Hosting International Visitors Checklist for Departments

Thank you for inviting international visitors to campus!

This checklist applies to semester- or year- long visiting professors, teaching assistants, instructors, research scholars, as well as shorter term visitors. These guidelines are based on US Government requirements of sponsors of international visitors as well as common courtesy.

  1. Center for International Education: Liaise with Hunter Swanson of Center for International Education at least two months in advance to determine whether there is any action required by the university regarding immigration, insurance, etc. Read Protocol for inviting international visitors to campus. This protocol details the immigration and documentation requirements for inviting an international visitor to campus.
  2. Dean's Office: Complete letter of invitation with your Academic Dean. Make sure the visitor understands what you and the university are expecting from him/her and what the university will be doing in return and has a key contact person in the department if he/she has questions. For professors and teaching assistants/instructors, check to make sure information (names, courses) is included with appropriate registration materials or other academic/department submissions.
  3. Paperwork: Liaise with Human Resources and Business Office to determine what paperwork is required for person's visit. Make sure visitor has appointments with Human Resources, Business Office, University Services (for ID card), and any other offices that the visitor needs to meet with upon arriving on campus. Confirm that ITS has set-up an e-mail account and issued a system login(s) - note this will be done after the visitor has signed paperwork with Human Resources. Contact Dana Camper if a phone extension will be needed. Make sure the visitor is added to all appropriate directory/distribution lists and that they attend faculty orientation activities if appropriate. Take the visitor to Business Office, Human Resources and Auxiliary Services.
  4. Housing: Identify appropriate/adequate housing, whether this be a hotel, furnished apartment, room in a residence hall, etc. Help visitor with getting settled into accommodation.
  5. Office: For professors and teaching assistants/instructors, please work with the appropriate Dean's Office (College - Wendy Price or Williams - Rob Straughan) to make arrangements for office space and a computer. These arrangements should be made well in advance to ensure availability upon campus arrival.
  6. Communication: Be in communication with visitor to answer any questions he/she might have or so that you can direct the person to the appropriate department on campus who can answer the question. A specific person in the department should be identified as the ‘point person'.
  7. Transport: Arrange for transport to university/Lexington at beginning of stay and help person to vacate at the end of the stay as necessary. Provide visitor with a copy of the local bus schedule and stops or other information on local transportation.
  8. Social Security: If the visitor is going to be here for a semester or year and needs a Social Security Number, make arrangements for someone to take him/her to the SSA Office in Staunton. Liaise with Hunter Swanson regarding documentation requirements.
  9. Orientation: Please make sure visitor is properly ‘oriented' upon arrival. For professors and student teaching assistants/instructors, this may be new faculty orientation, a meeting with the Provost's Office, a departmental orientation/retreat, or international student orientation. ‘Orientation' includes introduction to campus, Lexington area, schools (if appropriate), shopping, childcare, showing where the closest supermarket is, etc. Take visitor shopping for personal items if necessary.
  10. Designate a mentor or point person to serve as a resource for the visitor during his/her stay. Be in touch with visitor throughout the person's visit to identify any specific problems or needs. For student teaching assistants, regular monitoring of academic program will also be required.
  11. Identify opportunities for visitor to share expertise, culture, knowledge of home country with W&L community as well as with Lexington/Rockbridge community. This might include being a speaker in a classroom, a visit to a local school, participating in a local cultural festival, going to the local Rotary Club, etc.