DS-2019 Request Form Updated 3/27/15

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1 DS-2019 Request Form Updated 3/27/15 Background: The J-1 Exchange Visitor Program The Exchange Visitor Program is managed by the U.S. Department of State. Its purpose is to increase mutual understanding between the people of the United States and people of other countries through educational and cultural exchanges. In the spirit of exchange, it is the program s intent that the visiting scholar s university will also welcome Illinois State faculty or staff for research or teaching programs when possible. The University s Role is a sponsor of the Exchange Visitor Program. This means we have received designation from the U.S. Department of State to host exchange visitors. Immigration Advisors in the Office of International Studies will assist you with the application and document processing necessary to invite and host your scholar. What to consider when inviting a visiting scholar to Before submitting an application, the department should consider the following: Does the research/experience requested by the scholar correspond with the work or experience of current faculty? How will the scholar be funded-through ISU or outside funding? Will the department have someone that can act as the Department Contact for this scholar? If this contact goes on sabbatical or is unable to fulfill his or her duties to the scholar, is there someone who can take over? Will the department be able to take the scholar on cultural excursions or provide socio-cultural experiences for the scholar, while they are here? What benefits do ISU, the department, and the ISU student body receive from having this scholar visit ISU? Responsibilities of the host department while the Visiting Scholar is at Act as liaison between the visitor and the Office of International Studies during the application process Provide the scholar space to work for the duration of their stay Provide the scholar support to conduct research or teach Provide the scholar socio-cultural experiences and exposure to the Bloomington-Normal community as mandated by the Department of State. Provide the visiting scholar with the opportunity to showcase their work done at ISU as a visiting scholar through one of the following mediums (must be done prior to completion of their J-1 program at ISU): o Presentation to peers within the host department o Presentations to classes within the department o Presentation to the English Language Institute Please note that the department is responsible for planning and hosting the event. OISP will cosponsor the event and assist with webcast/podcast of the presentation. Expected Outcomes of the visiting scholar while participating in the Exchange Visitor Program Actively participate in their exchange visitor program and meet any deadlines supplied by the host department Participate in the planned lecture as determined by the host department Participate in any socio-cultural activities planned by the host department Participate in the ISU Visiting Scholar Tumblr page to post notes on successful research items or fun cross-cultural experiences (at the scholar s leisure) Draft a working paper to be published on the OISP Scholars Webpage providing outcomes his/her research and experience at 1

2 DS-2019 Request Form Updated 3/27/15 Process to invite a Visiting Scholar Faculty Connected/Grant Funded Scholars Freelance Scholars (Unsolicited Scholar Apps) 5 Mos. to Meet with ISSS to discuss activities and review application process Begin the DS-2019 Request Form Initial Contact Upon receiving initial interest contact from scholar, ISSS will pass along to department for approval Department should notify ISSS of interest in pursuing partnership with scholar 4-5 Mos. to Coordinate with Prospective Scholar to complete DS-2019 Request Form Submit DS-2019 Request form and all supporting documentation to ISSS Application must be reviewed and approved by the department chair. 5 Mos. to Meet with ISSS to discuss activities and review application process Begin the DS-2019 Request Form 3 Mos. to 2 Mos. to 1 Mo. to ISSS sends Scholar Welcome Packet Visiting Scholar pays $180 SEVIS Fee, $160 Visa Application fee, and any other visa related fees; secures visa appointment at embassy Visiting Scholar receives visa approval Visiting Scholar makes travel and housing arrangments Visiting Scholar confirms arrival, health insurance coverage, and housing arrangments with ISSS Activate ULID Visiting Scholar completes ISSS New Scholar Form Visiting Scholar RSVPs for Scholar Orientation 4-5 Mos. to 3 Mos. to 2 Mos. to 1 mo. to Coordinate with prospective scholar to complete DS-2019 Request Form Submit DS-2019 Request Form and all supporting documentation to ISSS Application reviewed by ISAC Committee ISSS sends Scholar Welcome Packet Visiting Scholar pays $180 SEVIS Fee, $160 Visa Application fee, and any other visa related fees; secures visa appointment at embassy Visiting Scholar receives visa approval Visiting scholar makes travel and housing arrangments Visiting scholar confirms arrival, health insurance coverage, and housing arrangements with ISSS Activate ULID Visiting Scholar completes ISSS New Scholar Form Visiting Scholar RSVP's for Scholar Orientation Attend Visiting Scholar Orientation Obtain Redbird ID card Begin Visiting Scholar Program Attend Visiting Scholar Orientation Obtain Redbird ID card Begin Visiting Scholar Program Deadlines for Freelance Scholars Expected Semester of Application Deadline Scholar Date Program Start Date Fall 2015 April 30, 2015 August 3-6, 2015 August 10, 2015 Spring 2016 September 30, 2015 January 1-4, 2016 January 4, 2016 Summer 2016 January 31, 2016 May, 2-8, 2016 May 9,

