• Every visiting faculty/research scholar must have a UIS campus sponsor (faculty member, department, or college).  

• The sponsor is the visitor’s main point of contact and must complete the Request for Procurement of J-1 Exchange Visitor Document DS-2019 form. 
  • The sponsor in the Department/College should plan to work with the visiting faculty/research scholar to secure all the required information (birth date, birth place, etc.) 
• The form must describe the visitor’s proposed research and/or teaching activity in detail. 
  • Note that the research scholar category is not meant to be used for general exposure to US culture and English language study (which can be accommodated through the non-degree student category) 
• The sponsor must provide a signed invitation letter by the sponsor’s Dean/Supervisor.  
• Sponsors are responsible for office space, research assistance, faculty/staff introductions, and campus tours when needed.  
  • Sponsors should request the UIN for the visiting faculty/research scholar prior to their arrival.
  • Upon arrival, sponsor can help the visiting faculty/research scholar request a visitor i-Card.
• Sponsors must provide SAP with a report on the visitor’s activities towards the end of the visiting faculty/scholar's program.
  • Sponsors must also promptly report any concerns or changes to the exchange visitor's program activities.
• Sponsors must report to SAP any serious incidents or controversy involving the J-1 exchange visitor. Examples:
  • Death, disappearance, or serious injury/illness
  • Involvement as a victim or perpetrator of a serious crime
  • Serious behavioral problems or mental health concerns
• Once SAP receives the Request for Procurement of J-1 Exchange Visitor Document DS-2019 form and along with all the required supporting documents, the initial DS2019 form will be issued. The DS2019 form is required for the exchange visitor to apply for a J1 exchange visitor visa.

Visiting faculty who are not US citizens or permanent residents will need to secure J1 visas if they are intending to stay in the US for an extended period of time such as a full semester or academic year, though shorter periods (longer than three weeks) may also fall into these guidelines.

• DS2019 form: SAP will prepare the necessary immigration paperwork for the visiting faculty member or research scholar so that they can apply for the J1 visa in their home country or request a change of status if they are in the USA on another visa.
• Requirements: SAP will need the following to process the request:
  • Documentation proving that the visiting faculty member will be able to support their stay in the USA,
  • Documentation supporting the purpose of their stay at UIS and
  • A UIS faculty member, department, or college who will be sponsoring their visit.
• Financial support can come from support from their government or place of employment, scholarships/grants, support for the sponsoring department/college, or personal funds.
  • Funds must be sufficient to cover living expenses, health insurance and travel at a minimum.
  • If the visiting faculty member or research scholar will be taking classes for credit it will be necessary to demonstrate that additional funds have been allocated for this purpose or that arrangements have been made to have tuition expenses waived.
  • Please note that it will not be possible to have UIS housing costs or health insurance expenses waived.
  • UIS Departments/Colleges planning to provide financial support for visiting faculty members and research scholars will be responsible for arranging the payment of salary or stipend.
• English Proficiency: The US Department of State requires that research scholars entering the USA on J1 exchange visitor visas demonstrate that they have proficiency in English sufficient to conduct their proposed research project.  Departments/Colleges are required to confirm English proficiency of the visiting faculty/research scholar when submitting the request form for each new visiting scholar.

Sponsors will need to complete the procurement form by the following deadlines to give enough time for the visa process.

• Program start date around the fall semester: May 1st
• Start date around spring semester: October 15th

• Valid Passports: Visiting faculty members and research scholars must have valid passports. While in the USA their passports must be valid for at least 6 months into the future.
• Dependents: Visiting faculty/research scholars traveling with family must demonstrate sufficient funds for travel, health insurance, and living expenses.
• Living On-Campus: The visiting faculty member or research scholar will need to apply directly to the UIS Housing Office for on-campus housing by the above dates if they wish to live on campus. Please note that there is no guarantee that space will be available in campus housing. The first priority of the Housing Office is to provide space for enrolled students.
  • If living on campus, will need to submit a copy of their immunization records to the campus Health Service Office prior to or upon arrival on the UIS campus. If records are not in English translations will need to be provided.
    • Information on immunizations.
  • If campus housing is not available, it will be the responsibility of the visiting faculty member or research scholar to secure housing elsewhere.
• Health Insurance: Per US State Department regulations governing Exchange Visitors entering the USA all visitors on J visas and their dependents must secure health insurance prior to or immediately upon entry. The UIS Health Insurance Policy meets this requirement and is the most reasonable option.  This is purchased through the Health Services Office on the UIS campus.  Exchange Visitors must provide proof of insurance to the Study Away Programs within one week of arrival.

The Study Away Programs provides the following services for sponsors and visiting faculty members and research scholars:

• Preparation of DS2019 immigration papers;
• Liaison with the US Dept of State with regard to all immigration matters;
• Assistance with acquiring UIS UINs and IDs, if requested.

SAP does not have funds to support the visiting faculty members and research scholars in other areas.

Visiting international faculty/scholars bringing children of school age are responsible for the following additional expenses:

• School registration fees;
• Breakfast/milk break/lunch fees;
• School supplies.

The fall term for the local school districts begins in mid August. The winter term begins in mid January.

The following forms must be prepared and submitted two weeks prior to the start of the child’s school year/term:

• School registration form;
• proof of residency;
• record release form;
• medical physical examination;
• eye/vision exam;
• immunization records;
• recent school transcript/record;
• proof of health insurance;
• copy of passport;
• confirmation of home language/dialect.

If documents are not in English, translations must be provided.

The visiting faculty member’s or research scholar’s choice of housing location will determine which school district their children will attend.