Inviting an Exchange Visitor to UNH
Departments wishing to invite an Exchange Visitor to UNH are requested to read the J-1 Exchange Visitor Program Overview which provides an outline of exchange visitor regulations and policies. After reading this information, departments wishing to bring an international visitor to UNH in the categories of professor, research scholar, specialist, or short-term scholar must take the following steps:
SIXTY DAYS (or more, if arrival is anticipated from April through August) prior to arrival, the hosting department must:
- Complete and submit an application form to the International Faculty and Staff Advisor at the OISS.
- Include the following information with the application form:
- a copy of the Visitor's C.V.;
- a copy of the formal letter of invitation;
- copies of prior communication with the international visitor.
- Send the Exchange Visitor a formal letter of invitation, as well as:
- instructions on how to find the necessary information and the visitor’s application form on the OISS web-site; s/he must complete and sign the application form, and return it directly to the International Faculty & Staff Advisor as quickly as possible (fax is acceptable, if it is followed up by the original hard copy);
- the name, phone number, and e-mail address of the International Faculty and Staff Advisor;
- the nature of the appointment, including the exchange visitor's duties and responsibilities;
- the nature of the funding, support, and/or compensation the visitor can expect to receive from the University;
- any arrangements which will be made by the department on behalf of the Exchange Visitor (housing, insurance, etc.);
- a reminder of the necessity for health insurance.
AT LEAST THIRTY DAYS prior to arrival, the department should:
- Firm up arrangements for on- or off-campus housing for the visitor.
- Babcock Hall is a good choice for visitors who are single, or who will be coming to UNH without family members. Call Housing at 862-2120 for information about housing in Babcock.
- Forest Park is suitable for visitors who will be joined by family members. There is often a waiting list for apartments, however. Call the Forest Park Office at 862-2742 for information.
- For up-to-date off-campus housing check the MUB website or local newspapers such as Foster's Daily Democrat.
- If the Exchange Visitor will be paid by UNH, contact Human Resources about necessary paperwork.
- Upon the scholar’s arrival, make arrangements to have a UNH Staff ID Card issued to the visitor. Contact the Registrar's Office for an ID number, and then contact Human Resources to issue the card.
- Keep the International Faculty and Staff Advisor informed of any changes in the visitor's anticipated date of arrival or of his/her withdrawal from the program. It is especially necessary to coordinate these matters if the Exchange Visitor’s arrival is delayed more than twenty days past the date originally anticipated and shown on Form DS-2019.
Issuing the Immigration Documents
The department should submit its application and supporting document to the OISS as soon as possible. The application will be reviewed to ensure that the request is appropriate for the Exchange Visitor Program. The department will be contacted if additional information is needed.
Upon receipt of the completed departmental application form and documentation from the visitor, the OISS will prepare Form DS-2019, with pre-arrival information including instructions about applying for a J-1 visa. The department will be notified and is responsible for express mailing the documents to the Exchange Visitor.
Upon receipt of the documents, the Exchange Visitor will apply for a J-1 visa at a US Embassy or Consulate and enter the United States.
Arrival at UNH
Immediately after the Exchange Visitor arrives on campus, the department should:
- Notify the International Faculty & Staff Advisor to make arrangements for group orientation. The visitor should be instructed to bring:
- his/her passport and all immigration documents;
- US addresses and phone numbers for residence and office;
- proof of adequate health insurance.
- It is the department's responsibility to assist the Exchange Visitor to complete all necessary HR-related forms including Form I-9, Employment Eligibility Verification, and Form W-4. Orientation materials provided by the OISS include detailed information about how to complete these forms and apply for a Social Security Number.
- Arrange to transport the Exchange Visitor to the Federal Building in Portsmouth to apply for a Social Security Number.
- Follow up with Human Resources to ensure that the Exchange Visitor obtains a UNH identification card.
- Arrange for e-mail and telephone services for the Exchange Visitor.
- Ensure that the Visitor's housing arrangements are complete and satisfactory.
- Provide a welcome and introduction to the Department.
Please remember to keep the OISS informed of any change in the status of the Exchange Visitor including:
- notification of early departure from the program;
- anticipated date of departure from the US following program completion; and
- the possible need for an extension of the program (at least 30 days prior to the expiration date on the current DS-2019).
Your cooperation and assistance in these matters are greatly appreciated and will enhance the University's Exchange Visitor Program. If you have any questions, please call 862-0086.