3 Visa Categories and Purpose of Visit Purpose of Visit Visa Requirements Require Consultation with OISP To share techniques in a particular field with ISU B-1, WB, J-1 Yes To speak at a conference hosted by ISU B-1, WB, J-1 Yes Collaborate with ISU regarding a particular field J-1 Yes Consult with ISU subject matter experts at no benefit to ISU B-1, WB Yes To conduct research with no benefit to ISU B-1, WB Yes To lecture to ISU students B-1, WB, J-1 Yes To install and train ISU on equipment B-1, WB Yes To consult with business associates as a subcontractor to ISU B-1, WB Yes To participate in a joint research project J-1 Yes To volunteer in a lab at ISU J-1 Yes To attend a scientific, educational, professional, or business B-1, WB Yes convention/conference To negotiate a subcontract award with ISU B-1, WB Yes To visit campus as a prospective student or postdoc B-2, WT Yes Questions? Contact Rachel Webb in the at or Visit our website: Exchange Visitor Program: J-1 Professors and Research Scholars: 3

4 DS-2019 Request Form: Visiting Scholar Section Personal Information Surname (Last): First Name(s): Male Female Date of Birth / / Month / Day / Year City of Birth Country of Citizenship Mailing Address (Where mail from ISU should be sent to you.) Country of Birth Country of Permanent Residence Address Type of College Degree Last Completed Bachelor s Degree Master s Degree Doctoral Degree Please provide the name of the institution where you received your degree: Position in Country of Residence: Professor Researcher Government Official Graduate Student Undergraduate Student Other (please state) Please provide the name of your employer, if applicable: Previous J-1 or J-2 Participation Have you been in J-1 or J-2 status in the United States at any time within the past 24 months? YES NO Under regulations of the United States Department of State, all individuals who enter the U.S. on a J visa are required to have medical insurance for themselves and their dependents for the duration of their program. An insurance policy must meet the following requirements: $100,000 for each illness or accident with a deductible to not exceed $500 per illness or accident $10,000 for medical evacuation $7,500 for repatriation of remains Any pre-existing conditions Meet one of the following requirements: o o o o Underwritten by an insurance corporation having: an A.M Best rating of A+ or above; a McGraw Hill Financial/Standard & Poor s Claims-paying Ability rating of A+ or above; a Weiss Research Inc. rating of B+ or above; a Fitch Ratings, Inc. rating of A+ or above; a Moody s Investor Services rating of A3 or above Be backed by the full faith and credit of the government of the visiting scholar s home government Part of a health benefits program offered on a group basis to employees by the sponsor (ISU employed scholar s only) Offered through or underwritten by a federally qualified Health Maintenance Organization or eligible Competitive Medical Plan as determined by the Centers for Medicare and Medicaid Services of the U.S. Department of Health and Human Services The Visiting Scholar should consult with the Insurance Office to ensure that the coverage that they plan to bring meets or exceeds these requirements prior to arriving in the United States. It is the responsibility of the Visiting Scholar to provide insurance information and policy coverage to the ISU Insurance Office and International Student and Scholar Services. Willful failure to maintain insurance coverage during the program will result in termination of the program. By signing this form, I declare that the information above is accurate and that I will comply with the insurance requirements. (sign here) (Date) 4

