Hosting a J-1 Visa International Exchange Visitor. Hosting an International Exchange Visitor Checklist

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1 Hosting a J-1 Visa International Exchange Visitor OVERVIEW OF PROCESS: JMU must abide by government regulations that govern the sponsorship of international exchange visitors. All the information requested in this form is necessary in order for International Student and Scholar Services (ISSS) to process the documents needed for visa sponsorship of an exchange visitor. Once this form has been completed and returned to ISSS by the sponsoring department, documents will be processed that the exchange visitor will need to provide to the US embassy so they may receive a J-1 visa. The ISSS office will process the documents as soon as possible, but visa processing at US embassies typically takes several weeks, with several months possible in rare cases when an application is flagged for administrative processing, so it is best to begin this process early. WHO TO CONTACT WITH QUESTIONS: If you have questions about this form, please contact Hunter Swanson, Assistant Director of International Student and Scholar Services. Phone: (540) Hosting an International Exchange Visitor Checklist AS SOON AS POSSIBLE: Department Contact: Identify a member of the department who will act as a liaison to the exchange visitor and International Student and Scholar Services. Request to Host J-1 Visa International Exchange Visitor: Complete the request to host international exchange visitor form (pages 3-7 of this form). PRE-ARRIVAL: JMU Access: Complete a PAR form and the HR Onboard form for any incoming JMU employee Or Complete an Affiliate Application for any scholar who will not be employed by JMU and for whom you desire a JACard and/or JMU . Payments to scholars: Visit Payroll website for information regarding ANY payments or financial contributions (including free housing, travel costs, etc.) to international scholars For short-term visitors, see: 1 Revised 02/2016

2 Scholar Housing: Obtaining housing for exchange visitors in Harrisonburg can be a challenge, particularly if a short-term lease is sought or if an annual lease is sought outside of normal leasing cycles, which are typically June to June. International Student and Scholar Services will not search for housing for exchange visitors, but can provide helpful resources. The Office of International Programs manages three rooms available to short-term scholars (1 day-6 weeks). Please to check the availability of the rooms for the dates of your scholar s stay. If you are bringing a longer-term scholar and him/her would like to stay in the apartments for a week or two until a longer lease can be signed, please contact the ISSS office. A housing directory created especially for international exchange visitors is provided on pages of this form. POST-ARRIVAL FOR ALL EXCHANGE VISITORS: Obtain JACcard: Student Success Center, 2 nd Floor, Hours: Monday-Friday 8am - 5pm Obtain JMU ID- take photo ID (Call (540) to verify that name is in the JMU admin system) Obtain Spouse/Dependent JMU ID (for use at UREC) POST ARRIVAL FOR EXCHANGE VISITORS APPROVED FOR EMPLOYMENT OR FINANCIAL BENEFITS: Human Resources (HR) Onboard Process: https://www.jmu.edu/humanresources/recruitment/onboard/hiring-manager/index.shtml Wine Price Building, 752 Ott Street, (540) Deadline: Must visit on or before first day of hire and bring original documents Complete Onboard Paperwork (bring all immigration documents) Payroll: Massanutten Hall, Room 241; call (540) for appointment Complete Tax Forms and Direct Deposit (questionnaire, tax treaty forms, etc.) 2 Revised 02/2016

3 Request to Host J-1 Visa International Exchange Visitor PART 1. DEPARTMENTAL INFORMATION: Name of Department that will host exchange visitor: Name and address of faculty/staff member responsible for coordinating the exchange visitor s program: PART 2. INFORMATION ABOUT THE EXCHANGE VISITOR: Last Name: First Name: Sex: Date of Birth (MM/DD/YYYY): Place of Birth (City and Country): Country of Citizenship: Country of Legal Permanent Residence: Address: Mailing Address: Phone number in home country (for UPS delivery): Number of immediate family members who will be accompanying the exchange visitor: None Spouse Number of children: Please provide the following information about each dependent: Dependent 1 Last Name: Sex: First Name: Date of Birth (MM/DD/YYYY): Place of Birth (City and Country): 3 Revised 02/2016

4 Country of Citizenship: Country of Legal Permanent Residence: Dependent 2 Last Name: Sex: First Name: Date of Birth (MM/DD/YYYY): Place of Birth (City and Country): Country of Citizenship: Country of Legal Permanent Residence: Dependent 3 Last Name: Sex: First Name: Date of Birth (MM/DD/YYYY): Place of Birth (City and Country): Country of Citizenship: Country of Legal Permanent Residence: If the exchange visitor will be accompanied by more than 3 dependents, please provide identical information to that above on a separate sheet PART 3. INFORMATION ABOUT EXCHANGE VISITOR S PROGRAM: Exchange visitors may enter the US up to 30 days before the program start date and have 30 after the program end date before they must leave the US. Program start date (MM/DD/YYYY): Program end date (MM/DD/YYYY): Category Requested for Exchange Visitor (select only one) Professor: The exchange visitor s primary activity must be teaching. Maximum duration of 5 years. Professors will be subject to a 2 year bar on repeat participation in the professor or research scholar category upon completion of the program (no matter how short). 4 Revised 02/2016

