The Departmental Administrator (HIO departmental contact) must be an individual who has the authority to speak for the Department and who accepts some responsibility on behalf of the Department for University compliance with U.S. Government regulations. The HIO cannot assume overall responsibility without close cooperation from the departmental contact. These responsibilities include:

• Sending Preliminary Data Sheets (PDS) Parts I, II, and if the scholar has dependents, PDS III to the HIO for all non-U.S. citizens or permanent residents who will have academic appointments at Harvard. Even if the individual states he or she already has a visa, the PDS forms must still be filled in and submitted. All three parts of the Preliminary Data Sheets must be sent together to the HIO. Remember to allow at least a two-month lead-time before the scholar arrives. In some cases it may take longer depending on the country of origin e.g. China or the visa action required e.g. change of status from J-l To H-lB.
• Monitoring the scholars' arrival dates and informing the HIO of possible delays. The scholar must enter the U.S. within 30 days of the start date on the J-1 visa document or the HIO must issue a new visa document.
• Notifying the HIO if the scholar decides not to come at all.
• Sending scholars to report to the HIO as soon as they arrive in the U.S. If the scholar has entered the U.S., the HIO must register the scholar in SEVIS, the Government's database, within 30 days of the start date of the J-1 visa document, or the scholar will be considered a "no show" and, therefore, in the U.S. illegally.
• Returning the NED (Notification of Extension/Departure Memo) to the HIO promptly so the HIO can take appropriate steps to extend the scholar's permission to remain in the U.S. The NED is sent out months before the individual's permission to stay in the U.S. expires. This is done, because, if a change of status is required, it will take months to process the application.
• Notifying the HIO if the scholar leaves Harvard before the end of his/her appointment.
• Making the appropriate arrangements for an academic appointment at Harvard. The HIO also provides visa sponsorship for researchers and faculty with joint appointments at the Harvard Medical School and Beth Israel Deaconess Medical Center, Children's Hospital, Cambridge Hospital, Mass Eye & Ear Infirmary, Joslin Diabetes Center, Brockton & West Roxbury VA Hospitals, or Mass Mental Health Center.

Clarifying for the foreign scholars what facilities will or will not be available to them while at Harvard, e.g. prearranged housing, health coverage, office space, secretarial help, computer/email access, and the time and attention of departmental colleagues.