Procedures for Visiting Students

Visiting Student Policy and Appointment Process

Students who are enrolled in a graduate degree program at another university may visit the University of Pennsylvania as a “visiting student”.  With approval of the Associate Dean for Masters Programs, a visiting student may engage in research training within the laboratories of the School of Medicine faculty.  Normally, such a visit will be limited to one year; however, with the approval of the associate dean, it may be extended but shall not exceed three years from the time of registration as a visiting student.  The visiting student is not permitted to enroll in Penn courses for credit or audit.

The visiting student will be enrolled in VSTG 933-Visiting Student Registration during the fall and spring semesters.  If the visiting student’s initial entry month is during summer semester (between May and August) he/she will be enrolled in VSTG 933 for that summer only.
FY10 current tuition rates:
$688 fall/spring semesters
$331 summer semester

Process

A faculty member requesting appointment of a visiting student to his or her laboratory must provide the associate dean and the sponsoring department’s business administrator the following required documentation (there is no application).

• Letter of appointment (sample template) certifying provision for the student’s stipend, health care costs, home school tuition, and Visiting Student Registration tuition during the length of the visit.
• Letter from student’s home school stating that the student is enrolled there in a graduate program and will continue to be enrolled during his/her the visit at Penn, and anticipated date of graduation.
• Visiting Student Data Form (to be completed by the visiting student).

For international students, additional documentation is needed from the sponsoring department:

• Copy of Form DS-2019 Certificate of Eligibility for Exchange Visitor (J-1) Status

To extend a student’s visit beyond the one year limit, the faculty advisor must submit a letter to the associate dean requesting additional time.  The letter should state the length of time (beginning/ending dates), the reason for the extension, and certify financial support.  Once approved, the sponsoring department must provide a copy of the DS-2109 (if a new one is issued) and letter from the student’s home school verifying continued enrollment and anticipated date of graduation.

Responsibility

Sponsoring Department: Will serve as the responsible entity for hosting the visiting student and will ensure adherence to all relevant university and school policies and procedures.  The sponsoring department will:

• Coordinate with the applicant to put together the J-1 Application Packet for ISSS to issue the DS-2109. http://www.upenn.edu/oip/iss/visa/j1/scholar/index.html
• Provide the Office of Masters Programs (OMP) the required documentation listed above.
• Oversee the health insurance requirement for visiting students.  Visiting students must provide evidence of health insurance coverage or participate in the Penn Student Insurance Plan (PSIP). http://www.vpul.upenn.edu/shs/insurance.php
• Be responsible for the visiting student’s payroll entry.
• Request tuition and PSIP payments of OMP.
  • Your request should include a 26-digit account and legacy number in order to process payment .
• Assist the visiting student in obtaining a
• PennKey
• SOM email address
• PennCard (http://www.business-services.upenn.edu/penncard/card/about.html
• which provides access to the Penn Services listed (http://www.business-services.upenn.edu/penncard/card/about.html)
• Black Key access to SOM buildings and laboratories

Office of Masters Programs:  Oversees the visiting student appointment process as well as:

• Enters data from the Visiting Student Data Form into Penn’s Student Records System (SRS).  Once this information is entered in SRS, a PennID number is assigned and a PennKey letter sent.  The PennKey letter may be mailed directly to students within the U.S.  For international students the letter will be mailed in care of the sponsoring department.  Once the PennKey is created, the visiting student can obtain Penn Student Health Insurance, a PennCard, etc.
• Registers the visiting student under VSTG 933-Visiting Student Registration.
• Oversees the visiting student’s tuition and PSIP charges and payments.
• Offers guidance in the department’s payroll entry.

Office of Masters Programs and Visiting Students Personnel

Donna L. George, PhD ~ Associate Dean for Masters Programs

Nam Narain ~ Director of Financial Operations
narain@mail.med.upenn.edu or 215-573-2234

Please direct all correspondence to:

Lynett Kimmel ~ Administrative Coordinator
lynettk@mail.med.upenn.edu or 215-746-8231
417 Anatomy-Chemistry Building/6110

 

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