Scholars
Hosting a Scholar
The J-1 Exchange Visitor Program brings qualified international faculty, professors, research scholars, specialists, and other professionals to the United States to participate in educational and cultural programs. The University of South Florida has been approved by the U.S. Department of State (DOS) to serve as the visa sponsor for international visitors to participate in research, teaching, consulting, and observation at USF and its affiliates.
What is a scholar?
An Exchange Visitor or J Scholar at USF is a foreign national who is coming temporarily to the United States for the purpose of educational and cultural exchange, NOT EMPLOYMENT. The principal exchange visitor obtains a J-1 visa; the spouse and minor children obtain J-2 visas.
Scholar Categories
Professor:
An individual primarily teaching or lecturing at USF from 3 weeks to 5 years in duration.
Their Bachelor's degree or higher must match the teaching or lecturing activity at
USF. This is not for a USF tenure track position.
Research Scholar:
An individual primarily conducting research, observing or consulting in connection
with research at USF from 3 weeks to 5 years in duration. They must have a Bachelor's
degree at a minimum that matches the planned academic activity at USF. This is not
for a USF tenure track position.
Short-term Scholar:
A professor, researcher, or other individual with a Bachelor’s degree or higher coming to
USF for a short-term visit of 1 day to 6 months for the purpose of lecturing, observing,
consulting, training, or demonstrating a special skill at USF.
Specialist:
An individual who is an expert in a field of specialized knowledge or skill coming
to USF for observing, consulting, or demonstrating this knowledge or skill for three
weeks to one year.
Verification of English Language Proficiency
U.S. Department of State regulation 22CFR 62.10(a)(2) requires J-1 Exchange Visitors to show proof of English language proficiency to successfully participate in their programs and to function on a day-to-day basis. Below are the options that are acceptable at USF.
Option 1: Objective and Recognized English Language Test
The following tests are acceptable and the test dates must be no older than two years.
- TOEFL IBT: 69 overall score
- IELTS: 6
- PTE Academic: 53
- Duolingo: 100
Option 2: Interview with English3
This third party is trained in language assessment. They will conduct an “interview” in a recorded session completed through the English3 website. The interview general takes about 25 minutes and can be evaluated in 48 hours. A score of 3.0 or higher is required. The scholar is provided the link during the application process. The test results are provided directly to USF.
Option 3: Degree Program Taught in English Language
The scholar may show proof, in the form of a transcript or diploma, that they have
obtained an Associate, Bachelor’s, Master’s, or Doctoral degree from a regionally-accredited
U.S. college of university.
The scholar may show proof, in the form of a transcript, that they attended university for at least one year in a country where English is the official language (per the USF Graduate English Proficiency - English Speaking Countries List).
Option 4: Native English Speaker
The scholar may show proof, in the form of a passport, that they are a citizen of
a country whose official language is English per the USF Graduate English Proficiency - English Speaking Countries List .
Department Responsibilities
- Supervise the academic activity during the scholar’s stay at USF.
- Arrange for office space and equipment (computer, phone, etc) as deemed appropriate
for the academic activity.
- Provide OIS with accurate program, funding, and other related information throughout
the duration of the scholar’s program at USF, including:
- Cancellation, termination or early completion of the scholar’s program
- Significant changes in position and/or project
- Changes in funding sources and amounts
- Intent to transfer to another USF department, faculty member, or sponsor
- Plans to change immigration status
- "Ensure that the activity in which the exchange visitor is engaged is consistent with
the category and activity listed on the exchange visitor's Form DS-2019." [22 CFR
62.10(e)(1)]. This means that the scholar should maintain their original program objectives
as indicated on the scholar application.
- Encourage the scholar to participate in cultural exchange activities offered by USF
World and OIS to ensure compliance with Department of State’s requirements.
- Scholars, whether classified as paid or non-paid, have the same benefits and rights
as any USF employee. This includes but is not limited to:
- Attendance and overtime policies and typical hours of operation within their department
and/or lab.
- Full-time employment is generally considered working 30 to 40 hours per week. (It is recommended that hours worked should not exceed 40 hours per week.)
- It is recommended that non-paid scholars track hours in a timesheet that is signed off by the supervisor.
- Awareness of vacation and other types of leave available such as vacation, sick, family/medical leave, and bereavement leave.
- Accrual of leave hours in accordance with HR policies.
- Safe and clean working conditions
- Receive the necessary training to perform job functions
- Be aware of harassment and sexual harassment policies
- Involvement in meetings, seminars, and other department activities
- OIS should be notified of scholar’s absenteeism.
- If there has been no contact for at least 24 hours, OIS should be notified immediately.
- If there has been contact, but they have been absent for five days with no valid reason,
OIS should be notified.
- Retaliation and threat of retaliation policies will not be tolerated
- Attendance and overtime policies and typical hours of operation within their department
and/or lab.
- Update USF Export Control if any changes occur to the scholar’s program that may affect
export compliance.
