Department Guideslines for Hosting Visiting International Scholars

The Center for International Education encourages departments to host visiting international scholars who wish to teach, observe, or conduct research at UW-Eau Claire.

The following list can help you as you prepare for your visiting scholar.

The appropriate visa must be considered for your visiting scholar. Contact Mary Casey in Human Resources to determine an appropriate visa.

If Human Resources determines a B visa is appropriate, send your visiting scholar a letter of invitation including the dates, location, department, and all related information about the visit.

If Human Resources determines a J visa is appropriate, you will be working closely with the Center for International Education. Please see the procedures for J visa issuance outlined below.

Procedures for J visa issuance:

1. Immediately contact the Center for International Education to talk to an International Adviser about your scholar's visit.
2. The visiting scholar and/or hosting department must provide the following to the Center for International Education:
   
   
   1. Questionnaire of required information to create the DS-2019 document for the United States consulate. The International Adviser will send the questionnaire to the scholar once you inform the CIE of the scholar's upcoming visit.
   2. Letter of invitation from the hosting department
   3. Contract from Human Resources, or volunteer letter from the hosting department
   4. Proof of finances for the duration of the scholar's visit
   5. Proof of health, repatriation, and evacuation insurance which meets the Department of State guidelines. The CIE facilitates an insurance policy that meets Department of State guidelines that scholars may purchase on arrival.
   6. Proof of finances and insurance for all dependents
      
      
3. When the visiting scholar arrives the hosting department must ensure the scholar and all dependents make an appointment and visit the Center for International Education within 2 weeks of arrival. The scholar (and all dependents) must come in person and bring the original and one set of photocopies of the following:
   
   
   1. Passport
   2. Visa
   3. I-94 card (little white card stapled in passport)
   4. DS-2019
   5. Insurance and financial documents

Departmental responsibilities in preparing for visiting scholar:

1. Arrange office space and computer access
2. Create contacts within your department for the visiting scholar
3. Arrange living accommodations for scholar and dependents
4. Schedule a meeting (immigration check-in) with an international adviser for your scholar within the first two weeks of arrival
5. If the scholar is receiving benefits, make an appointment with Sue Pettis in Human Resources for a benefits orientation

Departmental responsibilities once scholar has arrived:

1. Meet the scholar upon arrival to Eau Claire
2. Provide welcome and transportation for the scholar for the first few days
3. Provide orientation to UWEC and your department
4. Take scholar to Human Resources for benefits orientation
5. Obtain a Blugold card with your scholar
6. Take scholar to the Center for International Education for immigration check-in

We look forward in helping you and your visiting scholar have a positive experience. Sometimes the visa process can look daunting and we would like to help in every way. Please do not hesitate to contact us with questions or concerns.