Scholars

Review Department Responsibilities

By inviting a scholar to the university, the department faculty host agrees to supervise the scholar’s academic activity, to provide a workspace, and to include the scholar in regular departmental activities.  USF requires that all scholars must complete Foreign Principal screening and a review by Export Control.    

The Department is responsible for the following: 

  • Supervise the academic activity during the scholar’s stay at USF. 

  • Arrange for office space and equipment as deemed appropriate for the academic activity. 

  • "Ensure that the activity in which the exchange visitor is engaged is consistent with the category and activity listed on the exchange visitor's Form DS-2019." [22 CFR 62.10(e)(1)]. This means that the scholar should maintain their original program objectives as indicated on the scholar application.  Report these changes to OIS:
    • Cancellation, termination or early completion of the scholar’s program 
    • Significant changes in position and/or project 
    • Changes in funding sources and amounts 
    • Intent to transfer to another USF department, faculty member, or sponsor 
    • Plans to change immigration status 

  • Include the scholar in departmental meetings, seminars, and other activities.  

  • Encourage the scholar to participate in cultural exchange activities offered by USF World through the Scholar Success Program to ensure compliance with Department of State’s requirements.   

  • OIS should be notified of the scholar’s absenteeism. 

    • If there has been no contact for at least 24 hours, OIS should be notified immediately. 
    • If there has been contact, but they have been absent for five days with no valid reason, OIS should be notified.
    • Retaliation and threat of retaliation policies will not be tolerated  

  • Scholars, whether classified as paid or non-paid, have the same benefits and rights as any USF employee. This includes but is not limited to: 

    • Safe and clean working conditions 
    • Training necessary to perform job functions  
    • Hours worked should not exceed 40 hours per week.  
    • Awareness of:
      • Attendance policies and hours of operation within their department and/or lab. 
      • Types of leave and accrual of leave hours in accordance with HR policies.  
      • Harassment and sexual harassment policies  
  • Update USF Export Control if any changes occur to the scholar’s program that may affect export compliance.

Other Department Concerns 

  • Insurance – J-1 visa holders have a federal requirement to maintain health insurance for themselves and any dependents for the entire period listed on the DS-2019. Failure to maintain insurance can lead to removal from the program.  
  • Dependents – Scholars can bring spouse and dependent children with them on their visit as J-2. The scholar provides proof of additional funding to cover their visit.  The spouse and/or dependent children can also obtain visitor visas to visit for short durations.  
  • Adding employment – Scholars must ask permission from OIS before adding USF employment or changing their employment. Any employment must be consistent with their category and program activity.  Under no circumstances can a scholar be appointed to an administrative or support staff position.  
  • Extensions – If the category allows more time, the scholar can seek an extension of stay to complete their program objectives. The department should only approve an extension if the scholar will continue to benefit the university and our cultural engagement goals.