Each year Santa Clara University welcomes international scholars, professors and researchers from around the world. Our International scholars are sponsored by departments and programs throughout the University and engage in a wide variety of academic collaboration, research, and study.
The Global Engagement Office leads the International Scholar Program and faculty with interest in hosting international visitors as part of SCU’s growing program are encouraged to email Scholars@scu.edu to discuss their interests.
Host a J-1 International Scholar
What is a J-1 Scholar?
A J-1 Scholar is the term SCU uses for any international professor or researcher who has been invited to visit our university under the sponsorship of our J-1 Exchange Visitor Program. Historically, these people were sometimes called “Visiting Research Scholars”. Sometimes we use the word “scholar” in a technical sense related to the language in the Department of State regulations, which may have additional nuances, but, in general, we refer to all visiting international professors or researchers as “J-1 Scholars”.
What is a Host Coordinator?
The SCU Host Coordinator is a role designated by the SCU department, program or school who will support the J-1 International Scholar. The Host Coordinator is responsible for supporting the academic, professional and personal needs of the J-1 Scholar. The Host Coordinator interfaces extensively with the Global Engagement Office during the J-1 Scholar invitation and pre-arrival process.
J-1 Scholar Deadlines
Submission for Request to Host a Scholar
In order to insure we can issue your DS-2019 in enough time for scholars to get their visa stamp, enter the US, get settled at SCU before the start of the academic term, the Request to Host a Visitor must be submitted to firstname.lastname@example.org by the following deadlines.
|Initial Term at SCU||Visitor Proposal Due|
|Fall Semester / Quarter||May 1|
|Winter Quarter / Spring Semester||September 1|
|Spring Quarter||November 1|
|Summer Quarter||February 1|
Dates for Arrival and Mandatory Orientation
All J-1 Scholars are strongly encouraged to take advantage of the time allowed by the US government and arrive in the US 30 days prior to the start of the their program. Scholars must arrive prior to the start of the academic term and orientation is mandatory.
|Arrival||Orientation Dates 2019-2021|
|Fall Semester / Quarter 2019||Wednesday, October 2, 2019|
|Winter Quarter / Spring Semester 2020||Wednesday, January 15, 2020|
|Spring Quarter 2020||Wednesday, April 8, 2020|
|Summer Quarter 2020||Wednesday, June 24, 2020|
|Fall Semester / Quarter 2020||Wednesday, September 30, 2020|
|Winter Quarter / Spring Semester 2021||Wednesday, January 13, 2021|
|Spring Quarter 2021||Wednesday, April 7, 2021|
|Summer Quarter 2021||Wednesday, June 23, 2021|
Providing J-1 Scholar Working Space on Campus
It is the expectation of the US Department of State that J-1 Scholars are integrated into the academic community. Since J-1 Scholars are under the control and immigration sponsorship of SCU, they must be provided a workspace on-campus; they 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.
Resources and Forms for Scholars
There have been many updates to the new process related to J-1s at Santa Clara University- how can I get my questions answered about this?
Santa Clara University’s J-1 programs are managed by the Global Engagement Office. Specific inquiries should be directed to International Student & Scholar Advisor, who is under the supervision of the Director of International Students and Scholars. Please contact GEO at 408-551-3019; email@example.com.
What is a J-1 Scholar?
A J-1 Scholar is the term for any international professor or researcher who has been invited to visit our university under the sponsorship of our J-1 Exchange Visitor Program. Historically, these people were sometimes called “Visiting Research Scholars”. Sometimes we use the word “Scholar” in a technical sense related to the language in the Department of State regulations, which may have additional nuances, but, in general, we refer to all visiting international professors or researchers as “J-1 Scholars”.
What is a Host Coordinator?
The role of SCU Host Coordinator is designated by the hosting department, program or school as being responsible for the academic, professional and personal needs of the J-1 Scholar. The Host Coordinator also interfaces extensively with the Global Engagement Office during the J-1 Scholar invitation, and pre-arrival process.
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 may not be issued without the approval of the Global Engagement Office.
All J-1 Exchange Visitors and their J-2 dependents are required to maintain qualified health insurance coverage for the entire duration of their stay in the U.S.
Santa Clara University specifically requires that our J participants purchase the Gallagher International Students and Scholars Insurance - Silver Plan. It is mandatory that all SCU sponsored J participants (and their J-2 dependents) purchase this insurance. This plan meets all U.S. government, University and Affordable Care Act requirements. There is no waiver or appeal.
Once your immigration sponsorship documents have been issued, you will be contacted by your International Student and Scholar Advisor with more information on how to enroll in this required insurance plan.
It is the personal responsibility of all J participants to ensure they are in compliance with state, federal and University rules regarding insurance coverage.
What is the process for drafting an Invitation Letter?
The letters are drafted by the Global Engagement Office using a template that meets immigration requirements and which has been approved by Legal Counsel and Risk Management. The template is customized by the Global Engagement Office based on the information on the Request to Host a J-1 Scholar form.
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 International Student & Scholar Advisor in GEO.
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 Request to Host a J-1 Scholar form so that the Global Engagement office can work with the other offices on campus to secure any required approval prior to the Invitation Letter being issued.
We do not have any office space to provide to the visiting J-1 Scholar – do we have to do this?
It is the expectation of the US Department of State that J-1 Scholars are integrated into the academic community. Since J-1 Scholars are under the control and immigration sponsorship of SCU, they must be provided a workspace on-campus; they should not be expected to work exclusively off-campus. J-1 Scholars do not need to be provided a private office.
The Invitation Letter has been signed by the Dean –what happens next?
As soon as possible, a scanned copy of the letter should be provided to the J-1 Scholar via email. The email should include the International Student & Scholar Advisor and any other person included in the CC line of the Invitation Letter. Once this email goes out, the International Student & Scholar Advisor will begin the immigration process with the J-1 Scholar. The Original signed Invitation Letter should be forwarded via intercampus mail to the International Student & Scholar Advisor in Global Engagement Office to be included in the package containing all other original documents required for visa application abroad.