(C)
Implementation.
(1)
Eligibility. Academic visitors must meet the following
criteria:
(a)
Have identified a university host who has agreed to serve as
host for the duration of the visit; and
(b)
If intending to
arrive on a J-1 visa sponsored by the university, additional criteria must be
met as established by the office of global education.
(2)
Application and approval process. All academic visitors,
must have the following:
(a)
Letter of invitation from the host reviewed and
approved by:
(i)
The host unit leadership (department chair, or school,
center or institute director, or unit appropriate administrator) in accordance
with the host unit's applicable governance procedures, in consultation with the
faculty advisory committee or faculty council, when applicable;
(ii)
The dean or vice
president of the host unit as applicable; and
(iii)
The office of
the provost;
(b)
The letter of invitation shall set forth the privileges
provided to the academic visitor described in paragraph (C)(7)(c) of this
policy herein;
(c)
Completion of a successful background check and/or
restricted party screening as required by university policy and as required
under federal law and regulation; and,
(d)
If the academic
visitor is an international individual that requests or requires university
sponsorship during their period of stay, the host unit must contact the office
of global education as soon as possible.
(3)
Duration.
(a)
The initial
duration of the academic visitor visit shall be set forth in the letter of
invitation. Any extension must be approved in accordance with paragraph
(C)(2)(a) of this policy herein.
(b)
Academic visitors
on a university-sponsored visa are subject to the durational limits of stay and
must be reviewed and approved by the office of global education prior to the
approval of any extension.
(4)
Host unit
responsibilities.
The host unit is responsible
for facilitating the visit and ensuring compliance with university policies and
procedures. If the academic visitor is sponsored by the university for the J-1
visa, the host unit is responsible for performing the duties required by the
host in accordance with the department of state requirements for the exchange
visitor program in accordance with federal laws and regulations, and ensuring
that the J-1 visitor is provided:
(a)
access to university facilities and resources such as
libraries and laboratories;
(b)
office space as
available;
(c)
university email address, username and electronic
credentials; and/or,
(d)
university identification
card.
(5)
Host responsibilities:
(a)
Inform the office
of global education that the visitor has arrived at KSU and facilitate the
immigration check-in process.
(b)
Inform the office
of global education if there is a substantive change in the visitor's program
or duration.
(c)
Inform the office of global education if the visitor
completes the program early.
(d)
Inform the office
of global education when the visitor completes the program and has left
KSU.
(6)
Office of global education responsibilities. The office
of global education is responsible for reviewing all requests for J-1
immigration documents.
Under the approval of the department of
state, only certain individuals are authorized to issue J-1 immigration
documents and are responsible for enforcing compliance with federal rules and
regulations.
(7)
Responsibilities and privileges of academic visitors.
Regardless of the duration or purpose of the visit, an academic visitor is
subject to and required to observe all policies, rules, regulations, and
requirements of the university, and all applicable state and federal laws and
regulations, including, but not limited to, conduct, confidentiality, conflicts
of interest, ethical behavior, responsible conduct of research, equal
opportunity, compliance, safety, and health.
(a)
Status. Academic
visitor status may be revoked at any time (even during the term of the
designated status) by the university in its sole discretion, without the
necessity of a reason.
(b)
Employment status. Academic visitors are not and shall
not be construed to be university employees. Accordingly, academic visitors are
not entitled to any financial support or reimbursement.
(c)
Privileges. The
host unit may provide academic visitors with one or more of the following
access privileges but only to the extent that any such privilege is directly
related to and reasonably necessary for the purpose of the academic visitor's
visit:
(i)
Access to university facilities and resources such as
libraries and laboratories;
(ii)
Office space as
available;
(iii)
University email address, username and electronic
credentials; and/or,
(iv)
University identification card.
Such privileges shall be described in
the letter of invitation and may only be issued in accordance with applicable
university policies and procedures, the host unit's governance procedures, and
in accordance with the department of state exchange visitor program if
applicable. Host unit shall issue procedures for removal of privileges upon
departure of the academic visitor.