Roles & Responsibilities for Hosting J-1 Scholars
Faculty/Staff Host Coordinator's Responsibilities
Understands:
- The Host Coordinator serves as the single point of contact during the proposal process and is responsible for liaising with others in their department or area to whom they may have delegated responsibility.
- University approval is contingent upon both the immigration status of the individual and approval by the academic department/area in which engagement is proposed.
- Approval of international visitors requires engagement from a myriad of departments at SCU and the people who should be involved include:
- International Students and Scholars (scholars@scu.edu)
- Dean’s Office (if hosted within School/College)
- Personnel Specialist in the Provost’s Office
The Host Coordinator Will:
- Submit the SCU International Visitor Proposal to the Global Engagement Office at scholars@scu.edu by the J-1 Scholar deadlines, prior to requesting an Appointment Letter, if relevant.
- Verify details in the Global Visitor Invitation Letter drafted by the Global Engagement Office, secure the signature of the Dean/Head of Department on the Global Visitor Invitation Letters and distribute in keeping with protocols for international visitors.
- Provide complete/accurate account string to the Global Engagement Office to enable the University to FedEx immigration documentation (DS-2019) to the Scholar
- Arrange for the international visitor’s physical work space on campus
- Advise the international visitor to about SCU and the local area
- Advise the international visitor on aligning travel dates to coincide with the academic term(s) at SCU
- Advise the international visitor on international travel arrangements
- Advise the international visitor about housing while at SCU
- Assist the international visitor in finding local housing
- Assist the international visitor in enrolling his/her children in local school(s), if relevant
- Advise the international visitor about US academic culture and expectations
- Provide professional and academic opportunities for the international visitor such as: involving the international visitor in department meetings and events, creating opportunities to present research on campus, etc.
- Provide airport welcome for the international visitor or arrange transportation for the international visitor to/from the airport
- Arrange for the international visitor to obtain an SCU Access Card, if relevant
- Arrange for the international visitor to obtain an SCU email account
- Arrange for the international visitor to obtain SCU library access
- Serve as the point-person to advisor the international visitor on both personal and professional engagement while at SCU
- Proactively notify the International Scholar Program at scholars@scu.edu with any changes to the international visitor’s academic program including arrival/departure dates, change in daily activities or changes to future plans.
Information that Host Coordinators Should Provide to Scholars
Arrival and Mandatory Orientation
All J-1 Scholars are strongly encouraged to take advantage of the time allowed by the US government and arrive in the US 30 days prior to the start of the their program. Scholars must arrive prior to the start of the academic term and orientation is mandatory.
| Arrival | 2020 - 21 Orientation | 2021 - 22 Orientation |
| Fall Semester/Quarter | ||
| Winter Quarter/Spring Semester | ||
| Spring Quarter | ||
| Summer |
Providing Working Space on Campus
It is the expectation of the US Department of State that J-1 Scholars are integrated into the academic community. Since J-1 Scholars are under the control and immigration sponsorship of SCU, they must be provided a workspace on-campus; they should not be expected to work exclusively off-campus. J-1 Scholars do not need to be provided a private office. Some SCU departments, for example, assign the scholar they are hosting a dedicated carol in the library, or a dedicated lab space.
Mandatory Insurance
All J-1 Exchange Visitors and their J-2 dependents are required by the federal government to maintain qualified health insurance coverage for the entire duration of their stay in the U.S. Santa Clara University requires that all SCU sponsored J-1 participants, and their J-2 dependents, purchase the Gallagher International Students and Scholars Insurance - Silver Plan. This plan meets all U.S. government, University and Affordable Care Act requirements. This insurance is mandatory; there is no waiver or appeal. Once your immigration sponsorship documents have been issued, scholars will receive more information on how to enroll in this required insurance plan. It is the personal responsibility of all J-1 participants to ensure they are in compliance with state, federal and University rules regarding insurance coverage.
Invitation Letters
What is an Invitation Letter?
The Invitation Letter is the formal document inviting a qualified international professor or researcher to come to the U.S. under the sponsorship of Santa Clara University’s J-1 Exchange Visitor Program. Invitation Letters may not be issued without the approval of the Global Engagement Office.
What is the process for drafting an Invitation Letter?
The letters are drafted by the Global Engagement Office using a template that meets immigration requirements and which has been approved by Legal Counsel and Risk Management. The template is customized by the Global Engagement Office based on the information on the Request to Host a J-1 Scholar form.
Who signs the Invitation Letter?
This letter is signed by the Dean of the Hosting School. Since it is an Invitation rather than an Offer, the letter does not require any countersignature by the J-1 Scholar.
I like the drafted letter, but I want to make some changes – can I just go ahead and do that?
Unfortunately, no. The template of the letter has gone through extensive drafting and review. If you believe a change is required, please contact the International Student & Scholar Advisor in GEO.
How does and “Invitation Letter” differ from the “Offer Letter” or “Appointment Letter” we used to issue?
“Offer Letters” are typically issued by Human Resources to extend an employment offer. “Appointment Letters” are issued with the oversight and approval of the Provost to convey academic/teaching appointments. If the prospective J-1 Scholar will be receiving payment from SCU or has any teaching responsibilities you must disclose this on the Request to Host a J-1 Scholar form so that the Global Engagement office can work with the other offices on campus to secure any required approval prior to the Invitation Letter being issued.
We do not have any office space to provide to the visiting J-1 Scholar – do we have to do this?
It is the expectation of the US Department of State that J-1 Scholars are integrated into the academic community. Since J-1 Scholars are under the control and immigration sponsorship of SCU, they must be provided a workspace on-campus; they should not be expected to work exclusively off-campus. J-1 Scholars do not need to be provided a private office.
The Invitation Letter has been signed by the Dean – what happens next?
As soon as possible, a scanned copy of the letter should be provided to the J-1 Scholar via email. The email should include the International Student & Scholar Advisor and any other person included in the CC line of the Invitation Letter. Once this email goes out, the International Student & Scholar Advisor will begin the immigration process with the J-1 Scholar. The Original signed Invitation Letter should be forwarded via intercampus mail to the International Student & Scholar Advisor in Global Engagement Office to be included in the package containing all other original documents required for visa application abroad.