Hosting a J-1 Visa International Exchange Visitor. Hosting an International Exchange Visitor Checklist

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1 Hosting a J-1 Visa International Exchange Visitor OVERVIEW OF PROCESS: JMU must abide by government regulations that govern the sponsorship of international exchange visitors. All the information requested in this form is necessary in order for International Student and Scholar Services (ISSS) to process the documents needed for visa sponsorship of an exchange visitor. Once this form has been completed and returned to ISSS by the sponsoring department, documents will be processed that the exchange visitor will need to provide to the US embassy so they may receive a J-1 visa. The ISSS office will process the documents as soon as possible, but visa processing at US embassies typically takes several weeks, with several months possible in rare cases when an application is flagged for administrative processing, so it is best to begin this process early. WHO TO CONTACT WITH QUESTIONS: If you have questions about this form, please contact Edward Muldoon, Assistant Director of International Student and Scholar Services. muldooep@jmu.edu Phone: (540) Hosting an International Exchange Visitor Checklist AS SOON AS POSSIBLE: Department Contact: Identify a member of the department who will act as a liaison to the exchange visitor and International Student and Scholar Services. Request to Host J-1 Visa International Exchange Visitor: Complete the request to host international exchange visitor form (pages 3-7 of this form). Health Insurance: It is required by the US government that all J-1 visa holders maintain a health insurance policy that meets or exceeds specific coverage minimums throughout the program dates listed on the DS-2019 form. If a J-1 scholar or dependent willfully refuses to maintain a valid health insurance policy, then their visa will be terminated. The minimum benefits required by the US government are: Medical benefits of at least $100,000 per accident or illness Repatriation of remains in the amount of $25,000 Expenses associated with medical evacuation to your home country in the amount of $50,000 A deductible not to exceed $500 per accident or illness 1 Revised 01/2017

2 An insurance policy secured to meet the benefits requirements must be underwritten by an insurance corporation with an A.M. Best rating of "A-" or above, an Insurance Solvency International, Ltd. (ISI) rating of "A-I" or above, a Standard and Poor's Claims Paying Ability rating of "A-" or above, or a Weiss Research, Inc. rating of B+ or above. JMU offers a health insurance policy to J-1 scholars and dependents through Cultural Insurance Service International (CISI) that meets these requirements and is accepted by many medical providers in the Harrisonburg area. Coverage can begin on any date. You may also choose to purchase your own insurance policy that meets the necessary criteria by submitting the J-1 health insurance waiver. If you do not purchase a health insurance policy and submit the waiver form by your program start date, you will automatically be enrolled and billed for the health insurance policy offered by JMU. PRE-ARRIVAL: Access to JMU Systems and Facilities: Complete a PAR form for any incoming JMU employee or complete an Affiliate Application for any scholar who will not be employed by JMU and for whom you wish to provide access to JMU facilities and/or a JMU account. Scholar Housing: Obtaining housing for exchange visitors in Harrisonburg can be a challenge, particularly if a short-term lease is sought or if an annual lease is sought outside of normal leasing cycles, which are typically June to June. International Student and Scholar Services will not search for housing for exchange visitors, but can provide helpful resources. The Center for Global Engagement manages three rooms available to short-term scholars (1 day-6 weeks). Please contact CGE at (540) to check the availability of the rooms for the dates of your scholar s stay. If you are bringing a longer-term scholar and him/her would like to stay in the apartments for a week or two until a longer lease can be signed, please contact the CGE office. A housing directory created especially for international exchange visitors is provided on pages of this form. Transcripts or Credential Evaluation for Professors: The Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) requires JMU to collect information related to the educational credentials of all full-time and part-time instructional faculty members, including international visiting faculty. Skilled Services Contract: Only for exchange visitors who will be paid to provide a specific service, but who were not hired into a posted position at JMU. International Travel Authorization Form: For exchange visitors who will be receiving transportation, meal, or lodging benefits. 2 Revised 01/2017

