Academic departments are the main point of contact for J-1 scholars who research, study, and teach at Michigan Tech. The J-1 Exchange Visitor Program promotes the mutual exchange of ideas between Americans and foreign nationals and to stimulate international collaborative teaching and research efforts. The exchange of research scholars and professors encourages interchange, mutual enrichment and linkages between research and educational institutions in the United States and those of other countries.
If you are interested in hosting a J-1 Scholar please refer to the information below. Before bringing a J-1 Scholar to campus, you need to get the position approved by the Provost Office.
Scholars funded through Michigan Tech funding sources (grants, departmental budgets, etc) are processed as an employee through Human Resources.
Scholars who are self funded or funded through their home institution need to gain approval from the Vice President of Research Office (see required documents).
Please email ips@mtu.edu if you have questions about official procedures.
Steps to bring a scholar to campus
1
The Provost’s Office is responsible for approving campus positions before the hiring process is able to be started. For more information on what is required, you can visit the Academic Affairs website, or email provost@mtu.edu.
2
Scholars that are self funded, or externally funded:
The Vice President for Research Office is the department that is in charge of background checks for scholars that are self funded or externally funded. A signed approval letter from the Vice President for Research Office is required for scholars funded through sources outside of Michigan Tech, as noted in the Foreign Visitor Approval Process.
Scholars that are funded by Michigan Tech:
If the scholar is being put on payroll (supported under a grant, receiving a stipend, etc.) then they are considered an employee and they do not need to go through the Foreign Visitor Approval Process. In this case, background checks will be conducted through the Human Resources department.
3
The J-1 Department Head Approval and Eligibility Form is one of the documents that will need to be submitted in order to request a DS-2019 for the scholar.
The department head should sign the bottom of page one. The supervisor or the department coordinator should sign the second page of the form.
4
International scholars who are applying for the J-1 Exchange Visitor visa must comply with the United States Department of State requirements to demonstrate English language proficiency that is sufficient to
- Participate successfully in their exchange programs, and
- Function on a day-to-day basis in the United States
The hiring department may conduct an English proficiency assessment for the scholar. Proficiency interviews must follow the prompts as indicated on the Interview Assessment Report.
Please visit this page for further information about the English proficiency requirements, and feel free
to contact IPS if you have any questions.
5
The hosting department must complete this form to request processing of the DS-2019 form for visiting scholars and their dependents (if any).
The following documents are to be included in the form:
- A clear copy of the photo page of the passport of each person entering the country (scholar and dependents, if any). Each name on the DS-2019 must be identical to the names on the passports.
- A copy of the invitation letter from Michigan Tech indicating the amount of support, and the specific project or work the scholar will be doing
- Proof of other financial support, if the support is not coming from MTU
- Proof of English proficiency
- If the scholar is bringing one or more dependents, that information must be mentioned while filling the Google Form
- Dependent request form (if applicable)
Once submitted, IPS will process the DS-2019 and email the department when all documents are ready. This can take up to 14 business days.
6
Once IPS processes your J-1 Exchange Visitor Request, you will receive multiple documents. Please be sure to pass along the following documents to the scholar. The government is now allowing electronic signatures, so you can forward these documents via email. The host department can also keep their own copy of the J-1 Scholar printer packet that includes the scholar’s M number and MTU email address.
- DS-2019 for the scholar and dependents (if any)
- Informational packet to send to the J-1 Scholar
- J-1 Scholar Printer Packet
7
It is important to consistently communicate with your incoming scholar to be informed on any changes in travel plans or visa status.
Please also advise the visiting scholar of the following mandatory steps that they must take:
- Upon arrival, they must email ips@mtu.edu to set up their mandatory check-in and orientation
- Proof of insurance and/or waiver must be submitted for the scholar and each dependent via email to IPS (ips@mtu.edu) AND to the Student Insurance Office (studentinsurance@mtu.edu).
Scholars paid by Michigan Tech must check in with the Human Resources payroll office for necessary paperwork
8
Delayed Arrivals:
If the J-1 Scholar is unable to arrive within 15 days of the program start date indicated on the DS-2019, an updated invitation letter from the hiring department is required to amend the program dates on the DS-2019 and governmental records. This letter can be sent via email to ips@mtu.edu and the new DS-2019 will be issued.
The scholar is responsible for notifying their department if they are unable to arrive and complete the check-in process within 15 days from the start date listed on the DS-2019.
Cancellations:
If the J-1 Scholar is unable to come to Michigan Tech for their appointment (change
of plans/denied a visa), please notify IPS. Email ips@mtu.edu to cancel the scholar’s SEVIS record/DS-2019.