Visiting Scholars

International professors or research scholars may be sponsored as exchange visitors if they will participate in a program that furthers objectives in their field of study/expertise and have appropriate academic credentials. This page outlines the process for requesting documentation so the individual can accomplish their goals at Florida Gulf Coast University. 

Any department that wishes to sponsor/host a J-1 professor, research scholar, specialist, or short-term visiting scholar must submit the DS-2019 Exchange Visitor Request Form at least 90 days prior to the appointment of the J-1 exchange visitor. The Faculty Sponsor/Host, Chair (if applicable), and Dean or VP must complete and approve the form. 

Once the Global Engagement Office receives all documentation and approves the DS-2019 Exchange Visitor Request Form, it will prepare the form so the exchange visitor can apply for a J-1 visa. 

Note: Current J-1 program participants must request program extensions through this process. 

Step 1 - Determine Category of Exchange Visitor and Program Duration

Determine the appropriate category of the prospective exchange visitor. FGCU sponsors the following categories of exchange visitors: 

Professor: An individual primarily teaching, lecturing, observing, or consulting at postsecondary accredited educational institutions, museums, libraries, or similar types of institutions. A professor may also conduct research unless the sponsor prohibits it. Length of program: Minimum of three weeks, with a maximum duration of stay of five years.

Research Scholar: An individual primarily conducting research, observing, or consulting in connection with a research project at research institutions, corporate research facilities, museums, libraries, postsecondary accredited educational institutions, or similar types of institutions. The research scholar may also teach or lecture, unless the sponsor prohibits it. Length of program: Minimum of three weeks with maximum duration of stay of five years.

Specialist: An individual who is an expert in a field of specialized knowledge or skill coming to the United States for observing, consulting, or demonstrating special skills. Length of program: Maximum duration of one year.

Short-term Scholar: An individual who is a professor or research scholar or someone with similar education and experience who intends to collaborate on special research projects, teach a semester at a college or university, or lecture, consult, or observe in a variety of settings in education and research in the US. Length of program: Maximum duration is six months. No program extensions or category changes are allowed.

Step 2 - Ensure Exchange Visitor Meets Eligibility

To ensure the program fits the participant's background, needs, and experience, sponsors screen and select participants according to the eligibility criteria for each program category. Exchange visitors must pay all costs associated with obtaining a visa (approximately $500). In addition to program-specific criteria, all participants must satisfy English language proficiency and insurance requirements.

DOCUMENT CHECKLIST FOR DS-2019 EXCHANGE VISITING SCHOLARS

• Completed Exchange Visitor Request form for a DS-2019 Form: FGCU Host
• Copies of all previous DS-2019 forms issued to prospective exchange visitors (If applicable)
• FGCU Offer Letter: FGCU Host
• Funding: FGCU Host or Prospective Exchange Visitor/Scholar
  • Letter from sponsoring university, organization, or government agency in English indicating funding in US dollars
  • Personal bank letter indicating funding in US dollars
• Resume or curriculum vitae: Prospective Exchange Visitor/Scholar

• Copy of biographical page of passport (and copy of dependent passports if applicable): Prospective Exchange Visitor/Scholar

• Completed medical insurance enrollment form with payment or copy of requisition (if paid by FGCU Department with purchase order number) or proof of enrollment in FGCU employee insurance policy: Prospective Exchange Visitor/Scholar

• English Language Proficiency Form: Prospective Exchange Visitor/Scholar

• Export Questionnaire Clearance Form confirmation: Prospective Exchange Visitor/Scholar & FGCU Office of Research and Sponsored Programs 

• Exchange Visitor/Scholar Profile Form: Prospective Exchange Visitor/Scholar 

• Confirmation of Foreign Influence Screening Completion: FGCU Human Resources PLEASE Submit all Documents and Completed Forms to Dr. Timothy Gjini, Responsible Officer (RO) at Global Engagement at TGjini@fgcu.edu 
• Exchange Visitor Request Form

Optional: Previous DS-2019 copies are needed for a program extension or program transfer. If an exchange visitor seeks to extend their current program or transfers from one J-1 program to another, the Responsible Officer at the receiving program will request copies of previous DS-2019 forms to calculate the remaining time in the appropriate J-1 category and determine eligibility. See the Responsible Officer at your program to get more information about the program extension or transfer process.

Exchange Visitor Profile Form

Invitation Letter from the Host Department for Exchange Visitors.