Scholar Costs
Scholars must show adequate financial support for all living expenses, including additional financial support for any accompanying family members.
Housing & Meals | $18,656 |
Health Insurance | $3,144 |
Other Expenses** | $4,850 |
TOTAL |
$26,650 |
Plus $5000 per year per dependent.
*includes utilities (electricity, water, gas, phone, internet, cable TV) $100 - $200 per month. Often part of rent.
**other expenses include transportation and miscellaneous personal expenses (such as laundry, toiletries, clothing, & entertainment.)
Sample costs:
- Personal Care Products/Toiletries - $35 per month
- Laundry costs $1.00 to wash and $1.00 to dry at most laundromats.
- Taxi rates in Tampa are $2.50 plus $2.40 per mile.
- Uber/Lyft rates in Tampa are $1.25 plus 13 center per mile
The university charges no direct fees. The following university services have costs:
- Campus Recreation Fitness Facility Membership - $22.50 - $39.93 per month
- Student Health Services - $9.02 daily rate
- USF Parking & Transportation Services - Check link for current costs
The scholar application is an online request process involving both the sponsoring department and the incoming exchange visitor.
NOTICE *** Per FL House Bill CS/HB 7017, ALL scholars are now required to complete Foreign Influence/Principal Screening BEFORE our office can proceed with the application. This screening can add several weeks to the departmental timeline.*** NOTICE
Departmental requirements
After the USF department or faculty member determines they will host an international scholar at USF to engage in research, teaching, observation or other appropriate academic activity for 1 week to 5 years, they need to:
- Verify that the scholar’s academic credentials are appropriate to the proposed academic activity.
- Follow the Department Responsibilities which include agreeing to supervise the activity during the stay at USF and arranging for appropriate work space and access to appropriate office equipment (computer, phone, etc.).
- Please go to the USF Foreign Influence Screening webpage and complete the Foreign Influence/Principal Screening process. You will be asked to upload proof of screening at the beginning of the J-1 Scholar Application.
- Send an invitation letter. Here is a sample invitation letter.
The department begins the online J-1 Scholar Application process three to six months prior to the planned start date at USF. This ensures that the scholar will have adequate time to apply for the visa and arrange travel. Please refer to the J-1 Scholar Application Instruction for Departments document for a detailed walkthrough of the process.
OIS issues a DS-2019 within 10 business days of submission of a complete and correct online J-1 Scholar Application. OIS sends the DS-2019 electronically directly to the scholar.
***Important: Do not start the iStart scholar application process until the scholar has been sent their official USF job offer letter if they will be employed, and the Foreign Influence/Principal Screening has been completed.***
Departmental Quick Start Instructions
1. Determine who the ‘department contact’ will be. The department contact is the person who will be responsible for logging into iStart and going through the online scholar application process. It might be a department administrator or the professor from the department who is inviting the scholar. It is okay to let an administrative person in the department handle the application, but please remember that the faculty sponsor is responsible for the scholar and the accuracy of the data.
- Important Note: All scholar applications in the College of Engineering are required to be completed by Khoa Dinh. Please contact Khoa Dinh to begin the process.
2. The department contact will log in. We suggest creating a bookmark in your browser for easy access.
3. If it is the first time the department contact has logged in, they will fill out the Department Access Request Form and then email the scholar advisor to let us know they’ve applied.
4. Once we approve their access, the department contact should log back in and begin
the application process.
- Important Note: If you will host a scholar whose DS2019 will be created and maintained by an outside agency, such as Fulbright, a separate application is used. Please select and complete the J-1 Other Sponsor Scholar App (Fulbright, etc) in iStart, instead of the regular J-1 Scholar Application.
5. At this time, the department will be asked to:
- Gather the scholar's full name, date of birth, gender, and email address, and any
existing U#, to begin the online J-1 Scholar Application
- Important Note: USF blocks incoming emails from the domains 125.com, 126.com, and others, due to excessive spamming. If you determined that a scholar's emails to you are being blocked, please ask them to use a different email address or contact USF IT to whilelist their email address.
- Enter the proposed program information. Form Preview & Scholar App Worksheet.
- If the scholar is a medical doctor (physician), verify there will be no patient care or contact.
- Receive USF Export Control certification.
- Provide faculty sponsor, department chair, and college dean approval via e-form electronic signatures. All signatories must be USF employees as listed in USF’s HR database and have the ability to sign into the eforms using their USF Net ID. Requests from USF Health are forwarded to the appropriate USF Health Vice President.
6. Once all the information is gathered:
- Find the Add Person E-Form to add the new scholar to the iStart system, if they do not already have a U number. If they already have a U number, DO NOT create a temporary ID but rather use the existing U number.
- Once the scholar is added, click on the J-1 Scholar App and Check-in link to officially begin the application process.
- Follow the instructions on each E-Form and at the top of the application page.
Review the scholars responsibilities for the application.