3 POST-ARRIVAL FOR ALL EXCHANGE VISITORS: Obtain JAC card: We recommend that you call (540) to verify that the visitor s name is in the JMU admin system. POST ARRIVAL FOR EXCHANGE VISITORS HIRED FOR A POSTED POSITION AT JMU: Human Resources (HR) Onboard Process: Deadline: Must visit on or before first day of hire Complete Onboard Paperwork: International visitor must bring passport, DS-2019, and I-94 Document Payroll: Complete international tax analysis and provide direct deposit information. 3 Revised 01/2017

4 Request to Host J-1 Visa International Exchange Visitor PART 1. DEPARTMENTAL INFORMATION: Name of Department that will host exchange visitor: Name and address of faculty/staff member responsible for coordinating the exchange visitor s program: PART 2. INFORMATION ABOUT THE EXCHANGE VISITOR: Last Name: Sex: First Name: Date of Birth (MM/DD/YYYY): Place of Birth (City and Country): Country of Citizenship: Country of Legal Permanent Residence: Address: Mailing Address: Phone number in home country (for UPS delivery): Number of immediate family members who will be accompanying the exchange visitor: None Spouse Number of children: Please provide the following information about each dependent: Dependent 1 Last Name: Sex: First Name: Date of Birth (MM/DD/YYYY): Place of Birth (City and Country): Country of Citizenship: 4 Revised 01/2017

5 Country of Legal Permanent Residence: Dependent 2 Last Name: Sex: First Name: Date of Birth (MM/DD/YYYY): Place of Birth (City and Country): Country of Citizenship: Country of Legal Permanent Residence: Dependent 3 Last Name: Sex: First Name: Date of Birth (MM/DD/YYYY): Place of Birth (City and Country): Country of Citizenship: Country of Legal Permanent Residence: If the exchange visitor will be accompanied by more than 3 dependents, please provide their information on a separate sheet PART 3. INFORMATION ABOUT EXCHANGE VISITOR S PROGRAM: Exchange visitors may enter the US up to 30 days before the program start date and are allowed a 30 day grace period after the program end date to leave the US. Program start date (MM/DD/YYYY): Program end date (MM/DD/YYYY): Category Requested for Exchange Visitor (select only one) Professor: The exchange visitor s primary activity must be teaching. Maximum duration of 5 years. Professors will be subject to a 2 year bar on repeat participation in the professor or research scholar category upon completion of the program (no matter how short). Research Scholar: The exchange visitor s primary activity must be research. Maximum duration of 5 years. Research Scholars will be subject to a 2 year bar on repeat participation in the professor or research scholar category upon completion of the program (no matter how short). 5 Revised 01/2017

6 Short-Term Scholar: The exchange visitor s primary activity may be teaching, research, or training. The maximum duration is 6 months. No bars on future participation as a J-1 visa exchange visitor. Academic field of program, please be specific (e.g. German Philosophy, Managerial Accounting, etc.): Title of position at JMU (e.g. Visiting Professor): Address where the exchange visitor will conduct their program, if not on JMU s main campus: Please briefly describe the objectives of the exchange visitor s program and explain how the hosting department will monitor the exchange visitor s progress in achieving the program objectives: PART 4. EXCHANGE VISITOR S FINANCIAL SUPPORT: Government regulations require that JMU verify that exchange visitors will have enough financial support to cover their expenses throughout the duration of their program. The estimates provided for the minimum amount of funding necessary to cover basic living expenses in the Harrisonburg area are below: Exchange Visitor: $1367/month Each dependent: $430/month (in addition to the exchange visitor s funding) 6 Revised 01/2017

