Academic Year

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1 Academic Year Page 1 of 38

2 Table of Contents Purpose of the Exchange Visitor Program at St. Catherine University Page 4 General Information, Instructions & Departmental Responsibilities for Hosting J-1 Exchange Visitors Page 4 J-1 Program Duration Page 6 Checklist for Hosting an Exchange Visitor Page 7 IRS Documentation Page 13 Welcome Kit Ideas Page 15 Instructions for Letters of Invitation Page 17 Transfer-In Process Page 20 Travel Considerations Page 21 Forms: Application for J-1 Exchange Visitor Program completed by exchange visitor Page 23 St. Catherine University Departmental Application to Host a J-1 Exchange Page 27 Visitor (Professor, Research Scholar, Short-term Scholar and Specialist Categories) completed by department Requesting an Extension or Amendment of an Exchange Visitor s Program Page 31 J-1 Transfer-Out Request Page 36 J-1 Program Completion Notification and Departure Report Page 38 Page 2 of 38

3 Purpose of the Exchange Visitor Program at St. Catherine University Within the university s Strategic Priorities is the objective to Embrace a global mindset, by diversifying faculty and staff to reflect the student body and embedding multicultural and global perspectives in the classroom. As part of the St. Catherine University Internationalization Plan, we seek to increase the number of exchange visitors through faculty and student exchange. Our goals are to strengthen our academic programs, co-curricular programming, and the abilities of our faculty and staff as we develop the awareness, knowledge, and skills of globally competent graduates. We will achieve these goals through deepened and enhanced university-wide initiatives, curricular and co-curricular changes and programming, faculty/staff development and scholarship, and most importantly, collaborative international partnerships. These goals fit well with the U.S. Department of State s interest in promoting cross-cultural understanding and communication between the people of the USA and other nations. As we engage more deeply and thoughtfully with our institutional partners and increase opportunities for exchange visitors to participate in educational activities at our university, we will promote enhanced dialog, relationships and understanding between the members of the St. Catherine community and our partners worldwide. General Information, Instructions & Departmental Responsibilities for Hosting J-1 Exchange Visitors Visiting scholars, professors and researchers must be sponsored by an academic department or program of St. Catherine University. The sponsoring department remains the primary contact for the Exchange Visitor (EV) and is responsible for overseeing the relationship throughout the duration of the EV s program. A successful international experience begins with, and is heavily dependent upon, the active commitment of an individual faculty member or administrator who is willing to commit the personal time to assist the visitor with her/his smooth integration into the campus culture and assist the scholar in dealing with the challenges of Minnesota living. That faculty or staff "sponsor" must be named in the invitation form. The faculty member will consult with the department chair and dean to assure the visitor will be provided access to shared office space, library privileges, technological access, and a modest amount of clerical support for the duration of the visit. Page 3 of 38

4 Responsibilities of Academic Department or Program inviting scholars, professors or researchers Determine that adequate funding is available for visiting scholars. Some funding is available through the university s Internationalization Council. Verify academic qualifications and level of English of prospective applicants. Provide letter of invitation to visiting scholars from the appropriate dean. Ensure the visiting scholar has health insurance that meets U.S. Department of State requirements. Provide/coordinate financial support for the scholar during his/her stay, such as airfare, living expenses and salary/stipend. Locate housing for the scholar and his/her dependents (if applicable) by consulting with Human Resources. Coordinate airport pickup and day-to-day transportation (i.e. bus or car). Provide information about how to register children for school (if applicable). Provide orientation to the department and community. Provide opportunities for visiting scholar to participate in American culture. Most visiting researchers and scholars come to the United States on J-1 exchange visitor visas. The Exchange Visitor program is administered by the US Department of State and is designed specifically for international educational and cultural exchange. Before proceeding, please read the information provided in this handbook which provides important information on J-1 Exchange program policies, procedures and limitations. It will answer your questions about program eligibility, limits on length of stay, financing and employment. It will also clarify whether the J-1 Exchange Visitor Program is appropriate for the departmental needs. St. Catherine University has been designated by the Department of State to sponsor an Exchange Visitor program. As such, all departments inviting Exchange Visitors are subject to all program regulations and carry certain obligations for hosting Exchange Visitors. Keep in mind that negotiating exchanges, appointments and handling immigration matters can be a time consuming process. It is very important that St. Catherine academic departments not issue letters of offer or invitation to international scholars before confirming with their academic dean and the Internationalization Council s J-1 working group. Before any letter of invitation is issued, you must confirm that the intended employment or activities are appropriate for the immigration status sought. Foreign scholars coming to St. Catherine University on permanent faculty appointments for regular employment must obtain alternate immigration status; they are not eligible for the J-1 Exchange Program. In this instance, please contact Human Resources about the H1-B (work) visa and immigration status. Once you have read the J-1 Exchange Visitor Program information and have consulted with your academic dean and the J-1 working group, please review the procedures and obligations for hosting exchange visitors listed in the Checklist for Hosting and Exchange Visitor. Page 4 of 38

