How to Begin: Completing the Preliminary Data Sheets

PDS I: to be completed by the Department Administrator  Go Here
PDS II: to be completed by the foreign scholar  Go Here
PDS III: to be completed by the foreign scholar only if bringing dependents  Go Here

Preliminary Data Sheets Parts I, II and III must be sent to the HIO together for the information to be entered into the HIO database. These forms can be downloaded from the HIO web site and manually typed or they can be completed using Adobe to type the data on the forms. The forms should not be hand-written as this often results in errors.

Preliminary Data Sheet Part I is completed by the departmental administrator (or sponsoring faculty member) and includes information regarding the scholar's appointment, such as the title and dates of appointment. The financial support must be given in U.S. dollar amounts even if it is not provided from the University. Please refer to the separate section on Funding for Foreign Scholars below.

The departmental administrator should direct the prospective scholar to the HIO web site in where the scholar can complete Parts II and III of the PDS. Once the scholar completes them, the scholar should return them to the departmental administrator directly. The forms should not be hand written as this often results in errors.

All parts of the PDS should be forwarded together to the HIO as early as possible. Depending on the type of visa required processing time can take up to 30 working days (J-1 status) or up to 6 months (H-1B or O-1 status). The HIO issues or requests the necessary visa documents from the Government to allow a consulate to issue a visa stamp. Please see the section on Visa Stamps below.

The HIO uses first class airmail to send scholars the visa certificates, letters of instruction, and information booklets. Courier services, such as Federal Express or DHL, may be used at the expense of the sponsoring department. If the department chooses to use a courier, it must provide a completed "airway bill" which includes the department's billing address and account number with the courier service with the Preliminary Data Sheets. The HIO is not able to bill departments for courier services.

The HIO staff makes every effort to accommodate emergency situations. However, there are enormous demands on the HIO staff to prepare for the arrival and extension of stay of over 6,000 foreign students and scholars. The time period between April and September can be particularly busy for the HIO.

Transfers

Appointing departments should be aware that when a scholar is already in the U.S. at another institution, it will be necessary for the U.S. Government either to change the individual's status or to approve a transfer of visa sponsorship from the original institution to Harvard. These applications can take several months for the Government to process, during which time the scholar may not be eligible to receive a salary from Harvard or the affiliated hospital. The earlier the HIO receives the Preliminary Data Sheets, the less chance there is that a department will be disappointed by the delayed arrival of a prospective scholar.