Procedures for Inviting an International Visiting Scholar

In order for International Student and Scholar Services (ISSS) of the International Programs Center (IPC) to issue a DS-2019 form “Certificate of Eligibility for Exchange Visitor (J-1)”, the following procedures need to be completed.  The respective UNCG sponsoring faculty/department needs to begin the invitation process 4 months prior to the intended start date of the J-1 program.  Beginning the process early is important since consular/visa security clearance may delay visa approval due to such circumstances as a name check, country of citizenship or sensitive area of research.

(All steps to be initiated by the Hosting Department/College or School.) 

Sponsoring Faculty/Department

  • 1.  Discuss your interest in inviting the visiting scholar with your Associate Dean of Research.  Address issues such as department/college policies for visiting scholars, involvement of grant funding, other resources, import/export control issues, etc.
  • 2.  If the visiting scholar will be paid by the University, the hosting sponsoring faculty/Department confirms that the position is EPA and a position number has been assigned. If not, contact the Provost’s Office to create the position.  Paid positions require additional position documentation as outlined on the Provost’s HR website: http://provost.uncg.edu/Academic/EPA_Personnel/forms/

NOTE: International visiting scholars paid by the University through grants or other external funds must contact the UNCG Office of Contracts and Grants for further information and requirements.

  • 3.  The hosting department chair provides a letter to the Dean requesting the visiting scholar appointment, indicating whether the appointment is paid or unpaid and including the sponsoring faculty member’s name.  Sample memo available.
  • 4.  The sponsoring faculty member/Department completes the IPC “Visiting Scholar DS-2019 Data Form, Part A - Department Request and Verification” (located at /j1scholardataparta.pdf) . 

Requests to Invited Visiting Scholar from Faculty/Department

  • 8. Sponsoring faculty/Department requests the following copies (including for dependents if applicable) from the visiting scholar to be faxed or emailed to the department.
    • A copy of the scholar’s biographical page of the passport
    • A copy of the scholar’s curriculum vitae (CV) or resume
    • Proof of financial support (i.e. letter from the sponsoring department stating the amount available from the department; or letter from the home institution verifying financial support of the scholar for sabbatical leave; or a letter from the home government verifying financial sponsorship; or verification of personal financial support; or a combination thereof).  Appropriate levels of financial proof are outlined at
    • /funding.html.

*Request for official academic transcripts from all post-secondary education institutions attended and phone verification of credentials is required only for those international visiting scholars who will be paid by and/or teaching at UNCG.  Therefore, many scholars in the categories of Short-Term Scholar and Research Scholar will not need to complete this step since they will only be conducting research.

Sponsoring Faculty/Department

  • 9. The Dean provides a letter of request for a visiting scholar appointment to the Provost’s Office.  Sample letters are available.  The Dean submits this letter along with the following documents in steps 4, 5 and 6 above to the Provost’s Office.   If the appointment is for research orientated activity (as opposed to instruction), the Provost’s Office will forward the paperwork to the Office of Human Resources for processing.
    • PD-7  “Personal Action Form”
    • PD-7a “Personal Action Form”
    • Certification Form
    • Official transcripts (if required)
    • Phone Verification of Credentials form (if required)
    • Visiting Scholar DS-2019 Data Form, Parts A and B
    • Insurance Attestation Form
    • Biographical page(s) of passport and CV or resume
    • Appropriate funding documentation if not financially sponsored by UNCG

If the visiting scholar is to be appointed for the summer term, the request for appointment may need to go through the Division of Continual Learning.  Please contact the Provost’s Office for confirmation.

  • 11. Send duplicate copies of all documents mentioned in #9 above to the International Programs Center, Attention Norma Velazquez (x45406 fax or nivelazq@uncg.edu).  If in an electronic format (scanned), you may submit to nivelazq@uncg.edu.

NOTE: Please follow up with the Provost’s Office, Andrea Whitley, to ensure appointment request paperwork has been received and for status updates.


Upon Receiving the Provost’s Appointment,  IPC Will Do the Following:

1.  Issue a DS-2019 form “Certificate of Eligibility for Exchange Visitor (J-1)”;
2.  Issue a welcome letter to accompany the original letter of appointment (which will be sent to the IPC from the Provost’s Office), DS-2019 form and a brochure from the Department of State with insurance information;
3.  Contact the scholar to confirm mailing address and to ensure delivery of DS-2019 
package if the IPC is sending;
4.  Maintain communication with scholar via e-mail to confirm issuance of visitor’s J-1 

Upon the Scholar’s Arrival

1.  The scholar will check in at IPC, whose staff will conduct the required New Scholar Orientation to discuss maintenance of immigration status issues and provide information about IPC services and programs;
2.  Scholar will complete “Personal Data Sheet for Scholars” and copies of appropriate documents will be made, including a copy of form “Post-Employment Personnel Data Form PD-7a.” provided by the hosting department.

Throughout the Stay of the Scholar

1.  IPC is responsible for maintaining the scholar’s current U.S. physical address in the 
SEVIS database;
2.  The hosting department will help IPC collect current contact information for scholar (e-mail and physical address);
3.  The hosting department will supervise the scholar while his/her stay in the U.S., and will report to the
IPC the termination and/or departure of the scholar from the University.
4.  IPC will provide cultural and social activities for the scholar throughout the year.