5 J-1 Program Duration As you plan for your exchange visitor s role within the department, keep in mind that there are minimum and maximum program durations for each exchange visitor category. St. Catherine University is approved to host exchange visitors in the following categories: Exchange Visitor Category Description of Activity Minimum Program Duration Maximum Program Duration Student Non-degree Three weeks 24 months Student Degree-seeking Three weeks Unspecified Research Scholar Engage in research, teaching & lecturing Three weeks 5 years Professor Engage in research, teaching & lecturing Three weeks 5 years Short-term scholar Lecturing, observing, consulting, training or demonstrating special skills 1 day 6 months Specialist Experts in their field coming to observe, consult or demonstrate their special skills Three weeks 1 year Page 5 of 38

6 Checklist for Hosting an Exchange Visitor Step 1 - Verify the following with the prospective exchange visitor and complete the Hosting Department Application (on page 25). Send a copy to Global Studies (Mailbox F-09) and MIPS (Mailbox F-29). 1. Length of Stay and Intended Activities: This affects the category of program and eligibility for extensions - short-term scholar, professor, and research scholar. 2. Employment Eligibility, Tax Obligations and Incidental Employment: Both the hosting department and visitor must fully understand employment regulations, tax obligations and employment responsibilities for J-1 Exchange Visitors. Verify that the scholar understands s/he may only be employed by St. Catherine University with the exception of a preapproved occasional outside lecture or other activity. All activities must directly relate to the cited program activities. 3. Dependents: Clarify the scholar s intention to bring dependents and his/her full understanding that all J-2 dependents are subject to J-1 regulations, including the 2-year home presence requirement and J-2 employment guidelines and the requirement that all dependents have health insurance that meets the required specifications of the Department of Homeland Security. 4. Sufficient funding: You must ensure that the exchange visitor will have sufficient funding to cover his or her expenses while in the USA. The estimated cost per month is: Air fare $2,000 (estimate) Housing $964 Meals $400 Health Insurance $268 Personal Expenses $110 Local transportation $20 Total/1 st month $3,762 Total/subsequent months $1,762 Keep in mind that if the exchange visitor will be in the USA for more than one year, costs will increase between 4% - 7% each year. If the exchange visitor plans to bring any dependents with him or her, they must also have sufficient funding for their expenses. This additional cost would be $600 for each dependent per month, not including airfare. 5. Health Insurance: The exchange visitor must have health insurance for himself/herself and all dependents. If the scholar s home country insurance policy does not meet the requirement of the U.S. Department of State, the scholar will be required to purchase insurance in the USA from an insurer approved by St. Catherine University. The insurance must cover the period of stay and failure to maintain the Page 6 of 38

7 required insurance coverage can result in program termination. Minimum health insurance coverage must provide: Medical benefits of at least $100,000 per accident or illness; In case of death, repatriation of remains in the amount of $25,000; In case of serious illness or injury, payment of expenses associated with the medical evacuation of the Exchange Visitor to his or her home country in the amount of $50,000; and A deductible not to exceed $500 per accident or illness. An insurance policy secured to fulfill the requirements of this section: May require a waiting period for pre-existing conditions which is reasonable as determined by current industry standards; May include provision for co-insurance under the terms of which the exchange visitor may be required to pay up to 25 percent of the covered benefits per accident or illness. The policy must be underwritten by an insurance corporation having an A.M. Best rating of "A- or above or have; an Insurance Solvency International, Ltd. (ISI) rating of "A-" or above; a Weiss Research, Inc. rating of B+ or above, a Fitch Ratings, Inc. rating of A-" or above, or a Moody s Investor Services rating of A3 or above. It is your responsibility to confirm with the insurance company that they meet these criteria. Exchange visitors and any accompanying spouse and dependent(s), also may be subject to the requirements of the Affordable Care Act ( Government regulations stipulate that if a J-1 visa holder does not carry health insurance for himself or herself and all dependents, they will have to depart the USA before completing the program as the J-1 sponsoring organization must terminate the program and report the program violation. Exchange visitors in the professor, short-term scholar, research scholar and specialist categories at St. Catherine University may apply for health insurance that meets the U.S. Department of State requirements through ISO Insurance on their website at An exchange visitor who is receiving a salary from St. Catherine University, may have the opportunity to sign up for the University health insurance (HealthPartners) through Human Resources. Please confirm if this benefit is available. Exchange visitors will need to purchase supplemental coverage because the standard health insurance does not cover repatriation nor medical evacuation. 6. Visa history: The exchange visitor s history of US visas held and dates of stay in the USA. The scholar is not eligible for a J-1 visa in the categories of research scholar or professor if s/he has been in the U.S. for six or more months during the previous 12 months in J status in the category of research scholar or professor. This is referred to as the 12-month bar month Repeat Participation Bar: Any individual who participates in an Exchange Visitor Program in the Professor or Research scholar categories is subject to a two year bar on repeat participation in these categories. Scholar subject to the bar may not return to the U.S. as a J-1 scholar in the Professor or Research Scholar categories for a two year period. The two year bar will be in effect regardless of whether the scholar is in the program Page 7 of 38

