IMPORTANT NOTE (SAO & Harvard)
While the Center for Astrophysics (CfA) includes both the Harvard College Observatory (HCO) and the Smithsonian Astrophysical Observatory (SAO) the processes in this site are specifically for SAO personnel, unless otherwise noted. Harvard has distinct processes that should be followed for any individual with a Harvard-only affiliation.
Some information contained on this site, such as building maps, general information about the worksite area, etc. will be useful to all incoming personnel.
If you on a visa provided by the CfA/SAO and entering the U.S. from an international location, it is *critical* that your DS2019 document be in your carry-on baggage, not in your checked bags. You will need to present this document to the customs officer to gain entry into the U.S.
Bringing prescription medications - please see the U.S. Customs & Border Protection website
If you have concerns that any items you may be bringing into or removing from the U.S. (particularly laptops) may be subject to export compliance or ITAR (International Traffic in Arms Regulations) please consult your supervisor and the SAO export compliance officer before you travel.
Depending on your country of origin and/or citizenship you may require a visa if travelling internationally while you are an employee / appointee of SAO - your HR contact can provide you with more information as needed. Requirements may vary by destination country.
Visa holders are responsible for tracking the expiration dates of their visa and updating SAO / SI HR and relevant administrative personnel of any changes in status or dates that might affect their visa.
DS2019 forms must be signed once yearly by a "responsible visa officer" from SAO HR.
Some (not all) roles at the CfA / SAO are eligible for visa sponsorship
Eligible:
Interns (visa will be processed by SI, not SAO)
Visiting Students / Visiting Scientists
Employees of any category
Not Eligible:
Contractors - SAO does not sponsor contractor visas directly. Contractors hired through a staffing agency or outside vendor such as Northrop Grumman are permitted, provided their organization has verified their employment eligibility.
Individuals with the following visa categories may be affiliated with / perform work at the CfA, with the proper documentation.
J1 Short-term (<6 months) - Early career researchers only
J1 Long-term (6+ months, up to 5 years) - Early career researchers and postdoctoral employees only
Please note that if you enter the U.S. on a long-term J1 visa, once you depart the U.S. you will be ineligible to return on another long-term J1 for 2 years. This is different from the home residency requirement and cannot be waived.
H1B
O1
E1/E2 (rarely used but permissible)
F1 (including OPT / CPT)
NOT ALLOWED for employees or stipend recipients: B1 & B2 "Temporary Business Visitor" visas are not allowable for employees or stipend-supported personnel, though invitational travelers who are receiving only travel support may enter on a B1/B2 visa, which is not provided by the CfA/SAO.
Visas sponsored by SAO / SI are not subject to SEVIS fees - if the consulate officer you meet with applies these fees, point out that your visa is sponsored by SAO, not Harvard University - the code begins with "G" which indicates a government organization exempt from fees. Occasionally consulates and embassies will insist on the fee, in which case SAO visa sponsored personnel should reach out to the SAO HR visa contact for their division for assistance:
Mary Hebert, mhebert@cfa.harvard.edu:
High Energy Astrophysics (HEA)
Joy Mathew, jmathew@cfa.harvard.edu:
All divisions other than HEA
Incoming employees who need visa sponsorship / transfer will be contacted directly by an SAO HR Specialist. As of Aug. 2024 the SAO HR visa contacts by division are:
Mary Hebert, mhebert@cfa.harvard.edu:
High Energy Astrophysics (HEA)
Joy Mathew, jmathew@cfa.harvard.edu:
All divisions other than HEA
This category includes interns, visiting students, visiting scientists, predoctoral fellows, and postdoctoral fellows supported by stipends. Visa information for Early Career Researchers (aka ECRs, non-employee) is available on the CfA Fellowship Office page for "Awards & Benefits"
Interns (any foreign national without a Ph.D. is considered an intern) - visas will be processed by the SI Office of Global Affairs - the ECR coordinator and/or your division administrative contact will reach out to you with information needed for this process.
All foreign national ECRs with SAO visa sponsorship must provide proof of support, such as bank statements, up to ~$2,500 / month for the duration of the appointment. Support can be provided by SAO, another institution or funding body, personal funds, or any combination.
All foreign national ECRs on a J1 visa (and J2 family members) are required to have Medical Evacuation and Repatriation insurance - see CfA Fellowship Office page for "Awards & Benefits"
Foreign national ECRs who are supported by funding from 'countries of concern', as described the U.S. State Department, should be aware their visa may not be approved.
International Community Identity Group – Interest Form (to be added to mailing list for events)
The Harvard International Office provides orientation materials which may be useful for foreign nationals. (Please note that SAO fellows are not considered to be affiliated with Harvard for the purposes of international / visa support, the materials linked are for informative purposes only).