5 J-2 Dependent Request Form Dependents who will accompany the scholar also need DS-2019 forms to apply for their visas (J-2). Please check one: The Visitor s immediate family WILL accompany him/her. The Visitor s family WILL ARRIVE AT A LATER DATE. Family s Anticipated Date of : Please indicate the dependent s full name as it appears in his/her passport. Surname/Family Name(s) First/Given Name(s) Middle Name(s) Male Female Date of Birth / / Month / Day / Year City of Birth Country of Citizenship Relationship to Scholar Spouse Child Country of Birth Country of Permanent Residence Please indicate the dependent s full name as it appears in his/her passport. Surname/Family Name(s) First/Given Name(s) Middle Name(s) Male Female Date of Birth / / Month / Day / Year City of Birth Country of Citizenship Relationship to Scholar Spouse Child Country of Birth Country of Permanent Residence Please indicate the dependent s full name as it appears in his/her passport. Surname/Family Name(s) First/Given Name(s) Middle Name(s) Male Female Date of Birth / / Month / Day / Year City of Birth Country of Citizenship Relationship to Scholar Spouse Child Country of Birth Country of Permanent Residence Please provide copies of the biographical page of the passport for each dependent listed above. All dependents must be aged 21 or younger to be eligible for J-2 visas. 5

6 Funding The U.S. Department of State (DOS) requires exchange visitors to have sufficient funds to cover their expenses while here. Proof of funding is needed by International Studies to create immigration forms (DS-2019) and visiting scholars must show this documentation when applying for a visa. Visiting Scholar applicants must have funding in the following amounts: $1,850 per month or $22,200 per year. A J-2 spouse will require an additional $1,200 per month or $14,400 per year. Each child will require at least $600 per month or $7,200 per year. Below is a sample budget that a visiting scholar (with or without dependents) to use as in planning: Visiting Scholar-No Dependents Visiting Scholar and Spouse Rent $750 $1000 $1000 Utilities: Cable, Internet, Electric $300 $300 $300 Essentials: Groceries, Fuel, Toiletries $300 $650 $1000 Health Insurance $300 $500 $500 Miscellaneous: Entertainment, Unexpected Costs $200 $600 $850 Total $1850/month $3,050/month $3650/month Visiting Scholar, Spouse and 1 Child Please note that the host department is not expected to contribute financially. Funding submitted by the scholar should primarily come from sources outside of the scholar s own funds. Please indicate funding sources for this visiting scholar program (check all that apply): The department received government funding to specifically support an international exchange visitor will pay $ per Other organization will pay $ per o Organization Name Scholar will provide personal funds in the amount of $ 6

7 DS-2019 Request Form: Host Department Section Program Specifics Scholar Surname/Family Name: First Name: Date of Birth: Category of Visitor While at ISU: Short Term Scholar Research Scholar Professor Start Date: End Date: Professor/Collaborator in Department: Collaborator Phone: Collaborator Location of Activity and Address: Address Line 2: City: State: Zip Code: Which best describes how you ve come to work with this visiting scholar? Professional Connection Professional Connection-Grant Funded Unsolicited Inquiry Please provide a brief description of program activities for the scholar: Examples of valid activities for each category: Short-Term (min. 1 day-max. 6 months): Visiting scholar will collaborate with faculty/attend seminars/lecture/teach in field. Research (min. 3 weeks-max. 5 years): Visiting scholar will conduct research in the field of. Professor (min. 3 weeks-max. 5 years): Visiting scholar will primarily teach (and will also conduct research) in the field of. Please provide a list of cross-cultural activities in which the scholar will be expected to participate: 7

