Faculty Host

Instructions

Faculty Host Instructions

A faculty host is responsible for initiating the "Certificate of Eligibility for Exchange Visitor (J-1) Status (Form DS-2019)". This form is the basic immigration document used in the administration of the exchange visitor program. A faculty host begins the process by completing the USU DS-2019 and EV Transfer-In Request Form (Request Form) in Service-Now. The Request Form must be filled out completely and include (1) a proposed letter of invitation, (2) a completed English Profeciency Certification for Exchange Visitors Form. Additional details are outlined below:

  • Letter of Invitation – Use the Letter of Invitation Template to assure all relevant topics are covered in the letter. The faculty host must work with the visiting scholar to obtain the visiting scholar's signature on this letter before submitting the DS-2019 request in ServiceNow.
  • English Proficiency Form – The visiting scholar must demonstrate that his/her English language proficiency is suffience for program and daily living needs. Faculty hosts must upload a completed English Proficiency Certification for Exchange Visitors form based on the department's/faculty host's verbal communication with the visiting scholar.
  • Costs – Faculty host will provide the Office of Global Engagement with the index number to be used to pay the DS-2019 processing fee.
    • Visiting scholars can pay for DS-2019 documents for their dependents through this PayPal link.
  • Routing – Service-Now will automotically route the Request Form for the appropriate approvals.

Two women sitting at a desk smile while conversing
USU faculty members interested in hosting a visiting scholar

Departments grant visiting scholars access to IT Services, Library Services, and Campus Recreation facilities by submitting the required form to the Registrar's Office. Note the workflow at the bottom of the form. Departments must submit this form at the beginning of each semester to maintain access to services.

Visiting Scholar Instructions

The immigration adviser will send an invitation to the visiting scholar to access the Scholar Portal once we have processed the request submitted by the faculty host. The scholar will upload the required documentation for the DS-2019 immigration document to this site. These documents include:

  • CV/ resumé
  • Copy of passport for scholar and any dependents
  • Financial affidavits verifying financial support for the visiting scholar program
  • Visiting scholars need to show the total amount for their program with a minimum living expense of US$1,800/month
    • E.g. a visiting scholar coming for 12 months needs to provide proof of funding in the amount of US$21,600 ($1,800 x 12 months)
  • Visiting scholars need to show funding for dependents for the entire duration of their program at the rate of US$7,206/year (or part thereof) funding for a spouse and US$4,989/year (or part thereof) for each child.
    • E.g. a visiting scholar with a spouse and one child coming for a 15 month program needs to provide financial affidavits for a total amount of US$42,243.75
      • US$1,800/month x 15 months for the visiting scholar = US$27,000
      • US$7,206 x 15 months for the spouse = US$9,007.50
      • US$4,989 x 15 months for the child = US$6,236.25

Documentation Generation and Fees

It takes us approximately one week to generate the DS-2019 document after receiving all of the documentation. Please note federal regulations prohibit us from making and providing copies of the DS-2019 form and thus we cannot e-mail the document to the international visitor.

The visiting scholar will need to pay the SEVIS fee of US $220.00 once they have received the DS-2019 document. The visiting scholar will take the receipt for this payment along with the DS-2019 document along with the documents provided for the DS-2019 (passport, CV, financial affidavit) to the visa interview.

The department is required to submit the Visiting Scholars Fee Authorization Form to the Registrar’s Office before the scholar arrives and for each subsequent semester. This will assign the scholar’s A-number to a group role as well as grant access to USU facilities. The department determines if they or the scholar will pay the corresponding fee.

Export Control

Visiting Scholars are subject to export control laws. Visiting Scholars may be subject to Restricted Party Screenings.

General Information 

Visa wait times vary by U.S. embassy or consulate. Consult the U.S. government website to determine the visa appointment wait time for a particular post.

Note: The U.S. Department of State prohibits hands-on interaction for exchange visitors’ programs in regards to patients, children, elderly, and animals. Please email the Office of Global Engagement or call at 435-797-1124 for more information about these restrictions.

Workflow for Hosting a Visiting Scholar

Step 1
Department submits DS-2019 Request Form in ServiceNow:

Uploads letter of invitation and proof of English proficiency

Step 2
Visiting Scholar receives instructions to upload information to Scholar Portal

Step 3
Immigration Officer creates DS-2019:

Provides visiting scholar with pre-arrival information

Step 4
Visiting Scholar applies for J-1 Visa

Step 5
Visiting Scholar checks in with Office of Global Engagement upon arrival to campus:

Mondays at 3:30 or Thursdays at 10:00

Step 6
Division of Research Integrity and Compliance schedules orientation with visiting scholar