KITP

Dear Colleague:
We are providing this information in connection with your recent letter of invitation to participate in a KITP program. We hope that your visit will be a smooth and productive one. If you have not already confirmed your attendance, please do so as soon as possible.

Most invitations start on a Monday and end on a Friday. Your invitation tacitly includes weekends or holidays surrounding your visit, but you will not be issued an entry key to the building until staff members are present.

As you prepare for your visit, this "Visit Info" site will assist you with information pertaining to housing, computing, visas, etc. In particular, please note:

• Forms to Complete:
  • Housing — Please read the related housing information before you complete the form! Good housing is very scarce in the Santa Barbara area, and in order for us to take advantage of appropriate rental units, we must have as much time as possible to do so. In general, we do not provide housing assistance for visits of less than 3 work weeks. If you have any questions, please contact Monica. If you are coming alone (without family), you need not wait until your housing is finalized to make your travel arrangements.
    • If your are participating in a KITP long program (one lasting more than 4 weeks), please go to our lodging page and read the long-term lodging information and complete the form, if it is appropriate to do so based upon the length of your stay.
    • If you are participating in a KITP mini program (3 or 4 weeks in duration) or a rapid response workshop (2 weeks), please read the lodging arrangements for short programs and complete the appropriate form.
  • Declaration of Immigration Status — If you are not a U.S. citizen, this form is required to process your reimbursement.  Please send the signed form to KITP prior to your visit, if possible.
  • Family Fund — If you will be coming for four weeks or longer and anticipate bringing children, you may apply for additional financial assistance if needed. Please read the Family Fund information.  Remember to fill out the housing form before completing the Family Fund Questionnaire.

• General Information:
  • Parking on Campus, Maps, and Directions— Please read the parking information and follow it carefully.
  • Visa Issues — If you are not a U.S. citizen or U.S. permanent resident, please pay careful attention to the visa information.
    • Waiver information — If you plan to come on the waiver, please note that you now must have a Machine Readable Passport (MRP) and an ESTA authorization -- no exceptions. In order for us to reimburse you, you must obtain a W-B or a W-1 status when you enter the U.S.
    • Visas - If you come on the B- visa, be sure to request the B-1 status for business when you enter the U.S. so that you are able to be reimbursed for travel expenses and subsistence. If you need assistance with another type of visa, please let Timber know as soon as possible so that the necessary paperwork can be started. If you will have a visa (J or H) issued by another institution, please contact Timber for instructions.                                        
  • Reimbursements — If you will be visiting the KITP for a month or less, you will receive one reimbursement check just prior to your departure. We cannot advance funds, so you will want to make any financial arrangements necessary prior to your arrival to assure that you will have sufficient funds while you are here.
  • Office Space — Because of the popularity of our programs, all offices must be shared by two participants.
  • Affiliate Visitor Nomination — The Institute has limited space and cannot accommodate uninvited postdocs or students. Long-term participants (visiting for four weeks or longer) may wish to have a postdoc or student visit; if so, please complete the Affiliate Nomination Form, the link to which may be found in your account in our HERALD application system after you have accepted your invitation. In general, the policies concerning the duration of their visits are the same as for program participants. We will invite as many as space permits. Unless KITP has a special grant for your program, affiliates must be fully financially supported by their mentors. You also may wish to consider nominating your top student for our Graduate Fellows program, for whom KITP does provide full financial support. This does require a semester-long commitment from the student.
  • Request a change to the dates for which you have been invited: As the Director states in your letter of invitation, because of space and financial limitations, any significant change in the duration or time of your visit requires consultation with the coordinators and with us. This includes changes that would result in your participation for less than the whole period for which you are invited. Should you need to request a change in the dates of your scheduled visit, you may do so through your HERALD account.  

Finally, when your plans are firm, please send a message to Timber with the date and time of your arrival. If you have questions about alternative dates or financial arrangements, you should contact directly the Deputy Director, Martin Einhorn.

• A Special Note for Speakers— If you are coming to the institute for a very short stay, e.g., as a program speaker, not all of this information will be relevant to you; however, you will want to review the short-term stay options and make your lodging reservation. Please also be aware of the KITP reimbursement procedures and any applicable visa requirements. If you have questions, please contact Jocelyn.

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