8 English Proficiency Scholars must be proficient in the English language in order to be accepted as a visiting scholar as per the Federal regulations. The host department is responsible for confirming this information. As of January 1, 2015 the Federal Regulations state that proficiency in the English language must be provided by, an objective measurement of English language proficiency to successfully participate in his/her program and to function on a day-to-day basis [22 CFR 62.11(a)(2)]. The requirement can be met in one of four ways: 1) Native Language is English; 2) Interview of the scholar; 3) TOEFL or other recognized language test; or 4) Written verification from an English instructor/program Please answer the following: 1) Does the scholar have citizenship or legal permanent residence in a country whose primary language is English? Yes No 2) Does the scholar have a degree where the primary language of instruction is English? Please have the scholar provide a signed letter from the academic institution stating the dates of enrollment and affirming the scholar has at least intermediate level skills. A transcript will be accepted in lieu of a letter. Letters must be no more than 2 years old. Yes No 3) Does the scholar have a passing score from TOEFL (79 or higher) or IELTS (6.5 minimum band)? Please have the scholar provide proof of TOEFL or IELTS. Results must be no more than 5 years old. Yes No If you answered no to all of the questions above, the application must have either: A. The Scholar provide a signed letter or transcript from an English language school stating the dates of the scholar s attendance and verifying the scholar achieved at least intermediate level skills. B. The Host Department complete the Visiting Scholar English Proficiency Form below. Visiting Scholar English Proficiency Form The Host Department should use this form when evaluating the scholar s English language proficiency via a Skype or phone interview. This form should be completed along with the remainder of the Visiting Scholar Application. No DS-2019 will be issued until ISSS receives proof of English proficiency. Date of Interview: Name/Title of Interviewer: Relationship of Interviewer to Visiting Scholar: A Representative of the Department Scholar s supervisor Interview Method: Skype Phone Please rate the scholar s English proficiency in the following areas: Please note, if the proficiency is poor in both categories the department should seek accommodations to assist the scholar (i.e. translator, etc.) for the duration of their program. Listening/Comprehension: Excellent Good Adequate Poor Speaking: Excellent Good Adequate Poor Please provide a summary of your conversation: Name of Interviewer: Signature: Date: 8

9 Host Department s Verification As the Department Sponsor of this Exchange Visitor, we confirm that: 1. The scholar s program of research/teaching is consistent with his/her professional background and experience; 2. S/he has sufficient proficiency in the English language to participate in the program; 3. We will notify the immediately regarding any changes to the terms/conditions of the scholar s program (including employment or payment not listed on the DS-2019 and early completion of their program). 4. We will provide adequate office space and support to the visiting scholar for the duration of their program at ISU. 5. The J-1 visa program will not be used for tenure-track or tenured faculty appointments. Signature of ISU Host: Signature Print Name Date (Month/Day/Year) Department Name, Address, and Phone Number Approval Signature of Department Chairperson/ Director/Executive Director: I have reviewed and understand the information provided here about the proposed activities of the visiting foreign scholar and have spoken with the faculty member(s) in my department who will host the scholar. I hereby give my approval for the scholar s program in my department: Signature Print Name Date(Month/Day/Year) Department Name, Address, and Phone Number Approval Signature of the Dean I have reviewed and understand the information provided here about the proposed activities of the visiting foreign scholar and have spoken with the faculty member(s) in my department who will host the scholar. I hereby give my approval for the scholar s program in my department: Signature Print Name Date(Month/Day/Year) College Name, Address, and Phone Number 9

10 Required Documentation Required for ALL requests: Invitation from Department to Scholar-must cover specific dates o Visiting Researcher or Scholar Agreement; or o ISU Offer Letter Proof of Funding Proof of Language Proficiency DS-2019 Request Form Biographical Page of Passport CV or Resume of Scholar If Visiting Scholar previously held or currently holds J-1 Status: Copies of current and all previous DS-2019s If Visiting Scholar transferring J-1 SEVIS record from another US Institution: J-1 Transfer In Form If Visiting Scholar will bring J-2 Dependents: J-2 Dependent Request Form Biographical Page of Passport for all dependents listed on request form 1 0

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