Faculty – Initiate the Visitor Process

Faculty – Initiating the Visitor Process

Visiting Graduate Researcher or Visiting Scholar

* indicates required field

Select a contact:*

Your name:*

Visitor type:*

Visiting Graduate Researchers are students currently enrolled in a graduate program. If the visitor is a registered student, their paperwork must be processed as a Visiting Graduate Researcher.

1. BASIC DETAILS

Visitor Name (Last, First):*

Visitor Email:*

Date of Birth:*

Gender:*

Is this an international visitor?

Expected dates of visitation:

Visitor start date:*

Visitor end date:*

Will the VGR be a Short Term Scholar or Research Scholar?

(Short Term Scholar: The maximum duration of the Short-term scholar category is 6 months. There is no possibility to extend beyond 6 months. Research Scholar (RS): The maximum program duration of RS is 5 years. However, the DS-2019 will only be valid for the VGR appointment length. Please note, J-1 Exchange Visitors in the Research Scholar category are subject to the 24-month bar. This means that the VGR will not be able to begin a new J-1 program as Professor or Research Scholar until 24 months after their UCLA program ends.)*

2. SALARY

Will this appointment be with or without pay?*

If with pay, please provide a recharge ID or FAU (If without pay, indicate "N/A"):*

3. MANDATORY FEES

Provide a recharge ID or FAU to be used for the mandatory fees listed below:*

BruinCard: $7.50
Mandatory JPath Orientation Fee: $59 (Exchange Visitor J-1 Visa only. Only required for new DS-2019 requests and for programs that are more than 3 months long.)
Visa Processing: $340 + $40 per dependent (per year of appointment)
Note: VGRs pay this fee, but the department pays for Visiting Scholars

*Effective April 27, 2023, the U.S. Department of State will allow DS-2019s to be submitted electronically by email to all exchange visitors (students and scholars). A physical form DS-2019 will no longer need to be mailed to the exchange visitor. This applies to all DS-2019s issued for new, extension, amendment requests, or any other updates that have been made to the form.

For VGRs only - Do you want to pay for other campus fees using the same account entered above?*

VGR campus fees are listed here.

If yes, which fees will you be paying for?

$450 Graduate Division Administrative Fee
$399 Dashew Center Administrative ($300) + Visa Processing Fee ($40)
$20 One-time International Institute Fee
$395.64 Quarterly Information Technology (IT) Fee

4. DESCRIPTION AND BREAKDOWN OF DUTIES

Example of description: Expected to perform scholarly research in the areas of: (i) Area A, (ii) Area B, and (iii) Area C. Research collaboration will likely lead to fruitful scientific outcomes. Expected to publish several journal papers with [Faculty] as a result of research collaboration and visiting appointment.

Description:*

Example of breakdown of duties:
Teaching: 0%
Research: 70%
Publications: 30%
Observation: 0%
Training: 0%
Attending Conferences: 0%

Breakdown of duties:*

As of July 1, 2023, programs must return to predominantly in-person program activities.  The U.S. Department of State defines predominantly as 60% in-person. Please indicate the % the visitor will participate in the program in person? (Note: The DS2019 application will be denied if it is anything below 60%.)*

5. LOCATION AND KEYS

Where will the visitor be located?*

If the visitor will need keys, the visitor must request them using the process described here.

What Happens Next?

Visiting Scholar

CEE SAO contacts the visitor to request necessary materials to create Visiting Scholar and DS-2019 applications. Faculty may also provide visitors with the Visiting Scholars – Initiating the Visitor Process link. (time varies)
CEE SAO creates Visiting Scholar and DS-2019 applications. (1 week)
CEE SAO obtains faculty and department chair signatures on all documents. (time varies)
Visiting Scholar application sent to the HSSEAS Dean’s Office for Approval. (1-2 weeks)
If approved, CEE SAO sends DS-2019 application to the Dashew Center. (10 business days)
CEE SAO ships DS-2019 to visitor. (1 week)

Visiting Graduate Researcher (VGR)

CEE SAO contacts the visitor to request necessary materials to create VGR and DS-2019 applications. Faculty may also provide the visitor with the Visiting Graduate Researchers – Initiating the Visitor Process link. (time varies)
CEE SAO creates VGR and DS-2019 applications. (1 week)
Faculty Advisor and Department Chair electronically sign VGR application and physically sign DS-2019 application. (time varies)
VGR application sent to the UCLA Graduate Division for Approval. (1-2 weeks)
If approved, CEE SAO sends DS-2019 application to the Dashew Center. (15 business days)
If approved, the UCLA Dashew Center will email the exchange visitor a link to the DS-2019 form. The exchange visitor will need to print their DS-2019s and sign in blue ink. The printed DS-2019 is required when applying for a J-1 visa stamp at a U.S. embassy and when entering the U.S.