CUNY Baruch College Visiting Scholar Paperwork Guide

guide
Author

Gang He

Published

January 3, 2025

Paperwork flow

flowchart LR
  A[Conditional Invitation] --> 
  B(Official Invitation Letter) -->
  C{{DS-2019}} -->
  D{{Visa Application}}  -->
  E(Visiting Baruch)

Step 1: Conditional Invitation

To begin, you need to secure a conditional invitation letter from a faculty member who will support your scholarship application. The following documents are usually helpful:

  • CV
  • Research Plan
  • English Proficiency Certificate

Your potential host may schedule an interview to discuss your proposal and assess the possibilities.

Step 2: Official Invitation Letter

Once you receive the fellowship or scholarship certificate, forward it to your host faculty member. The certificate is useful for the department or school to issue an official invitation letter. You may skip the first step if you were hired or supported by your host faculty.

  • The official letter, similar to the conditional invitation, will be signed by the Department Chair or Dean.
  • This step formalizes your appointment and enables the next stages of paperwork.

Step 3: DS-2019 Form

The DS-2019 form involves several internal approval processes before the designated office can issue it. These include:

  • Approvals from the Department Chair, Dean, and Provost
  • Export Control Clearance

Overview of the process for Baruch College export control clearance for J-1 Research Scholars

To comply with the “Guidance on Onboarding J-1 Researchers and Scholars Exchange Visitors” memorandum dated July 26, 2021 from Robert T. Maruca, CUNY Associate University Provost for Planning, and Tamera Schneider, CUNY Associate Vice Chancellor & University Provost for Research, the Weissman Center for International Business has devised the following procedure for obtaining export control clearance for all prospective J-1 Research Scholars.*

The process begins whenever a Baruch department or other College office (“Department”) receives an inquiry from someone requesting to be hosted as a prospective international J-1 Research Scholar (“Scholar”). If the Department decides it wishes to host this Scholar, these steps must be taken:

Documentation from the Host Department

The host department (faculty mentor) must provide specific program details and certifications.

  • Official Invitation/Offer Letter: This letter must be on department letterhead, signed by the faculty host and/or department chair, and include:
    • Specific job title (e.g., Research Scholar, Visiting Professor).
    • Detailed description of the research activities, project goals, and activities.
    • Proposed start and end dates of the J-1 program.
    • Funding source and exact amount if the department is funding the scholar.
  • English Language Proficiency Certification: A document confirming that the scholar possesses sufficient English skills (speaking, reading, and understanding) to function successfully in the program and on a day-to-day basis. This is typically satisfied by one of the following:
    • A recognized standardized test score (e.g., TOEFL, IELTS).
    • A signed confirmation from the faculty host after a formal interview (the most common method).

Documentation from the Scholar

The scholar must provide evidence of identity, qualifications, and financial ability.

  • Passport: A clear copy of the biographical page for the scholar and all accompanying J-2 dependents (spouse and children under 21). The passport must be valid for at least six months beyond the J-1 program end date.
  • Curriculum Vitae (CV) / Resume: A current CV outlining the scholar’s education, research experience, and publications.
  • Highest Degree Diploma/Certificate: Copy of the highest degree earned (e.g., Bachelor’s, Master’s, or Ph.D.).
  • Prior U.S. Immigration Documents (if applicable): Copies of any previous J-1, J-2, or F-1 documents (e.g., all prior DS-2019s, I-20s, and U.S. visa stamps).

Financial Support Documentation

The scholar must demonstrate sufficient funding to cover their living expenses for the entire duration of the program.

  • Evidence of Funding: This must meet the minimum monthly funding requirement set by the U.S. Department of State and the university’s ISSC Office (this minimum varies). Acceptable documents include:
  • University Offer/Appointment Letter: If the host university is providing salary/stipend (must clearly state the amount and dates).
  • Award/Grant Letter: From a government, sponsoring agency, or employer (must be on letterhead, signed, in English, and state the exact amount in USD or equivalent currency).
  • Personal Funds: Current bank statement (dated within the last 6 months) showing the account holder’s name and the sufficient available balance.
  • Dependent Funding: Additional funding documentation is required for each accompanying J-2 dependent (usually a set monthly amount per person).
  • Completion of the J-1 application: Forms - Enrollment Management
  • J-1 Export-Control-Questionnaire

J-1 exchange visiting professors are not required to complete the step below. Only Short-Term and Research Scholars are required to obtain export control clearance. This process has the following steps:

The hosting department sends to the exchange visitor the attached documents: - Foreign Influence Due Diligence form - CUNY J-1 Export Control Questionnaire Application for the Certificate of Eligibility (Form DS-2019)

Upon receipt, the Department completes and signs the following: - Foreign Influence Due Diligence form - Application to Host a J-1 Scholar/Professor/Specialist

Preliminary Steps for Issuance of Form DS-2019

  1. Campus Review

The RO or ARO reviews the documents and forwards them to the Baruch College Provost. The Provost consults with relevant stakeholders and endorses the request.

  1. CUNY Screening

The ISSC RO or ARO submits the dossier for Visual Compliance Screening to the CUNY Office of International Student and Scholar Services (ISSS).

  1. Final Campus Review

Upon completion of the visual screening, the dossier is returned to ISSC and forwarded to the Baruch College Provost for final review.

Additional documents:

Financial ability to cover the living expenses for J-1 exchange visitors & J-2 dependents:

  • J-1 exchange visitor $32,000/year; $2,700/month (research scholar, professor, short-term scholar & student)
  • J-2 spouse $7,200/year; $600/month
  • J-2 child (under 21) $4,800/year per child; $400/month per child

If the scholarship amount is less than the listed requirement, you may need to provide a bank certificate of personal savings to cover the difference.

Minimum insurance coverage must provide:

  1. Medical benefits of at least $100,000 per accident or illness
  2. Repatriation of remains in the amount of $25,000
  3. Expenses associated with the medical evacuation of exchange visitors to his or her home country in the amount of $50,000
  4. Deductibles not to exceed $500 per accident or illness

Step 4: Visa Application

Check the latest information from the U.S. Embassy website to understand the requirements and materials needed for your visa application. Make sure to complete this step promptly after receiving your DS-2019 form.

Step 5: Visiting Baruch

Once all paperwork is completed, you can prepare for your arrival at Baruch College in New York City! New York City is Your Classroom and Office!

Important Notes

  • Timeline

The entire process may take several months, particularly if additional documentation is requested. Begin early and allow flexibility in your start date to accommodate any delays.

  • Proactive Communication

Keep in close contact with your host faculty and administrative offices to ensure you stay updated on requirements and approvals.

  • Unofficial Guide

This page is for reference only. You should always follow the official guide to prepare your documents.