Hosting International Visitors Checklist for Departments

Thank you for inviting international visitors to campus!

This checklist applies visiting professors, teaching assistants, instructors, research scholars, as well as shorter term visitors. 

Click here for the downloadable verison (pdf) of the checklist. 

1. Contact the 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 visas, insurance, etc. Read the Protocol for inviting international visitors to campus. This protocol details the immigration and documentation requirements for inviting an international visitor to campus.

2. Contact the 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.  Contact Human Resources and the Business Office

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. Make sure the visitor is added to all appropriate directory/distribution lists and that they attend faculty orientation activities if appropriate. 

4. Identify Housing 

Identify appropriate housing, the CIE has created a housing and transportation guide to assist. University housing may be available if the request is made by April for the following academic year. 

5. Locate Office Space 

For professors and teaching assistants/instructors, please work with the appropriate Dean's Office (College - Meredith McCoy 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. There are also a few offices for international visitors in the Center for Global Learning - contact Patrick Sheridan (psheridan@wlu.edu) for availability information. 

6. Identify a Departmental Contact 

Designate a mentor or point person to serve as a resource for the visitor before and 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.7. 

7. Transportation

Arrange transport to Lexington at beginning of stay and help person to vacate at the end of the stay as necessary. Hunter Swanson (hswanson@wlu.edu) can provide information about transportation options.

8. Obtaining a Social Security Number

If the visitor will be employed and needs a Social Security Number, make arrangements for someone to take him/her to the SSA Office in Staunton. Liaise with Hunter Swanson (hswanson@wlu.edu) 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 one-one-one meeting, or a departmental orientation/retreat. If the visitor is on a J visa, a meeting with Hunter Swanson (hswanson@wlu.edu) is necessary to satisfy visa requirements. ‘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.