8 for a few months or the full five years. The scholar must wait two years before beginning a new program as a Professor or Research Scholar. Any unused time from the five-year period cannot be saved and used later. 8. Future Plans, 2-Year Home Presence Requirement and Program Modifications: Verify that the exchange visitor fully understand the 2-year home country physical presence requirement and program modifications (transfers, extensions) possible on J-1 status. Before coming on a J-1 visa, an exchange visitor must understand that while there may be opportunities to extend a current program, they may not change their non-immigrant classification in the United States and that they are not eligible for status as permanent residents or H-1B temporary workers until they have lived in their country of last legal permanent residence for two years after completing their J-1 program. Exchange visitors who are subject to this requirement are: Financed in whole or part by U.S. federal government or home country government funds. (Grant funding generally doesn t count.) Those who are from countries where their specific skills are needed, as determined by the Exchange Visitor Skills list, published by the U.S. Department of State. Medical doctors who come to the U.S for training. 9. Plans for Logistical and Personal Support for the Scholar: Clarify what the hosting academic department can or cannot assist with. Clear expectations will help strengthen collaboration and exchange. Please refer to the Host Department Obligations below. If the exchange visitor will be put on the university payroll or will need a university ID, notify Human Resources. Human Resources can also provide assistance in locating appropriate housing. Step 2 - Ask the exchange visitor to complete the Application for J-1 Exchange Visitor Program (page 22) and submit it to the MIPS Office (Mailbox F-29) at least 12 weeks in advance of the exchange visitor s intended start date with the following documents: 1. Letter of Invitation: Research scholars, short term scholars, professors and specialists will be invited to St. Catherine University by the Academic Dean that oversees the academic department where the exchange visitor will perform his or her duties. An exchange visitor with faculty rank will be issued a contract from Academic Affairs. The letter must describe the activities of the exchange visitor, length of stay, outline of the financial support and equipment and facilities available to the exchange visitor. Outline all terms and conditions of the exchange visitor s work. (See sample letters included in this handbook on page 14). 2. Resume or CV of exchange visitor 3. Financial Certification: An official document describing the amount and source of funding is needed. If the Exchange Visitor plans to use personal funds, recent bank statements, no older than six months, are required. Page 8 of 38

9 4. Personal Information Page of the Exchange Visitor s Passport and all dependents who will accompany him or her: These can be scanned and ed or faxed copies. It is very important for MIPS to have this document to verify date of birth, correct spelling, and order of names and citizenship to accurately prepare the DS- 2019, the certificate of eligibility for exchange visitor status. Step 3 Provide instructions to MIPS for mailing or send the documents to the potential exchange visitor. All documents need to be sent out 6 8 weeks before the program start date to ensure that the exchange visitor has sufficient time to pay the SEVIS fee and visa application fee and make an appointment for a visa interview. The package to the exchange visitor will minimally include the following: 1. Signed DS-2019 forms for scholar and all accompanying dependents 2. Letter of Invitation 3. Exchange Visitor Program Welcome Handbook If you would like MIPS to send the package on your behalf, you must provide the departmental budget number and correct address of the exchange visitor. MIPS cannot cover the cost of express mail for exchange visitors in the professor, research scholar, short-term scholar or specialist categories. After receiving the documents and verifying their accuracy, the exchange visitor should begin the process of paying the SEVIS fee and applying for a visa. Instructions for this will be included in the Exchange Visitor Program Welcome Handbook. Step 4 Fulfill Host Department Obligations of Hosting and Exchange Visitor Pre Arrival Housing: Make appropriate housing arrangements for the exchange visitor. Human Resources is able to assist in apartment searches. Create a Welcome Kit: Ensure the scholar has immediate need or welcome packet items. Scholars are traveling from great distances and may arrive at night after businesses are closed. Please review the Welcome Kit Idea List (page 13) and consider what items the scholar may need based on his/her housing arrangements. Confirm Arrival Date and Time and Inform MIPS: This is very important. The Exchange Visitor must arrive within 30 days (before or after) of the start date listed on the DS-2019 form. Please inform the MIPS Office of the intended arrival date if it is outside this 60-day window. If the exchange visitor s expected arrival date is outside the 60-day Page 9 of 38

