Inviting a J-1 Scholar to UNM
Quick Guide for Hosting Scholars
This quick guide will assist you in determining how to proceed when your unit wants to hire or invite international person(s) to UNM. It will help you determine what type of visa/immigration status the visitor might need including whether the individual needs an exchange visitor (J1) visa from the UNM Global Education Office (GEO). Relationships with international faculty have long-term impacts on UNM’s International partnerships. Therefore, to ensure a productive and successful stay, host units should carefully arrange all logistical details, facilitate cultural and social connections, and provide support to assist in the adjustment of the participants. All individuals who want independent access to campus services and facilities will ALSO need to be entered into the relevant UNM system(s). Information as to which office(s) are involved in the visa and UNM entry processes is provided below. NOTE: GEO can assist with international visitors by providing protocol advice, providing flags for formal events, making recommendations for campus housing or arrival accommodation, arranging high-level meetings with executives, arranging any needed MOU/agreement signing ceremony, providing a campus tour, hosting GEO specific meetings, and providing information about upcoming events that could be of interest to the visitor(s).The international person(s) will be…
- Visitor without Campus Access
- Visitor with Campus Access
- Unpaid Visiting Scholar
- Paid Visiting Scholar
- Employee
Visitor without Campus Access
Visiting Campus for < 3 Business Days and not requiring individual access to any of UNM's physical or electronic assets Visa: Unit writes invitation letter for visitor (consult GEO for questions) Other: Submit names of non-student visitors to Industrial Security Units that invite international visitors for short-term visits (often for initial or follow-up business meetings) are fully responsible for the agenda of the visitors. This includes ascertaining the business to be conducted and arranging meetings, meals, facilities, etc… in order to accomplish the mutual collaboration goals. If a visitor will receive reimbursement for travel or any type of honoraria the unit must check with UNM Taxation regarding payment options and tax questions. Units (as a matter of protocol) should assign a point-of-contact and make arrangements for airport pick-up/drop-off, welcome, hotel to campus roundtrip transportation for business meetings, and provide recommendations to the visitor as requested.
Visitor with Campus Access
Visiting campus for an extended period of time (> 3 business days but <2 months) not receiving any compensation but requiring access to one or more of th following: library, netid, a desk, office keys etc ... Visa: Unit writes invitation letter for visitor (consult GEO for questions) GEO does not facilitate this process, but can provide information to the UNM unit hosting the visitor such as recommendations for writing letters of invitation, short-term housing, etc. If a visitor will receive reimbursement for travel or any type of honoraria the unit must check with UNM Taxation regarding payment options and tax questions. Units are responsible for establishing an agreement in writing (email is sufficient) with well-defined parameters (including a start and end date) related to the visitors’ business purpose on campus. It is recommended this agreement is reached at least one month in advance of the visitor’s arrival. Units should alert UNM Industrial Security about their visitor a minimum of two weeks prior to their arrival and confer with all hosting faculty, departments and staff as necessary to fulfill the terms of the agreement. It is recommended that units have an agenda outlining on-boarding activities for visitors from arrival through the first week on campus and that they assign a point-of-contact to welcome the visitor (including airport pick-up) and provide information about nearby food/necessity shopping, transportation, banking/wire transfer facilities, and housing (some of this is available on the GEO website for International Scholars). The unit contact should connect the visitor to people or resources that will enhance their time on campus, in Albuquerque, and in New Mexico.
Entry into UNM systems: Contact the faculty contracts office for visiting academics and Lobo card for groups of visiting students. Submit names of non-student visitors to Industrial Security
Unpaid Visiting Scholar
Researching, Teaching or Consulting in a non-permanent role unpaid at UNM for <5 years and requiring access to campus facilities/services Visa: Individual could be eligible for J1 Exchange Visitor (contact GEO) GEO processes immigration documentation related to J1 scholars. GEO will request funding information and proof of English as required by J1 regulations and provides a campus orientation, immigration advisement, and social and cultural activities for all J1 scholars. Units are responsible for arranging all aspects of the academic agreement and for providing general guidance (dependent upon the visiting scholar’s needs) to the visiting scholar(s) throughout their stay on campus.
Entry into UNM systems: Contact the faculty contracts office
Paid Visiting Scholar
Researching, Teaching or Consulting in a non- permanent role paid at UNM for <5 years Visa:Individual could be eligible for J1 Exchange Visitor (contact GEO) or H1B or other work visa (contact University Counsel) GEO processes immigration documentation related to J1 scholars. If the individual is being hired on another visa type follow process for Employee, above. GEO will request funding information and proof of English as required by J1 regulations and provides a campus orientation, immigration advisement, and social and cultural activities for all J1 scholars. Units are responsible for arranging all aspects of the academic agreement and for providing general guidance (dependent upon the visiting scholar’s needs) to the visiting scholar(s) throughout their stay on campus.
Entry into UNM systems: Contact the correct hiring unit for the type of position (e.g., Faculty Contracts or HR)
Employee
Working (receiving salary) in a tenure track or otherwise non-temporary position on campus Visa: Consult The Office of University Counsel GEO does not provide administrative support for this type of international person. Units are instructed to contact the Office of University Counsel and hire an approved immigration attorney to process immigration paperwork for the work visa for an employee.
Entry into UNM systems: Contact the correct hiring unit for the type of position (e.g. Faculty Contracts or HR)
Invite a J-1 Scholar through GEO
Scholar Coordinators
The Global Education Office (GEO) has established an International Scholar Coordinator Network. This process requires that the deans, directors, or chairs of all UNM departments, centers, or units that wish to invite international J-1 scholars designate an International Scholar Coordinator. The completed designation form must be sent to GEO before the individual can submit paperwork to bring international scholars on behalf of the department. The coordinator is the gatekeeper responsible for reviewing and submitting all pertinent paperwork to GEO. The coordinator also must submit critical information to GEO and attend periodic GEO training. If you are interested in finding out whether your department has an International Scholar Coordinator, or if you’d like to appoint someone to serve as a coordinator, please contact an advisor at GEO for more information. You can email iadvisor@unm.edu or contact us by phone or in person.
Procedure
Department designates J Scholar Coordinator and coordinator attends training with GEO. After training, scholar coordinator is provided a link to online J1 Scholar Request Form. Coordinator completes J1 Scholar Request Form for each new scholar invited and existing scholar seeking an extension of their DS-2019. Once department portion is complete an email link will be automatically sent by the system to the J scholar to complete their portion of the application. GEO creates a General Person record in Banner (if scholar is new to UNM) and DS-2019 form for scholar (If the scholar is Fulbright, they will receive the DS-2019 from an outside sponsor). GEO notifies coordinator via email that scholar record and DS-2019 (if applicable) are ready. Email will also outline the steps to contact the appropriate "employment" unit to create a role for the individual in Banner (e.g., Post-doc, Visiting Colleague, Letter of Academic Title, etc.) GEO emails arrival information and DS-2019 (if applicable) to scholar with a copy to the department coordinator. Scholar applies for J-1 visa at a U.S. Embassy or Consulate in their home country (except for Canadian citizens). Scholars applying for DS-2019 extensions will not need to leave the US, but will need to apply for a new visa to return the next time they do leave the US. Coordinator informs GEO if scholar will NOT arrive by the start date on the DS-2019. Coordinator ensures scholar attends GEO orientation within 15 days of start date on DS-2019. Coordinator informs GEO when scholar leaves.Please see forms related to this process (e.g. English Assessment, Scholar Leaving form, etc.)
