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Host Department Responsibilities: As the host department, you (and the host faculty) are absolutely welcome to approach prospective Fulbright affiliations as you would any other international visiting scholar following your unit’s policies and procedures for visiting student researchers with grant funding without consulting Our Office.  Your human resources department can approach a visiting Fulbright visiting student researcher as the department would any other visiting scholar.  The host department responsibilities when hosting Fulbright visiting student researcher at the invitation of faculty can include but are not limited by:

• Coordinating with the prospective host faculty member regarding all aspects of hosting a visiting student researcher
   

• Notifying the Department Chair and Dean’s Office of the affiliation 
  
  

• Preparing an invitation letter (to be endorsed by your faculty and/or Chair as appropriate).  Sample letters are available upon request and your unit is welcome to edit to comply with your departmental policies and place on your letterhead.
  
  

• Identifying an office or space where the visiting student researcher can hosted as appropriate.
  
  

• Communicating all associated fees that your department’s hosted visiting Fulbright student researcher should expect to pay (e.g. departmental affiliation fees, Grad Division fees, etc.) and their deadlines.  They need this information correctly listed in their grant.
  
  

• Working with your human resource department to complete the Institutional Response Form (IRF), a document that Fulbright/IIE will send to process the visiting student researcher’s visa.  Oftentimes, completion of this document is very time sensitive as the visiting student researcher is waiting to get an appointment at the U.S. Embassy in their home country and the IRF is used to process their visa.
  
  

• Coordinating fee payment between the visiting student researcher and your unit or department.
  
  

• Working with your relevant division to identify the most appropriate classification to appoint the visiting student researcher in UCPath appointments as appropriate,
  
  

• Setting up an e-mail account for the visiting student researcher if it follows your department’s and the University’s policies and procedures
  
  

• Liaising with your department’s stakeholders about offering or declining a work space, access to laboratories, and computer facilities
  
  

• Securing online/offline library privileges (e.g. host departments can purchase a card for affiliates; assistance with VPN access as needed, etc.),
  
  

• Assisting with BruinCard registration, processing, and problem resolution
  
  

• Managing Departmental and/or Graduate Programs fee collection/payments and problem resolution.  Please note that the International Institute has no authority to intercede on your department’s behalf with Graduate Programs if fees are not collected in a timely manner.  Any issues should be addressed and resolved between Graduate Programs and the Department directly.
  
  

• Onboarding and placing the visiting student researcher in alignment with your Department’s and campus policies and procedures for international visiting student researcher
  
  

• Pointing the visiting student researcher in the right direction with respect to housing as appropriate.
  
  
• Helping with any other visiting student researcher items that your unit customarily performs as a part of visiting appointments

Office of Vice Provost Cindy Fan Responsibilities:  As our office has no authority over visiting student researcher that your department invites, hosts, and appoints, our Office can only:

• run a visual compliance background check if your Department does not have access through the usual means used when appointing your Department’s visiting student researcher


• connect you with an insurance representative if the visiting student researcher would like to supplement their Department of State insurance  

Additional items of note 

• Fulbright Coordinator Ann Kerr (akerr@international.ucla.edu) stewards and guides the UCLA Visiting Fulbright Scholar Enrichment Program (VFSEP).  Often in coordination with the Rand Corporation, the Getty, the LA Times, LACMA, and others aims, the goal of the VFSEP is to extend visiting Fulbright scholars and student researchers' personal experiences into the community through cultural enrichment programs in the Southern California community and its institutions.
  
  Additionally, Ann teaches a Fiat Lux course called “Perceptions of Americans Abroad, Discussions with Visiting Fulbright Scholars” for visiting Fulbright scholars and student researchers.  All Fulbright scholars and student researchers and visiting student researcher at UCLA are welcome to enroll and join if they are interested.  Please direct questions about the VFSEP to Ann Kerr at akerr@international.ucla.edu 
  
  

• Please note that as a Fulbright grantee, the visiting student researcher is required to enter the United States under the sponsorship of the Department of State's J-1 Exchange Visitor Program.  UCLA should not provide a DS-2019 as it will be issued by Fulbright or IIE. The visiting student researcher grant benefits can include round-trip international travel and health insurance coverage complying with J-1 visa requirements.
  
  
  • The Dashew Center does not have the authority to provide any J-1 visa related services for them such as extensions or travel signatures.  Fulbright visiting student researcher are not required to report to our office and complete the J-1 visa check-in. The jPATH online orientation is also not required, but is optional. They will be required to pay the $59 orientation fee if they choose to access the orientation. A portion of the orientation will not be applicable to them because it covers Dashew visa services. Fulbright scholars and visiting student researcher are allowed and encouraged to participate in the Dashew Center cultural programming.  More information on programming is provided on their website here: https://internationalcenter.ucla.edu/programs-events/program-overview
    
    

• U.S. Department of State (Fulbright Scholar Program), not UCLA, sponsors the J-1 visa and provides the participant with health benefit coverage that meets J-1 visa requirements as described here: https://www.sevencorners.com/gov/usdos. The participant is also required to obtain sickness and accident insurance meeting J visa requirements for all accompanying dependents

• If host faculty members would like to use their own funds to pay the prospective Fulbright scholars/ visiting student researcher fees, they are welcome to do so and the host department can coordinate directly with the Fulbright organization directly to facilitate this 
  
  
• If the host department would like to cover the prospective visiting student researcher’s fees as a gesture of hospitality for their distinguished visitors, they are welcome to do so
  
  
• The International Institute does not offer grants or scholarships for prospective Fulbright visiting student researcher to pay for their fees.

• In the event of legal troubles related to privately arranging housing, please note that visiting student researcher do not have the option of relying on UCLA Student Legal Services, though they are welcome to explore community resources which may be of assistance. 

• Fulbright Visiting Student Researchers (VSR) are not authorized to work while in the US.  Generally, work is not authorized for VSRs as the intent of the program is for researchers to be engaged in full-time activity to accomplish specific research objectives.  If the responsibilities directly relate to the scholar/ visiting student researcher’s research objectives, it may be possible for Fulbright to perform an exceptional review.