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Bringing a Visiting International Scholar to KU

Procedure manual (pdf)
Form: Initial Request for a DS2019 - to begin the process of bringing in a visiting scholar (pdf)
Form: Initial Request for a DS2019 - Word document - please maintain the formatting!
Form: Extend/Replace a DS2019 - to extend a scholar's program, add dependents, etc. (pdf)


The Coordinator for Visiting International Scholars is available to answer questions connected with temporary international visitors, and to help with issues such as computer access, library access, KU ID cards, and so on. Please call our office at 864-6161 for assistance.

Please note: it is the responsibility of the hosting department to help the visiting scholar secure housing and transportation from the airport to the university.

Procedures to Bring a Visiting International Scholar to KU on a J-1 Program

  1. Official Invitation letter

    The first step in bringing a visiting scholar to KU is writing him/her an official letter of invitation. This letter should detail the nature of the research the scholar will conduct, and specifically what the department will be able to offer to the scholar. It should explain whether or not the department will be able to offer office space, staff assistance, departmental facilities, salary and or stipend, the agreed length of stay, and the dates scholar will be on campus.

  2. Official Appointment

    All visiting scholars, regardless of the immigration arrangements that are made for them, must have an official University appointment indicating they have an academic relationship to KU. For those scholars who will not be paid by the University, the appropriate appointment is generally KU Affiliate, Temporary Visiting Scholar. Any scholar who will be on the University payroll should be appointed according to the specifications of their contract with the specific department.
    (The IP office will take care of affiliate appointments for scholars that are not paid by KU.)

  3. Fill out the Initial Request for a DS-2019 Form

    To bring a scholar on a J-1 visa, a faculty member will need to make what is called an Initial Request for a DS-2019 (the form used to be called an IAP-66). This form has many specific questions on it pertaining to the scholar’s personal bio data. The faculty sponsor may need to email the prospective scholar specific questions in order to fill out this form. To fill out the request, the faculty member will need to know the following:

    PRIMARY APPLICANT
    Last Name (as spelled in passport)
    First Name (as spelled in passport)
    Date of Birth
    Country of Birth
    Country of Citizenship
    City of Birth
    Gender
    Country of Legal Permanent Residence
    Position in Country of Residence
    Middle Name, if available
    U.S. Address, if available
    		 DEPENDENT/S
    Last Name (as spelled in passport)
    First Name (as spelled in passport)
    Date of Birth
    Country of Birth
    Relationship to Primary Applicant
    City of Birth
    Nationality

    Also, we will need Verification of finances (if sponsored by a program, then a letter of sponsorship; if using personal funds, it is often in form of bank account statement). After completing this Initial Request form, please submit the request to International Programs, Room 300, Strong Hall.

  4. Applying for a J-1 Visa

    When the DS2019 is ready, the sponsor is notified and may pick it up or have it sent through campus mail. The sponsor sends the DS2019 and related materials to the scholar by FedEx (secure and trackable).

    After receiving a DS-2019 (and other materials), the scholar should immediately pay the SEVIS fee (currently $180) and make a visa application appointment, being sure to specify that they are applying for the J-1 visa. Wait times are often much shorter for scholar visas. (Instructions for paying the SEVIS fee are sent along with the DS2019 form.)

    Some new regulations have been passed recently and your scholar may want to check with the consulate to ask what forms he/she will need to bring with her (i.e., birth certificate). If all goes well, a visa stamp will be issued (within their passport) and the DS-2019 form will be returned to the scholar. Together, these two items make the scholar valid for entry into the U.S. under the J-1 category.

    Very Useful Websites:


  5. Health Insurance

    All visiting scholars are required to have health and accident insurance (for themselves and any accompanying dependents while in the United States) that is in compliance with regulations set forth by the US Department of State. Insurance should be purchased as soon as possible after arrival in the U.S. KU employee insurance alone does not meet these requirements. The faculty sponsor or other person requesting the DS-2019 document is responsible for informing visiting scholars about this requirement, since it involves financial plans. IP has information on health insurance policies for international visitors, and appropriate coverage can be purchased through IP. Visiting scholars who wish to use insurance from their home countries must provide verification that their coverage meets Department of State requirements. (The International Programs office can supply scholars with the appropriate form.) A scholar who does not have appropriate health insurance coverage is not employable at the university, and could be subject to termination.

  6. Check-In at the International Programs office

    When the scholar has finalized the arrival date, the scholar or hosting department should email the International Programs office to schedule an appointment with the Coordinator for Visiting International Scholars. It is best to inform International Programs in advance, so a proper arrival package and orientation can be arranged for the scholar.

    Scholars are required to check in at IP within 15 days of the start date of their program. The university is required by law to report scholars who fail to check in and failure to do so could result in the termination of their program, so this check-in is VERY important. If the scholar will not arrive within 15 days of the start of their program, it is important to notify the Scholar Coordinator.

  7. Social Security Numbers

    All visiting scholars who will be on the University's payroll must have a social security number. An International Visiting Scholar can now be put on the KU payroll on the basis of a receipt from the Social Security Office, proving that they have applied for a number. In order to be issued a number, the scholar must present his/her passport and immigration documents to the Social Security Administration officials at 1440 Wakarusa Dr. (843-2254). Maps and applications are available in International Programs. Due to new immigration regulations, it can take up to six weeks to get a social security card.

    NOTE: It is very important for departments to instruct the visiting international scholars to get a receipt from the Social Security Office at the time they apply and provide this receipt to the payroll office so that they can be put into the payroll system.

