Visa Sponsorship at Harvard
Summary
This page provides Harvard administrators with an overview of the process for sponsoring international scholars and student interns.
The University sponsors visas for individuals with temporary academic appointments, including scholars and student interns, so they can enter and stay in the U.S. for the duration of their appointment. The Harvard International Office is here to help administrators and international students and scholars navigate the U.S. complex immigration rules.
Notify the HIO whenever a non-U.S. citizen who is not a U.S. lawful permanent resident (green card holder) accepts an academic appointment. Any non-U.S. citizen who is not a U.S. lawful permanent resident, whether presently living in the U.S. or outside the U.S., must have some visa action taken on their behalf before beginning an appointment at Harvard.
The HIO advising staff have the authority and responsibility to submit all employment-based immigration petitions (e.g., H-1B, O-1, green card) sponsored by Harvard University and is the only entity authorized to sign immigration petitions and applications on behalf of the University. Individuals cannot engage outside counsel (immigration attorneys) to file University petitions on their behalf. For further information on this policy, please contact your assigned HIO advisor.
Step 1: Academic Appointments and Funding
Visa sponsorship is generally available for international scholars who hold temporary academic appointments, and who engage in scholarly activities including teaching and/or research at the University or its affiliated hospitals. By use of the term scholar, the HIO is referring to individuals with academic appointments, such as research fellows, visiting scholars, postdoctoral fellows, instructors, faculty, and student interns.
The University generally provides visa sponsorship only for researchers and faculty members. University visa sponsorship is generally not available for non-academic staff positions.
It is the University policy that only in exceptional circumstances will visa sponsorship be provided for high level administrative and staff positions. If a department is uncertain whether an individual’s appointment would be eligible for visa sponsorship at Harvard, please reach out to your HIO advisor before offering the position to the individual.
The University generally brings international scholars to campus on temporary non-immigrant visas. There are certain responsibilities that the University bears when bringing international scholars to the U.S.
The majority of international scholars are brought to the U.S. on a J-1 Exchange Visitor visa, which is governed by the U.S. Department of State. The purpose of the J-1 visa is to promote the exchange of ideas, research, mutual enrichment and linkages between research and academic institutions in the U.S. and foreign countries.
Professors, research scholars and other individuals with similar education or accomplishments travel to the United States to lecture, observe, consult, train or demonstrate special skills at research institutions, museums, libraries, post-secondary accredited academic institutions or similar types of institutions.
Before requesting visa sponsorship from the HIO, the hiring department must confirm the scholar’s:
- Academic appointment
- Funding
- Appointment dates and details
- Current presence
More information on each of those is available below.
Before contacting the HIO for visa sponsorship, a sponsoring department must ensure that an individual has a confirmed academic appointment with the school/department at Harvard and that the individual has the credentials to qualify for that appointment. The HIO also provides visa sponsorship for researchers and faculty with joint appointments between the Harvard Medical School and Beth Israel Deaconess Medical Center, Cambridge Health Alliance, Joslin Diabetes Center, Brockton and West Roxbury VA Hospitals, and Harvard Pilgrim Health Care Institute.
The sponsoring department must make the appropriate arrangements for an academic appointment. Questions about which academic appointment title may be most appropriate for a scholar should be directed to the respective Offices of Faculty Affairs. To better manage expectations and to avoid possible misunderstandings, the sponsoring department must clarify to scholars what facilities will or will not be available to them while at Harvard, e.g., prearranged housing, health coverage, office space, computer/email access, Harvard ID card eligibility, any fees that will be charged, and the time and attention of departmental colleagues.
For the visa application process, scholars must demonstrate that they will have sufficient funding to support themselves in the U.S. Funding minimums can vary based on the type of academic appointment and/or your school’s policies. For clarification, please contact the school’s Office of Faculty Affairs.
If the academic appointment is an unpaid one, the department must confirm that sufficient funding is available for the scholar (and family members, if applicable) for the full duration of their appointment. This can be proven through third party fellowships or sponsorship, funding from a home institution, or, in some cases, a scholar’s personal funding. A scholar’s ability to use personal funding depends on the policies of the school or unit; personal funds may also be restricted in certain types of academic appointments. Before making a formal offer of a position to a scholar, the department must work out the amount and source(s) of the funding to make sure that it complies with the policy of the school.
