Policies and Procedures

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J1 VISA Process

All J1 processes should begin at least 3-6 months before start date to ensure that ESSIC has sufficient time to process the request. Please see the ensuing text for an outline of the J1 process.

 1. A request for official documentation ( CV, passport, degrees (translated in English) with an official seal, I-94 card (back and front) if applicable, visa, all approved notices, and EAD card (Employment Authorization Card) if applicable) will be submitted to the applicant, along with the following forms:

  • ESSIC Employment Data Collection Form

  • DS-2019 Data Collection Form

 2. Upon completion, Applicant provides all requested documentation/forms to ESSIC.

 3. ESSIC submits DS2019 application to IES along with the above documentation.

 4. IES will notify ESSIC to pick up DS-2019.

 5. ESSIC will mail DS2019 to applicant via Federal Express.

 6. Applicant should not schedule visa appointment with U.S. Embassies and Consulates until receipt of DS2019.

 7. Upon receipt of applicant's visa, a copy should be submitted to ESSIC.

 8. Applicant makes travel arrangements.

 9. Applicant will notify ESSIC of their arrival date to the U.S.

10. ESSIC will then complete ARS appointment and route for approval.

IT Hardware Purchases

All IT-related hardware/software procurement requests will be routed through the ESSIC Office of Information Technology and Communications (OITC) for pre-purchase configuration approval, if the hardware/software is to be directly managed by or used in association with the ESSIC / Discovery District IT management structure. (No exceptions)

Systems and components being purchased for use outside of the "ESSIC" IT management structure, may still be routed through the OITC for appropriate cost and usage verification.

UMD Software Licensing Purchases

All requests for UMD Site License Software products will be routed through the ESSIC Office of Information Technology and Communications (OITC) to ensure the usage environment and system ownership - management meet the University software licensing criteria.

Note to prospective end-users: The majority of products offered through UMD are available for "Departmental" use ONLY. Product installation is prohibited on anything other then University of Maryland owned / managed equipment. The exception to this rule are products which are also licensed for "Work at Home" usage. See the following link for an explanation of these guidelines and the associated products.

Criteria for Appointment/Promotion to Faculty Ranks in CMNS

It is the responsibility of every CMNS academic unit to bring these Criteria for Appointment and Promotion to Research Faculty Ranks to the attention of every research faculty candidate for appointment and promotion in the unit (or units, for joint appointments).

The following documents are available for download to aide you in this process:

The following paragraphs provide guidance as to the criteria to be addressed in promotion and appointment dossiers for research faculty. These criteria apply fully to the positions of Assistant, Associate, and Senior Research Scientist, Assistant, Associate, and Senior Research Engineer, Research Assistant Professor, Research Associate Professor and Research Professor. In what follows, “members of the faculty” refers to research faculty holding, or being considered for, any of these nine ranks.

1. Research. All members of the research faculty must demonstrate significant research achievements in their field. Appointment/promotion at the Associate level requires research accomplishments whose originality, depth and impact establish the candidate as an important contributor to knowledge in their field. Appointments or promotions to the ranks of Senior Research Scientist, Senior Research Engineer, Research Professor require a record of research accomplishments that establish the candidate as an outstanding contributor to knowledge in their field.

The research achievements of all research faculty will be evaluated on the quality of their contributions to knowledge in the context of the research mission of the individual departments and institutes, as evidenced by published work in books, journals and leading conferences, written evaluations by premier people in their specific research field, awards, prizes, inventions, patents and other recognitions and, as appropriate, their record of competitive funding. Research accomplishments and leadership that advance the state of knowledge via documented instrument development, algorithm development, numerical model development and data set generation may also be weighed when considering Research Faculty appointments and promotions and can be the primary criteria for scientists whose work emphasizes these contributions. The evaluation of candidates for Assistant, Associate or Senior Research Engineers will be based on the above criteria but with emphasis on their contributions to original engineering practice, design and development.

2. Teaching and Mentoring. All research faculty are encouraged to contribute to the mentoring of students and, as appropriate, postdoctoral fellows and junior faculty, to assist in their academic and professional development. These educational functions should be carried out in a manner to complement and not negatively impact the primary research mission of the research faculty member. Additional qualifications apply to the ranks of Research Assistant Professor, Research Associate Professor and Research Professor, for which contributions to the educational mission are critical, including knowledge and breadth of subject matter, presentation skills, interest in students, development of educational methods and materials, and---if applicable---quality of teaching, as assessed from data such as student evaluations.

3. Service. To the extent permitted by federal regulations research faculty are expected to engage in service to the university and the wider professional community. This may include committee work and other university-related administrative assignments, development activity, grant application and administration, organizational or scientific endeavors in professional societies, engagement in articulating our mission to the wider community, and extramural services of a professional nature to schools, industry, local, state, and national agencies, and the public at large.

Electronic Travel / Procurement Request Authorization
ESSIC Employees Parking on Campus: May 2023

ESSIC personnel who must drive their car to visit campus have to use and pay for visitor parking located at the Regents or Stadium Garage, or one of the other locations available. A map showing these locations is at https://transportation.umd.edu/parking/maps/visitor-parking-map.

The ESSIC Business Office has parking codes that are to be used ONLY when someone must travel to campus for administrative business on behalf of ESSIC. They may not be used by faculty for teaching or service activities.

Please contact Felicia Mason (fmason@umd.edu) if you need a parking code.

ESSIC Policy on Membership Fees

Individual memberships--(i.e., those vested in the individual and not transferable when the individual leaves the institution)--are not generally funded by the University / ESSIC DRIF funds, but rather is approved by a sponsor for funding by a contract or grant award. Therefore membership fees are a personal expense of the researcher; however, those ESSIC Faculty who have startup accounts, retention or DUP funds can use those funds for memberships.

Otherwise, the only other way to fund is to ask a sponsor if it would be approved to charge to a contract/grant.