Scholar Protocol and Workflow

Sep 19, 2026

Exchange Visitor Program procedures define the Short-term Scholar category for visiting scholars coming to a U.S. university for lecturing, consulting, or research. The protocol explains program objectives, key eligibility terms, and the DS-2019 process used to obtain a J-1 visa, including sponsor roles and required documentation. It provides a step-by-step workflow for faculty mentors, the Exchange Visitor (EV), the Exchange Visitor Advisor (EVA), and the SUNY consortium, from approvals and invitations through submission timelines and arrival preparation for successful integration.

LanguageEnglish

CategoryLetters

FormatPDF

Pages6

Reading Time2 min

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Exchange Visitor Program: Key Terms

Short-term Scholar category

DS-2019 and J-1 visa basics

Roles in the SUNY Exchange Visitor Program (EVP) Consortium

Protocol workflow (STEP 1–STEP 7)

STEP 1–STEP 4: Approvals and invitations

STEP 5–STEP 6: DS-2019 compilation and pre-arrival

STEP 7: Arrival responsibilities

Exchange Visitor Program: Key Terms The Short-term Scholar category permits individuals to come to the U.S. University for short-term academic exchange for the purpose of lecturing, consulting or research. SUNY Canton’s goals for visiting scholars are: 􀁸 To bring an international dimension into SUNY Canton classrooms through co-teaching with faculty mentors; 􀁸 To undertake collaborative research with a faculty mentor and present research findings to the campus community; 􀁸 To contribute to the College’s academic life by presenting guest lectures, presentations or faculty seminars; and 􀁸 To connect with the international student population by engaging in activities and events sponsored by the International Office. DS-2019: This form, also called a "Certificate of Eligibility for Exchange Visitor (J-1) Status," is the basic document used in the administration of the exchange visitor program. It permits a prospective exchange visitor to seek an interview at a U.S. embassy or consulate in order to obtain a J visa to enter the United States. It also identifies the exchange visitor and their designated sponsor and provides a brief description of the exchange visitor’s program, including the start and end date, category of exchange, and an estimate of the cost of the exchange program. J-1 visa: This is a non-immigrant visa issued by the United States to exchange visitors participating in programs that promote cultural exchange. SUNY Exchange Visitor Program (EVP) Consortium: SUNY Canton is part of the SUNY EVP Consortium; subsequently, the DS2019 is completed by SUNY Global. SUNY Canton’s International Office is responsible for submitting the request to be submitted SUNY Global to have the DS2019 processed. To allow ample time to prepare for the Exchange Visitor to receive their DS-2019, obtain their visa and make timely arrival plans, it is recommended that documentation to SUNY Global be submitted 3 months before the anticipated program start date. This means that the faculty mentor should work with the Exchange Visitor Advisor (EVA) as early as possible to meet this required time line. While not all requests will take the three months to process, it is essential to plan in advance to allow the best possible preparation for the Exchange Visitor’s arrival. EV: Exchange Visitor, commonly referred to as the scholar EVA: Exchange Visitor Advisor, International Programs staff member STEP 1 Faculty Mentor obtains sponsoring Department and Dean Approval 􀃟 Completes signatures at the end of this document 􀃟 Provides copy to the Department, Dean and International Office STEP 2 Faculty Mentor emails Invitation Forms to EV. Forms include: 􀃟 Invitation Letter (Template A) 􀃟 Exchange Visitor Request – Visitor Form (Template B) 􀃟 Budget Worksheet (Template C) 􀃟 Medical Insurance Attestation (Template D) STEP 3 EV emails completed Invitation forms and required supplemental documentation to Faculty Mentor. Forms include: 􀃟 Invitation Letter (Template A) 􀃟 Exchange Visitor Request – Visitor Form (Template B) 􀃟 Budget Worksheet (Template C) 􀃟 Supporting employment/sponsor letters and bank statements 􀃟 Medical Insurance Attestation (Template D) 􀃟 Copy of Biographical Page of Passport 􀃟 Copy of CV/Resume (translated to English) 􀃟 Copies of All Current and Previous U.S. Visa Stamps (If applicable) 􀃟 Copy of current immigration Documentation (If applicable) If Bringing Dependents: 􀃟 J-2 Dependent Request form (Template E) 􀃟 Copy of Biographical Page of Passport(s) 􀃟 Copy of Birth Certificate for Child dependent (translated) 􀃟 Copy of Marriage Certificate for spouse (translated) STEP 4 Faculty Mentor emails Step 3 materials and the following forms to the EVA (cc Dean): 􀃟 Exchange Visitor Request Form – Campus Form (Department section only)(Template F) 􀃟 Copy of Exchange Agreement, if not already on file with consortium (If applicable) STEP 5 EVA compiles DS-2019 req

FAQs

What is the purpose of the Short-term Scholar category in the Exchange Visitor Program?

It allows individuals to come to the U.S. university for short-term academic exchange for lecturing, consulting, or research.

What is DS-2019 and how is it used in the program process?

DS-2019 is the basic document for administering the exchange visitor program; it supports a prospective exchange visitor’s interview at a U.S. embassy or consulate to obtain a J visa and identifies the visitor, sponsor, program description, and dates.

What steps and roles are involved from approvals to arrival for a visiting scholar?

The faculty mentor secures approvals and sends invitation forms, the EV returns completed materials with supplemental documentation, the EVA compiles the DS-2019 request and prepares pre-arrival, and at arrival the faculty mentor, sponsoring department, and EVA handle orientation, housing guidance, and integration support.

Sep 19, 2026

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