5 Research Scholar: The exchange visitor s primary activity must be research. Maximum duration of 5 years. Research Scholars will be subject to a 2 year bar on repeat participation in the professor or research scholar category upon completion of the program (no matter how short). Short-Term Scholar: The exchange visitor s primary activity may be teaching, research, or training. The maximum duration is 6 months. No bars on future participation as a J-1 visa exchange visitor. Academic field of program, please be specific (e.g. German poetry, microeconomics, etc.): Title of position at JMU (e.g. visiting professor): Address where the exchange visitor will conduct their program, if not on JMU s main campus: Please briefly describe the objectives of the exchange visitor s program and explain how the hosting department will monitor the exchange visitor s progress in achieving the program objectives: PART 4. EXCHANGE VISITOR S FINANCIAL SUPPORT: Government regulations require that JMU verify that exchange visitors will have enough financial support to cover their expenses throughout the duration of their program. The estimates for the minimum amount of funding necessary to cover basic living expenses in the Harrisonburg area are below: Exchange Visitor: $1367/month Each dependent: $380/ month (in addition to the exchange visitor s funding) 5 Revised 02/2016

6 Indicate the source and amount of funding in the table below: SOURCE OF FUNDING AMOUNT OF FUNDING DOCUMENTATION REQUIRED JMU $ Attach a letter describing compensation. Exchange Visitor s Government $ Attach a letter describing compensation in English or with an English translation. US Government $ Attach a letter describing compensation. Other Organizations Exchange Visitor s personal funds 1.$ 2.$ 3.$ $ Attach a letter describing compensation in English or with an English translation. Attach an official bank statement PART 5. ENGLISH PROFICIENCY REQUIREMENT Government regulations require that JMU verify that the exchange visitor has sufficient English language proficiency to successfully participate in his or her program and to function on a day-to-day basis in the US. The regulations require that an objective measure of determining English proficiency listed below must be used. Indicate which method (only one is needed) of English proficiency was used to determine that the Exchange Visitor has sufficient English proficiency. The exchange visitor is a native English speaker. Please provide a brief letter of explanation if the exchange visitor s home country is not a country where English is the official language. A copy of a diploma from a US institution or foreign institution where the language of instruction was exclusively English. A copy of the official scores from a TOEFL or IELTS test of English language demonstrating at least minimum English proficiency (a score of 70 on the internet-based TOEFL or a 6 on the IELTS). A documented interview conducted by the host faculty member assessing the exchange visitor s English language ability. Attach a completed English Language Proficiency Assessment Report found at the end of this application form Revised 02/2016

7 PART 6. EXCHANGE VISITOR CULTURAL COMPONENT: The purpose of the exchange visitor program as stated in the Code of Federal Regulations, is to provide foreign nationals with opportunities to participate in education and cultural programs in the United States and to return home to share their experiences, and to encourage Americans to participate in educational and cultural programs in other countries. The regulations also state that host universities must offer cultural activities to offer exchange visitors the broadest exposure to American society, culture and institutions; and encourage exchange visitors to participate voluntarily in activities that are for the purpose of sharing the language, culture, or history of their home country with Americans. A report of cultural activities that exchange visitors engaged in at JMU must be submitted to the School and Exchange Visitor Program annually. Provide the cultural components of the exchange visitor s program (list as many as applicable) and please be specific and list names and dates of events below if possible: Conference or seminar attendance Participation in a cultural presentation, discussion or event Participation in events with US faculty, staff or students outside of teaching and research (this could include departmental social events, US holiday parties, sporting events, art or music shows, etc.) Additional Information: At the conclusion of the exchange visitor s program, please the International Student and Scholar Services office with information about future international reciprocity that developed as result of the exchange visitor s program Revised 02/2016

8 PART 7. DEPARTMENTAL RESPONSIBILITES: By requesting to host an exchange visitor, the host department and host faculty assume responsibility for verifying that: The exchange visitor is not being offered a tenure-track position The exchange visitor has at least a bachelor s degree The department will provide the exchange visitor with the support necessary to access JMU facilities, computer systems, and office/research space as necessary The host faculty member will maintain contact with the exchange visitor throughout his/her program and ensure that the exchange program objectives are met The department will notify the International Student and Scholar Services office of changes to the exchange visitors program or if they are unable to contact the exchange visitor Host Faculty: Name: Title: Phone: Signature: Date: Department Chair: Name: Signature: Date: In order for the request to be processed, the following documents must be received by the ISSS office Completed Request to Host J-1 Exchange Visitor form (electronic signatures are acceptable) A copy of the exchange visitor s passport Evidence of the exchange visitor s English language proficiency Documentation of the exchange s visitor s funding that is greater or equal to the minimum living expenses estimate Original letter of invitation from the department to the exchange visitor (please use the template found on page 7, but print the letter on your departmental letterhead) 8 Revised 02/2016

