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International Scholar Visit

Frequently Asked Questions


What is the difference between an International Scholar and an International Visitor?

The Policy provides these definitions. International Scholars means individuals who are coming to UF on a J-1 visa sponsored by UF. This includes all J-1 visa applicants designated as Professor, Research Scholar, or Short-Term Scholars. International Scholars do not include undergraduate or graduate students.

International Visitors means individuals who are not U.S. citizens or permanent residents, who do not meet the definition of International Scholars, and are coming to UF for a period of thirty (30) or more days. International Visitors do not include undergraduate or graduate students.

What is the difference between a Letter of Intent and a Letter of Invitation?

A Letter of Intent is an informal document provided to the potential International Scholar or International Visitor. This letter communicates the prospects of visiting the University of Florida under the conditions of approval from the University. Unlike a Letter of Invitation, a Letter of Intent is not an official offer letter.

A Letter of Invitation is a formal document provided to the International Scholar or International Visitor stating approval to visit the University of Florida. This letter communicates the program description with exact program dates, items provided, and salary and benefits information. Additionally, instructions on procedures prior to and upon arrival to the University are provided. Unlike a Letter of Intent, a Letter of Invitation is an official offer letter.

What information do I need to submit to the International Scholars and International Visitors Review portal?

Needed Information:

  • First and Last name​
  • Email
  • UF Sponsoring Department ID​
  • Anticipated Visit Dates ​
  • Country of Citizenship ​
  • Country of Residency​
  • Current Position Title and Institution/Entity
  • International Visitor Type (Short-Term Scholar, Research Scholar, etc.)​
  • Funding Source and Description​
  • Research Involvement​
    • Type of Research
    • Supervisor UFID​
    • Research Project Numbers (UFIRST)​
    • Technology Control Plan for Supervisor​
    • UF Lab space​
  • Complete CV​ (Must be in English)
  • Research Abstract/Description of Duties​
  • Funding Document (if available)

What documents should I submit through the International Scholars and International Visitors Review portal?

– Submit –
– Don’t Submit –
  • Full CV
    • A Curriculum Vitae (CV) is a brief summary of a person’s career, qualifications, and education.
      • A CV should include all publications from post-secondary education
      • A CV should also include all professional appointments/engagements from post-secondary education.
      • Please verify the entirety of the CV is in English before submitting.
  • Sponsorship Documents and Source of Funding
    • Examples include a Sponsorship Form, or local or government confirmation of scholarship (e.g., CAPES, HEC of Pakistan).
  • Description of UF activities
    • Submitting departments should provide details of duties that the International Scholars will perform during the visit.
    • If involved in research, please include details about the research, including the research funder, the scope of work, and potential deliverables.
  • Documents detailing protected personal information, including:
    • Proof of Vaccination
    • Social Security Number
    • Personal Bank Statements
    • Driver’s License

 

Is a Letter of Intent a required submission document to the International Scholars and International Visitors Portal?

No, a Letter of Intent is not a required submission document. You can submit the Letter of Intent to the potential International Scholar or International Visitor prior to submitting your request through the International Scholars and International Visitors portal, as the Letter of Intent will not need to be vetted by UF RISC.

What happens after submission of a review request?

The submitting department will be provided with a case number to assist with tracking the visit review. UF RISC will review the request and submitted materials and make a determination. The submitting department will receive a written determination upon completion of the UF RISC review. This determination and all related communications will always reference the case number.

What if I have a question about my submission or forgot to submit pertinent information?

Please contact UF RISC at 352-392-9174 or international@research.ufl.edu and reference the case number.

When can a Letter of Invitation be issued?

Per the Policy, a Letter of Invitation may be issued only after the visit has been approved by UF RISC.

How far in advance can a J-1 International Scholar Visit review request be submitted?

A review request for a J-1 International Scholar can submitted through the International Scholar and International Visitors Portal no earlier than 12 months prior to start date.

How will I know when a request is approved?

UF RISC will notify the submitting department through email.   

When would a new review be required for an International Scholar or International Visitor who is already at the University of Florida? 

A new review is required for changes in scope of work, including assignment on TCP-related research, supervisor, and/or sources of non-UF funding. J-1 extensions with no additional changes do not require UF RISC approval. These reviews do not have to meet the thirty (30) day requirement.

If a postdoctoral associate is hired and subsequently needs a J-1 visa, will they have to undergo screening through the International Scholars and International Visitors Portal as well?

No, generally the postdoctoral associate will only need to go through the researcher and research support screening process. UF RISC will provide the required documentation to HR for all postdoctoral associates if it is later determined the postdoctoral associate needs a J-1 visa. In the event UF RISC does not issue the required documentation to HR, please reach out to international@research.ufl.edu and they will send you the documentation directly.

Only under very unique circumstances will the postdoctoral associate have to undergo screening through the International Scholars and International Visitors Portal after researcher and research support screening process. In these instances, UF RISC will notify the departmental personnel of this requirement.

If the International Scholar or International Visitor is funded by a program that intends to provide UF with a bench fee, will the visit need to be routed through UFIRST as well?

Yes, once the International Scholar or International Visitor is approved through the International Scholars and International Visitors Portal, you will likely need to route the visit through UFIRST as well. Please contact Division of Sponsored Programs for assistance.

What is a Technology Control Plan (TCP)?

A Technology Control Plan (TCP) is an internal document, between the UF RISC’s Export Control Team and a Researcher or PI, designed to lay out the plan to appropriately comply with export control regulations and contract terms related to a specific research project or export controlled article. 

What is a Restricted Party?

As defined by the Export Control Policy, Restricted Party means individuals, groups or entities identified by the U.S. government as a party that cannot engage in certain aspects of business with U.S persons without specific governmental authorization. UF will not host International Scholars or International Visitors who are themselves, or who are representing, a Restricted Party.

All campus units are encouraged to continue to conduct Restricted Party Screening on International Visitors engaged in UF business visiting on other visa types for less than 30 days. For more information on Restricted Party Screening, please visit Export Controls.