Document Checklist for Hosting an International Exchange Visitor/Scholar at FGCU

Document Checklist for Hosting an International Exchange Visitor/Scholar at FGCU

Dear FGCU Colleague,

Thank you for your interest in hosting an international exchange visitor/scholar at your department, to engage in research or other scholarly activities at your FGCU department. Below you will find an overview of the process, procedures and paperwork that needs to be collected before our office of international services will be able to further proceed with looking into hosting the prospective scholar/visitor at your department.

Therefore, in an effort to collect all the necessary documents needed by our office for the scholar process, I am assigning the documents by roles: HOST (the FGCU Faculty host/supervisor) and the prospective scholar will be assigned the role of "the scholar (Prospective International Scholar), which need to be filled out and submitted to our office:

Checklist of informational documents

Exchange Visitor/Scholar Eligibility, Categories and Related Requirements

 Two-Year Physical Presence Requirement

Exchange Visitor Insurance Requirement

Estimated Costs (for Professors, Researchers, Scholars, Specialists)

Housing for Exchange Visitors

Checklist of forms to be submitted to request DS-2019

DS-2019 Request Form- Instructions (1 page)

DS-2019 Request Form - Part A (5 pages) (Host department to complete)

Exchange Visitor Profile (DS-2019 Request Form- Part B) (2 pages)

(Host department/ or exchange visitor to complete)

 J-1 Insurance Notification Form (2 pages)

Sickness and Accident Insurance Verification Form (1 page)

(Note: this form is to be completed by the exchange visitor in preparation for their arrival to FGCU and does not need to be submitted with the initial department request to sponsor the exchange visitor)

J-1 Health Insurance Verification Form (2 pages) * (note: Exchange Visitor to complete after DS-2019 is issued

1.FGCU Host: DS-2019 request form. Please fill out the form, bearing signatures from you, the hosting supervisor and the FGCU department head (or Dean) must sign in ink, on the last page.

IF THE PROSPECTIVE SCHOLAR HAS PREVIOUSLY PARTICIPATED IN A J-1 SCHOLAR PROGRAM IN THE U.S. AND HAS A 212(E) TWO YEAR HOME RESIDENCY RULE PLACED ON THE ANNOTATED SECTION OF THE J-1 VISA, IT IS IMPORTANT THAT THE PROSPECTIVE SCHOLAR APPLIES FOR AND RECEIVES A 'NO-OBJECTION' WAIVER OR RESIDES IN HIS/HER HOME-COUNTRY FOR THE TWO REQUIRED YEARS, PRIOR TO BEING ABLE TO APPLY TO ANOTHER J-1 EXCHANGE VISITOR PROGRAM.

2.Prospective Scholar: Exchange Visitor Profile (DS-2019 Request form: Part B): To be Completed and signed by prospective scholar. Form link located at: See attached form also for the fillable version of the form.

3.Prospective International Scholar: J-1 Insurance Notification form: Exchange Visitor to complete: See attached form.

4.Prospective Scholar: Financial Support document/Statement, in U.S. Dollars, to be accompanied by a bank statement (verifying evidence of funds available, if financial support comes from an outside FGCU source).

5.Prospective International Scholar: All scholars must maintain medical/health insurance coverage for the duration of their program. Prospective Scholar must sign and send back to us the J-1 Insurance Notification Form (See attached document titled: Insurance Notification Form ). If scholar has insurance in his/her home country and wishes to utilize that plan during his/her stay at FGCU, he/she may askher insurance company agent to fill out the attached Sickness and Accident Insurance Verification Document and send it to our office of International Studies, before the program start. Should her current health insurance be deemed to meet the criteria in the Compliance Form (Sickness and Accident Insurance Verification Form) then he/she will not be required to purchase the FGCU Health Insurance Plan through Gallagher Insurance. After the scholar has been issued documents for J-1 visa, the Sickness and Accident Insurance Verification Form will need to be submitted (prior to arrival). Given the fact that all exchange visiting scholars are required to maintain (door to door) mandatory medical insurance (see the Sickness and Accident Insurance Verification form attached for criteria of coverage) for the entire program duration. If the scholar does have a health insurance plan and wishes to carry the same insurance coverage/plan during their Exchange Visitor Program at FGCU, the Sickness and Accident Insurance Verification form needs to be completed by an insurance company agent/representative and submitted back to my attention. (See attached form).If scholar does not have an alternative health insurance plan, they need to enroll in the FGCU International Scholar Health Insurance Plan through Gallagher Insurance Plan at:

For frequently asked questions about the Gallagher Medical Insurance plan, please visit:

the scholar doesn’t plan to utilize an alternative medical insurance plan, he/she will be required to enroll in the FGCU medical insurance plan through Gallagher Insurance company (our FGCU scholar insurance plan). If the scholar plans to utilize another insurance plan and has further questions on which insurance plan would meet the FGCU requirements, please let us know.

6. Prospective Scholar: CV or Resume Copy

7.FGCU Host: Complete the Deemed Export Compliance Form and return to the FGCU International Services:

8.FGCU Host: Letter of invitation for Prospective Scholar: Including/describing activities the research scholar will be engaging during his Exchange Visitor Program.

9.FGCU Host: If host wishes to grant FGCU Courtesy Faculty Appointment to scholar, please work with the Provost’s office and ISO on further details and instruction.

10.Prospective Scholar: A Photocopy of his/her Passport Biographic Page. Please indicate if a dependent (spouse or child) will be joining scholar in program to the United States.

Issuance of DS-2019 Immigration Forms

After receiving the completed DS-2019 request form and all other required documents from the requesting department, the International Services Office will determine if the DS-2019 can be issued. (Please remember to submit the request 45 days prior to the scholar’s arrival date). Incomplete requests may cause delays in this process and could affect the start date of the scholar. If the request is approved, the International Services Office will issue the DS-2019 along with Pre-Arrival Information, and deliver it to the host department. The host department should then proceed to deliver this packet to the scholar (highly recommended to use FED EX or other international courier service).

Preparations and Responsibilities of Host Department before J-1 Scholar Arrival

Once the formal invitation (DS- 2019) to your exchange visitor/scholar is issued, the International Services Office will advise the hosting department representative of additional steps to prepare both the department and the visitor for their arrival to FGCU. The department will need to communicate to the visitor such things as: professional obligations, department requirements, assigning a department host/ counterpart, health insurance, housing needs, whether or not other family members will accompany the visitor, information on local resources, and travel arrangements and arrival coordination.

Other Specific Responsibilities of Department Host

Make necessary arrangements to assist scholar in fulfilling the health insurance requirement.

Schedule registration appointment with the International Services office for the Exchange Visitor during his/her first day on campus.

If the exchange visitor will be receiving remuneration from FGCU, he/she must complete payroll sign-on paperwork at the Human Resources Department prior to the first day of employment.

Supervise Exchange Visitor’s program objectives, and provide summary to International Services office when program completed (or ask requested).

Notify the International Services office when the scholar completes his/her program, terminates his/her employment, or is absent from FGCU for more than 30 days, and/or leaves FGCU.

Questions & Additional Information

Please direct all questions to Timothy W. Gjini, FGCU Responsible Officer, regarding these materials and the FGCU Exchange Visitor Program.

Timothy W. Gjini

Associate director of International Services

Florida Gulf Coast UniversityTelephone: 239-590-7925

10501 FGCU Boulevard SouthFax : 239-590-7977

Fort Myers, FL 33965-6565E-mail :

Last updated: June 6th, 2017