Faculty Sponsor Instructions for Visiting Scholars

If you been contacted by someone and agreed to sponsor them as a visiting scholar to the department, this is the process for your action:

Send the visitor's name and email to the Program Assistant; nina@education.ucsb.edu. You may forward the original contact email from the visitor for this. They will be provided with instructions (for both foreign and domestic visitors) and you will be copied about their status.

CV's: Required for faculty sponsor review. These must be in English. If you've received one, please email it to the Program Assistant. OISS verifies this.

"Letter of Invitation" : The faculty sponsor must provide this letter to the visiting scholar on behalf of the department. Most scholars will require that a hard copy of the letter be sent standard mail to meet their governments or academic institution's requirements, so verify this with them. This letter is used to approve the scholar’s visit and generate funding and/or VISA paperwork. There is no official form used, sponsors draft this for each individual, send a copy to Nina. The UCSB Office of the Vice Chancellor of Research requires that your letter detail the following for liability purposes:

Their exact arrival and departure dates.
What research/study they will be doing while here.
They will have shared office space in ED 3144. Or, if you intend to allow use of your Research Office.
They will have Library access and a technology account.
Note to your scholar that no UCSB or other departmental funds or supplies will be available for their visit.

General Information for Faculty Sponsors

OISS and the VISA process:

Suggest to your foreign visitors that they review the UCSB Office of International Scholars (OISS) website for information to plan their visit: http://www.oiss.ucsb.edu/index.aspx

If there is a change of their arrival/departure dates, they must notify OISS (OISS checks on these with Homeland Security). Notify the Program Assistant of any date changes.

OISS will process DS-2019 paperwork no more than 6 months in advance of their arrival date.

Education Department Policy is not to pay for, nor process, any Express Mail service for visitors.
DS-2019 packets are compiled by OISS and sent to the department to mail. They are sent standard foreign mail and can take an average of 4 weeks to be received.
Effective February 2013: OISS will no longer offer the option of Express Mail Service through eShipglobal. So it is important that the visitor provides an accurate mailing address for their packet to prevent delays with obtaining their VISA.

Visitors must have a minimum of $1680 per month designated for their visit, and an additional $400 per month for each dependent they bring (see the OISS webpage). This can be their own funds, or from another source. Without adequate funding, their DS-2019 will be denied. Visiting scholars may be asked to show proof of funding at the consulate or embassy when the Visa is issued.

Dept. of Education Policies and Information Regarding Visiting Scholars

The Department of Education does NOT provide any funding for visiting scholars.
Housing needs: Faculty sponsor may assist with this, or the visitor should be referred to the OISS website for helpful links.

The “Education Chair’s Letter” for the Vice Chancellor of Research is required for all visitors. The scholar receives this from the Program Assistant upon arrival. It is used to identify them as a visitor to the Education Department, authorizing them to obtain a UCSB Davidson Library card and purchase a parking permit.

UCSB NetID: Can be granted to visitors as a professional courtesy. Visiting Scholars can request this from the Program Assistant when they arrive. ISC will provide them with a UCSB umail account and internet access for one year.

GGSE (Education email/technology) account: (Optional) Will be requested at the same time as the UCSB NetID. This account provides an Education email, wireless access in the building, and access to labs, and seminar room equipment such as the Smart Boards. ITG has requested that you do not send the scholar to the Help Desk until they have received an email from ITG with instructions for their account registration.

The “Patent Policy” form is mandatory by the UC. All UC faculty, staff, and visitors are required to sign this. The Program Assistant will provide this to the visiting scholar when they arrive.

Office space: ED 3144 is the shared office space for Education's visiting scholars. It is not secure nor confidential. Faculty sponsors have the option of granting access to their Research Offices.

An “Access Card” for the Education building or Ada’s Lab (ED 1211) can be requested by the scholar. The scholar should go to ED 4111 to see Amy meredith. She will provide them with the "Access Card Application Form", which the faculty sponsor must sign. There will be a $15 charge for the Access Card which the visiting scholar is responsible for paying.
Education Building regular hours for scholar's use : 7:30am-7:30pm Monday through Thursday, 7:30am-5:00pm on Friday. The building is locked on weekends.

Supplies/copies: No supplies or copying services are provided by Education for visiting scholars. If the faculty sponsor designates a project, they may opt to provide them with their personal code to use the copier or scanner. The Program Office does not assist with this.

Mail: No personal mailbox or mail services are available for visiting scholars. The “Hold for Pick Up” box in the Education Program Office (ED 3102) is available for temporary mail pick-up/delivery.
OISS hosts campus events for visiting scholars to meet and mingle and will periodically contact them by email of calendared events. There are also periodic "Meet and Greet" Luncheons hosted by the Education Department.

updated 2/19/13

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