Faculty/Staff Host Responsibilities
The Faculty/Staff Host Understands:
- They serve as the single point of contact during the proposal process and are 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:
- Global Engagement (scholars@scu.edu)
- Dean’s Office (if hosted within School/College)
- Personnel Specialist in the Provost’s Office, if applicable
The Faculty/Staff Host will:
- Obtain approval from their departmental leadership before initiating the scholar process.
- Submit the online SCU International Visitor Proposal to Global Engagement to initiate the scholar process at least 10 weeks prior to the J-1 Scholar's intended program start date.
- Arrange for the J-1 Scholar’s office or physical work space on campus. Note that work space can be shared and that this is a requirement for immigration sponsorship.
- Advise the J-1 Scholar about SCU and the local area.
- Advise the J-1 Scholar on international travel arrangements such as local airports and transportation to campus.
- Assist the J-1 Scholar in finding local housing.
- Assist the J-1 Scholar in enrolling their children in local school(s), if relevant.
- Advise the J-1 Scholar about U.S. academic and professional culture and communications.
- Provide professional and academic opportunities for the J-1 Scholar such as:
- involving the J-1 Scholar in department meetings and events
- creating opportunities to present research on campus
- Provide airport welcome for the J-1 Scholar or arrange transportation for the J-1 Scholar to/from the airport.
- Arrange for the J-1 Scholar to obtain an SCU Access Card.
- Arrange for the J-1 Scholar to obtain an SCU email account.
- Arrange for the J-1 Scholar to obtain SCU library access.
- Serve as the point-person to advise the J-1 Scholar on both personal and professional engagement while at SCU.
- Advise the J-1 Scholar that they are strongly encouraged to take advantage of the time allowed by the U.S. government and arrive in the U.S. 30 days prior to the start of their program.
- Advise the J-1 Scholar that they must arrive by the start of their program or work with Global Engagement to defer the program.
- Advise the J-1 Scholar that they must complete a mandatory immigration orientation program as scheduled by Global Engagement.
- Advise the J-1 Scholar that the U.S. federal government requires them to maintain U.S. insurance that meets requirements and that this may not be waived.
- Advise the J-1 Scholar whether the department will pay for the required U.S. insurance or whether this is the responsibility of the J-1 Scholar.
- Proactively notify Global Engagement at scholars@scu.edu with any changes to the J-1 Scholar’s academic program including arrival/departure dates, change in daily activities, or changes to future plans. Failure to do this may jeopardize the immigration status of the J-1 Scholar and the ability of the department to host J-1 scholars in the future.
- Provide J-1 Scholars with SCU’s requirements for immigration sponsorship including:
I understand that if I have questions about hosting at J-1 Scholar I will email scholars@scu.edu.
Deadlines
The International Visitor Proposal must be submitted at least 10 weeks prior to the intended start date of the J-1 Scholar. This timeline is designed to allow for SCU administrative processes as well as visa processing for the J-1 scholar. Please note that visa appointment wait times vary by location so additional time may be required.
In-Person Orientation for J-1 Scholars
| Term | In-Person Orientation 2023-24 |
|---|---|
| Fall Semester/Quarter | September 8, 2023 |
| Winter Quarter/Spring Semester | January 11, 2024 |
| Spring Quarter | April 12, 2024 |
| Summer | June 28, 2024 |
An online orientation option will be provided for J-1 Scholars in situations where program dates do not align with planned orientations.
Providing Working Space on Campus
It is the expectation of the U.S. Department of State that J-1 Scholars are integrated into the academic community. Since J-1 Scholars are under the immigration sponsorship of SCU, they must be provided an office or workspace on-campus and 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 Scholars, and their J-2 dependents, provide documentation of sufficient insurance. It is the personal responsibility of all J-1 Scholars to ensure they are in compliance with state, federal, and University rules regarding insurance coverage. Minimum mandatory insurance requirements are available on our Insurance Requirements for J-1 Scholars page.
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 must be prepared by Global Engagement.
What is the process for drafting an Invitation Letter?
The letters are drafted by Global Engagement using a template that meets immigration requirements and has been approved by Legal Counsel and Risk Management. The template is customized by Global Engagement based on the information on the International Visitor Proposal.
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 Director of International Students and Scholars in Global Engagement (scholars@scu.edu).
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 International Visitor Proposal so that Global Engagement can work with other offices on campus to secure any required approval. In cases where the J-1 Scholar is a university employee the Offer Letter or Appointment Letter may be used in place of an Invitation Letter.
My Scholar is Requesting a Letter Prior to the Invitation Letter- can we do this?
If a prospective J-1 Scholar needs a letter prior to the Invitation Letter, for example to apply for funding, Global Engagement has a template. Contact scholars@scu.edu to request a letter template.
The Invitation Letter has been sent to the scholar– what happens next?
Global Engagement staff will reach out to the J-1 Scholar to collect information and documents needed to issue the appropriate immigration documents and provide instructions for next steps in applying for a J-1 visa.