Visiting and Exchange Programs
Procedures Checklist for Visiting Scholar Applicants
About four months lead time is
recommended to fully complete process.
___
Consult
What
it Means to Host a Visiting Scholar
for information regarding Cal Maritime's
departmental obligations and
responsibilities.
Chair of department wishing to invite a
visiting scholar completes
Visiting Scholar Eligibility Form
.
___
Visiting Scholar Eligibility Form
reviewed by Academic Dean and the
Vice President of Academic Affairs. Form
has necessary signatures.
___
Hosting department chair will draft a
letter of invitation to the visiting scholar
applicant.
The letter of invitation should detail
the nature of the research or of the
teaching appointment, and clarify the
visiting scholar’s potential appointment and the
University’s support to the Visiting
Scholar (such as office space, computer
access, etc.).
___ Letter
of invitation is approved by Academic
Dean and the Vice President of Academic
Affairs.
___ Letter
is signed and sent by the Academic Dean to the visiting scholar
applicant. A copy of the letter of
invitation is then sent to the office of
the Visiting and Exchange Programs
Coordinator.
___ Coordinator
establishes a file for the visiting
scholar.
___
Coordinator prepares the
DS-2019
Application for Visiting Professor or
Research Scholar
and contacts applicant for processing
fees (currently $500). Applicant
must also sign and sent to the
Coordinator the
J
Scholar Health Insurance Agreement.
___
Coordinator
will send the information to
California State University, East Bay’s
Center for International Education where
a form DS-2019 will be prepared (allow
two to three weeks for this process).
___ Once the completed DS-2019 is
returned to CMA, a copy is kept in the
visiting scholar's file. Original is forwarded to the
visiting scholar for his use at his home
embassy in obtaining a J-1 visa.
Once Visiting Scholar Arrives in the
U.S.
______
Bring your Immigration Documents and
Local Address to the Visiting and
Exchange Programs Coordinator within the
First Week of Your Arrival (but no
later than 3 weeks after the program
start date on your DS-2019).
Immigration documents include
1) passport, 2) DS-2019, and 3) I-94.
Address information includes exchange
visitor’s (and dependents) address,
phone, email. Local
emergency contact name, address, and
phone, and relation to scholar (and
dependents).
____ Send a copy of all
of the above information to CIE,
California State
University, East Bay
within TWO WEEKS of the scholar’s
arrival.
__
Purchase Medical Insurance and/or
Show Proof of Purchase to the
Visiting and Exchange Programs
Coordinator within the First Week of Your
Arrival
J-1 Exchange Visitors and J-2
dependents must show proof of health
insurance coverage within one
week of arrival into the United
States.
This insurance must
meet CSUEB requirements.
Insurance can be purchased through
www.CSUhealthlink.com.)
____
Apply for your Social Security
Number. Only J-1 scholars and dependents
with the intention to work may
obtain a Social Security card. The
Social Security Number is required
for on- or off-campus employment.
____
Visit
the Human Resources Office.
The office is located in
the Administration Building. At
the HR office you will begin the process
of getting on the payroll and becoming
an official employee of Cal Maritime.
Bring your passport, visa documents, and
social security card.
____
Obtain your CMA ID.
To obtain an Academy identification
card, go to the Information System
office (Classroom Building room
106). You will need to bring a photo
ID (passport is fine).
____
Obtain a California Maritime Academy
(Information Systems office,
Classroom Building room 106)
Computer Account
____
Visit the Department of Motor
Vehicles (DMV). Even if you do not wish to
obtain a driver’s license, it is
recommended that you apply for a
California Identification Card at
the DMV to have photo identification
without having to carry your
passport with you.
__
Buy your Parking Sticker.
By cash, check, credit card, or
traveler’s check at the Cashier’s
Office in the Administration
building.
Change of
address:
Whenever the
Exchange Visitor has a change of
address, s/he must provide CMA with
their new address. CMA, in turn, has to
notify CSUEB Center for International
Education with the changes.
Travel Policy
1. Visiting
scholars should be sure to
check that their passport, J visa, and
DS-2019 have not expired (otherwise,
they will not be allowed to re-enter the
US.) These documents must be
carried on the visitors person (not in
luggage) when traveling.
2. The J visa must indicate “M”
under “entries” (which indicates that
the visiting scholar can have multiple entries on
the same visa).
3.
The visiting scholar should submit his
DS-2019 along with a letter stating the
travel dates to CMA, who in turn will
submit the documents to CIE for
endorsement.
4. Please have the
visiting scholar also
sign the Travel Dependent Policy,
which states CIE’s policies on travel if
the scholar has dependents.
For more
information, please contact:
Lloyd Kitazono
Coordinator of the Visiting Scholar and Exchange Programs
California Maritime Academy
200 Maritime Academy Drive
Vallejo, CA 94590
707-654-1149
lkitazono@csum.edu
Sections of this website are based
on materials from colleagues and
institutions throughout the United States.
We are grateful for their assistance.
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