How do I host an international visiting student?
Throughout the Global Visitor Process, you must complete a series of forms in order to prepare the paperwork for your visitor’s arrival.
To host an international visiting student, complete all of the steps in the checklist below.
- 1. Complete an Indication of Interest Form
Simply propose a placement for a visitor by filling out the form. Do not issue a letter of invitation at this time. Global will provide departments with assistance in issuing a letter later in the process.
Does the visitor need an early invitation letter in order to secure funding? Email URVisitor@rochester.edu
Global submits your completed form to your department head. Once your department head approves the Indication of Interest and the student completes the Online Application, Global determines which placement category your candidate falls into: visiting student or visiting scholar. Global will upload all submitted forms and documents to the department folder in Box. NOTE: SMD departments must have GEPA approval prior to department head approval. Global will assist in facilitating GEPA approval.
Need access to the department Box-folder? Email URVisitor@rochester.edu
- 2. Complete the New Student Information Form (NSIF)
- 3. Offer Letter, IPA, and English Proficiency Evaluation
Global will draft the Offer Letter for the visiting student and will email the letter and required Intellectual Property Agreement to you for review and signature. Ask the visitor to sign the letter and the IPA and return it to Global. Please copy Global on this email correspondence at email@example.com. In addition, it is required all hosts conduct an English Proficiency Evaluation and complete the English Proficiency Evaluation Form.
Once the Offer Letter, IPA, and English Proficiency are received, ISO will begin processing the immigration documents. Global will request a student record be created in the student information system, from your school’s registrar. You will receive communication from Global or ISO once the primary immigration document needed for the candidate to obtain their visa is issued. It is then the responsibility of the visiting student to obtain the visa. If the student is here for 8 weeks or longer the department must mail the visitor a Health History Form with the immigration document.
Global will send the visitor information about housing, transportation, health insurance, and more.
- 4. Visitor Arrives!
Review the Visiting Student Arrival Checklist
The visitor will need to check in with ISO upon arrival. The department must complete the appropriate forms to register the visitor as a non-matriculated full-time visiting student as soon as possible. All visiting students are required to be registered. This will allow the visitor to properly set up their Net ID and obtain Blackboard access. It is the responsibility of the department to help the visitor with obtaining the appropriate UR permissions and access, including the facilitation of ID cards.
NOTE: Obtaining an ID Card for a visitor in the Medical Center may be different from obtaining an ID Card on the River Campus. If your visitor is in the Medical Center, contact the registrar for further instruction.
Important Notes for Faculty:
As the hosting faculty, you are the visiting student, collaborators, or researchers’ supervisor and primary point of contact with the University from an academic, research, support, and supervisory standpoint. Additionally, should the student complete their stay at UR with any outstanding fees, it is your department’s responsibility to cover those fees.
If the duration of the visiting student, collaborator, or researchers’ time at UR changes—either shortens or lengthens—you should inform your department head/dean for approval as soon as possible, and then notify ISO and Global. This can have immigration implications as well as issues with the bursar and registrar offices, and Global will facilitate as needed.
Questions or concerns? Contact us at URvisitor@rochester.edu or +1 585-273-1665.