Scholar & Faculty “Host” Follow These Steps:
4 months in advance of program “begin” date: – correspond with prospective scholar to establish plans/goals and set the visit/program “begin” and “end” dates and collect all necessary forms for the scholar program; if needed, obtain guidance from UCIE about what forms are required to prepare for your prospective scholars visit; Read the UCIE web site (see below) and call UCIE (X5745) for any clarification needed;
3 months in advance of “begin” date meet or speak with the UCIE scholar office to submit the required forms; once all the forms have been submitted, within a week or two the visa eligibility forms will be prepared and ready to send to your scholar
2 months in advance of the “begin” date the scholar will have already submitted his/her application for the visa; oftentimes the visa application process will require a full month to process at the US Consulate; most scholars will not be willing to make arrangements to purchase a flight to the US until they are assured success in obtaining the J-1 visa
1 month in advance of the “begin” date – the scholar will have possession of the visa or will receive the visa very soon; now is the time she/he can “firm-up” plans for flights to the US and begin exploring possible housing options via consulting with the Housing information on the UCIE web site
2 weeks (minimum) before arrival/begin/date the scholar should request guidance from his/her faculty Host or the UCIE office for possible assistance at the airport on their planned arrival date
TIMELINE / DEADLINE ("If I decide to "host" how long in advance should I arrange the visa documents with UCIE?")
EXAMPLE: With the goal of having your (non-employee) Scholar arrive on WSU campus by August 1st * (see note below)
- The Scholar must apply for the J visa at the nearest US Consulate no later than June 15th
- You must obtain the visa eligibility documents from UCIE and "courier" mail them to your prospective Scholar by June 1st
- You and your scholar must complete and submit the required UCIE Scholar request documents to UCIE office by May 15th
- By May 1st you should have set up visit goals and an invitation letter for your Scholar and obtain guidance from UCIE about any doubts you have about the process by May 1st
- During the last two weeks of April you should be trading email communiques with your prospective Scholar to formulate visit goals and dates (begin and end dates) and draft an invitation letter by the end of April
* If your Scholar will be a WSU employee, you must obtain advice from WSU HR about how much extra "front-end" time will be required to complete your plan.
You can find everything you and your prospetive scholar need to do described in the text and web links below:
There are three visitor categories available in the WSU Exchange Visitor Program:
- Short-term Scholars
- Student Intern (Programs), and
- Visiting Professor Programs, Research Scholars or Postdoctoral Scholars
Please read through each of the category descriptions below to select the appropriate J visa category for your program purposes:
Short-Term Scholar Program
Professors, research scholars and other individuals with similar education or accomplishments travel to the United States on a short-term visit for to lecture, observe, consult, train or demonstrate special skills at research institutions, museums, libraries, post-secondary accredited academic institutions or similar types of institutions.
- The maximum duration of stay is six months
- No program extension will be considered
- No change of category will be considered
The following links contain a checklist, broken down into groups of forms which must be completed by the WSU Host Faculty member and other forms to be completed by the incoming scholar/visitor. Please click on the appropriate category for more information:
Student Intern Program
Internship programs are designed to enable foreign college and university students to come to the United States to gain exposure to U.S. culture and to receive hands-on experience in U.S. business practices in their chosen occupational field.
Interns must be foreign nationals who are currently enrolled in and pursuing studies at a foreign degree- or certificate-granting post-secondary academic institution outside the United States.
The following links contain a checklist, broken down by various form sets which must be completed by the WSU Host Faculty member and the forms to be completed by the incoming scholar/visitor. Please click on the appropriate category for more information:
Professor and Research/Postdoctoral Scholar Program
The exchange of professors and research scholars promotes the exchange of ideas, research, mutual enrichment and linkages between research and academic institutions in the United States and foreign countries.
This category is for a foreign national who enters the United States for the primary purpose of conducting research, observing or consulting in connection with research projects at research institutions, corporate research facilities, museums, libraries, post-secondary accredited academic institutions, or similar types of institutions. A research scholar may also teach or lecture, unless disallowed by the sponsor. The research scholar or professor’s appointment to a position shall be temporary (one to five years). Incidental lectures or short-term consultations are permitted with the approval of the responsible officer so long as they are directly related to the objectives of the participant's program, and do not delay the exchange program’s completion date.
The professor category is for a foreign national who enters the United State for the primary purpose of teaching, lecturing, observing or consulting at accredited post-secondary academic institutions, museums, libraries or similar types of institutions. A professor may also conduct research, unless disallowed by the sponsoring organization.
The following links contain a checklist, and forms list which must be completed by the WSU Faculty Host member and other forms to be completed by the incoming scholar/visitor. Please click on the appropriate category for more information: