Procedures for Inviting an International Visiting Scholar

In order for International Student and Scholar Services (ISSS) of the International Programs Center (IPC) to issue a DS-2019 form “Certificate of Eligibility for Exchange Visitor (J-1)”, the following step-by-step procedures need to be completed.  The steps are divided in three parts, Part 1 steps for the sponsoring faculty/Department, Part 2 steps for the visiting scholar and Part 3 steps for ISSS.  Parts 1 and 2 steps can be initiated and worked on concurrently. 

It is ideal under most circumstances for the respective UNCG sponsoring faculty/Department to begin the entire invitation process approximately 90 days prior to the intended start date of the J-1 program, beginning from the initial, unofficial invitation, discussion about office space and research/teaching assignments, and the letters of requests for appointment from the department chair and dean to the mailing of the DS-2019 form by ISSS (which takes only several days), setting the visa appointment, acquiring the visa from the U.S. consulate abroad and traveling to the U.S.

STEPS FOR THE SPONSORING FACULTY/DEPARTMENT

Initial Procedures for the Sponsoring Faculty/Department (steps 1-6 can be done simultaneously, step 7 done last and step 8 when related visiting scholar documents are completed).

1.  If the visiting scholar will be paid by the University, the hosting sponsoring faculty/Department confirms that the position is EPA and a position number has been assigned. If not, contact the Provost’s Office to create the position.  Paid positions require additional documentation as outlined on the Provost’s HR website: http://provost.uncg.edu/Academic/EPA_Personnel/forms/.

2. The hosting department chair provides a letter to the Dean requesting the visiting scholar appointment, indicating whether the appointment is paid or unpaid and including the sponsoring faculty member’s name.

3.  The sponsoring faculty member/Department completes the IPC “Visiting Scholar DS-2019 Data Form, Part A (Department Request and Verification)”.  This document when completed will be submitted to IPC as instructed in step 8 below.

4.  The sponsoring faculty/Department completes the PD-7  “Personal Action Form” located on the Provost’s Human Resources webpage at http://provost.uncg.edu/epa/forms.

5.  The sponsoring faculty/Department, if necessary, requests official transcripts for verification of credentials.

6. The sponsoring faculty/Department completes the “Phone Verification of Credentials” process required by the Provost’s Office for a visiting scholar appointment (http://provost.uncg.edu/epa/forms).   

7.  The Dean provides a letter of request for a visiting scholar appointment to the Provost’s Office.  Sample letters are included in this packet, one to be used for a paid appointment and the other for a non-paid appointment.  The Dean submits this letter along with the following documents in steps 4, 5 and 6 above to the Provost’s Office.

1. PD-7  “Personal Action Form”
2. Request of official transcripts for verification of credentials
3. Phone Verification of Credentials

If the visiting scholar is to be appointed for the summer term, the request for appointment may possibly go through the Office of Continual Learning for appointment.  Please contact the Provost’s Office for confirmation.

8.  The sponsoring faculty/Department forwards to IPC the completed and signed Visiting Scholar DS-2019 Request Form, Part A (Department Request and Verification) and the following documents which the international visiting scholar completes and submits in Part 2: Steps for the International Visiting Scholar.

1. Visiting Scholar DS-2019 Request Form, Part B (Visiting Scholar Profile)
2. Insurance Attestation Form
3. appropriate funding document

NOTE: International visiting scholars paid by the University through grants or other external funds must contact the UNCG Office of Contracts and Grants for further information and requirements.

(Initiated by the Hosting Department/College or School)

1.  Sponsoring faculty/Department faxes or sends by email the “Visiting Scholar DS-2019 Data Form, Part B (Visiting Scholar Profile)” to the visiting scholar.  Ask the visiting scholar to complete and sign the form and fax back to your office.

2.  Sponsoring faculty/Department faxes or sends by email the “Insurance Attestation Form”.  Ask the visiting scholar to complete and sign the form and fax back to your office.

3.  Sponsoring faculty/Department asks the visiting scholar to complete and sign the PD-7a “Personal Action Form”.  This form must be received by the Provost’s Office before a visiting scholar appointment letter may be issued.  The form may be downloaded from http://provost.uncg.edu/epa/forms. 

4.  Sponsoring faculty/Department asks the visiting scholar to complete and sign the EPA “Certification” and submit official academic transcripts from all post-secondary education institutions attended.  This form must be received by the Provost’s Office before a visiting scholar appointment letter may be issued.  The form may be downloaded from http://provost.uncg.edu/epa/forms .

5. Sponsoring faculty/Department asks the visiting scholar to complete and sign the “EPA Background Check Authorization Form” on the Provost’s website at http://provost.uncg.edu/epa/forms which also must be submitted before the appointment letter may be issued.

6. Sponsoring faculty/Department requests the following copies (including for dependents if applicable) from the visiting scholar to be faxed to the department.

• A copy of the scholar’s biographical page of the passport
• A copy of the scholar’s curriculum vitae (CV) or resume
• Proof of financial support (i.e. letter from the sponsoring department stating the amount available from the department; or letter from the home institution verifying financial support of the scholar for sabbatical leave; or a letter from the home government verifying financial sponsorship; or verification of personal financial support; or a combination thereof).  Appropriate levels of financial proof are outlined on the overview page “Overview of Important Information for Inviting an International Scholar to UNCG.”
  
  

  *Prior to beginning or throughout steps in Parts 1 or 2, an IPC staff member can be available to meet/correspond with the sponsoring faculty member and/or the visiting scholar to discuss requirements, procedures and best options.

UPON RECEIVING THE ABOVE COMPLETED DOCUMENTATION, IPC WILL DO THE FOLLOWING:

1.  Issue a DS-2019 form “Certificate of Eligibility for Exchange Visitor (J-1)”;

2.  Issue a welcome letter to accompany the original letter of appointment (which will be sent to the IPC from the Provost’s Office), DS-2019 form and a brochure from the Department of State with insurance information;

3.  Contact the scholar to confirm mailing address and to ensure delivery of DS-2019 package if the IPC is sending;

4.  Maintain communication with scholar via e-mail to confirm issuance of visitor’s J-1 visa.

Upon the Scholar’s Arrival

1.  The scholar will check in at IPC, whose staff will conduct the required New Scholar Orientation to discuss maintenance of immigration status issues and provide information about IPC services and programs;

2.  Scholar will complete “Personal Data Sheet for Scholars” and copies of appropriate documents will be made, including a copy of form “Post-Employment Personnel Data Form PD-7a.” provided by the hosting department.

Throughout the Stay of the Scholar

1.  IPC is responsible for maintaining the scholar’s current U.S. physical address in the SEVIS database;

2.  The hosting department will help IPC collect current contact information for scholar (e-mail  and physical address);

3.  The hosting department will supervise the scholar while his/her stay in the U.S., and will report to the IPC the termination and or departure of the scholar from the University.

4.  IPC will provide cultural and social activities for the scholar throughout the year.