VISITING SCHOLARS

THE J-1 EXCHANGE VISITOR PROGRAM

The J-1 Exchange Visitor Program is administered by the U.S. Department of State to foster global understanding through educational and cultural exchanges. The University of Akron is authorized to host Exchange Visitors in the following categories: Short-Term Scholar, Professor, Research Scholar, and Student. The Exchange Visitor must intend to return home upon completion of the educational objective. For more information, see j1visa.state.gov.

Before requesting a DS-2019 to invite a J-1 scholar to your department, please familiarize yourself with the Host Department Responsibilities below.

Contact the International Center at 330-972-6349 if you have any questions.


VISITING SCHOLARS PROGRAM CATEGORIES

CategoryPrimary Activity at UADuration of Stay
Professor An individual whose primary purpose is teaching, lecturing, observing, or consulting on a non-tenure track appointment. Participation in departmental research is permitted. 5 years maximum, including time spent at another institution in J-1 status.

Individuals who have had J-1 or J-2 status (e.g., Student) longer than six months within the past 12 months are ineligible for the Professor or Research Scholar categories, unless the individual was a Short-Term Scholar.

Individuals in J-1 or J-2 status in the Professor or Research Scholar category within the past 24 months are ineligible for a new Professor or Research Scholar program.
Research Scholar An individual whose primary purpose is conducting research, observing, or consulting in connection with a research project under the supervision of UA faculty. A research scholar also may teach or lecture. 5 years maximum, including time spent at another institution in J-1 status.

Individuals who have had J-1 or J-2 status (e.g., Student) longer than six months within the past 12 months are ineligible for the Professor or Research Scholar categories, unless the individual was a Short-Term Scholar.

Individuals in J-1 or J-2 status in the Professor or Research Scholar category within the past 24 months are ineligible for a new Professor or Research Scholar program.
Short-Term Scholar An individual who is a professor, research scholar, or person with similar education or accomplishments who enters for a short-term visit for the purpose of lecturing, observing, consulting, training, or demonstrating special skills. 6 months maximum. No extension of stay beyond 6 months.

HOST DEPARTMENT RESPONSIBILITIES

1.

  • Submit the request to the International Center 3 months in advance, but no later than 6 weeks in advance of the program start date. We will do our best to accommodate and expedite requests made within a shorter time frame, but the scholar may face delays with visa issuance and/or travel arrangements.
  • If the scholar will be receiving a salary or stipend from UA, make the necessary arrangements with Human Resources and/or the Controller's office.
    • NOTE: Do not submit a J-1 request to the International Center until the PAF has received all necessary approvals and Human Resources has indicated to move forward with the hire.
  • If the scholar is self-funded, you must still complete a PAF so the scholar can be assigned an Employee ID number and UANet ID.
  • Determine that the scholar has the appropriate academic credentials (including English language proficiency) to benefit from their stay at UA.
    • If the individual does not have at least a bachelor's degree in a related field, they do not qualify to come as a J-1 scholar.
  • Ensure that the J-1 scholar does not begin working at UA or receive compensation from UA until the program start date on his or her DS-2019.

2.

  • When the scholar arrives, ensure that he or she appears in person at the International Center with immigration documents and proof of health insurance.
    • This should occur as soon as possible, but no later than 30 days after the program start date on the DS-2019.
  • Encourage the J-1 scholar to participate in opportunities for cultural exchange, not only academic activities.
  • Recognize that the scholar may need assistance with transportation, finding housing, opening a bank account, obtaining a driver's license, and enrolling school-age children in local schools.

3.

  • Notify the International Center immediately if:
    • The scholar will be arriving after the program start date listed on the DS-2019;
    • The scholar has decided not to come to The University of Akron;
    • The department intends to terminate the scholar’s program; and/or
    • The scholar is departing.
  • Request approval from the International Center before the J-1 scholar:
    • Changes job duties or departments within UA;
    • Conducts activities at a site other than the primary site listed on the DS-2019;
    • Changes supervisors; and/or
    • Participates in off-campus lecture or consultation for which he or she will receive remuneration.
  • If the department wishes to extend the J-1 scholar’s program, submit an extension request and required supporting documentation at least 2 weeks prior to the program end date on the DS-2019.
    • In addition, the scholar will be required to provide proof of health insurance (in advance) for the entire period of the extension.
  • Report to the International Center within 24 hours any incident specified on this document: J-1 Exchange Visitor Program: Academic and Government Category Incident Reporting Rubric.

INVITATION LETTER GUIDELINES

Your invitation letter to the J-1 scholar must include all of the following information:

  • Employer name and address;
  • Dates of the position;
  • Job duties;
  • Number of hours per week the scholar is expected to engage in the research/scholarly activities;
  • Wages from UA:
    • If the scholar will not be receiving wages from UA, indicate how the scholar will be funded
      • – e.g., by their home university or government, a grant, personal funds, etc.; and
  • Other compensation and benefits:
    • Such as access to UA libraries, labs, etc.
    • If the scholar and their dependents are eligible for UA health insurance.

FORMS


INFORMATION FOR INCOMING SCHOLARS