U.S. Department of State requires that the invitation or welcome letter include reference to the specific category of the exchange visitor (for example: research scholar, professor, or short-term scholar), in addition to the title that will be used at the hosting institution (for example, "visiting scholar.")

If the scholar receives funding from FGCU, the letter MUST include the total funding amount.

The hosting professor, Department Chair, and dean must ALL sign letters, regardless of how the scholar is funded. Exchange Visitors must have this letter at their visa appointment. Some US Embassies/Consulates may prefer handwritten signatures versus digital signatures. 

When selecting a start date, please choose a date no earlier than 6 weeks from the date you submit the DS-2019 request. 

Please print invitation letters on university letterhead.

Date
(Exchange Visitor Name)
(Address)

In re: Exchange Visitor Program

Dear (Exchange Visitor Name),

It is my pleasure to invite you as a J-1 Visiting Scholar, in the (select one: Short-Term, Research Scholar, OR Professor) category, to participate in the exchange visitor program at the (department name) at FGCU.

Faculty and staff in the (department name) will use this time to collaborate with you on projects related to (topic of research). Your program objective will include participating in our (research project) in addition to (list any additional duties/responsibilities) under the direction of (department host).

You will need to secure and maintain medical insurance that meets the requirements of the U.S. Department of State for the duration of your program. Health Insurance is mandatory for all J-1s and accompanying dependents upon arrival of the J-1.

Your program period begins (start date) and ends (end date). (start date must be at least 6 weeks from date of DS-2019 submission)

This invitation includes no remuneration. Therefore, you will need to {send me documentation of adequate funding to support your stay for the duration of your program OR FGCU funding will be in the amount of (total amount of FGCU funding).

During your program, FGCU will provide you with office space and internet access. We look forward to your affiliation and contributions to our department during this exchange.

Please inform me of your arrival date and flight information as they become available. Please contact me if you have any questions or need further assistance as you prepare for your visit. I look forward to your visit and participation in this program.

Best regards,

Hosting Professor Signature
Hosting Professor Name & Date

Department Chair Signature
Department Chair Name & Date

Dean Signature
Dean Name & Date

Host Invitation Letter

Estimated Expenses for J-1 International Exchange Visitors/Scholars 2026-2027 

Instructions: 

1. A certificate of eligibility (DS-2019) will not be issued until proof of sufficient funds is verified by the J-1 Scholar’s Financial Institution and/or Sponsor.

2. The expenses below are just an estimate for the local area, and costs may vary by individual, length of program, and living arrangements

3. To calculate your financial costs, multiply the total cost per month by the number of months of duration of your program. Treat any partial months as a full month. 

4. Additional funds are required for any dependents who accompany you. For a one (1) month period, the U.S. requires $1000 for a J-2 spouse and an additional $500 for each J-2 child. For a twelve (12) month period, the U.S. requires $12,000.00 for the spouse and $6,000.00 for each child.             

Estimated Costs of Living (Based on Living Expenses for One Person)

Minimum funding requirements for J exchange visitors are:

• $2,266/month for J-1 Exchange Visitor
• $1,000/month for J-2 Spouse
• $500/month for each J-2 Child

The chart below provides minimum funding requirements for exchange visitors and their dependents for monthly and annual periods:

Per Month Per Year

Expense	Per Month	Per Year
Exchange Visitor (EV)	$2,266	$27,192
EV & Spouse	$3,266	$39,192
EV, Spouse & 1 Child	$3,766	$45,192
EV, Spouse & 2 Children	$4,266	$51,192
EV & 1 Child	$2,766	$33,192
EV & 2 Children	$3,266	$39,192

Financial Support Statement

Table of Estimated Expenses

The prospective exchange visitor/scholar must provide a copy of their Resume/Curriculum Vitae and/or educational credentials to the Responsible Officer, FGCU Host, Human Resources, and the Office of Research and Sponsored Programs (upon request). 

Please send a copy of your CV along with the rest of your documents to tgjini@fgcu.edu.

J-1 Insurance Notification Form

Alternate Medical Insurance Compliance Form

OPTIONS FOR DEMONSTRATING ENGLISH PROFICIENCY TO SATISFY J-1 EXCHANGE VISITOR VISA REQUIREMENTS

The U.S. Department of State expects Exchange Visitors to have a level of English proficiency that allows them to successfully perform their jobs or complete their academic programs, to navigate daily life in the United States, to read and comprehend program materials, to understand fully their responsibilities, rights, and protections, and to know how to obtain assistance, if necessary.

