These are full-time students who have been invited from other colleges, universities, or high schools. In order to hire them into a Visiting Student Job Classification, the following rules/policies apply. Also, please note that visiting students on university payroll are subject to FICA Tax Withholding -AND- they may work up to 37.5/hrs. per week.
All visiting student applicants MUST meet each of the following criteria.
- They MUST be registered in a full time program at a high school, college, or other university during the academic year,
- They have been selected to participate in a summer or formal outreach program offered by the university, or they…
- responded to a JHU internship/research opportunity that complements the student’s academic focus,
- were invited by a faculty member to work in their research lab in conjunction with the student’s academic concentration,
- followed a faculty member to Johns Hopkins University in order to complete their research or degree requirements.
- Received a letter of appointment or invitation from the appropriate Office of the Dean (i.e., Dean of Arts & Sciences, Dean of Engineering, Dean of Student Life).
How to Pay Visiting Students
Each division has specific policies and procedures for on-boarding visiting students. For example, visiting student to KSAS & WSE must go through admissions -and- there are separate processes for visiting undergraduates versus graduates. Whereas, visiting students to HSA are not required to complete the admissions application -and- undergraduates/graduates are processed in the same manner.
Depending on which division is hiring the student determines which of the following on-boarding processes you must follow:
Visiting Graduate Students to KSAS or WSE
- In order to pay a visiting graduate student, the host/hiring department must create a Visiting Student Position followed by an ISR New Hire form. Be sure to select University Experiential Learning as Approver 2. Also, the dates and salary on the ISR must match the appointment dates/salary exactly as stated in the Visiting Graduate Student Letter. The host/hiring department must also complete and submit a copy of the Visiting Graduate Student Letter to University Experiential Learning. This letter must be emailed to firstname.lastname@example.org before the visiting graduate student can be approved for payroll. A template of the above mentioned letter can be found at http://gradresources.jhu.edu/admissions-office-procedures/visiting-student-process/visiting-student-templates/ If you cannot access this link please contact Christine Kavanagh @ email@example.com (or) Renee Eastwood @ firstname.lastname@example.org
- For payroll purposes, the Visiting Graduate Student Letter is universal. It can be used not only for new hires, but for extensions, revisions, and/or to pay a supplement.
- All Visiting Graduate Students/Scholars MUST be registered each semester they are here. The course number is: AS/EN 990.890 “Graduate Research Practicum”.
- The processing procedures for Visiting Graduate Students/Scholars can also be found on the ASEN Grad and Postdoc Administrator Resources site:http://gradresources.jhu.edu
- Finally, visiting students must complete the I-9/EVerification. Also, tax forms may be required depending on the type of money paid (i.e., Wage vs. Fellowship).
Visiting UG / High School Student to KSAS or WSE
- In order to pay a visiting undergraduate and/or high school students, the host/hiring department must create a Visiting Student Position followed by an ISR New Hire form. On the ISR, be sure to select University Experiential Learning as Approver 2. Also, the dates and salary on the ISR must match the appointment dates/salary exactly as stated in the Visiting Student Application.
- A copy of the Visiting Student Application must be sent to email@example.com before the student will be approved for payroll; this form is sent to us by the Office of Undergraduate Admissions.
For payroll purposes – University Experiential Learning MUST receive a copy of the Visiting Student Application form, including the “Office Use Only” section signed by the hiring department.
- View/print the Visiting Student Application on the Undergraduate Admissions website: https://apply.jhu.edu/visiting-students/.
- Administrator resource: firstname.lastname@example.org
Visiting Undergraduate Exchange Students to KSAS or WSE
- Visiting exchange students are coursework undergraduate students. They should be considered the same as regular undergraduate hires and do not need to submit an application.
- Upon an offer of employment the student should report to the Office of International Services in order to obtain an approval letter to work up to 19.99 hours per week.
- For hiring purposes the student must be hired using a “Visiting Exchange Student” position. The home school where the student is registered should be listed in the comments section of the hire ISR.
- Visiting Exchange Students must complete the I-9/E-Verification and required tax forms within 3 days of their first day of work.
Visiting Students (Intern) to HSA
- All visiting interns, who will be compensated, must be paid salaried. No hourly wages.
- Prior to the student arriving on campus, the PDF Document: HSA Visiting Intern Appointment Form must be signed by the student, hiring department admin, and hiring department dean.
- The ISR New Hire, in conjunction with the PDF Document: HSA Visiting Intern Appointment Form, must be submitted to University Experiential Learning prior to the student’s first day of work.
- The hiring department must instruct the intern to schedule an I-9 appointment with University Experiential Learning, and ensure that the I-9 has been completed within 3-day of the student’s first day of employment. Should the appointment state that the intern begin work prior to arriving on campus, the student must contact University Experiential Learning for information regarding Remote I-9s.
- For hiring purposes, the intern must be hired using a ‘Visiting Student’ position. The hiring department may use any appropriate job title they choose.
Visiting Graduate Student to MSE, or Academic & Cultural Centers (ACC)
- For visiting graduate students to departments that fall under MSE, or ACC, the Office of University Experiential Learning must receive a Visiting Student Appointment Letter which has been approved by the appropriate Dean or Provost, per division. For example: Dean of Sheridan Libraries for MSE, etc.
- The appointment letter must include the name of the college or university where the student is currently registered (full time), the defined period of the appointment, salary/wage, and the purpose for the visit.
- For example: John Smith, a full-time graduate student at Yale will be here 6/1 – 8/15 working with the Career Counseling as a Summer Intern in order to fulfill his academic professional experience requirements. His salary for the period will be $2500.
- Finally, all visiting students must complete the I-9/EVerification. Also, tax forms may be required depending on the type of money paid (i.e., Wage vs. Fellowship).
Visiting Students at ‘OTHER’ JHU Campuses
- For information regarding visiting students to the SOM, JHSPH, etc., please refer to the PDF Document: Student Employee Approver II Matrix.