Chapter 13J

Associates

(1) Description

This appointment allows for an unpaid affiliation with the Faculty of Arts and Sciences. It is designed for an individual whose credentials and interests align with a specific institutional objective, and it permits the appointee to participate in certain activities of the unit conferring the appointment. The associate appointment is not appropriate for an individual who is performing any services for the FAS or the University, nor is it appropriate for the appointment to be used to pay an individual.

The appointment is made for a minimum of three months and is not to exceed 12 months. An appointment letter documenting the nature of the collaboration, written confirmation from the individual that they have external employment, a CV, and the other documents listed below must be submitted for approval by the associate dean or their designee. 

Reappointment is not automatic; however, it may be possible should there be a continuing rationale for the collaboration.The reappointment materials should include written confirmation from the individual of new or continued paid external employment and a reappointment letter that should outline the continuing rationale for the collaboration, the dates of the reappointment, and any changes to the collaboration since the original appointment offer letter. The recommending unit submits the reappointment materials, which are subject to approval by the divisional/SEAS associate dean or their designee. 

Part-time appointments or non-consecutive appointments for a fraction of a year will count as a year’s appointment in determining eligibility for a renewal.

The FAS/SEAS does not provide visa sponsorship for Associates.

Note: Members of the FAS and University community are expected to familiarize themselves with, and conform to, Harvard policies on teaching, research, and service, as appropriate to their position. Please see Chapter 2, “FAS and University Policies,” for more information.

In keeping with Harvard University’s Intellectual Property policies and other research policies, visitors (individuals for whom Harvard is not their primary affiliation) must submit an electronic PDF of a signed hard copy of one of three Harvard University Visitor Participation Agreements by the start of their appointment. Note: Visitors from the Massachusetts Institute of Technology (M.I.T.) are not required to submit a VPA form, with the exception of M.I.T. undergraduates, who must submit a VPA form.

If working in one of Harvard’s laboratories, and if not receiving any form of payment from Harvard, visitors should also submit an electronic PDF of a signed hard copy of the Acknowledgement of Risk and Release for Non-Harvard Personnel Using Harvard Research and Instructional Laboratory Facilities form by the start of their appointment.

(2)  Salary

This appointment is always unpaid.

(3) Appointment/Search Procedures

No search is required.

(4) Documentation Requirements

The department must submit the following to the Appointments Office in the Office for Faculty Affairs via Aurora:

a. 1 electronic PDF copy of the candidate’s curriculum vitae.

b. 1 electronic PDF of a signed hard copy of one of the Visitor Participation Agreements. Note: Visitors from the Massachusetts Institute of Technology (M.I.T.) are not required to submit a VPA form, with the exception of M.I.T. undergraduates, who must submit a VPA form.

c. 1 electronic PDF of a signed hard copy of the Acknowledgement of Risk and Release for Non-Harvard Personnel Using Harvard Research and Instructional Laboratory Facilities form (if working in one of Harvard’s laboratories).

d. 1 electronic PDF copy of an Associate offer letter (employed elsewhere) from the department chair, PI sponsor, center director, or museum director, on department letterhead, outlining the terms of the appointment and confirming that the chair/director/PI sponsor supports the appointment and, if applicable, that appropriate physical space will be provided. The offer letter should also ask the individual to sign the appropriate Visitor Participation Agreement. Note: Visitors from the Massachusetts Institute of Technology (M.I.T.) are not required to submit a VPA form, with the exception of M.I.T. undergraduates, who must submit a VPA form. If the associate is working in one of Harvard’s laboratories, the associate should also be asked to sign the Acknowledgement of Risk and Release for Non-Harvard Personnel Using Harvard Research and Instructional Laboratory Facilities form.

e. Written confirmation from the candidate of paid external employment.

For annual reappointments of Associates, please submit to the Appointments Office in the Office for Faculty Affairs via Aurora: 

  1. 1 electronic PDF of the letter of reappointment outlining the continuing rationale for the collaboration, the dates of the reappointment, and any changes to the collaboration since the original appointment offer letter.
  2. 1 electronic PDF of the candidate’s updated CV.
  3. Written confirmation from the candidate of new or continued paid external employment.

Departments should retain documents according to practices recommended by Harvard Archives.