7 Indicate the source and amount of funding in the table below: SOURCE OF FUNDING AMOUNT OF FUNDING DOCUMENTATION REQUIRED JMU $ Attach a letter describing compensation. Exchange Visitor s Government $ Attach a letter describing compensation in English or with an English translation. US Government $ Attach a letter describing compensation. Other Organizations Exchange Visitor s personal funds 1.$ 2.$ 3.$ $ Attach a letter describing compensation in English or with an English translation. Attach an official bank statement PART 5. ENGLISH PROFICIENCY REQUIREMENT Government regulations require that JMU verify that the exchange visitor has sufficient English language proficiency to successfully participate in his or her program and to function on a day-to-day basis in the US. The regulations require that an objective measure of determining English proficiency listed below must be used. Indicate which method (only one is needed) of English proficiency was used to determine that the Exchange Visitor has sufficient English proficiency. The exchange visitor is a native English speaker. Please provide a brief letter of explanation if the exchange visitor s home country is not a country where English is an official language. A copy of a diploma from a US institution or foreign institution where the language of instruction was exclusively English. A copy of the official scores from a TOEFL or IELTS test of English language demonstrating at least minimum English proficiency (a score of 70 on the internet-based TOEFL or a 6 on the IELTS). A documented interview conducted by the host faculty member assessing the exchange visitor s English language ability. Attach a completed English Language Proficiency Assessment Report found on page 10 of this application form Revised 01/2017

8 PART 6. EXCHANGE VISITOR CULTURAL COMPONENT: The purpose of the exchange visitor program as stated in the Code of Federal Regulations, is to provide foreign nationals with opportunities to participate in education and cultural programs in the United States and to return home to share their experiences, and to encourage Americans to participate in educational and cultural programs in other countries. The regulations also state that host universities must offer cultural activities to offer exchange visitors the broadest exposure to American society, culture and institutions; and encourage exchange visitors to participate voluntarily in activities that are for the purpose of sharing the language, culture, or history of their home country with Americans. A report of cultural activities that exchange visitors engaged in at JMU must be submitted to the School and Exchange Visitor Program annually. Provide the cultural components of the exchange visitor s program (list as many as applicable) and list names and dates of events below if possible: Conference or seminar attendance Participation in a cultural presentation, discussion or event Participation in events with US faculty, staff or students outside of teaching and research (this could include departmental social events, US holiday parties, sporting events, cultural events, etc.) Additional Information: At the conclusion of the exchange visitor s program, please International Student and Scholar Services (isss@jmu.edu) with information about future international reciprocity that developed as result of the exchange visitor s program Revised 01/2017

9 PART 7. DEPARTMENTAL RESPONSIBILITES: By requesting to host an exchange visitor, the host department and host faculty assume responsibility for verifying that: The exchange visitor is not being offered a tenure-track position The exchange visitor has at least a bachelor s degree The department will provide the exchange visitor with the support necessary to access JMU facilities, computer systems, and office/research space as necessary The host faculty member will maintain contact with the exchange visitor throughout his/her program and ensure that the exchange program objectives are met The department will notify the International Student and Scholar Services office of changes to the exchange visitors program or if they are unable to contact the exchange visitor Host Faculty: Name: Title: Phone: Signature: Date: Department Chair: Name: Signature: Date: In order for the request to be processed, the following documents must be received by the ISSS office (isss@jmu.edu): Completed Request to Host J-1 Exchange Visitor form (pages 3-9 of this document, electronic signatures are acceptable, be sure to include an original letter of invitation- the template is on pg 9) A copy of the exchange visitor s passport and the passports of all dependents Evidence of the exchange visitor s English language proficiency Documentation of the exchange s visitor s funding that is greater or equal to the minimum living expenses estimate Original letter of invitation from the department to the exchange visitor (please use the template found on page 7, but print the letter on your departmental letterhead) Revised 01/2017

10 [Departmental Letterhead] Letter of Invitation Template [Date] [Name] [Title] [Street Address] [City] [Province] [Postal Code] [Country] Dear [Name]: On behalf of [Name of Department], I am pleased to invite you to be a [Department Position Title or Visiting Scholar ] at James Madison University. Your program will begin on [Program Start Date] and end on [Program End Date]. During that time you will be engaged in [Describe Program Activities] for approximately [hours per week]. Funding for your program will come from [describe all funding, salary, compensation, or other benefits]. [Provide any additional information about the program here] We are looking forward to your arrival. If you have any visa related questions, please contact Hunter Swanson in the office International Student and Scholar Services at swansohr@jmu.edu. Sincerely, [Printed Name] [Title] 10 Revised 01/2017