10 window, the program dates must be amended. Failure to arrive within this window and have the program validated within the SEVIS system may result in program termination and the visitor will be considered out of status in terms of immigration. This termination cannot be fixed easily. It requires a lengthy administrative process involving multiple federal government offices. If an exchange visitor s SEVIS record shows an Invalid or No Show status, it may take as much as a year or more for the error to be fixed. Such an error can prevent an Exchange Visitor from inviting J-2 dependents, traveling outside the US, etc. Transportation: Arrange for transportation from the airport to the place where the exchange visitor will stay. Clarify to the exchange visitor if he or she is to pay for a shuttle or taxi. Pre-Arrival Communication & Orientation: Communicate with scholar and answer pre-arrival questions they may have about the Twin Cities, St. Catherine University, etc. Send contact lists, emergency phone numbers, documents and information via mail or . Arrival & Beyond Welcome Kit: Make certain scholar has appropriate housing and immediate need items. MIPS Check In: Escort the exchange visitor to the MIPS Office in CDC 280 to check in and validate program participation. The scholar must bring his or her passport, DS- 2019, and all related immigration documents for J-1 and J-2 holders. Medical Insurance & Orientation on Medical Services: Verify that the scholar has required medical insurance effective upon or within one day of arrival. Help them understand the costs associated with medical care. It is especially important to advise international visitors when to use hospital emergency room care and when to use walk in clinics and other resources for less urgent care. Employment Verification: Check in with Human Resources if the exchange visitor will be put on the St. Catherine University payroll. Confirm that the exchange visitor has a Banner ID so that he or she will be able to obtain a university ID card and account. Orientation to Department and St. Catherine University: Provide exchange visitor with orientation to the department, staff, work & expected outcomes, work ethics & timelines, facilities, equipment (phones, computers, lab equipment), etc. Invite him or her to faculty development workshops. Provide phone lists and lists. Also provide emergency contacts and procedures. Provide a greater orientation to St. Kate s systems, facilities and opportunities for the scholar and his dependents within the greater community. Devise a schedule that allows a specific time for the scholar to ask questions and raise concerns. Orientation to the Twin Cities: Provide Exchange Visitor and dependents with orientation to the Twin Cities and the greater St. Kate s Page 10 of 38

11 community. Provide assistance in locating places to shop for various items. Introduce them to various recreation opportunities. Offer assistance in locating childcare options or schools. Introduce visitor to utility companies and their systems. Help them locate churches, mosques or temples. Cultural Exchange: Provide opportunities for the Exchange Visitor to visit local homes, businesses, industries and participate in professional, government, and social events. Provide opportunities for scholar to share his/her culture with other faculty, staff and community members. Monitor Activities and Program Dates: Keep abreast of the Exchange Visitor s adjustment and activities to ensure educational and cultural exchange program goals are being met. Check in regularly and make time for the scholar to ask questions or raise concerns. Monitor end date on DS-2019 to either prepare for departure or request an extension (at least 6 weeks prior to end date with proof of funding). Departure: Notify the MIPS office when the exchange visitor intends to depart the USA. See what assistance the exchange visitor may need. Prepare recommendation letters if applicable. Page 11 of 38

12 IRS Documentation Exchange Visitors who are Short-Term Scholars and Specialists, and Students Departments requesting payment from Accounts Payable to a foreign national (non-u.s. citizen), must consult the Business Office in advance to determine what IRS documentation is required to be provided by the foreign national, and whether payment is permitted based on the visa the individual used to enter the U.S. Departments requesting a payment are responsible for providing accurate information to the Business Office. The University is a withholding agent for the Internal Revenue Service and is required to withhold all applicable taxes. Payments made to a foreign national (including but not limited to payment for personal services by independent contractors, travel/business reimbursements, honoraria, scholarships/fellowships, stipends, prizes, awards, or gratuity payments, etc.) are taxable unless specifically exempt from tax by the IRS Code or a tax treaty. Gifts, prizes, and awards given to foreign national students will have the tax paid by the University on the student s behalf. The University is liable for any tax not withheld and associated fines and penalties. Additional penalties apply for not reporting a payment to the IRS. Any taxes, penalty or interest owed by the University for payment to a foreign national will be charged to the Department who made the request. Federal Withholding Tax and Tax Treaties In most cases, a foreign national is subject to federal withholding tax at a standard flat rate of 30%. A reduced rate may apply if there is a tax treaty between the foreign national s country of residence and the United States. Tax at the applicable rate is withheld from payments made to a foreign national. A tax treaty is a bilateral agreement between the United States and a foreign government. Tax treaties are intended to avoid double taxation, or having the income taxed by both countries. Each treaty is different and includes different exemptions. If a foreign national qualifies for an exemption because of a tax treaty benefit, little or no withholding will be taken from a payment. See IRS Publication 515, Withholding of Tax on Nonresident Aliens & Foreign Entities, for more information about which countries have treaties with the U.S. Note: Citizens of Hong Kong, Macao and Taiwan are not covered by the People's Republic of China tax treaty. Tax Identification Number (SSN or ITIN) IRS regulations mandate that foreign nationals must have either a Social Security Number (SSN) or an Individual Taxpayer Identification Number (ITIN) in order to receive any tax treaty benefits. Information on how to claim tax treaty benefits, and the forms that are required, can be found in IRS Claiming Tax Treaty Benefits. The University is required to report payments and taxes withheld to the IRS and the foreign national by March 15 of the following calendar year on IRS Form 1042-S, Foreign Person s U.S. Source Income Subject to Withholding. Page 12 of 38

