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 Nina Forte, if you are in the Department of Education - firstname.lastname@example.org - or Lupe Yepez, if you are in the Department of Counseling, Clinical, and School Psychology - email@example.com. You may do this step by forwarding the original contact email from the visitor. They will be provided with instructions (for both foreign and domestic visitors) and you will be copied about their status.
- CVs: Required for faculty sponsor review. CV 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. This must be done first before DS-2019 paperwork can be started. Your letter is used to approve the scholar’s visit and generate VISA paperwork. No official form is used, sponsors draft this for each individual, send a copy to Nina. Document the following in your letter:
- What research/study they will be doing here.
- They will have shared office space in ED 3144. Or, if you want, you may allow them to use 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.
- Their exact arrival and departure dates.
General Information for Faculty Sponsors
The OISS and the VISA process
- Suggest to your foreign visitors that they review the UCSB Office of International Students & Scholars (OISS) website for current information to plan their visit.
- If arrival/departure dates changes, they must notify OISS (these are verified with Homeland Security). Notify the Program Assistant of any date changes. For J-1 visitors these may fluctuate withing 30 days before or after, no more.
- 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, they do not offer express mail service. The department mails all DS-2019 packets standard foreign mail which takes an average of 4 weeks to be received. These cannot be tracked.
- Faculty sponsors will not be reimbursed for any express mail they send to scholars.
- Visitors must have adequate funding and proof is required. Refer to OISS website for current information. Without adequate funding, their DS-2019 will be denied.
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 a copy from the Program Assistant upon arrival. It is used for UCSB liability purposes and to identify them as a visitor to the Education Department, authorizing them to obtain a library card at no charge or to purchase a parking permit.
- UCSB NetID: Is generally granted to visitors as a professional courtesy. The Program Assistant requests this when they arrive. ISC will provide them with a UCSB umail account and internet access for one year.
- GGSE (Education email/technology) account: Optional, can be requested at the same time as the UCSB NetID. This provides an Education email, wireless access in the building, access to labs and seminar room equipment such as the Smart Boards. ITG has asked that you do not send the scholar to the Help Desk until they have received their email with instructions for account registration.
- The UC “Patent Policy” form is mandatory; all UC faculty, staff, and visitors are required to sign this. The scholar signs this when they arrive.
- Office space: Scholars share use of ED 3144. It is not secure nor confidential, no key is needed. There are computers available with internet access. Faculty sponsors may offer optional access to their Research Offices.
- Locker: Lockers are availble for rent. A $10 refundable deposit is required. Carolyn in ED 4100 can assist with this.
- An “Access Card” for the Education building or Ada’s Lab (ED 1211) can be requested by the scholar. Carolyn in ED 4100 can provide an "Access Card Application Form," which the faculty sponsor must sign. There will be a $15 charge for card which the visiting scholar pays when issued.
- 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 mail boxes are assigned 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 periodically hosts campus events for visiting scholars. The Education Department does as well; Dr. Hsiu-Zu Ho is the contact for these events.