Developing International Exchanges
Hosting an international scholar
Consider the following factors carefully before issuing an invitation or replying to a request from a foreign national to join the campus. Decisions must be made about responsibility for administrative issues to ensure the best experience for the scholars, the department, and the institution. We recommend that all basic information be presented to the scholar in writing. Please refer to the sample letter and checklist.
Procedural steps described here refer specifically to the Twin Cities campus and may vary for scholars on other campuses.
Faculty mentor
Assign a faculty member to serve as a mentor. The mentor is responsible for the scholar's stay in the University. This involves supervision of the scholar's activities within the department including professional and University personnel matters and assistance with private issues.
The department will also need to consider:
- Will the scholar have office space, a telephone, a mailbox, access to secretarial assistance, photocopying, or other departmental support?
- Will the scholar be given library and/or computer access? Who will pay for any related fees?
Funding
Determine the funding source and amount that will be used to support the scholar (and dependents, if any) during the period of stay at the University. Will it be from the University of Minnesota, the scholar's personal or family funds, the home university or government, or some other agency? This information is essential in classifying the scholar's connection to the University of Minnesota and in deciding on the appropriate visa application for entering the United States, or transferring to Minnesota from within the United States.
If University of Minnesota funding will be provided to the scholar, he or she should be informed that this amount may be subject to U.S. taxation, depending on tax treaties and other U.S. tax laws.
English proficiency
The department should carefully consider the level of English proficiency needed for this position and communicate directly with the scholar regarding the expected level of proficiency before he or she comes to the United States.
University classification and immigration forms
In order to establish a bona fide connection to the University of Minnesota, the University's policy now requires that every international scholar be classified and assigned an official academic or civil service title, regardless of whether he or she will be on the payroll. The appointment document should indicate whether the scholar will be on a University salary appointment, or designated "without pay." (See JScholar.)
Visa type
Contact International Student and Scholar Services to confer with staff about the appropriate visa type for the scholar's particular situation (190 Humphrey Center or 612-6267100).
- Lead time to prepare proper visa documents can take a few days to a few months, depending on the visa type.
- Some visa statuses are not appropriate and specifically do not allow an individual to be paid or reimbursed, even if the department invites them with that intent. For example, a W/T (Waiver/Tourist) visa status prohibits any kind of payment, limits the stay to 90 days, and is impossible to change without leaving the United States.
- Do not assume that the visa status can be changed after the scholar arrives in the United States.
We encourage scholars to arrive in the United States on the appropriate visa. This prevents the time, effort, and resources required to correct the situation. If the international scholar is already in the United States, ISSS will advise the department and the scholar on the necessary procedures pertaining to their particular visa status.
Required health insurance
International scholars on all visa types and their accompanying family members are required to have U of M health insurance. Brochures are available at ISSS, 190 Humphrey Center. (See Insurance.)
Arrival and orientation
The department should take responsibility for meeting the individual at the airport or to inform the individual to make his or her own arrangements and come to the department after arrival.
The department should take responsibility to provide orientation to the department or laboratory for the scholar and to make introductions to people in the department.
ISSS offers orientation about the University and community for all new scholars and students who join the University of Minnesota. Information about these sessions accompanies the visa documents sent from ISSS. Departments are requested to inform newcomers to contact ISSS to attend a special scholar orientation program and have their visa documents copied and checked soon after their arrival. (See also the Scholar Handbook from ISSS.)
Housing
The department should take responsibility for helping the individual (and dependents, if any) locate housing. International Student and Scholar Services has a list of local hotels and motels in the Twin Cities. Temporary housing for scholars coming without young children can be arranged in some of the University residence halls. The University Housing Services office for the Twin Cities campus (612-624-2994) can provide information about permanent housing.