13 GLACIER Online Tax Compliance System The University uses GLACIER Nonresident Alien Tax Compliance System which is designed to allow the foreign national to enter the majority of their information themselves, thus eliminating the need for excessive data entry by administrators. GLACIER generates the applicable tax forms, thus removing potential compliance issues down the road. It also removes the burden of calculating substantial presence and interpreting tax treaty language. Upon notification by a Department of payment to a foreign national, the Business Office will set up an account for the individual in GLACIER and they will be notified by with instructions on how to log in. Questions? Call the Business Office at Ext Page 13 of 38

14 Welcome Kit Ideas Exchange visitors may arrive late at night when offices and businesses are closed. Even if they arrive during the day, their access to transportation can be limited. They may also arrive with very little US currency. Think about their immediate needs when planning for their arrival. Possible Immediate Needs Calling or ing home if the exchange visitor does not have a cell phone or the appropriate kind of SIM card, he or she may need to use an alternate phone or messaging system. Money does he or she have sufficient U.S. currency until he or she can get to a bank? Eating/drinking - international visitors may have altered eating/hunger schedules. They can also be hesitant about venturing out on their own the first evening/day of arrival. Can they get to a restaurant or shop? Or, should fruit or other simple items be provided in their rooms/homes for the first evening or breakfast? Medical or health related needs after a long journey consider the well-being of the visitor. Do they need anything from a pharmacy or drugstore? Knowing who to contact do they know how to contact someone once dropped off at their temporary or permanent housing? A need to feel safe and secure the first hours in a new and strange place can be disorienting. Offer information that alleviates some of this anxiety. This may be as simple as assuring them that the tap water is safe to drink or driving him or her around the neighborhood to show the proximity of services. Information Needs Phone lists & Lists (office & home) Instructions on using phones, phone cards Emergency Instructions health services, emergency services Instructions on available computer access before SCU ID is issued Restaurants and dining options Shopping Transportation Banking Info ATMs, currency exchange options Campus Map Twin Cities Map Bus Map Schedules Orientation/Meeting Schedules Personal Needs Food/Bottled Water some fruit or other simple items, a trip to the store or a nearby restaurant Over-the-counter medicines a trip to the drugstore Currency a trip to the ATM or bank Page 14 of 38

15 Household Needs If the scholar is moving into an apartment, consider the items s/he will need before a shopping trip can be made. Also consider loaning the scholar a few of these items for a short period until s/he is able to purchase his/her own items: Tissue Toilet Tissue Paper Towels Sheets P illows Towels Dishes (Glasses, plates, bowls, flatware, coffee mug) Pot & frying pan Spatula, large spoons Plastic storage containers Matches (if a gas stove requires them) Salt, pepper, sugar, etc. This list is intended to assist in planning. It is not intended to be list of mandatory items that a department must provide to a visiting scholar. It is only intended as an idea list which will help hosting departments and scholars communicate and ease transitions. Page 15 of 38

16 Instructions for Letters of Invitation Several topics must be addressed in letters of invitation extended to J-1 Exchange Visitors. Please read all guidance related to the J-1 Exchange Visitor program before issuing a letter of invitation/offer. Then, use this list and the following sample as guidance in preparing letters of invitation for research scholars, professors and short-term scholars. Standard offers of employment are not appropriate and do not adhere to the guidelines for international exchange visitors who will hold J-1 visas, even though these visitors may be employed by the University in some case. All letters of invitation must be placed on official letterhead with original signatures of department officials. Please include in letters of invitation: ACTIVITIES: Position/Role: Title the person will hold at St. Catherine University or a description of formal affiliation Recognition that this activity has been approved by the Department, College & Academic Dean Category of J-1 Exchange Visitor: Professor, Research Scholar, Short-Term Scholar or Specialist Program Dates Description of proposed activities and responsibilities Opportunities for cultural exchange SUPPORT & FINANCES: Materials/equipment/support provided or not provided by department Salary or Compensation (if applicable) Reminder of minimum stay requirements Health Insurance Requirement (see sample paragraph) Fees & Other monetary considerations (who is responsible? Department or Exchange Visitor?) Fee for extensions of program modifications to DS-2019 J-1 Exchange Visitor must adhere to all University, immigration & Exchange Visitor Program regulations and policies Dependents Minimum support required is an additional 1/3 of the monthly amount per dependent. For example, if the exchange visitor has three dependents, the cost total monthly cost would double. Housing Who will identify temporary housing? Provide options and rate. Transport from/to airport - Who is responsible for logistical arrangements & costs? Transportation in Twin Cities Who is responsible? Likely costs, options Page 16 of 38

