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Changing a Visiting Student Researcher's Invitation

How do I end a visiting student researcher appointment early?

To end an appointment early, send a SU Services & Support Request to Graduate Admissions (put "attention Graduate Admissions" in the description of your ticket); state the new end date and include VSR name and Emplid. Visa related questions about cancellations should be directed to Bechtel. Appointment changes must be received before the 15th of the month in which the appointment is to end. You will receive a confirmation email when the appointment change has been processed.

How do I cancel a visiting student researcher appointment (the visiting researcher did not come)?

To cancel an appointment, complete the following:

  • Send an updated letter that clearly states the date that the appointment was canceled and that the individual did not arrive on campus. Cancellations must be received as soon as possible, but before the 15th of the month in which the appointment was to start. You will receive a confirmation email when the appointment has been canceled by Graduate Admissions.

  • Confirm if the student has been charged Cardinal Care health insurance. If so, you will be responsible for contacting Vaden to have the fee removed. This should be done prior to submitting the cancellation letter to Graduate Admissions, Office of the University Registrar.

How do I extend a visiting student researcher appointment?

Visiting student researcher extensions for up to three months are subject to the review and approval of the Office of the University Registrar. The extension will be approved if the VSR is in good academic and financial standing with their home university and with Stanford. To request an extension, submit an updated letter of invitation that states the proposed dates of extension and a clear description of the need for the researcher to stay beyond the duration of the original appointment. Any subsequent or longer extensions require approval of the Office of the Vice Provost for Graduate Education via email to vpge@stanford.edu.