International Space Education Board (ISEB) 2013 NASA Academy Process - ARC

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1 International Space Education Board (ISEB) 2013 NASA Academy Process - ARC

2 Table of Contents TIMELINE NASA ACADEMY SUMMER ARC... 2 APPLICATION PROCESS NASA ARC... 4 APPLICATION & SELECTION PROCESS ISEB PARTNERS... 4 SELECTION PROCESS NASA... 4 NOTIFYING PARTNERS... 4 VRA PROCESS... 4 COURSE SYLLABUS & LOGISTICS DETAILS... 5 VISA PROCESS GENERAL... 5 MISC POINTS OF CONTACT... 6 v. 1/16/2013 1

.. 4 SELECTION PROCESS NASA... 4 NOTIFYING PARTNERS... 4 VRA PROCESS.

3 TIMELINE NASA ACADEMY SUMMER ARC February [ISEB Partners] 21 [NASA-ARC] Send NASA ISEB student nominations. [ to: [email protected]] Invoice JAXA in February so that it aligns with their fiscal year. Payment will be received in March. March [NASA-HQ/OIIR + ARC] Complete student selection/mentor matching process. 5 [NASA-HQ/OIIR] 5 [NASA-HQ/OIIR] Notify partners of student selections and include cost projections for student participation. Begin VRA process work with ISEB Partners on confirming draft language and concurrence through their legal department as well before NASA signature. April [ISEB Partners] Notify students selected. 9 [NASA-HQ/OIIR] Completed VRAs with NASA internal concurrence. 13 [ISEB Partners] Concurrence letters from Partners on individual agency letterhead received by NASA, bringing VRA to an official closure. 13 [ISEB Partners] Initiate funding process for each student. 20 [ISEB Partners] Send NASA proof of student insurance, funding, copy of passport, etc. 23 [NASA-HQ/OIIR] Issue and send DS-2019 to students, as it applies. 30 [ISEB Partners] Students should schedule an appointment at the U.S. Embassy, for a visa interview. Must have DS-2019 in hand so schedule appropriately. Work on travel logistics for/with student (flights, etc.) May [NASA ARC] Payment for each student must be received by this date. Please confirm receipt with HQ-OIIR POCs. v. 1/16/2013 2

5 [NASA-HQ/OIIR] 5 [NASA-HQ/OIIR] Notify partners of student selections and include cost projections for student participation.

4 21 [NASA ARC] Finalize logistics details for student (i.e. transportation to/from airport, etc.) June Aeronautics Academy begins at ARC (June 10 Aug 17) 17 Space Academy begins at ARC (June 17 Aug 24) v. 1/16/2013 3

) June 2013 10 Aeronautics Academy begins at ARC (June

5 APPLICATION PROCESS NASA ARC The Office of International and Interagency Relations (OIIR) Lead for Education, at NASA HQ, works with the participating centers points of contact to see how many students they are able to host for the coming summer term. A final decision should be made by late September so that during bilateral meetings during the IAC, the Associate Administrator, or the most senior NASA education representative at the IAC can make an announcement to the ISEB Partners. APPLICATION & SELECTION PROCESS ISEB PARTNERS The OIIR Education Lead sends a note to the ISEB Partners outlining the specs for the Academy, the number of students that will be accepted for that term, and the timeline of deliverables. SELECTION PROCESS NASA Each ISEB Partner has a different method for selecting students in their country. Once they ve submitted their top candidates, NASA will begin the matching process. This should be done by March 4, NOTIFYING PARTNERS The Education Lead from NASA-HQ/OIIR will draft and send an electronic message to all ISEB Partner points of contact letting them know the results of the NASA selection process. The note will include NASA points of contact that should be copied on all correspondence. This must be completed by March 5 th. Immediately following, the ISEB Partners should notify the chosen students. VRA PROCESS Once the student selection process has been completed by NASA, a Visiting Researcher Agreement (VRA) must be drafted for each student. The NASA VRA is negotiated with the partner organization, not the individual student. The language of each will vary slightly depending on the country/iseb partner agency the student is from; for some of these there is already negotiated language that must be used in the VRA. v. 1/16/2013 4