17 Sample Letter 1 Dear Dr. Brainy: I am pleased to extend an invitation to you to be a Short-term Scholar in the Department of ASL and Interpreting at St. Catherine University. As proposed, you will collaborate with our department on pedagogy related to sign language interpreting programs, both at the BA and MA level. We will also collaborate on education of interpreters working through video remote technology. Additionally, we expect that you will be involved in activities that will allow for cultural exchange among faculty, staff and students. We hope you will give a talk to university community about one aspect of your research, as well as provide a short presentation at the National Symposium of Healthcare Interpreting to be held on campus in June. (This conference is sponsored by our CATIE Center and focuses on ASL-English interpreting. One strand will focus on Video Remote Interpreting in healthcare settings.) The invitation extended has been approved by the School of Arts and Humanities and the Academic Dean and is valid for a period of one year beginning April 1, 2016 and will conclude on March 30, In the event that your arrival must be postponed or is delayed due to the required visa application process, please inform us so we may adjust your program dates appropriately. During your stay here, we will be able to provide you with office space, secretarial support and computer and internet access. We cannot provide you with any form of salary nor can we pay any of your expenses. We understand that you have received funding from the Spanish Ministry of Education, Culture and Sports. However, our department will make arrangements for your transportation from the airport upon your arrival. We will also identify options for temporary housing and their estimated costs and forward this information to you in the coming weeks. You will be required to purchase and maintain health and emergency evacuation insurance that meets the minimum standards set by the Exchange Visitor Program. Additionally, you will be responsible for all fees and expenses related to your visa and stay here. These include the following: $200 SEVIS fee, visa application fee and any subsequent fees or related costs for services at the university. If you intend to bring dependents, you will need to demonstrate you have the required health insurance for all family members and financial support for your spouse and/or children. This additional cost would be approximately $588 for each dependent per month, not including airfare. You will be issued a Certificate of Eligibility for Exchange Visitor (J-1) status (Form DS-2019), which will allow you to apply for a J-1 Visa and participate in the Exchange Visitor Program. The Multicultural and International Programs and Services Office will provide you with the DS-2019 form and additional information regarding the Exchange Visitor Program regulations and your responsibilities. Please note that during your stay here you are responsible for adhering to all university, immigration and exchange visitor program regulations and procedures. We look forward to your time here at St. Catherine University. I believe our program and the interests you expressed overlap and intersect in many areas. I believe our mutual interests and this opportunity for exchange will allow us to learn much more from each other. Sincerely, Dr. Reallybrainy Professor and Department Head Page 17 of 38

18 Sample Letter 2 Dear Dr. Smart, On behalf of the Department of International Languages & Literatures and the Academic Dean of the School of Humanities Arts & Sciences at St. Catherine University, we are pleased to offer you a position under the category of a J-1 Exchange Visitor ranked as adjunct faculty. You will find a more complete summary of your responsibilities enclosed. We expect that you will be involved in many activities that will allow for cultural exchange among faculty, staff and students. The invitation is extended has been approved by the School of Humanities Arts and Sciences and the Academic Dean and is valid for a period beginning August 26, 2016 and will conclude on May 30, Please note that you must successfully pass a background check and send your official university transcript to the Human Resources Office, if you have not done so already. In the event that your arrival must be postponed or is delayed due to the required J-1 visa application process, please inform us so we may adjust your program dates appropriately. During your stay here, you will be provided with a salary of $15,028 and a private room with a shared bath in our Global Awareness Housing, valued at $7,500. Also, we will provide shared office space, some administrative support and computer, internet and library access. Our department will make arrangements for your transportation from the airport upon your arrival. To satisfy immigration and program requirements, you will be required to purchase and maintain health and emergency evacuation insurance that meets the minimum standards set by the Exchange Visitor Program. Additionally, you will be responsible for all fees and expenses related to your visa and stay here. These include the following: $200 SEVIS fee, visa application fee, transportation costs and any subsequent fees or related costs for services at the university. You will find enclosed your Certificate of Eligibility for Exchange Visitor (J-1) status (DS-2019), which will allow you to apply for a J-1 visa and participate in the Exchange Visitor Program. The Multicultural and International Programs and Services Office will provide you with additional information regarding the Exchange Visitor Program regulations and your responsibilities as an adjunct faculty member of the International Languages & Literatures Department. Please note that during your stay here you are responsible for adhering to all university, immigration and exchange visitor program regulations and procedures. We look forward to your time here at St. Catherine University. I believe the International Languages and Literatures and Residence Life program and the interests you expressed overlap and intersect in many areas. I believe our mutual interests and this opportunity for exchange will allow us to learn much from each other. Sincerely, Dr. Babblefish Professor and Department Head Page 18 of 38

