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Global Engagement

Faculty/Staff Host Responsibilities and Resources

Faculty/Staff Host Responsibilities

The Faculty/Staff Host Understands:

The Faculty/Staff Host will:

Resources

Quick-Reference Guide

Please review this quick-reference guide on key operational updates and logistical requirements as you plan for your incoming scholar on a J-1 visa. Please note that requests for other visa sponsorships (i.e. H-1B, O, etc.) have to be approved and processed by the Office of Faculty Affairs.

Focus Area

Key Requirements & Action Items
Travel Restrictions & Visa Processing
  • Presidential Proclamation: Certain foreign nationals face country-based entry restrictions to the US based on nationality (exceptions primarily apply to dual citizens). Review the Presidential Proclamation early in your planning.
  • Embassy Delays: Anticipate longer J-1 visa appointment wait times at foreign consulates. The US Department of State offers a tool for information on J-1 visa waiting times.
Health Insurance & Start Dates
  • Start Dates: Federal rules mandate J-1 visa holders maintain compliant health insurance from day one. To ensure coverage for J-1 scholars who are employed by SCU and eligible for health insurance coverage (i.e., postdoctoral fellows), official program start dates must always fall on the first day of the month. Scholars self-funded or non-SCU employees have more flexibility for the start date. 
  • SCU Add-Ons: Standard SCU employee coverage lacks required medical evacuation and repatriation. Even when eligible for SCU health insurance coverage, international scholars will need to obtain supplementary coverage for medical evacuation and repatriation.
New D/S Rules
  • Please note that there is ongoing litigation involving implementation of these new rules. We will update our information based on the latest developments.
  • Program Extensions: Extending a stay will require filing an Extension of Stay (EOS) application with USCIS. Scholars may continue working while pending.
  • Transfers: Scholars transferring from another U.S. institution must also file an EOS to finalize their SCU transfer.
Onboarding & Vetting
  • SSN Application: Scholars can schedule appointments early, but cannot apply until physically in the U.S. with a validated J-1 record.
  • Bar Limits: Mind the two-year bar on repeat J-1 participation and the two-year home residency requirement for scholars funded by their government or part of the skills list. 
  • Faculty Vetting:  As part of the onboarding process, our office will follow up with specific questions regarding the academic relationship and connection between the host faculty member and the scholar. 

Deadlines

The International Visitor Proposal must be submitted at least 10 weeks prior to the intended start date of the J-1 Scholar. This timeline is designed to allow for SCU administrative processes as well as visa processing for the J-1 scholar. Please note that visa appointment wait times vary by location so additional time may be required. 

Providing Working Space on Campus

It is the expectation of the U.S. Department of State that J-1 Scholars are integrated into the academic community. Since J-1 Scholars are under the immigration sponsorship of SCU, they must be provided an office or workspace on-campus and should not be expected to work exclusively off-campus. J-1 Scholars do not need to be provided a private office. Some SCU departments, for example, assign the scholar they are hosting a dedicated carol in the library, or a dedicated lab space.

Mandatory Insurance

All J-1 Exchange Visitors and their J-2 dependents are required by the federal government to maintain qualified health insurance coverage for the entire duration of their stay in the U.S. Santa Clara University requires that all SCU sponsored J-1 Scholars, and their J-2 dependents, provide documentation of sufficient insurance. It is the personal responsibility of all J-1 Scholars to ensure they are in compliance with state, federal, and University rules regarding insurance coverage. Minimum mandatory insurance requirements are available on our Insurance Requirements for J-1 Scholars page.

Invitation Letters

What is an Invitation Letter?

The Invitation Letter is the formal document inviting a qualified international professor or researcher to come to the U.S. under the sponsorship of Santa Clara University’s J-1 Exchange Visitor Program. Invitation Letters must be prepared by Global Engagement.

What is the process for drafting an Invitation Letter?

The letters are drafted by Global Engagement using a template that meets immigration requirements and has been approved by Legal Counsel and Risk Management. The template is customized by Global Engagement based on the information on the International Visitor Proposal.

Who signs the Invitation Letter?

This letter is signed by the Dean of the Hosting School. Since it is an Invitation rather than an Offer, the letter does not require any countersignature by the J-1 Scholar.

I like the drafted letter, but I want to make some changes – can I just go ahead and do that?

Unfortunately, no. The template of the letter has gone through extensive drafting and review. If you believe a change is required, please contact the Director of International Students and Scholars in Global Engagement (scholars@scu.edu).

How does and “Invitation Letter” differ from the “Offer Letter” or “Appointment Letter” we used to issue?

“Offer Letters” are typically issued by Human Resources to extend an employment offer. “Appointment Letters” are issued with the oversight and approval of the Provost to convey academic/teaching appointments. If the prospective J-1 Scholar will be receiving payment from SCU or has any teaching responsibilities you must disclose this on the International Visitor Proposal so that Global Engagement can work with other offices on campus to secure any required approval. In cases where the J-1 Scholar is a university employee the Offer Letter or Appointment Letter may be used in place of an Invitation Letter.

My Scholar is Requesting a Letter Prior to the Invitation Letter- can we do this?

If a prospective J-1 Scholar needs a letter prior to the Invitation Letter, for example to apply for funding, Global Engagement has a template. Contact scholars@scu.edu to request a letter template. 

The Invitation Letter has been sent to the scholar– what happens next?

Global Engagement staff will reach out to the J-1 Scholar to collect information and documents needed to issue the appropriate immigration documents and provide instructions for next steps in applying for a J-1 visa.

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