Visiting Professors and Academic Visitors

The Direction has decided to clarify and update responsibilities and procedures relating to the invitation of professors and academic guests and has accepted revisions made to the instructions on the subject:

• Directives sur les professeurs invités (FR)
• Directives for visiting professors (ENG)

How to invite a professor or academic guest?

The Direction would like Schools to make a selection from amongst the various invitations proposed. The School Dean is responsible for invitations and may delegate this responsibility to the director of the relevant institute or section. Please ensure that instructions are strictly adhered to (guest’s age, fees, etc.). In justified cases, the Dean of the School may decide on dispensations from these principles.

In order that the guest’s work permit and fees may be prepared, a copy of the letter of invitation must be sent to Human Resources at least 3 months prior to the guest’s arrival. The Visiting Scholar form, the Personal Data form and the IP Agreement must also be completed:

• Visiting Scholar Form
• Personal Data Form
• Intellectual Property and Confidentiality Agreement (this form cannot be modified; please use the “fill & sign” option)

In addition, EU/EFTA citizens domiciled in an EU/EFTA country and receiving salary from EPFL must also provide the following documents:

• Form A1
• Agreement according to Article 21
• Explanation concerning Insurance
• Coordination of social security systems

For citizens subjected to the British social security legislation:
Agreement according to Article 18 (Switzerland-United Kindgom)

Who to inform concerning the invitation of professors and academic guests?

The EPFL wishes to encourage a coordinated invitation policy. For this reason, a copy of the entire file should be sent to the Human Resources department at least three months before the start date of the stay for purposes of execution of the relevant documents and one copy to Faculty Affairs ([email protected]) for informational purposes.

More important still (necessary condition), the entire campus should be offered an opportunity to benefit from the guest’s presence by the organisation of seminars and other events.