The Hosting Department must contact the International Scholars Team at the Padnos International Center and convey their intent of hosting a scholar. Together with the International Scholars Team, a recommended Visa Type will be decided.

The Hosting Department must provide the Scholar with the following documents:

1. Invitation Letter which must include:

   • Official Department Letterhead

   • Host department main contact/supervisor name

   • Short-term scholar full name

   • Job title/Project title

   • Brief description of duties & expectations

   • Contract dates

   • Payment amount & method

2. English Proficiency Form

   • The Hosting Department must provide the Scholar with a completed English Proficiency Form demonstrating the Scholar meets the department's English language needs. More details in the Application Requirements section.

The individual intending to apply for the J-1 visa should complete the appropriate application.

• A key application requirement is Proof of Funding. Either the visiting scholar or the hosting department must provide Proof of Funding for the visit.

The International Scholars Team processes the DS-2019 form. The International Scholars Team mails the completed DS-2019 form to the scholar along with guidance on the J-1 application process.

All scholar applicants must include a scanned copy of the Biographical page of their passport that includes a photo, full name, and expiration date

The Hosting Department must provide the Scholar with a formal invitation letter, as described in the steps for the hosting department. 

The Scholar must provide a current CV or Resume detailing their professional experience. This work should be relevant to the purpose of the Scholar's visit to GVSU and demonstrate the Scholar has any qualifications needed to complete their program while at GVSU. 

In order to issue a DS-2019 document for a J-1 Scholar, GVSU is required by Federal Law to collect evidence that the J-1 applicant has adequate funding to cover their program and expenses at GVSU. We calculate that as:  $1000 month for rent + $100/week for food and general expenses + any additional program-specific expenses such as Tuition.

Prior to submitting the application, the Scholar should have been in communication with a sponsoring department at GVSU as well as the International Scholar Services Team in the Padnos International Center who will assist the scholar in calculating the exact amount needed.

The Proof of Funding can be in the following forms:

• Letter of Sponsorship that includes: Sponsor's name, Sponsor's connection to Scholar, Scholar's name, Dollar amount of sponsorship, Scholars proposed program at GVSU with dates, and Sponsor's signature with date. 
• Bank Statement in the name of the Scholar showing at least 3 months history and including a stamp and/or signature from the bank official

For dependents of the scholar, additional proof of funding must be provided. This should be in the form of an official Bank Statement in the Scholar's name showing at least $100 per week of the Scholar's program per dependent older than 13 or $50 per week of the Scholar's program per dependent younger than 13. Example: 6 week program for Scholar bringing spouse would need to show bank statement with at least $600 USD in addition to the proof of Funding required for the Scholar themselves.

Other forms of Proof of Funding can be approved on a case-by-case basis, such as Government Sponsorship, etc. Please make sure to discuss alternative forms of Proof of Funding prior to completing the application for Short-Term Scholar of Professor. 

Under federal law, all J-1 exchange visitors must be proficient enough in English to participate successfully in their exchange program and to function on a day-to-day basis in the United States. This requirement is important to ensuring that scholars are able to live productively and successfully in the US during their exchange program. While sponsors are given some leeway in determining how proficient scholars must be, they must document proficiency through one or more of the following objective measurements.

Depending on the Scholar's proposed program at GVSU, the level of English Language required will differ. Please upload the English Proficiency Form provided to you by your hosting department  the following:

• Results of a recognized English language test

  The visiting scholar may forward the results directly to the International Scholars Team. On a pass/fail test like a Cambridge English exam, the exchange visitor must have at least passed. On a scored test like the TOEFL, proficiency is determined to be at 65. Online or informal tests are not an acceptable way of meeting this requirement.

• Signed documentation from an academic institution or English language school

  For this measure, the scholar should forward information on institutional letterhead directly to the Padnos International Center. The document should give the scholar’s name and assess their proficiency; if the document is not from an English language school (that is, a school that teaches the English language), it should give some basis for the assessment, for example, coursework in English or a substantial period of time spent living in an English-speaking country.

• A documented interview conducted by the Hosting Department

  For this measure, the faculty host should conduct and document an interview with the visiting scholar and give an assessment of the scholar’s proficiency. This interview should be performed in person or by video conference. If neither of those options are possible, a phone interview may be used. The documentation should include the following information

  • The names of the participants,
  • The date, time, and method of the interview, and,
  • How English proficiency was assessed.

If a Scholar recently came to the USA on a J-1 visa or is within the US on a visa, copied of the visa stamp and related documents will be requested.

If a Scholar wishes to attend with dependents, documentation for the dependents including passport scans and proof of funding will be requested.