Responsibilities of Hiring Department

A departmental administrator (the HIO departmental contact) must be an individual who has the authority to speak for the department and who accepts certain 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:

• Submitting required information via eScholar, to the HIO for all non-U.S. citizens or permanent residents who will have academic appointments at Harvard. Please allow at least a two-month lead-time before a scholar arrives. In some cases it may take longer based on the country of origin or the visa action required.
• Monitoring scholars' arrival dates and informing the HIO of possible delays. Scholars must enter the United States within 30 days of the start date on the Form DS-2019, the certificate of eligibility of the J-1 visa. Otherwise the HIO must issue a new Form DS-2019.
• 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 United States. If a scholar has entered the United States, the HIO must register the scholar in SEVIS, the Government's database, within 30 days of the start date of the Form DS-2019, or the scholar will be considered a "no show" and therefore may face negative consequences with his/her visa status.
• Returning the NED (Notification of Extension/Departure) to the HIO in a timely fashion so the HIO can take appropriate steps to extend the scholar's permission to remain in the United States. The NED is sent out 6 months before the individual's permission to stay in the United States expires.
• Notifying the HIO if a 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 between the Harvard Medical School and Beth Israel Deaconess Medical Center, Children's Hospital, Cambridge Hospital, Mass Eye and Ear Infirmary, Joslin Diabetes Center, Brockton and West Roxbury VA Hospitals, or Mass Mental Health Center.
• Clarifying for 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.

In general, the University does not provide visa sponsorship for non-academic staff positions.