How to Invite an International Exchange Visitor - DRAFT VERSION 10/24/11
Step One (a): J-1 Exchange Visitor Application
This form is to be completed by the sponsoring department in conjunction with the Exchange Visitor applicant. The appointment of the Exchange Visitor must be approved by the Department Chair, College/School Dean and Provost/Vice President for Academic Affairs.
St. Cloud State University is designated to sponsor participants in the following categories:
- Professor– Primarily teaching, lecturing, observing; may conduct research.
(Minimum 3 week stay in the U.S.; maximum five-year stay in the U.S.; after completion of a program are barred for 2 years from beginning a new J-1 Professor/Research Scholar program)
- Research Scholar – Primarily conducting research, observing and may also teach or lecture.
(Minimum 3 week stay in the U.S.; maximum five-year stay in the U.S.; after completion of a program are barred for 2 years from beginning a new J-1 Research Scholar/Professor program)
- Short-Term Scholar – Person with similar education to professor/research scholar coming for short-term visit primarily for lecturing, observing, training, etc.
(No minimum stay, but a maximum 6 month stay in the U.S., not possible to extend or change status)
Step One (b): Funding
If the International Exchange Visitor will be employed by SCSU, then the sponsoring department must contact Human Resources (AS 204) to complete the necessary paperwork.
Any SCSU funding for the J-1 Exchange Visitor must follow all MnSCU policies. Once the contract is approved, a copy must be submitted to the Center for International Studies. Please contact Business Services / Foundation for more information.
If the Exchange Visitor will be funded by his/her home institution, private organization or government agency, a financial guarantee is required. The guarantee must include detailed information regarding the funding provided for the Exchange Visitor for the duration of their stay.
If a private sponsor (a relative or friend) will be funding the J-1 Exchange Visitor’s program, the sponsor must be able to demonstrate proof of funding and complete the Financial Certification Form for Private Sponsors.
Step Two: Exchange Visitor Dependent Request Form (if necessary)
This form is to be completed by the sponsoring department if the J-1 Exchange Visitor has dependents in the form of spouse and/or children under 21 years of age that will be accompanying the Exchange Visitor to the United States. Each dependent will require J-2 Dependent Status and the J-1 Exchange Visitor must demonstrate in his/her application ability to support them financially.
Step Three: Addendum to Site of Activity and Changes to Terms & Conditions of Initial Employment (if necessary)
This form is required if the J-1 Exchange Visitor will conduct activities off campus. According to the Code of Federal Regulations, the activity must be occasional in nature and must be incidental to the Exchange Visitor’s primary program objective. Namely, the activity can only be authorized for a series of single events and not an ongoing activity (22 CFR § 62.20[g])[1]).
Step Four: Request for J-1 Exchange Visitor
Once all the above steps are completed, use this form as a cover for your J-1 Exchange Visitor request. In order to completely review an application, the Center for International Studies requests the following documents listed below. Incomplete applications will not be accepted. Please contact the Center for International Studies for any questions regarding your request.
- J-1 Exchange Visitor Application
- Exchange Visitor Dependent Request Form (if applicable)
- Official Invitation
- Passport Copy for Exchange Visitor
- Passport Copy for Dependents (if applicable)
- Financial Support Documentation
- Addendum to Site of Activity and Changes to Terms & Conditions of Initial Employment (if applicable)
Submit the entire packet to:
CENTER FOR INTERNATIONAL STUDIES
ST. CLOUD STATE UNIVERSITY
101 Lawrence Hall, 720 Fourth Ave. South
St. Cloud, MN 56301, U.S.A.
Step Five: CIS Review
Within two weeks of receiving your request packet, the Center for International Studies will mail the immigration paperwork to the Department Chair of the sponsoring department. It is the sponsoring department’s responsibility to send all immigration paperwork to the Exchange Visitor. Please note that visa processing times vary by country and can take up to 6 months to be issued. The Center for International Studies will also email an electronic version of the submitted request to the Department Chair of the sponsoring department to keep on file.