19 Transfer-In Process On occasion, departments may wish to invite people already in the USA with exchange visitor (J-1) immigration status to participate in the St. Catherine University Exchange Visitor Program. If this is the case, the following process should be completed. Transfers between Program Sponsors (within J-1 Status) Transfers are not permitted in all categories, and a transfer does not extend the maximum duration of the program. Participants should address all inquiries regarding change of category to the responsible officer of their programs. For more information, refer to: Transfers (only within the same category) are done when an exchange visitor wishes to begin a new program at another institution or needs to change sponsorship from one institution to another. This means a formal transfer process must take place in SEVIS. This process involves communication between Responsible Officers (RO) at the transfer out and transfer in institutions. The Responsible Officer of the program to which the participant seeks to transfer is required to verify the participant's visa status and eligibility, to issue a new DS-2019 reflecting the transfer, and to obtain the release of the participant from the current Responsible Officer. Potential exchange visitor completes the Application for J-1 Exchange Visitor Program and copies of passport, J-1 visa, I-94, current DS-2019 form. St. Catherine University host department completes and submits a St. Catherine University Departmental Application DS-2019 for a J-1 Exchange Visitor to the MIPS office. This form must be accompanied by a copy of the letter of invitation/offer from the department, CV, proof of English capabilities and proof of financial support. Responsible Officer at the current institution contacts the St. Catherine University RO or ARO in MIPS office to provide verification of release and confirm intent to transfer the exchange visitor s record in the SEVIS system. Exchange visitor checks in with MIPS office immediately upon arrival to validate program participation in SEVIS and obtain new, updated DS If the exchange visitor is not validated within 30 days of the official transfer date they will be considered a no show and the program will be cancelled. This will result in the exchange visitor being out of status and illegally present in the USA. Page 19 of 38

20 Travel Considerations The information in this section is an excerpt from the Exchange Visitor Program Orientation Handbook. Because the nature of the exchange visitor program is to promote cross-cultural understanding, we encourage exchange visitors to travel, especially within the USA, so long as it does not interfere with the exchange visitor s program duties. Travel within the USA Once an EV has entered the USA with the proper visa and has a stamped DS-2019 to verify status, s/he may travel within the USA without restriction. EVs may also travel to Puerto Rico, the Virgin Islands, and other USA territories. EVs should still carry all documentation in case he or she needs to prove immigration status. Travel outside the USA All exchange visitors and their family members who plan to leave the USA, even for a day, must have a valid passport, visa, and endorsed copy of the DS-2019 Form in order to reenter the USA in J-1 status. The EV should ask the J-1 Responsible Officer or Alternate Responsible Officer to sign or endorse the DS form at least 2 weeks before traveling. The endorsement is valid for 6 months only so it must be endorsed periodically according to travel schedules. If the J-1 visa and entry stamps are in an expired passport and the exchange visitor has been reissued a new passport, he or she will need to carry both passports when traveling. If the exchange visitor goes home for vacation, he or she may contact the US Embassy/Consulate to request information on the process of acquiring a new stamp/visa in a new passport. J-1 principals and J-2 dependents can travel independently of one another. However, a J-1 visa holder cannot leave J-2 dependents alone in the USA for more than 30 days. Doing so will result in both the J-1 principal and J-2 dependents being out of status and possible program termination. Exchange Visitors should consult with the Responsible Officer or Alternate Responsible Officer in the MIPS Office when requesting travel validation on their DS-2019 forms to make certain traveling outside the USA without their dependents will not jeopardize their program status. If an EV is planning to transfer, change categories or extend in the USA or if any other adjustments to their SEVIS record and DS-2019 are required, these should be done by the appropriate sponsoring organization and a new DS-2019 should be issued and signed before the planned travel. EVs must make certain they have obtained the necessary visas and transit visas for all countries of destination. J-1 research scholars, professors, short-term scholars and specialists should take copies of invitation/appointment letters and other supporting documentation. This may help when reentering the USA. Travel to Canada, Mexico or adjacent islands If J-1 visa holders travel to Canada, Mexico or adjacent islands (except Cuba) for less than 30 days, they Page 20 of 38

21 may be eligible for an automatic extension of their visas. Upon exiting, the EV must have a valid passport and endorsed (signed for travel) DS If the USA Visa in the passport has expired and the EV is only planning to travel to one of these countries, an EV may be able to return to the USA in J-1 status without obtaining a new visa. Contact the Mexican Consulate or Consulate General of Canada prior to traveling to check policies and procedures. Citizens of some countries may require a visa to enter Mexico or Canada. Advise exchange visitors to be cautious when driving to Canada or Mexico by car and be very aware of where the border zone begins. Crossing this line will automatically require the EV to present immigration documents for departure, entry or re-entry. Page 21 of 38

22 Application for J-1 Exchange Visitor Program Professor, Research Scholar, Short-term Scholar and Specialist Categories Note: Exchange Visitors in the student category should apply using the International Student Application for Admission Randolph Avenue St. Paul, MN USA Last/Family Name First/Given Name Middle Name This information should match your passport exactly. Date of Birth: Gender: Male Female (Month/Day/Year) City & Country of Birth: Country of Citizenship: Country of Legal Permanent Residence: Current Position/Occupation (title): Current Employer or Place of Occupation: Current Address: Permanent Address: This address will be used to mail all documents, unless otherwise directed. Telephone Number: Alternate contact information: Social Security # (if applicable): St. Catherine ID # (if applicable): Page 22 of 38

