Links & Forms

Tulane Policies and Forms for Hiring International Scholars (J-1 Visa)

• Bringing in an international scholar takes a MINIMUM of THREE to SIX MONTHS.
• All visa paperwork must be processed and approved before a PAF can even be filled out and the paperwork processed.
• In addition to the Visa paperwork and processes, all the procedures and forms for a regular hire must also be followed. Please consult this website for those forms and procedures.


Before the Candidate arrives in the US:


• The prospective scholar must complete the J-1 application package (.pdf)
  • A link to this form will be posted soon.
  • All instructions are included with the application package
• Once the packet is filled out, the prospective scholar must send the application and all the required documents (listed in the packet directions) to the professor wishing to hire them.
  • This packet must be reviewed by the departmental office and copies must be left with the department.
• Once the packet is reviewed, it needs to be sent to the Center for International Students and Scholars (Joanna), and will be forwarded to the US government.
• Once/if the application is approved by the INS, the department will be notified and forward the approval forms to the hiring professor.
• The approval needs to be sent to the prospective scholar by the hiring professor
  • Postage fees MUST be paid by the professor's grant, not the department .
• Once the prospective scholar has the approval, he/she must apply for an interview with the US embassy in the country in which they are located.
  • This interview can take up to eight weeks to schedule.
  • If there is a rush to get a scholar into the country, the process can be expedited, but this requires fees of almost $2,000. If this is needed, contact the department for the information on how to proceed with this process.
• Once the scholar has had the visa approved, he/she can arrange travel to Tulane University.


Once the Candidate arrives at Tulane


• When the scholar arrives they need to visit Joanna at CISS
  Unless impossible, meetings with Joanna should be scheduled in advance to ensure she is able to see the scholar.
  Joanna will give them the information to apply for a social security number.
• The scholar will then need to contact Marcia in the International Tax Office (x8252)
  • She will assign a dummy social security number in order to process internal paperwork. This number should only be used for internal, Tulane documents, not for any other use.
  • Marcia will also need to be provided an email address for the applicant so they can log on to Glacier, the international tax system. Glacier will give them all the tax information they need, including tax treaties, etc.
• Once the scholar has met with Joanna and gotten all their paperwork sorted out with that office, they should return to the department to fill out the hiring packet.
  • When a scholar is coming to fill out paperwork, the department MUST be told in advance as the packet is time consuming and someone must be able to take the time to work with them.
• Once all the Visa paperwork is clear, the department will submit all the hiring paperwork for the new hire.
  • Hiring packets take about a month to process, so in almost all cases the first paycheck will be a salary advance, which the department will handle.