Visiting Scholars

Information and resources for UC faculty interested in hosting visiting scholars, fostering international collaboration and academic growth.

Visiting Scholars

This page provides a comprehensive guide for UC faculty and departments interested in hosting scholars from around the world. From the initial invitation to the visa process, this resource outlines each step clearly to help ensure a smooth experience for all parties involved. Hosting a visiting scholar enriches UC’s academic environment, fostering new collaborations, perspectives, and opportunities for both research and education.

Using this guide helps faculty navigate the often complex administrative and logistical steps involved in inviting a scholar, ensuring compliance with university and federal regulations. It also provides valuable information on preparing a welcoming environment for the visiting scholar, such as understanding expectations, arranging facilities, and supporting the scholar's integration into campus life. Whether you're aiming to strengthen your research team, bring fresh perspectives to your department, or establish international academic ties, this guide is an essential resource to streamline the process and make the most out of the visiting scholar experience.

For more information about international collaborations, visit the International Collaborations webpage.
For more information about research security, visit the Office of Research Security and Ethics webpage.

Step One: Visiting Scholar Invitation Letter

I. Agreement and Invitation Letter
A UC Faculty member, prospective Visiting Scholar, and hosting unit agree on the visit details, including duration, research topic(s), and expectations. Once the details are formalized, the Program Manager sends the Visiting Scholar an invitation letter. The letter describes which College or Department the Scholar will be working in, the Faculty host, the duration of the Scholar's visit, and expectations of the Scholar's research.

Step Two: Visiting Scholar Application and Visa Process

I. Documentation Collection
The Program Manager obtains required documents from the prospective Visiting Scholar. The required documentation will vary depending on Department and College and may or may not include the following:
  1. CV.
  2. Research Plan.
  3. Justification of the visit.
  4. List of deliverables expected as a result of the visit.
  5. Description of University infrastructure and access permissions.
  6. Research Security is assessed. Export control, CUI, and ITAR information is collected in iBearcatsGlobal.
II. Visa Application in iBearcatsGlobal

In iBearcatsGlobal , the Program Manager completes the Visiting Scholar’s profile and application for a visa. The visa type will vary depending on the duration of the Visiting Scholar’s stay:

  • If staying <90 days = B1/B2 Visa
  • If staying <6 months = J1 Short-Term Scholar Visa
  • If staying >6 months = J1 Research Exchange Scholar Visa

The documentation for the visa application varies according to the visa type.

The Program Manager may also complete a Visual Compliance check. If the Visual Compliance check generates any flags, the Program Manager will approach the Faculty Host and Department Head to determine next steps.

III. Scholar Agreement Review

The Visiting Scholar must review, sign, and comply with the terms outlined in the Visiting Scholar Agreement in order to visit the University. The Agreement outlines expectations, rules, and requirements, including but not limited to the following: confidentiality, publications, intellectual property, publicity, insurance, and indemnity.

  1. Visiting Scholars review and sign the Visiting Scholar Agreement within the Applicant section of iBearcatsGlobal.
  2. The University reserves the right to dismiss any Visiting Scholar deemed to be non-compliant with their Agreement or in violation of University policy.
IV. DS-2019 Processing
UC International will receive the approved visa application – DS2019 – and return it to the Program Manager.
V. Embassy Appointment Setup
Once the DS-2019 is complete and the Visiting Scholar has wet-signed their paperwork from the University, the Visiting Scholar will set up an embassy appointment in their home country, complete a nonimmigrant visa application, and pay the SEVIS fee.
VI. Credential Creation
The Program Manager requests a position number and payroll change request, creating an ID, username, and email address for the Visiting Scholar. The Visiting Scholar will use these credentials to access University emails and other on-campus resources.

Step Three: Onboarding and Offboarding

I. Onboarding/Offboarding Process
Onboarding and offboarding processes, including the distribution and reclamation of equipment, occur at the discretion of the individual host colleges.

Contact

For questions or more information, please contact us at Export Control