23 Have you or any of your dependents ever been to the United States before? Yes No If yes, please list all trips to the USA, including exact begin date, end date and visa type. Attach additional sheets if necessary. Have you or any of your dependents ever held J-1 or J-1 status in the past two years preceding this proposed program? Yes No If yes, include all copies of previous DS-2019 forms and J-visas from the past two years. Have you or any of your dependents applied for a waiver of the 212(e) 2-year home-country physical presence requirement?? Yes No Not applicable to me Has the Department of State waiver recommendation been granted to you? Yes No Proposed Purpose of Visit: Attach a copy of your most recent curriculum vitae or résumé. Field of Study and/or Research: Proposed Period of Study or Research: Beginning: (Month/Day/Year) Ending: (Month/Day/Year) List sources of financial support for your expenses while in the USA: Source Amount Page 23 of 38

24 Dependent Information: Complete information for any dependents that plan to accompany you during your program at St. Catherine University. Remember that J-1 Exchange Visitors and their J-2 dependents must be covered by sickness and accident insurance for the duration of their stay in the United States. Failure to purchase such insurance may lead to loss of legal immigration status and termination from the program. Dependent 1 Last/Family Name First/Given Name Middle Name This information should match the dependent s passport exactly. Date of Birth: Gender: Male Female (Month/Day/Year) City & Country of Birth: Country of Permanent Residence: Country of Citizenship: Relationship to you: spouse son daughter (circle one) Dependent 2 Last/Family Name First/Given Name Middle Name This information should match the dependent s passport exactly. Date of Birth: Gender: Male Female (Month/Day/Year) City & Country of Birth: Country of Permanent Residence: Country of Citizenship: Relationship to you: spouse son daughter (circle one) Dependent 3 Last/Family Name First/Given Name Middle Name This information should match the dependent s passport exactly. Date of Birth: Gender: Male Female (Month/Day/Year) City & Country of Birth: Country of Permanent Residence: Country of Citizenship: Relationship to you: spouse son daughter (circle one) Page 24 of 38

25 If you have additional dependents, please attach additional sheets with the appropriate information for each person. In compliance with the federal regulations governing the J-1 Exchange Visitor Program, I certify that all of the information given on this form is true and accurate to the best of my knowledge. Name printed Signature Date Page 25 of 38

26 2004 Randolph Avenue St. Paul, MN USA St. Catherine University Departmental Application to Host a J-1 Exchange Visitor Professor, Research Scholar, Short-term Scholar and Specialist Categories This form is to be completed by the St. Catherine University Academic Department inviting an exchange visitor. It is important to read and understand the General Information, Instructions & Departmental Responsibilities for Hosting J-1 Exchange Visitors before you complete and submit this form. Please confirm all data on form with exchange visitor before submitting to MIPS Office at least six months before the exchange visitor s anticipated start date. Name of Exchange Visitor: Requesting Department: Supervisor of Exchange Visitor: Phone: Alternate Departmental Contact: Phone: Purpose of Request: New Program Exchange visitor will apply for J-1 visa at U.S. consulate/embassy abroad OR Exchange visitor is in the U.S. and will request a change of status within USA Start date (mm/dd/yyy): End date (mm/dd/yyy): Transfer J-1 status from another institution to St. Catherine University Start date (mm/dd/yyy): End date (mm/dd/yyy): Page 26 of 38

27 Exchange Visitor Category: Professor (minimum program 3 weeks, max. 5 years) Research Scholar (minimum program 3 weeks, maximum 5 years) Short-term Scholar (no minimum, maximum 6 months with no extensions) Specialist (three week minimum, one year maximum) Will the exchange visitor be employed by St. Catherine University? Yes No Exchange visitor s area of specialization: What will the exchange visitor s responsibilities be on campus? For example, will he or she give a lecture, write a report, teach a class, etc.? What is the exchange visitor s expertise/background for this work? Please explain the department s or university s need for the teaching or scholarship that will be conducted by the exchange visitor? Page 27 of 38

28 Applying for Internationalization Funding Does your department need supplemental funding for this exchange visitor? Yes No What is the estimated amount needed? $ The J-1 Subcommittee of the Internationalization Council will review requests for internationalization funding upon receipt of this application. Funding: Financial support for the exchange visitor will be provided by: Source Description Amount in USD Academic Department Funds This amount is (circle one): Per week Per month Duration of the program Grant to St. Catherine University (include source) This amount is (circle one): Per week Per month Duration of the program Other: Documentation must be included for all non-scu funds. Must be translated into English and converted to USD. This amount is (circle one): Per week Per month Duration of the program Exchange visitor s personal funds This amount is (circle one): Per week Per month Duration of the program St. Catherine University Internationalization Funds (requested) This amount is (circle one): Per week Per month Duration of the program Total Does any of the funding provided by St. Catherine University come from a U.S. governmental agency specifically for the purpose of facilitating international exchange or for the support of this individual? Yes No (If yes, include copies of grant documentation.) Page 28 of 38