Hosting Visiting Scholars

A visiting scholar must have a Missouri State host department and faculty supervisor. The host department should confirm that the proposed visit has a clear academic or research purpose and that the scholar’s activities are appropriate for the department, faculty supervisor, and J-1 Exchange Visitor category.

Departments should consider whether they can provide appropriate supervision, access, workspace, and academic support for the proposed activities. Hosting a scholar does not require Missouri State funding, but the scholar must show sufficient funding for the full program duration.

The visiting scholar process requires coordination between International Partnerships and the Missouri State host department. The chart below summarizes each office’s main responsibilities.

Responsibility	Missouri State Host Department	International Partnerships
Review and eligibility	Confirms that the proposed visit has an appropriate academic purpose and fits the department’s goals.	Reviews submitted materials and determines whether the proposed visit meets J-1 Exchange Visitor Program and Missouri State requirements.
J-1 category	Provides enough information about the scholar’s proposed activities so International Partnerships can determine the correct category.	Determines the appropriate J-1 Exchange Visitor category based on the proposed activities and program length.
Faculty supervision	Identifies a faculty supervisor who will support the scholar’s academic activities during the visit.	Does not assign faculty hosts or guarantee placement with a department but may facilitate an introduction.
Invitation letter	Prepares the invitation letter and confirms the proposed program dates, activities, and faculty supervisor.	Reviews the invitation letter as part of the DS-2019 request process.
Required documents	Helps collect required documents from the scholar and submits the request to International Partnerships.	Reviews required documents for completeness and compliance.
Form DS-2019	Provides accurate program dates and supporting information needed for the DS-2019.	Prepares the Form DS-2019 after the request is complete and approved.
Scholar instructions	Communicates with the scholar about department expectations, arrival plans, workspace, and campus access.	Provides instructions to the scholar about immigration documents, visa steps, SEVIS fee, check-in, and maintaining J-1 status.
Housing and arrival support	Assists the scholar in identifying off-campus housing opportunities and local arrival resources. The host department should help the scholar understand realistic housing options before arrival.	Provides general housing guidance, resources, and referrals when available. International Partnerships does not guarantee housing placement
Internal Missouri State process	Helps arrange appropriate campus resources.	Generates the scholar’s M-number and submits a Personnel Action Form (PAF).
Arrival and check-in	Helps the scholar settle into the department and begin approved academic activities.	Validates the scholar’s SEVIS record after the scholar completes required arrival check-in.
Program changes	Notifies International Partnerships before changes occur, including delayed arrival, early departure, extension, change in funding, worksite, supervisor, or program activity.	Reviews and processes reportable changes in SEVIS when required.

• Faculty member or department identifies a prospective visiting scholar, or International Partnerships refers a promising scholar inquiry to the department.
• Department reviews the scholar’s proposed activities, CV, proposed dates, and academic fit.
• Department confirms whether it is willing to host the scholar and identifies a faculty supervisor.
• Department prepares the invitation letter and helps collect required documents.
• Department submits the Visiting Scholar Request Form and uploads required documents.
• International Partnerships reviews the request, determines the appropriate J-1 category, and prepares the Form DS-2019 after the request is complete and approved.
• Scholar applies for the J-1 visa and makes travel plans after receiving the DS-2019.
• Department supports the scholar’s arrival, onboarding, and campus access.
• Department reports program changes to International Partnerships before they occur.

Before agreeing to host a visiting scholar, the department should review:

• The scholar’s CV or resume.
• Proposed program objective and activities.
• Proposed program dates.
• Whether the scholar needs lab, clinical, classroom, office, technology, or building access.
• Whether the department can provide appropriate supervision and workspace.
• Whether the proposed activities require additional approvals, safety training, background checks, or other campus review.
• Whether the scholar has appropriate English language proficiency.
• Whether the scholar will bring J-2 dependents.

The host department is responsible for preparing the invitation letter. The letter should be written on department letterhead and should clearly describe the purpose and terms of the visit.

The invitation letter should generally include:

• Scholar’s full name.
• Missouri State host department and faculty supervisor.
• Proposed start and end dates.
• J-1 category or proposed activity type, if known.
• Description of research, teaching, observation, consultation, collaboration, or other academic activities.
• Whether the scholar will receive Missouri State funding or is self-funded / externally funded.
• Workspace or campus access expectations, if applicable.
• Confirmation that the department supports the visit and understands its hosting responsibilities.

Invitation letter template

The host department and prospective visiting scholar should prepare the required materials before submitting the New Sponsorship Request. Required document uploads include:

• Invitation letter from the Missouri State host department.
• J-1 Program Agreement signed by the scholar and Missouri State host department.
• Proof of English language proficiency. *To determine if the scholar is exempt from this requirement, please refer to exempt countries for proof of proficiency.
• Scholar’s curriculum vitae or resume.

Visiting scholar Request form

Departments should plan conservatively, especially for scholars applying for a visa outside the United States.

• At least 3 months before the proposed start date: Begin discussing the visit and collecting information.
• 8-12 weeks before the proposed start date: Submit the completed Visiting Scholar Request Form.
• 3-5 business days after all required documents are received and approved: International Partnerships typically prepares the Form DS-2019 and account-related steps.
• After DS-2019 issuance: Scholar completes visa steps and travel planning.
• After arrival: Scholar must complete check-in with International Partnerships so the SEVIS record can be validated.

The 3-5 business day estimate applies only after International Partnerships has received and approved all required materials. It does not include department review time, missing documents, account processing, visa appointment delays, administrative processing, or travel arrangements.

The host department should help the scholar access appropriate campus resources, which may include:

• Workspace or office space.
• Building or lab access.
• Library access.
• Technology access.
• Dining or BearPass-related access, if applicable.
• Parking information.
• Department orientation.
• Safety training, lab training, or other required training.
• Introductions to faculty, staff, and relevant campus resources.

Departments should contact International Partnerships before any change to the scholar’s program. Some changes must be reviewed and updated in SEVIS before they occur.

Examples of reportable changes include:

• Delayed arrival.
• Early departure.
• Program extension.
• Change in funding.
• Change in worksite, lab, or research location.
• Change in faculty supervisor or host department.
• Change in program activity or objective.
• Adding J-2 dependents.
• International travel after arrival.

International Partnerships may receive inquiries from prospective scholars who do not yet have a Missouri State faculty host. When appropriate, International Partnerships may share promising inquiries with relevant departments. Departments are not obligated to host a scholar, but they are encouraged to review inquiries that align with their academic areas.

International Partnerships cannot guarantee placement for scholars who do not have a Missouri State host. A request may not move forward unless a department agrees to host the visiting scholar.