  8. KU Identification Card (KUID)

    Visiting scholars who will not be on the KU payroll will get a KUID card through the assistance of IP. Visiting Scholars on the KU payroll will get a KUID through their department affiliation. Current University regulations allow scholars who are at KU for at least 3 weeks to receive a KU ID card. Scholars who are at KU for less than 3 weeks may have a KU online ID and access to the library, but not an ID card. IP can help to arrange this if necessary.

Travel and Transportation Information for New International Scholars

Maintaining Status

  • Carry your I-94 at all times.
  • Keep your passport valid at all times.
  • Don't let your DS-2019 expire. (The expiration date is located in section 3 of your DS-2019.)
  • Carry health insurance throughout your entire J-1 program for yourself and any J-2 dependents.
  • Only engage in the program as described in section 4 of your DS-2019.
  • Only engage in short term consultations and occasional lectures in your field if you have obtained prior written approval from the RO/ARO* designated by your program sponsor (listed in section #2 on your DS-2019), if you will receive remuneration for your services.
  • Employment outside one's program objective is NOT permitted.
  • Have your DS-2019 signed by the RO/ARO* designated by your program sponsor before traveling out of the country if you plan to return to the U.S. in the same J-1 program.
  • If you change program sponsors, get a new DS-2019, get released from the former program sponsor and have the new DS-2019 processed.
  • Report any change of address within 10 days to your program sponsor.
  • There are always exceptions to the rules. Consult with your program sponsor if you have any questions before you do something different.


*RO = Responsible Officer
ARO = Alternate Responsible Officer

Important Things to Know

Health Insurance

Health and accident insurance is REQUIRED by U.S. federal law for all J-1 Exchange Visitors and their J-2 dependents during the period of time that an exchange visitor participates in his/her program. An exchange visitor who willfully fails to maintain the insurance coverage shall be subject to termination from the Exchange Visitor program. A more detailed explanation is available in ISSS and on our office's website. At a minimum, the insurance coverage shall include:

  • Medical benefits of at least $50,000 per person per accident or illness;
  • Repatriation of remains in the amount of $7,500;
  • Expenses associated with medical evacuation in the amount of $10,000; and
  • A deductible not to exceed $500 per accident or illness.

Two Year Home Residency Requirement

Some J-1 exchange visitors are subject to this requirement and some are not. An exchange visitor is subject to INA 212(e) requirement, if the following conditions exist:

  • The program in which the exchange visitor was participating was financed in whole or in part directly or indirectly by the United States government or the government of the exchange visitor's nationality or last residence;
  • The exchange visitor is a national or resident of a country designated as requiring the services of persons engaged in the field of specialized knowledge or skills in which the exchange visitor was engaged for the duration of their program (Exchange Visitor Skills List 9 FAM 41.62, Exhibit II);
  • The exchange visitor entered the United States to receive graduate medical education or training.


If the exchange visitor is subject to INA 212(e) requirement, he or she cannot change his or status to that of H, L, K, or immigrant lawful permanent resident (LPR) until he or she has returned to his or her home country for at least two-years or received a waiver of that requirement. Waivers can be difficult to obtain. For information, refer to U.S. Department of States's Waiver of the J Visa Two-Year Foreign Residence Requirement 212(e).

Occasional Lectures or Consultations

At the discretion of the responsible officer, professors may freely engage in research and research scholars may freely engage in teaching and lecturing; this will not be considered a change of category. Incidental lectures or short-term consultations are permitted with the approval of the responsible officer so long as they are directly related to the objectives of the exchange visitor's program, incidental to the exchange visitor's primary program activities, and do not delay its completion date. The exchange visitor needs to receive permission in writing PRIOR to commencing the lectures or consultations.

If KU is the program sponsor, the department must endorse the occasional lecture or short-term consultation. For more information please contact the Visiting International Scholar Coordinator in the International Programs office.

Change of Category or Employer/Department

A request for a change of category (section #4 of DS-2019) must be clearly consistent with and closely related to the participant's original exchange objective and necessary due to unusual or exceptional circumstance. Scholars/Professors may be able to change employers/departments as long as they continue to pursue the original program objective, as listed in section 4, Subject/Field Description. A responsible Officer or Alternate Responsible Officer will have to submit a written request with supporting justification for the change to the U.S. Department of State on behalf of the participant, along with a nonrefundable fee. If the Department grants the request, a new Form DS-2019 is issued. If the the request is denied, the participant is expected to return home no later than 30 days from the date of the Department's notice or the program's end date indicated on original DS-2019, whichever is later.

Change of category may be difficult to obtain. If participant is changing to student category it may be easier for the participant to leave the U.S. and re-enter as a J-1 Student. Please direct your questions to the Visiting International Scholar Coordinator.

Program Extensions

J-1 Research Scholars and Professors are allowed a maximum stay of five years, assuming J-1 status is maintained. Any program extension (up to the five year maximum) cannot be granted to a participant who has applied for and received a waiver of INA 212(e), the two year home residency requirement, from the U.S. Department of State.

Two Year Repeat Bar

The Two-year (24 months) bar prevents those individuals who are current J-1 Professors or Research Scholars from repeat participation (as a Research Scholar or Professor) for a period of two years immediately following the completion of their program. This does NOT apply to Short Term Scholars.

Duration of Status

All J-1 exchange visitors are admitted to the United States for duration of status - meaning they do not have a specific departure date on their I-94 card, but rather "D/S". J-1 exchange visitors with "D/S" may stay in the U.S. as long as they are maintaining their J-1 status; however, the time period is not to exceed the maximum duration participation allowed for categories. J-1 exchange visitors are given a 30-day grace period after their completion date of their program in order to prepare to depart the U.S. Employment is not permitted during this 30-day grace period.

Early Departures

Any time an exchange visitor completes his/her program more than 30 days prior to the completion date on the DS-2019, the International Scholar Coordinator should be notified.