In order for International Student and Scholar Services (ISSS) of the International Programs Center (IPC) to issue a DS-2019 form “Certificate of Eligibility for Exchange Visitor (J-1)”, the following procedures need to be completed. The respective UNCG sponsoring faculty/department needs to begin the invitation process 90 days prior to the intended start date of the J-1 program. Beginning the process early is important since consular/visa security clearance may delay visa approval due to such circumstances as a name check, country of citizenship or sensitive area of research.
PART 1: STEPS FOR THE SPONSORING FACULTY/DEPARTMENT AND VISITING SCHOLAR
(All steps to be initiated by the Hosting Department/College or School.)
Sponsoring Faculty/DepartmentNOTE: International visiting scholars paid by the University through grants or other external funds must contact the UNCG Office of Contracts and Grants for further information and requirements.
1. Discuss your interest in inviting the visiting scholar with your Associate Dean of Research. Address issues such as department/college policies for visiting scholars, involvement of grant funding, other resources, import/export control issues, etc.
2. If the visiting scholar will be paid by the University, the hosting sponsoring faculty/Department confirms that the position is EPA and a position number has been assigned. If not, contact the Provost’s Office to create the position. Paid positions require additional position documentation as outlined on the Provost’s HR website: http://provost.uncg.edu/Academic/EPA_Personnel/forms/.Requests to Invited Visiting Scholar from Faculty/Department
3. The hosting department chair provides a letter to the Dean requesting the visiting scholar appointment, indicating whether the appointment is paid or unpaid and including the sponsoring faculty member’s name. Sample memo available.
4. The sponsoring faculty member/Department completes the IPC “Visiting Scholar DS-2019 Data Form, Part A - Department Request and Verification” (located at http://www.uncg.edu/ipg/j1scholardataparta.pdf).
5. The sponsoring faculty/Department completes the PD-7 “Personal Action Form” (located on the Provost’s Human Resources webpage at https://provost.uncg.edu/secure/epa/pd7.asp).
6. *If applicable, the sponsoring faculty/Department completes the “Phone Verification of Credentials” process (located at https://provost.uncg.edu/secure/epa/epa_phone.asp).
7. Sponsoring faculty/Department faxes or sends by email to the scholar the following forms and instructions for completion and signature. Forms should be returned to the faculty/department:
- The “J-1 Scholar Request Form, Part B Scholar Profile” to the visiting scholar (located at http://www.uncg.edu/ipg/j1scholarrequestpartb.pdf)
- “Insurance Attestation Form” (located at http://www.uncg.edu/ipg/insurattestationform.pdf)
- PD-7a “Personal Action Form” (located at https://provost.uncg.edu/secure/epa/pd7a.asp)
- “EPA Background Check Authorization Form” (located at https://provost.uncg.edu/secure/backgroundcheck/BackgroundCheck.aspx)
- Certification Form (located at https://provost.uncg.edu/secure/epa/Certification.asp)
- *If applicable, request for academic transcripts and phone verification of credentials (located at https://provost.uncg.edu/secure/epa/epa_phone.asp)
8. Sponsoring faculty/Department requests the following copies (including for dependents if applicable) from the visiting scholar to be faxed or emailed to the department.
*Request for official academic transcripts from all post-secondary education institutions attended and phone verification of credentials is required only for those international visiting scholars who will be paid by and/or teaching at UNCG. Therefore, many scholars in the categories of Short-Term Scholar and Research Scholar will not need to complete this step since they will only be conducting research.
- A copy of the scholar’s biographical page of the passport
- A copy of the scholar’s curriculum vitae (CV) or resume
- Proof of financial support (i.e. letter from the sponsoring department stating the amount available from the department; or letter from the home institution verifying financial support of the scholar for sabbatical leave; or a letter from the home government verifying financial sponsorship; or verification of personal financial support; or a combination thereof). Appropriate levels of financial proof are outlined at http://www.uncg.edu/ipg/funding.html.
9. The Dean provides a letter of request for a visiting scholar appointment to the Provost’s Office. Sample letters are available. The Dean submits this letter along with the following documents in steps 4, 5 and 6 above to the Provost’s Office.
If the visiting scholar is to be appointed for the summer term, the request for appointment may need to go through the Office of Continual Learning for appointment. Please contact the Provost’s Office for confirmation.
- PD-7 “Personal Action Form”
- PD-7a “Personal Action Form”
- EPA Background Check Authorization Form
- Certification Form
- Official transcripts (if required as outlined in #s 6 and 7 above)
- Phone Verification of Credentials form (if required as outlined in #s 6 and 7 above)
- Visiting Scholar DS-2019 Data Form, Parts A and B
- Insurance Attestation Form
- Biographical page(s) of passport and CV or resume
- Appropriate funding documentation if not financially sponsored by UNCNOTE: Please follow up with the Provost’s Office, Andrea Whitley, to ensure appointment request paperwork has been received and for status updates.
10. Send duplicate copies of all documents mentioned in #13 above to the International Programs Center, Attention Michael Elliott (x45406 fax or firstname.lastname@example.org). If in an electronic format (scanned), you may submit to the digital drop box in Blackboard organization “IPC Inviting International Scholars to UNCG.”
Upon Receiving the Provost’s Appointment, IPC Will Do the Following:
1. Issue a DS-2019 form “Certificate of Eligibility for Exchange Visitor (J-1)”;
2. Issue a welcome letter to accompany the original letter of appointment (which will be sent to the IPC from the Provost’s Office), DS-2019 form and a brochure from the Department of State with insurance information;
3. Contact the scholar to confirm mailing address and to ensure delivery of DS-2019
package if the IPC is sending;
4. Maintain communication with scholar via e-mail to confirm issuance of visitor’s J-1
Upon the Scholar’s Arrival
1. The scholar will check in at IPC, whose staff will conduct the required New Scholar Orientation to discuss maintenance of immigration status issues and provide information about IPC services and programs;
2. Scholar will complete “Personal Data Sheet for Scholars” and copies of appropriate documents will be made, including a copy of form “Post-Employment Personnel Data Form PD-7a.” provided by the hosting department.
Throughout the Stay of the Scholar
1. IPC is responsible for maintaining the scholar's current U.S. physical address in the SEVIS database;
2. The hosting department will help IPC collect current contact information for scholar (e-mail and physical address);
3. The hosting department will supervise the scholar while his/her stay in the U.S., and will report to the IPC the termination and/or departure of the scholar from the University.
4. IPC will provide cultural and social activities for the scholar throughout the year.