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The purpose of the Exchange Visitor Program is to facilitate the exchange of people and ideas. Persons who come to Chatham in the scholar category will be “teaching, instructing or lecturing, studying, observing, conducting research, consulting, demonstrating special skills or receiving training in the general interests of international academic exchange.”

Incoming scholars and students use the Form DS-2019 to apply at the U.S. embassy or consulate for the J-1 visa to enter the United States.

How does a Chatham Department or Outreach Center invite a Scholar from abroad?

The Office of Global Engagement (OGE) administers Chatham’s Exchange Visitor Program. Departments or Outreach Centers wishing to host a foreign scholar or scholars need to complete a request form with the requisite signatures and submit the completed documents to OGE at least 3 months before the arrival of a researcher or at least 4 months before the start of a teaching position. Departments may request scholars after this recommended date, but scholars may be delayed due to U.S. Embassy processing. If applying for a Program extension, please submit the form at least 1 month in advance.

The J-1 Scholar form needs to be completed and signed by the requesting faculty member, department chair, dean and provost/VPAA. All questions must be completed. The information provided will be used by OGE to complete U.S. Department of State documents. Please submit the request form and supporting documents as a complete package.

On the form, Chatham Departments or Outreach Centers can host Exchange Visitors in the: 1) Professor, 2) Research Scholar, 3) Short-term Scholar or 4) Specialist categories. It is important that exchange visitors are placed in the right category. Exchange visitors (with a few exceptions) may not change categories once they arrive in the U.S.

• Professor—A professor is an individual who primarily teaches, lectures, observes, or consults. A professor may also conduct research unless disallowed by the sponsor. The maximum stay is five years.
• Research Scholar—A research scholar is an individual primarily conducting research, observing, or consulting in connection with a research project. The research scholar may also teach or lecture, unless disallowed by the sponsor. The maximum stay is five years.
• Short-Term Scholar—A professor, research scholar, specialist, or a person with similar education or accomplishments coming to the U.S. on a short-term visit for the purpose of lecturing, observing, consulting, training, or demonstrating special skills. Short-term scholars may also engage in collaborative research. Short-term scholars may be brought for one day to a maximum of six months. However, extensions are not permitted beyond the six-month maximum stay. Because short-term scholars may be employed to receive honoraria and/or be reimbursed for expenses, this category is convenient for use by departments bringing in guest lecturers, or short-term course instructors, etc.
• Specialist—A specialist is an individual who is an expert in a field of specialized knowledge or skill. A specialist may observe, consult, or demonstrate special knowledge or skills.

Required Supporting Documentation

To issue the Form DS-2019, OGE must receive the following:

1. Completed and signed J-1 Scholar request form
2. Proof of adequate funding (if funding does not come from the department or the outreach center)
3. A copy of the scholar’s C.V. or résumé
4. Copy of research proposal or copy of job description at Chatham
5. Copy of the applicant’s passport biographical page (also required for dependents). Note: Information about the scholar’s spouse and children is necessary to process any dependent DS-2019s. Please see the scholar application.
6. Proof of English proficiency to meet Program goals. Proficiency may be submitted by: 1.) "A recognized English language test," (TOEFL, IELTS); 2.) "Signed documentation from an academic institution or English language school.”; or 3.) "A documented interview conducted by the sponsor either in-person or by videoconferencing, or by telephone if videoconferencing is not a viable option"
7. If applying for a Program Extension, please see “Extension of Program” section.

Limitations/Prohibitions

• Exchange Visitors who are coming to study for a summer, semester or year should apply as an exchange student and follow the exchange student admissions procedures.
• Changes from scholar to student and vice versa are not allowed. Some exceptions apply; therefore, please contact OGE for additional information.

Funding & Estimated Expenses

• Visiting scholars may be financially supported by Chatham or a combination of sources, including external agencies, the scholar’s government or home institution, the U.S. government, or the scholar’s personal resources.
• OGE must verify the visiting scholar’s funding prior to issuance of the DS-2019.
• Departments/Centers inviting or hosting visiting scholars must submit proof of adequate funding for the program period. For each month they will be at Chatham, a scholar needs a minimum of $675 per month (if they are receiving free housing) or $1,350 per month (if they are not receiving housing). Chatham Departments may indicate support commitments on the request form.
• If a scholar is receiving non-Chatham funding, documentation needs to be submitted before the DS-2019 may be issued.
• Scholars with dependents need an additional $450 per month for each dependent they wish to sponsor.
• All exchange visitors (J-1) and their dependents are required to have and maintain adequate health insurance, which includes coverage for repatriation and medical evacuation.

Extension of Program

The J-1 Scholar request form may also be used to request an extension of a current visiting scholar’s program, provided the scholar has not utilized the maximum period for their exchange visitor category. Adequate funding for the extension period and proof that health insurance coverage is being maintained must be submitted with extension requests. Applicants should submit a completed application form, proof of adequate health insurance coverage, and updated financial information for the extension period.