An Exchange Visitor can document the English proficiency requirements in several ways. Global Engagement Office (GEO) will accept any one of the following types of documentation as evidence that the prospective Exchange Visitor meets the required spoken and written English language proficiency. The documentation must accompany the Request for DS-2019 forms departments submit to GEO. Options for documenting spoken and written English proficiency are:

• Prospective Exchange Visitor is a citizen of a country where English is an official language

        (copy of passport biographical page required). 

• Prospective Exchange Visitor received an undergraduate or graduate degree from a university in an English-speaking country. A copy of diploma or transcript (AND documentation confirming that English is the language of instruction when the degree is from India). Enrollment and attendance in English as a Second Language courses at an English-speaking university does not fulfill this requirement.
• Prospective Exchange Visitor has attained an acceptable score on one of the following English proficiency tests (copy of score report required). Note: Scores are valid for two years. ibTOEFL: ≥ 61 Paper-based TOEFL: ≥ 500 Cambridge English C1 Advanced Level: ≥170   

• Prospective E.V. has demonstrated spoken English proficiency in a video interview conducted by English3 and has received a score of at least 3 or higher on the interview. Prospective exchange visitors sign up for the interview at https://com/j1-applicants.php, select FGCU from the dropdown menu, and pay for the interview. Interview scores will be sent to the Global Engagement Office to confirm the required score before DS-2019 is issued.
• In very limited cases, where the prospective Exchange Visitor is a senior faculty member or professional who is well-established in the academic or professional field and has demonstrated extensive use of spoken and written English, the inviting faculty member should provide a signed statement on their FGCU department’s letterhead attesting to the scholar’s English proficiency. This should include a comprehensive list of the visitor’s publications and presentations published or presented in English, with links when available, along with the prospective Exchange Visitor's Curriculum Vitae for review by the FGCU Global Engagement Office. If the documentation is insufficient, the visitor must submit one of the alternative forms of documentation above.

English Speaking Countries

• Antigua
• Australia
• Bahamas
• Barbados
• Barbuda
• Belize
• Bermuda
• Botswana
• Canada, except Quebec (French)
• Cayman Islands
• Commonwealth Caribbean
• Dominica
• England (UK)
• Fiji
• Gambia
• Ghana
• Grenada
• Guyana
• Ireland (UK)
• Irish Republic
• Jamaica, Republic of
• Kenya
• Lesotho
• Liberia
• Malawi
• New Zealand
• Nigeria
• Northern Ireland (UK)
• Papua New Guinea
• Rwanda (if secondary school completed after 2009)
• Scotland (UK)
• Sierra Leone
• Singapore
• South Africa (if Afrikaans is not listed as native language)
• St. Kitts & Nevis
• St. Lucia
• St. Vincent & the Grenadines
• Swaziland
• Tanzania
• Trinidad
• Tobago
• Uganda (UK)
• United Kingdom
• United States, except Puerto Rico
• Virgin Islands
• Wales (UK)
• Zambia
• Zimbabwe

The FGCU Office of Research and Sponsored Programs (ORSP) must screen any foreign researchers. Research is defined as a "systemic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalizable knowledge." While the DS-2019 Request Form asks the program sponsor/host to provide details about the specific type of activities the exchange visitor will participate in during their program, we also understand that exchange visitors may have opportunities to engage in research or research-adjacent activities at some point during their program.

Therefore, the following categories of exchange visitors will be routed to the Office of Research and Sponsored Programs (ORSP) for review and approval:
Professor
Research Scholar
Short-term Scholar
Exchange visitors in the above-mentioned categories will need to share the following items/documents with the ORSP during this process:

a complete copy (cover to cover) of a passport with validity six months beyond the exchange visitor's intended departure from the US;
a comprehensive curriculum vitae (CV) documenting the exchange visitor has obtained at a minimum a bachelor's degree;
all previous employment since the exchange visitor's 18th birthday, and including the employer's contact information for those within the last 10 years;
all publications for which the Exchange Visitor has received credit as an author, a researcher, or otherwise;
current and pending research funding from any source;
full disclosure of non-university professional activities; and a list of all higher education institutions attended.

Exchange visitors in the Specialist category will still be routed to the ORSP for a screening through Visual Compliance. The documentation required for individuals in this category are: 

a complete copy (cover to cover) of a passport with validity six months beyond the exchange visitor's intended departure from the US; and a comprehensive curriculum vitae (CV) documenting the exchange visitor has obtained at a minimum a bachelor's degree.

