HOSTING INTERNATIONAL EXCHANGE VISITORS

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1 I. GENERAL POLICY HOSTING INTERNATIONAL EXCHANGE VISITORS 1. WWU sponsors J-1 visas for international faculty, scholars, artists, and graduate students, whether salaried or non-salaried, who engage in temporary activities such as teaching, lecturing, research, observation, consultation or demonstrating special skills. 2. Definitions: Exchange Visitor: a qualified international scholar who spends a specified length of time at Western to engage in a teaching, research or service activity. This is the DOS term for professors or researchers who come to the U.S. WWU academic units will use more specific titles to designate the Visitor at Western. See the chart in II.6 below. A foreign national who visits WWU for a short duration (usually several days to several weeks) to attend meetings/conferences, or conduct independent (not collaborative) research is not J-1 eligible. The visitor would not engage in teaching and would not receive any form of compensation from WWU. In this case the visitor would not be considered an Exchange Visitor as outlined in the following policies. Please see the ISSS website for information about short-term international visitors. Faculty/Staff Contact: a WWU faculty or staff member who assists an Exchange Visitor in reaching her/his goals. Host: the department or unit that takes the responsibility of hosting an Exchange Visitor. 3. IMPORTANT: The department or unit that plans to host an Exchange Visitor should begin the process as early as possible, allowing sufficient time for the Visitor to apply for and receive the J-1 visa and to travel to the U.S. The recommended preparation time is at least four months. 4. The host is responsible for: Complying with University policies and procedures related to this process Documenting the Visitor s qualifications for the activity which is defined on the DS-2019 form; Coordinating the visa sponsorship paperwork (Request form for J-1 Certification (Form DS-2019) and Exchange Visitor Information form) with the Visitor and with International Student and Scholar Services; Completing WWU paperwork related to the Exchange Visitor s appointment; Providing adequate work space and equipment for the Visitor, as appropriate and when available; Advising the Visitor of campus services; Assisting the Visitor in achieving her/his objectives;

2 Notifying ISSS in advance of any changes to the Visitor s start or end date, financial support, position title, or worksite location; And notifying ISSS if the Visitor is not performing the intended activity as expected. 5. International Student and Scholar Services (ISSS) is responsible for: Making all visa-related forms and procedures readily available to all units on campus; Providing assistance to hosts with regard to federal immigration and visa policies and processes; Producing the DS-2019 Certificate of Eligibility for Exchange Visitor (J-1) Status form; Maintaining up-to-date records for all Exchange Visitors as required by federal and state law; Meeting with all Exchange Visitors when they arrive on campus; Preparing Welcome materials for all Exchange Visitors; Reporting any irregularities in the Visitor s status to the DOS; and Issuing a completion certificate at the end of the Visitor s stay, if appropriate. II. PROCEDURE 1. The host issues a letter of invitation to a potential Exchange Visitor and requests that s/he complete an Exchange Visitor Information form. 2. The host completes the Request form for J-1 Certification then sends it, the completed Exchange Visitor Information form, and other relevant documents (ex: financial documents, passport ID page, copy of letter of invitation, etc.) to ISSS. 3. The ISSS Director sends the completed DS-2019 Certificate of Eligibility for Exchange Visitor (J-1) Status form to the host. 4. The host sends the DS-2019 to the Exchange Visitor and retains a copy for its records. 5. The Exchange Visitor takes the DS-2019 and WWU letter of invitation to the nearest U.S. Embassy or Consulate to apply for the J-1 visa. 6. The host should instruct the Visitor to report to Richard Bruce, Director, ISSS (MH212), as soon as s/he arrives on campus for official verification of arrival and orientation regarding immigration status.

3 7. The following titles are available for Exchange Visitors at Western. The Visitor s status may or may not include WWU salary: Title WWU employee Nonemployee Volunteer Exchange Artist x x x Exchange Scholar x x x Exchange Instructor x x x Exchange Assistant Professor x x x Exchange Associate Professor x x x Exchange Professor x x x Visiting Scholar / Intern x x 7a. The Exchange Visitor is an employee if s/he is being paid by WWU. In this case, the host must complete a Request for Appointment Opportunity Form (RAOF) for Human Resources. 7b. Exchange Visitors who teach at WWU may be given the title of Exchange Instructor, Exchange Assistant Professor, Exchange Associate Professor, or Exchange Professor. 7c. Exchange Artists and Exchange Scholars may perform a service or engage in professional activities other than teaching. 7d. The Exchange Visitor is a nonemployee if s/he is not paid by Western. S/he may be paid by an outside entity, such as a grant or a home institution. 7e. The Exchange Visitor is a volunteer if the activity in which s/he is will be engaged is unpaid but s/he is performing a service to the University that has been defined by the University. This work is not for the Visitor s home institution or her/his own academic research, scholarship or service. It is brought about by the Visitor s own free choice; s/he receives no wages, and is registered and accepted as a volunteer by Western s Human Resources (HR). In this case, the host must complete a Volunteer Application (VA) on the Visitor s behalf and forward it to Human Resources. 7f. A Visiting Scholar / Intern is an unpaid (nonemployee) graduate student seeking an advanced degree at a university outside the U.S. and doing independent research at WWU for up to one year. Fulbright scholars, and graduate students working under the guidance of a WWU faculty member, are typically given this title. Note: A nonemployee, such as a Fulbright scholar, may present research results to groups on campus without that activity constituting a service to the University. The

4 presentation is considered an extension of the individual s research mandate as defined, for example, by the Fulbright award. 8. and computer accounts are automatic for all paid employees. To obtain an and computer account for a nonemployee or volunteer Visitor, the host must complete the Department Sponsorship of Computer Accounts form available at ATUS. Account and alerts will be different according to the individual s classification as student, staff, faculty, or volunteer. 9. The host may choose to appoint a faculty member to serve as the Visitor s Contact, where appropriate. 10. The host completes and routes a Personnel Action form (with attached vitae, letter of invitation from chair, director, dean, or Provost, and insurance waiver form) through the usual process (chair, dean, HR). This process creates a W-number for the Exchange Visitor. Note: If a PAID Visitor does not have a SSN, s/he must wait about 10 days after arriving in the U.S. for her/his visa status to clear Immigration before applying for a Social Security card. The Visitor will need to obtain a letter of confirmation and instructions for printing out her/his I-94 card from ISSS before applying for a SSN. The letter from the Social Security Administration which acknowledges the application for a Social Security card can be included in the PA packet. When the Visitor receives the actual card, s/he must provide the number to HR. In the case of an UNPAID (volunteer) Visitor or Visiting Scholar / Intern, it is not possible to apply for a SSN# unless it is a requirement of the Visitor s sponsor (ex: Fulbright). 11. To obtain WWU Library privileges, the following information is required: Exchange Visitor s Name W-number address Copy of host/sponsor s letter of invitation Beginning/end date for privileges 12. To obtain a Western Card, the Exchange Visitor must go in person to the Western Card Office after her/his arrival. 13. Viking Dollars may be purchased at Dining Services in Edens Hall 109.

5 14. The Sustainable Transportation Office, VC 25, can provide all Exchange Visitors with information and assistance regarding local and regional travel options. An Employee Bus Pass is available for purchase at the Sustainable Transportation Office for some Exchange Visitors depending on their assigned title. Those Exchange Visitors not eligible for the employee bus pass may purchase a bus pass from Whatcom Transportation Authority (WTA) at the WTA downtown Bellingham station. 15. Hosts and Visitors should refer to the ISSS website (www.wwu.edu/isss) for information on housing, transportation, resources for spouses and children, and other practical matters.

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