BRYANT UNIVERSITY International and Exchange Visitor Planning Guidelines International and Exchange Visitor Planning Guidelines.doc Page 1
These Guidelines have been developed to serve as a resource during the planning stages for hosting an International or Exchange Visitor ( visitor ). The following outlines a number of considerations when planning for a visitor as well as provides other related information. Planning Process Inviting a visitor to Bryant is more than a written invitation; it is a commitment to provide the visitor with an experiential program that benefits the individual and Bryant. According to the U.S. Department of State, The Exchange Visitor Program promotes the interchange of knowledge and skills among foreign and American scholars. It does so by providing foreign scholars the opportunity to exchange ideas with their American colleagues, participate in educational and professional programs, confer on common problems and projects, and promote professional relationships and communications. [22 Code of Federal Regulations, 62.21] Steps for faculty to follow when interested in hosting a visitor: 1. Intent to Sponsor Form*: Faculty must complete this preliminary form and submit it to their Department Chair and Academic Dean for approval. Once initial approval is received, the faculty member may proceed to Step 2. 2. Formal Request Form*: This form is completed and submitted to the Department Chair, Academic Dean and Vice President of Academic Affairs for final approval. 3. Visa Requirements: It is important to remember that each visitor s immigration status will vary. Upon approval to host a visitor, an assessment of the visa requirements will be made by the Human Resources Department. A separate form will be issued by the Human Resources Department. Departments should allow four to six months (in advance of a visitor s expected arrival date) for the visa assessment and for processing. * Sample forms are located at the end of this document. When an academic department is in the initial planning stages with a potential visitor, the following must be addressed: Who in the department will serve as the visitor s host and point of contact (before, during and after their stay)? Who will serve as backup if the primary contact is not available? (Note: this information is important for emergency situations.) Will the point of contact be available throughout the visitor s stay? If not, what arrangements will be made so that the visitor continues to be supported during his/her stay? Does the department have the space, equipment, facilities, time, resources, etc., to commit to a visitor? If so, for how long, and what resources will be made available? What are the expectations for the visitor, both in terms of what he/she will do, and the qualifications/abilities he/she should possess? (Note: Immigration expects that J-1 scholars will have already completed at least a bachelor s degree and have levels of knowledge and experience that are necessary to complete the specific activities and objectives for the visit.) International and Exchange Visitor Planning Guidelines.doc Page 2
Has the department assessed the visitor s listening and speaking skills in English? (Note: It is best to know this before the visitor arrives.) Who will pick up the visitor (and dependents if applicable) at the airport, bus station or train station when he/she arrives? Where will the visitor live, and who in the hosting department will have responsibility to find housing for the visitor? (Note: Bryant does not provide any housing either on or off campus or support for locating housing. A list of resources is available through the Human Resources Department.) Will the visitor require transportation during their stay? If so, who will provide this and does the visitor understand U.S. insurance requirements and driving regulations? (Note: Bryant does not provide transportation.) Who in the hosting department will be available to help the visitor set up a bank account, have a tour of the campus and community, apply for a social security card or driver s license (if appropriate), go shopping, and learn about public transportation? Does the visitor understand they will not be receiving any financial support from Bryant during their stay in the U.S.? This means they will be required to support their own housing, living and transportation expenses, and have sufficient funds for their entire stay. (Note: J-1 visitors will be required to demonstrate a minimum level of funding before any visa paperwork can be processed.) Is the visitor married and bringing his/her spouse and children? If so, are the children of school age? Who will help the children to be enrolled in school? Who will contact the school regarding required immunizations and enrollment procedures? What kinds of socio and cultural activities does the hosting department anticipate arranging for the visitor? (Note: The U.S. Department of State s Exchange Visitor Program encourages the interaction of visitors with Americans to facilitate the spirit of exchange between the U.S. and other countries.) Does the visitor understand they will be required to obtain the mandatory health insurance, as required by the U.S. Department of State for all J-1 visitors (and J-2 dependents)? Does he/she understand that this insurance can be expensive and cannot be cancelled during their program time? Does the visitor understand that, under certain circumstances, where Bryant is providing some form of support, this support may be considered taxable? (Note: For example, the Fulbright Scholars typically receive a housing benefit. This benefit is taxable.) Does the visitor understand they will be subject to a background check, consistent with Bryant s policy? These areas must be satisfactorily addressed as part of the initial approval process and before a commitment (invitation) is made to a visitor. International and Exchange Visitor Planning Guidelines.doc Page 3
