After Approval but before Arrival
Plan early: For non-U.S. citizens, applications must be submitted at least six months before the visit begins. U.S. citizen applications must be submitted at least three months before their proposed arrival date. All materials need to be received by the dean for faculty development from the nominating office or department with sufficient lead time. Go to "application instructions" if you have not yet answered all of the initial questions.
The Calvin contact is responsible for all visiting scholar arrangements, including those related to the following:
- Hold initial conversation with the candidate. Review application instructions. Complete and submit your request in workday. Remember to include the applicant's CV, letter of interest/project description, and letter of support from the sponsor.
- If visitor is a non-US citizen, the contact person must coordinate the visa setup with the Immigration Coordinator (Jim Wilder, jim.wilder@calvin.edu).
- After approval is complete, the visitor will be contacted via email with information to receive a Calvin ID# for the visitor and/or their spouse (the spouse will need a separate ID if they would like to use Spoelhof Fieldhouse facilities). There may be additional tasks in Workday to complete.
- Office space: Work with your department chair/academic deans to plan for visitor office space.
- Keys and building access can be coordinated through Campus Safety.
- Proof of health insurance (document in English meeting DOS standards) is required prior to entry into the United States for non-US citizens. Information on obtaining health insurance can be found here.
- Assist applicant in finding housing and furnishings. If no furnished housing is available, the visiting scholar is responsible for supplying all of their own furnishings.
- If visitor's children will be attending school, coordinate school enrollment information.
- Coordinate flight and welcome at airport.
After Arrival
- Arrange meeting with human resources to share I-9 documents and payroll (if needed): For J-1 exchange visitors, the department contact and visitor are required by the Department of State to meet with the Immigration Coordinator (jim.wilder@calvin.edu) within five days of arriving in the country for an orientation. Please note that visiting scholars should plan to come directly to Calvin from their home country.
- Provide visitor web link to Visiting Scholar Resource page.
- Assist visitor in obtaining a social security number if they will be paid. The Immigration Coordinator can assist with the necessary documents for this process.
- Assist visitor in obtaining a driver's license, if needed.
- If needed, assist visitor in obtaining Calvin parking permit through Campus Safety, provide initial orientation, including picture ID(s), tour of library and fieldhouse, introduction to colleagues, familiarization with Calvin resources, campus tour, etc.
- Coordinate local bank account.
- Set up regular meeting schedule.
- If visitor would like to sit in on any classes, make sure to introduce them to professors (be sure visitor knows how much textbooks cost).
- If the visitor would like to speak on a topic of general interest to the Calvin Community, please work with the dean for faculty development to arrange a public lecture and possible reception.
ONGOING
- Provide the Immigration Coordinator (jim.wilder@calvin.edu) prior notice of any travel by a non-U.S. visitor outside Grand Rapids.
At Conclusion of Visit
For all visitors:
- Confirm that keys, ID cards, library books, office contents, borrowed items, and any other Calvin material have been returned. Give visitor notice of immediate shut-down of permissions and access in Calvin systems (especially computer systems).
- The Calvin contact is responsible for conducting an informal interview with the visitor and providing the dean for faculty development (and Immigration Coordinator if non-U.S. visitor) with a brief program report (due within one month after the visitor's departure). The report should include the following:
- Visitor's updated home, institutional, and email addresses.
- Brief description of progress on visitor's intended research during their time at Calvin.
- Brief assessment of Visiting Scholar program, including any successes and/or problems; include any recommendations for improvement.
- Detailed summary of any participation in campus activities (classes, workshops, etc.) and any involvement in local community activities.
Questions? Please contact the Office of the Dean for faculty development and research initiatives.