Both: Host and Prospective Scholar: Upon the completion of the Foreign Influence Process, please complete, sign, and submit the Deemed Export Review Form. The form is available here: Deemed Export Review Form. Once completed, it is automatically routed to the Research Compliance inbox (SrAlexander@fgcu.edu or MeTorres@fgcu.edu) for further processing.  You may feel free to share with Ms. Alexander and Ms. Torres a copy of the following documents:

• Current CV
• Offer letter/Invitation Letter by the FGCU Department/host, and/or Workday Job Posting (if available)

https://fgcu.formstack.com/workflows/deemed_export_review_form_export_control_compliance

https://fgcuhr.formstack.com/forms/foreign_influence_document_request

FGCU Host: Fill out and submit the Courtesy Faculty Researcher Request Form: https://fgcu.formstack.com/workflows/courtesy_faculty_researcher_appointment_request_form on behalf of the visiting research scholar.

Check-in is a mandatory process for all J-1 exchange visitors, per the U.S. Department of State.

Please read the following information carefully to understand the check-in process.

NOTE: Exchange visitors who transfer their current J-1 status to Florida Gulf Coast University (FGCU) from another U.S. institution must still complete a check-in at FGCU within 15 days of the transfer date.

However, FGCU cannot create their Form DS-2019 until their SEVIS transfer/release date and after the visitor attends mandatory J-1 orientation. FGCU Global Engagement Office will email exchange visitors and their FGCU host departments to confirm once the FGCU-issued Form DS-2019 is processed.

J-1 Exchange Visitor Check-In Process

Once an incoming exchange visitor’s Form DS-2019 is processed and issued, they will receive an email with check-in instructions. It will explain how to begin the two-part process:

• Part 1: Complete online check-in application
• Part 2: Attend mandatory check-in orientation, held virtually via Zoom

Complete the entire process no later than 30 days after the start date printed on the Form DS-2019 (15 days for visitors transferring to FGCU).  We highly recommend all exchange visitors complete both parts as soon as possible to avoid unexpected processing delays.

Part 1: Online Check-In Application

This process includes document submission, required readings, and signature forms.

Exchange visitors must prepare the following documents for themselves and any J-2 dependents:

• Form DS-2019
• Passport biographic information page
• J visa
• U.S. Port of Entry stamp OR I-94 record
• Proof of Insurance (click to review requirements)
• If DS-2019s have been issued for your J-2 dependents, you must provide valid proof of health insurance for them, even if they have not yet entered the US or obtained their visa. 

You must complete, submit, and have your check-in application approved before exchange visitors are eligible to attend the online check-in orientation. Once an application is approved, GEO will email exchange visitors confirmation and further instructions.

You must click “submit” at the top of the page to complete your application!

Your application must be approved before you can attend an online check-in orientation session.

Part 2: Online Check-In Orientation

This process includes an informational presentation and question-and-answer period.

Once GEO approves the exchange visitor’s online application, GEO will email them an invitation with instructions for completing their orientation session.

Read the email carefully to confirm dates and times. If an exchange visitor is more than 5 minutes late, they must reschedule and attend a different session.

Please allow for at least ninety (90) minutes for the orientation session. To help avoid any delays, we recommend joining the Zoom meeting 5-10 minutes before the start.

You must attend this orientation before applying for a Social Security number or driver's license.

After orientation, the exchange visitor’s SEVIS record will be validated. This process typically takes 3-5 business days.

Attendance is mandatory for all J-1 exchange visitors.

Attendance is not mandatory for any J-2 exchange visitors, but it is highly encouraged for J-2 spouses.

Applying for a Social Security Number

To apply for a Social Security Number (if you have not applied previously for one), please go to the Fort Myers Social Security Administration (since you reside in Lee County). Please book an appointment through this link: https://secure.ssa.gov/ossnap/public/adultOlder18

 You'll need to meet with me before visiting the SSA office to ensure you receive a job description letter and that your paperwork is complete for your SSN application.

 At the scheduled appointment, please also bring along the following documents with you:

 Passport (no visa needed, since you’re a Canadian citizen). Please bring the original passport to the appointment.

DS-2019 (original form). See attached.

Latest I-94 entry record (you can also retrieve it at www.cbp.gov/i94). See attached.

The SS-5 form is embedded in the application form when applying for the SSN.

 When filling out this form, please provide your correct home address.

 Also, please provide your mother’s maiden name (before she was married), your father’s name, and click on the box that you are a legal alien not allowed to work.

Social Security and On-Campus Employment Guide

Florida Driver's License Guide