11 English Language Proficiency Assessment Report This form is to be used to assess the exchange visitor s English language proficiency if him/her is not a native English speaker, does not have an official TOEFL/IELTS score summary, and does not have a transcript or diploma from an institution where English was the language of instruction. Name of Exchange Visitor: Host Faculty Name: Date of Interview: Interview Method: In person By videoconference (e.g. Skype) Please use the TOEFL ibt Test Independent Speaking Rubric to assess the exchange visitor s English language proficiency. Question Score Comments (if applicable) Please share a little about your professional background. What do you think will be the most challenging aspects of living in the United States? How do you think your time spent as an exchange visitor at James Madison University will benefit you personally and professionally? What questions do you have about James Madison University? Total Score: Host faculty s assessment of the exchange visitor s English language proficiency and his/her ability to function on a day-to-day basis in the United States: 11 Revised 01/2017

12 12 Revised 01/2017

13 HOUSING INFORMATION FOR INTERNATIONAL EXCHANGE VISITORS: TYPES OF LEASES: An individual lease is when a tenant signs for a single room, meaning he or she is individually responsible for paying rent and any damages to the room. However, this may also mean the landlord can place any tenant in remaining rooms in the apartment or townhome. Be sure to check with your property management company about these policies prior to lease signing. A joint lease is a lease signed by all tenants, making the entire group responsible for damages and paying the full rent. This places the choice of filling empty bedrooms in the apartment or home on the tenants themselves. After signing a lease, some tenants may choose to sub-lease their residence. A sub-lease is a legal agreement by which someone who is renting an apartment, house, etc., is allowed to rent it to someone else for a period of time. This can be a viable option for leasing an already-leased property for a portion of the original lease terms. THE LEASING PROCESS: Most property managers will require a rental application fee and an income verification form. If the application form requires a social security number or driver s license ID number and you do not have one, inform the property manager of this and request an alternate arrangement. Once the leasing process has been completed successfully, you will have access to your apartment/room at a predetermined time on the day the lease begins. Once you move in, inspect the property immediately for damage that was incurred before you move in and alert the property manager. If you do not do this, you may be charged for damages or lose your security deposit. SECURITY DEPOSIT: Many apartment and townhome complexes require a security deposit to be paid. By Virginia law, the security deposit cannot be equivalent to more than 2 month s rent. Typically, the security deposit is equivalent to one month s rent. A security deposit is a sum of money that landlords or property managers require tenants to pay before they move in; it is meant to be used if a tenant fails to pay rent or damages the rental property. If all rent is paid and the property is left undamaged, the security deposit is returned upon lease expiration. UTILITIES: Each apartment or townhouse complex handles utilities in a different way. Sometimes all or a portion of the utilities will be included in the price of rent and sometimes you will be responsible for all utility payments. Utilities include: electricity, water, internet, cable, gas, sewage, trash collection, recycling, snow removal, etc. 13 Revised 01/2017

14 Certain companies will charge set-up fees to use their services: o o o o Harrisonburg Electric Commission (540) Harrisonburg Water & Sewer (540) Harrisonburg Trash and Recycling (540) Comcast or Verizon (Internet and Cable) (540) For questions on more specific utility information, please contact the apartment or townhouse complex in question. TRANSPORTATION: Bus Service o Harrisonburg Department of Public Transportation (HDPT) provides a comprehensive bus route system for getting around Harrisonburg. o Specific routes and schedules can be viewed at this link: Taxi Companies o ABC Cab (540) o Yellow Cab (540) Uber o Uber is a smartphone mobile application that can be used for personal transportation. Users of the app are contracted to provide on-demand driving services that comply with Uber driver and car standards ( RENTERS INSURANCE: Some landlords or complexes may require renters insurance or at least recommend it. Renter s insurance is a form of property insurance that provides coverage for a policy holder's belongings and liability within a rental property. It protects against loss of personal property within the rented property. Be sure to ask your landlord or property management company about renters insurance to protect your personal property, whether or not it is required and which type of policy they might recommend. 14 Revised 01/2017