KSU Host Department

The screening and selection of EVP Professors, Researchers, and Short-Term Scholars at KSU is through the host department. The host department, consulting with the Office of Global Strategies and International Affairs(OIA), must determine through a screening and selection process that the individual participant has the appropriate academic credentials, English language proficiency, academic appointment, and official evidence of sufficient financial support. The host department then must request a Form DS-2019 for the potential scholar from OIA.

Note: English language training is not part of the KSU J-1 program. Participants must possess a proficiency in the English language in order to function in the academic program, and to navigate daily life in the U.S.

KSU Scholars group shot

Screening and selection of ALL J-1 Scholars at KSU is conducted at the host department based on their current research, teaching as well as other academic interests and needs at KSU, with the consultation and assistance from the Office of International Affairs (OIA). However, process must follow the following requirements/criteria and procedures. Host department must submit DS-2019 Request Form to OIA.

Download Department DS-2019 Request Form for J-1 Scholars and Application Form 


Procedures to Host a J-1 Scholar:

The Host Department/faculty advisor must consults with OIA Staff Eligibility for J-1 Scholars at KSU, determine the eligibility of the scholar for J-1 status, and understand the host responsibilities. Please refer to the section of J-1 Exchange Visitor Categories and Eligibility to review eligibilities. Host responsibilities include but not limited to:

  • The host department/faculty advisor should communicate with the J-1 Scholar to
    • arrange for airport pick-up and assisting them in finding housing (OIA has collected and complied rental information close to campus for reference);
    • arrange for office space within the department;
    • ensure that the visitor is integrated into the activities of the department.
    • assist or collaborate with the exchange visitor and to be aware of the visitor’s activities

  • The host is responsible for ensuring that OIA is notified of any changes in the J-1 Scholar’s program such as early departure, changes in location of activity or any changes that differ from the KSU activities outlined in the original DS-2019 Request Form.

  • The host should encourage the J-1 Scholar to participate in the OIA’s cross cultural activities. The host should incorporate at least one cross cultural program into the visitor’s academic program. This might include attendance at a relevant conference, a round table discussion with fellow colleagues and/or students, a sight-seeing excursion, or inclusion in a holiday celebration. Remember, the goal is to introduce them to American culture and help them to gain a better understanding of U.S. society.

  • The host is expected to work together with OIA to help their exchange visitors to find opportunities to share their own culture and expertise with Americans. This might include inviting a scholar to speak in your classroom or assisting them in offering a lecture to the wider University or local community on an area related to their own culture and society.

  • The host is responsible to supervise the J-1 Scholar’s academic activities and assess his/her accomplishments and behaviors. The host is expected to submit the J-1 Scholar’s final annual evaluation to OIA.

    Click here for the Evaluation Form

Use one of the following “objective measurements of English language proficiency” to determine an applicant’s language proficiency, if English is not the applicant’s native language or official language:

  • A recognized English language test (e.g. TOEFL, IELTS)
    • IELTS: 0
    • TOEFL CBT (Computer Based Test) 194
    • TOEFL IBT (Internet Based Test) 70
    • TOEFL PBT (Paper Based Test) 525

  • A documented interview conducted by the sponsor either in-person or by videoconferencing, or by telephone if videoconferencing is not a viable option.

    Click here to download a Sample Documentation Letter of J-1 Exchange Visitor Interview

  • A signed documentation from an academic institution or English language school.

  • Exemptions: having earned a US bachelor’s or above degree from a college or university accredited by a regional accrediting association in the United States, or the international equivalent degree from a university of recognized standing in a country in which all instruction is delivered in English.

The J-1 Scholar must have sufficient funding for themselves and any J-2 dependents for the entire duration of the program. Sufficient funding for the entire program period must be verified by OIA staff (RO or ARO) before a DS-2019 can be issued. For J-1 scholar, the minimum amount of funds should be at least $1,500 per month or $18,000 per year including living expenses and health insurance. Additional funding of $7,500 per year for spouse and $4,500 per year for each child is needed if they would like to bring their dependents with them.

When satisfying the recruiting requirements, Host Department requests J-1 Scholar by submitting the Department DS-2019 Request Form for J-1 Scholars and Application Form and the following documents together with the Form to OIA:

  • Scholar’s biographical information, including copy of passport biographical page
  • Dependent information (including copies of passport biographical pages) — if applicable
  • Proof of English language proficiency
  • Scholar’s curriculum vitae or resume
  • Scholar’s research or teaching plan, if available
  • Copy of highest degree
  • Copy of transcripts of highest educational level, only if teaching at KSU
  • If host department is providing financial support: official Letter of Offer. The letter should detail the individual’s objectives and research/teaching and other activities.

    Click here for Sample Invitation Letter for KSU-Paid Scholars

  • If host department is not providing financial support: Letter of Invitation and proof of funding. The letter should detail the individual’s objectives and research/teaching and other activities.

    Click here for Sample Invitation Letter for Self-Funded Scholars

If the scholar is already in the U.S., also include the following:

  • Copy of current/most recent Visa Stamp (you and any accompanying dependents)
  • Copy of I-94 (you and any accompanying dependents)
  • Copy of current/previous DS-2019’s, I-20’s, I-797 Approval Notices (you and any accompanying dependents)

Once an incoming J-1 Scholar’s DS-2019 is processed and issued, the scholar will receive an email with a welcome package including check-in and orientation instructions. Check-In and orientation are mandatory procedures within the J-1 Exchange Visitor Program per the U.S. Department of State.