Immigration and Visa Requirements It is important to remember that each visitor s immigration status will vary. Upon approval to host a visitor, an assessment of the visa requirements will be made by the Human Resources Department. This includes determining which category of J visa is appropriate, or if another visa type (e.g., B-Business Visitor visa) is appropriate. It is also important to remember that the U.S. Department of State and the U.S. Citizenship and Immigration Services have the authority to grant a visa status and issue visas for entry into the United States. There are no guarantees a visa will be issued. The visitor will be required to provide additional information in order to assess the visa requirements. This information includes, but is not limited to, biographical information (name address, etc.), spouse and dependent information and financial information. A separate form will be issued by the Human Resources Department. Departments should allow four to six months (in advance of a visitor s expected arrival date) for the visa assessment and for processing. In the case of a J visitor, the information provided will be used to create the visitor s DS-2019 form and for the U.S. Embassy or Consulate to grant a visa. Any change in the visitor s activities after arriving at Bryant could signify a misrepresentation of the DS-2019, which is serious. Before making any changes to a visitor s program, departments should contact the Human Resources Department. All immigration and/or visa questions should be directed to the Human Resources Department. Special Note: Bryant University maintains a separate sponsorship policy (covering H-1B and Permanent Resident Status) for a nonimmigrant who has accepted an appointment for the position of tenuretrack Professor, Associate Professor or Assistant Professor, full-time Lecturer or Instructor or full-time administrator. The full policy is available at: employment.bryant.edu, select Sponsorship. All questions relating to this policy, or the employment of a nonimmigrant, should be directed to the Human Resources Department. International and Exchange Visitor Planning Guidelines.doc Page 4
Bryant University International and Exchange Visitor Intent to Sponsor Form (Step 1) This form is completed by faculty interested in hosting an International or Exchange Visitor ( visitor ). Upon completion, this form is submitted to the Department Chair and Academic Dean for approval. Sponsor (person collaborating with the visitor): What is the purpose of the visit? How will Bryant benefit from the visit? What resources are required (e.g., computer, office/lab space, housing, transportation)? How will the visit, and all associated expenses, be funded? The Sponsor acknowledges that he/she has read the International and Exchange Visitor Planning Guidelines, and understands their role as a Sponsor and their commitment to the visitor, including the following: A primary, and secondary, point of contact have been identified, and will be available throughout the visitor s stay to assist them from the point of arrival to departure. Clear expectations for the visit have been developed and reviewed with the visitor. There is a clear understanding that the visitor will not be receiving any financial support from Bryant during their stay in the U.S. To comply with the spirit of the Exchange Visitor Program, socio and cultural activities will be planned as part of the visit. Sponsor: Date: Initial Approval (required): Department Chair: Date: Academic Dean: Date: Upon initial approval to host a visitor, a Sponsor is required to complete the Formal Request Form (Step 2) and submit it to their Department Chair for approval and processing. International and Exchange Visitor Planning Guidelines.doc Page 5
Bryant University International and Exchange Visitor Formal Request Form (Step 2) Upon completion, this form is submitted to the Department Chair for approval and processing. 1. Sponsor (person collaborating with the visitor): 2. Sponsor s academic department: 3. Primary point of contact for the visitor (if different from Sponsor): 4. Secondary point of contact for the visitor: 5. Visitor s name, academic affiliation (institution) and country of origin: 6. Approximate date of visitor s arrival: 7. Approximate date of visitor s departure: 8. Visitor s academic credentials (highest degree completed): 9. Source of referral of the visitor to Bryant: 10. Please explain the overall purpose of the visit: 11. What are the expectations for the visitor, both in terms of what he/she will do and the qualifications and abilities he/she must possess? International and Exchange Visitor Planning Guidelines.doc Page 6
12. Please describe, in detail, the benefits (short- and long-term) to Bryant of hosting this visitor: 13. What campus resources (be specific) do you anticipate will be needed for this visitor (e.g., office space, lab space, computer, email address, other system access)? 14. Will the visitor s stay be fully funded by the visitor? If No, please explain in detail. 15. In order to receive approval, and before a formal commitment (invitation) is made to a visitor, all of the considerations outlined within the International and Exchange Visitor Planning Guidelines must be satisfactorily addressed. Have these been addressed? Sponsor: Date: Required Approvals: Department Chair: Date: Academic Dean: Date: Vice President: Date: Upon approval to host a visitor, an assessment of the visa requirements will be made by the Human Resources Department. The Sponsor and visitor will be required to provide additional information in order to assess the visa requirements. A separate form will be issued by the Human Resources Department. Departments should allow four to six months (in advance of a visitor s expected arrival date) for the visa assessment and for processing. International and Exchange Visitor Planning Guidelines.doc Page 7