J. 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. It is intended primarily for use in museums, centers, and departments but may also be used elsewhere if there is a demonstrated appropriate basis for the appointment. Reappointment may be possible. An annual reappointment letter must be submitted for reappointment to this rank. The reappointment letter should include the dates of the reappointment, new outside pay source information, and should outline any changes to the appointment since the original appointment offer letter. For individuals who have served five years as an Associate, reappointment in this rank may be possible, but requires review within the first six months of the fifth year, with subsequent reviews for reappointment at similar intervals thereafter, should a particular appointee serve so long. Such reviews are conducted by the recommending unit and with the reappointment subject to approval by the divisional assistant dean. Submitted review materials include a current curriculum vitae and a memo detailing the nature of the research or other activities, along with a justification for the reappointment based on continuing impact and value to the recommending unit. 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 or a review date.

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 (https://vpr.harvard.edu/pages/intellectual-property-policy) 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 (https://vpr.harvard.edu/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 a signed cover letter to the Appointments Office from the chair, PI sponsor, center director, or museum director. This letter must confirm that the candidate will be holding a paid position elsewhere during this unpaid Associate appointment; please include the name of that other position. Exceptions to confirmation of outside employment must be discussed with the Assistant Dean.

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

c. 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.

d. 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).

e. 1 electronic PDF copy of an Associate offer letter 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 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.

Departments should retain documents according to practices recommended by Harvard Archives at https://grs.harvard.edu/ (please log in).

Note: For annual reappointments of Associates, please submit to the Appointments Office in the Office for Faculty Affairs via Aurora: 1 electronic PDF of the letter of reappointment.

For reappointments of Associates after a 5-year review, please 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. The memo detailing the nature of the individual’s research or other activities, along with a justification for the reappointment based on continuing impact and value to the recommending unit

c. 1 electronic PDF copy of the letter of reappointment.