A final decision should be made by late September so that during bilateral meetings during the IAC, the Associate Administrator, or the most senior NASA education representative at the IAC can make

6 There are two types of VRAs: those that provide for NASA to sponsor a J-1 visa and those that will not because either the visa is being sponsored by another entity or the student is already here on another visa. J-1 Visa: All VRAs for the NASA Academy requiring a NASA-sponsored J-1 visa will be drafted by the HQ-OIIR/ECLID Division Lead. Non-J-1 Visa: All VRAs that do not require a NASA-sponsored J-1 visa will be drafted by the Education Lead at HQ-OIIR. Once the VRA is drafted and goes through the concurrence process, NASA will send the draft to the partner for the ok before getting a final, internal, signature. NASA will need an official letter from the foreign organization stating they agree to the terms and conditions of the NASA VRA. The student will also need to prove he/she has health insurance and the financial resources to live in the U.S. during the term. This must be completed by April 13, COURSE SYLLABUS & LOGISTICS DETAILS Each NASA Academy Center will draft a syllabus of what their program will include: What group projects the students will be working on; What paperwork if any they need from the student; Outline who the points of contact at the Center and the full contact information; Directions to the housing facilities; Any campus information that is pertinent (i.e. transportation within, food, ATM locations, include Center map, etc.) Tours, lectures or other program activities VISA PROCESS GENERAL After the VRA has been successfully executed, if a NASA-sponsored J-1 visa is involved, NASA will need some additional data from the partner organization before processing the DS The Form DS-2019 or Certificate of Eligibility for Exchange Visitor (J-1) Status is the basic document used in the administration of the NASA J-1 exchange visitor program. The form permits a prospective exchange visitor to seek an interview at the U.S. embassy or consulate in order to obtain a NASA-sponsored J-1 visa to enter the U.S. Please note, there is often a two-year home country requirement associated with this visa, which requires the researcher returns to his/her home country after their time in the U.S. has ended. Before NASA processes the DS-2019, we will need: A letter from the partner organization on official letterhead stating they agree to the terms and conditions of the NASA VRA (April 13, 2013) Proof of health insurance while in the U.S. v. 1/16/2013 5

Non-J-1 Visa: All VRAs that do not require a NASA-sponsored J-1 visa will be drafted by the Education Lead at HQ-OIIR.

7 Proof of financial resources to live while in the U.S. After receiving this information, NASA will send the DS-2019 package to the visiting researcher. The visiting researcher will then schedule his/her interview at the local U.S. embassy or consulate. If the interview goes well, the visiting researcher will be granted a J-1 Visa. MISC. All correspondence with the selected student prior to arrival should cc the pertinent ISEB Partner points of contact so that they can be aware of what is going on and help with communication. POINTS OF CONTACT HQ-OIIR Lead [email protected]; HQ-OIIR J-1 Visa Alternate Responsible Officer [email protected]; Office of Education HQ: [email protected] ARC NASA Academy Lead [email protected]; ISEB: CSA: [email protected] CNES: [email protected] ; [email protected] ESA: [email protected]; [email protected]; [email protected] JAXA: [email protected]; [email protected] VSSEC: [email protected] v. 1/16/2013 6

All correspondence with the selected student prior to arrival should cc the pertinent ISEB Partner points of contact so that they can be aware of what is going on and help with communication.

J-1 Exchange Visitors

THE UNIVERSITY OF TEXAS AT EL PASO J-1 Exchange Visitors INSTRUCTIONS & APPLICATION INFORMATION / UTEP DEPARTMENTS 2014-2015 WHAT IS A J-1 EXCHANGE VISITOR? The J-1 visa is used for foreign national exchange