-salaried status of a Visiting Graduate Student is determined prior to the start of their appointment.

Steps to Apply:

  1. Contact the sponsoring UCSD faculty member.

  2. Once approved, email Physics HR (hr-ap-phys@ucsd.edu) to begin the process.

For individuals who don’t qualify as a Visiting Scholar or Visiting Graduate Student but wish to contribute in an unpaid, supportive capacity.

Perks include:

  • Affiliate email address

  • Campus internet & library access

  • Documented UCSD service record - may be useful to those building their resumes or applying for future lab positions or graduate school

⏱ Minimum 3 weeks to process before starting

  • Must travel under a J-1 visa classification

  • HR can help you process the correct visa application for your visiting approved appointment

  • Summary of Visa costs

  • Review visa info: UCSD IFSO Website

ESTA visa waiver may be an option

  • You must obtain a WB (Waiver Business) at U.S. Immigration

  • Do not enter as WT (Waiver Tourist) if collaborating with UCSD

 

All international visitors, regardless of visa status, are required to check in with UC San Diego’s International Faculty & Scholars Office (IFSO) upon arrival. If you are planning a visit, please review the guidelines and resources available on the IFSO website in advance of your travel.

Short-term offices are assigned to visitors staying a few days to a couple of weeks (e.g., seminar speakers). Current available offices:

  • MH 3138 (1 desk)

  • MHA 3541 (3 desks)

  • MHA 3561 (2 desks)

  • MHA 3691 (3 desks)

  • MH 4414 (2 desks)

  • MH 5418 (2 desks)

  • MHA 5571 (2 desks)

  • MHA 5581 (3 desks)

  • UH 6234 (2 desks)

All offices include:

  • 1–3 desks and desk chairs

  • 1–2 side chairs

  • Whiteboard

  • Wireless internet access

Once HR approves the appointment, office requests may be made but must be submitted at least 48 hours in advance. The faculty member or assistant must email their faculty assistant with:

  • Visitor’s full name

  • Visitor’s home institution

  • Visit dates and requested access period

  • Office location preference (building/floor/room) – assigned on a first-come, first-served basis

  • Need for after-hours access (if applicable)

  • HR approval notice

The faculty assistant will:

  • Confirm office assignment and dates

  • Copy the Facilities Manager if an access card is needed

  • Keys issued no more than 2 business days before arrival

  • Keys must be returned within 1 business day after departure

  • Keys can be picked up from:

    • The faculty assistant, or

    • Student admin at Urey Hall Addition front desk if the faculty assistant is unavailable

Visitors may be placed in shared offices. Private space is not guaranteed and depends on availability.

📄 Access the spreadsheet here - Faculty have view access; Admin & Facilities have edit access