9 [Departmental Letterhead] Letter of Invitation Template [Date] [Name] [Title] [Street Address] [City] [Province] [Postal Code] [Country] Dear [Name]: On behalf of [Name of Department], I am pleased to invite you to be a [Department Position Title or Visiting Scholar ] at James Madison University. Your program will begin on [Program Start Date] and end on [Program End Date]. During that time you will be engaged in [Describe Program Activities]. Funding for your program will come from [describe program funding]. [Provide any additional information about the program here] We are looking forward to your arrival. If you have any visa related questions, please contact Hunter Swanson in the office International Student and Scholar Services at Sincerely, [Printed Name] [Title] 9 Revised 02/2016

10 English Language Proficiency Assessment Report This form is to be used to assess the exchange visitor s English language proficiency if him/her is not a native English speaker, does not have an official TOEFL/IELTS score summary, and does not have a transcript or diploma from an institution where English was the language of instruction. Name of Exchange Visitor: Host Faculty Name: Date of Interview: Interview Method: In person By videoconference (e.g. Skype) Please use the TOEFL ibt Test Independent Speaking Rubric to assess the exchange visitor s English language proficiency. https://www.ets.org/s/toefl/pdf/toefl_speaking_rubrics.pdf Question Score Comments (if applicable) Please share a little about your professional background. What do you think will be the most challenging aspects of living in the United States? How do you think your time spent as an exchange visitor at James Madison University will benefit you personally and professionally? What questions do you have about James Madison University? Total Score: Host faculty s assessment of the exchange visitor s English language proficiency and his/her ability to function on a day-to-day basis in the United States: 10 Revised 02/2016

11 11 Revised 02/2016

12 HOUSING INFORMATION FOR INTERNATIONAL EXCHANGE VISITORS: TYPES OF LEASES: An individual lease is when a tenant signs for a single room, meaning he or she is individually responsible for paying rent and any damages to the room. However, this may also mean the landlord can place any tenant in remaining rooms in the apartment or townhome. Be sure to check with your property management company about these policies prior to lease signing A joint lease is a lease signed by all tenants, making the entire group responsible for damages and paying the full rent. This places the choice of filling empty bedrooms in the apartment or home on the tenants themselves After signing a lease, some tenants may choose to sub-lease their residence. A sub-lease is a legal agreement by which someone who is renting an apartment, house, etc, is allowed to rent it to someone else for a period of time. This can be a viable option for leasing an already-leased property for a portion of the original lease terms THE LEASING PROCESS: Most property managers will require a rental application fee and an income verification form. If the application form requires a social security number or driver s license ID number and you do not have one, inform the property manager of this and request an alternate arrangement Once the leasing process has been completed successfully, you will have access to your apartment/room at a pre-determined time on the day the lease begins. Once you move in, inspect the property immediately for damage that was incurred before you move in and alter the property manager. If you do not do this, you may be charged for damages or lose your security deposit SECURITY DEPOSIT: Many apartment and townhome complexes require a security deposit to be paid. By Virginia law, the security deposit cannot be equivalent to more than 2 month s rent. Typically, the security deposit is equivalent to one month s rent. o A security deposit is a sum of money that landlords or property managers require tenants to pay before they move in; the purpose is to have a financial backup if a tenant fails to pay rent or damages the rental property If all rent is paid and the property is left undamaged, the security deposit is returned upon lease expiration UTILITIES: Each apartment or townhouse complex handles utilities in a different way (some will be included in the price of rent, some will not depending on the complex) 12 Revised 02/2016

13 o Utilities include: electricity, water, internet, cable, gas, sewage, trash collection, recycling, snow removal, etc Certain companies will charge set-up fees for setting up services o Harrisonburg Electric Commission (540) o Harrisonburg Water & Sewer (540) o Harrisonburg Trash and Recycling (540) o Comcast (Internet and Cable) (540) For questions on more specific utility information, please contact the apartment or townhouse complex in question TRANSPORTATION: Bus Service o Harrisonburg Department of Public Transportation (HDPT) provides a comprehensive bus route system for getting around Harrisonburg o Specific routes and schedules can be viewed at this link: Taxi Companies o Royal Cab & Limousine (540) o ABC Cab (540) o Yellow Cab (540) Uber o Uber is a smartphone mobile application that can be used for personal transportation. Users of the app are contracted to provide on-demand peer-to-peer driving services that comply with Uber driver and car standards (https://www.uber.com/) RENTERS INSURANCE: Some landlords or complexes may require renters insurance or at least recommend it o Renters insurance is a form of property insurance that provides coverage for a policy holder's belongings and liability within a rental property o Protects against loss of personal property within the rented property Be sure to ask your landlord or property management company about renters insurance to protect your personal property, whether or not it is required and which type of policy they might recommend 13 Revised 02/2016

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