Policy Number: 14-003

Hosting International Scholars and International Visitors

Category: Research

Responsible Executive: Vice President of Research

1. Policy Statement.

The University of Florida (UF, the University) is committed to hosting International Scholars and Visitors for collaboration in research, teaching, extension and service activities. UF must comply with all applicable Federal and State laws and regulations when hosting International Scholars and International Visitors.

2. Applicability.

This Policy shall apply to all University Colleges, Departments and Units who host International Scholars or International Visitors.

3. Definitions.

Countries of Concern means the countries identified and defined in Florida Statute s.286.101(b).
Form DS-2019 means the government form issued by the University certifying that the International Scholar’s visit to the University has been accepted by UF. Only the UF International Center may issue Form DS-2019.
Invitation means a formal document, usually in the form of a letter or a government form, issued by the University to the International Scholar. The Invitation is used in support of the International Scholar’s visa application and signifies the University’s acceptance of a visit request.
International Scholars means individuals who are coming to the University on a J-1 visa sponsored by the University. This includes all J-1 visa applicants designated as Professor, Research Scholar, or Short-Term Scholars. International Scholars do not include undergraduate or graduate students.
International Visitors means individuals who are not U.S. citizens or permanent residents, who do not meet the definition of International Scholars, and are coming to the University for a period of thirty (30) or more days. International Visitors do not include undergraduate or graduate students.
Sponsoring Department means the department or unit requesting to host an International Visitor or International Scholar. The Sponsoring Department processes International Visitor or International Scholar visit requests and is responsible for the supervision of the International Visitor or International Scholar while they are at the University.

4. Policy.

a. Roles.

i. UF Research Integrity, Security and Compliance (UF RISC). UF RISC is UF’s designated office to review and approve requests to host International Scholars and International Visitors at the University prior to the extension of an Invitation.
ii. UF International Center (UFIC). UFIC is UF’s designated office to ensure compliance with all applicable immigration laws and regulations as administered by the United States government. UFIC is certified by the U.S. Department of State to administer J-1 programs on behalf of the University.

b. Hosting International Scholars and International Visitors.

i. Request Submission. Sponsoring Departments must submit visit requests via the designated submission portal at least thirty (30) days prior to the extension of the Invitation or at least thirty (30) days prior to any UF imposed visa-processing deadline, whichever is the earlier date.

1. Supporting Documentation. UF RISC may, at its sole discretion, request submission of any documentation it deems necessary to conduct its review.

ii. Request Review. UF RISC will review the requested submission and supporting documentation and provide written approval or denial of the visit. The determination will be provided to the Sponsoring Department and UF International Center.
iii. Risk Mitigation. When necessary, and at its sole discretion, UF RISC may require mitigation actions in order to approve the request. Mitigation actions may include:

1.   Modifications to the location, duties, or supervisor;
2.   Approval from the U.S. government in the form of a license or other authorization; or
3.   Other mitigation actions deemed appropriate by UF RISC.

iv. Provision of the Invitation. The Sponsoring Department may not move forward with extending an Invitation until it receives written approval from UF RISC.

c. Issuance of Form DS-2019. UF RISC approval only constitutes approval to issue an Invitation. Sponsoring Departments must follow UFIC procedures and directives in order to request a Form DS-2019 for International Scholars. The Form DS-2019 must be approved and issued by UFIC on behalf of the University before International Scholars may schedule their visa appointment with an U.S. Embassy or Consulate.

5. Review and Adjudication.

UF RISC serves as designated office for reviewing and approving requests to host International Scholars and International Visitors and UFIC serves as the designated office for approving and processing Form DS-2019s. As such, Sponsoring Departments cannot host International Visitors without approval from UF RISC or International Scholars without approval from UF RISC and UFIC.

6. Violations.

Failure to comply with this policy may result in temporary or permanent suspension of visa sponsorship eligibility for the Sponsoring Department.

7. Questions.

Any questions concerning this policy should be directed to UF RISC at international@research.ufl.edu.

Relevant Authority:

Florida Statute Section 286.101
Florida Statute Section 1010.35
UF Policy on Export Control Compliance

History

History
Date	Description
1/20/2022	New Policy Adopted