The department must confirm the dates of the appointment with the scholar before requesting visa sponsorship. The visa sponsorship documents that the HIO creates need to match the dates that the scholar intends to be in the U.S., at Harvard.
The department must also confirm that the scholar will have an on-campus presence. J-1 visa regulations require international scholars on the J-1 visa to have either a fully in person or hybrid schedule. Scholars cannot be fully remote on the J-1 visa. If a department is considering a remote position for an international scholar, contact the HIO before proceeding with the visa sponsorship request.
For J-1 Scholars and J-1 Student Interns, the department must submit the request for visa sponsorship to the HIO at least 3 months prior to an individual’s start date in the U.S.
For H-1B, O-1, and other visa categories, the requested start date must be at least 6 months from the date that the requested paperwork is sent to the HIO.
Departments should determine whether the scholar is currently in the U.S before making an offer, and if yes, under what visa status. This will be important information to include in the individual’s ISD record, as it could change the determination of the scholar’s necessary visa type. Once this is confirmed, departments may begin the visa sponsorship request with the HIO via ISD. The pages below will walk departments step by step through the full process.
Step 2: Request Visa Sponsorship
Once an academic appointment is confirmed for an individual, a departmental administrator must submit a record to the HIO to request visa sponsorship. A departmental administrator (the HIO departmental contact) must be an individual who has the authority to act and accept certain responsibility on behalf of the department for university compliance with U.S. government regulations. Visa sponsorship from the HIO requires close cooperation and collaboration from the departmental contact; the HIO relies on information from the departmental contact to assess visa options and provide advising while the scholar is maintaining Harvard work and affiliation.
Below you will find an illustration of the full visa sponsorship request process between the hiring department, scholar, and HIO. For more details on each step, please review the tabs below.
| STEP | DEPARTMENT | SCHOLAR | HIO |
|---|---|---|---|
1 | Confirms academic appointment and funding source with scholar | ||
2 | Creates ISD record for scholar | ||
3 | Inputs departmental and appointment information into ISD | ||
4 | Scholar accesses ISD, inputs their personal information, and uploads necessary attachments; informs departments when finished | ||
5 | Department reviews ISD record and submits to the HIO | ||
6 | HIO reviews the ISD record and, if complete, issues the visa sponsorship document to the scholar within 10 business days | ||
7 | Scholar receives visa documents via email and books appointment with U.S. embassy for the J-1 visa (may take several weeks/months depending on individual circumstances) | ||
8 | Scholar obtains visa stamp and arrives in the U.S. to start program | ||
9 | Department informs HIO of any delays in scholar's arrival, reminds scholar to register virtually with the HIO after arrival in the U.S. | ||
10 | HIO will register the scholar in J-1 SEVIS database |
For any new, incoming scholars or student interns to the University, department administrators must create a record for the individual in the HIO’s intake database ISD. For instructions, please review the ISD Manual, which will walk department administrators step by step through the request process.
Submitting required information via ISD is required for all non-U.S. citizens or U.S. lawful permanent residents who will have academic appointments at Harvard, even if a scholar is currently in the U.S. with a non-immigrant visa status. Department administrators must submit a record to the HIO at least three months before a scholar’s anticipated arrival date. Keep in mind that in some cases the visa application process may take longer based on the individual’s country of origin or the visa action required.
ISD should be used for first time scholars and student interns only. If scholars or student interns were at Harvard at some point before and are already in the HIO system, i.e., they are changing departments and/or are already in the HIO system from a previous visit, please use the eForm instead of ISD. Do not create new ISD records for these individuals.
Hiring departments must use ISD to notify the HIO of anyone appointed in their department whose visa will be sponsored by a third-party organization (i.e., Fulbright, AMIDEAST, etc.) or who will be sponsored by another institution on F-1 Optional Practical Training (OPT), F-1 STEM OPT, or J-1 Academic Training (AT).
If a scholar is already in the U.S. at another institution on a nonimmigrant visa status (i.e., J-1 Research Scholar, H-1B, O-1, TN, etc.) it is highly likely that the individual will need to transfer their status to Harvard prior to starting their appointment. In this case, it is very important to submit the record via ISD with copies of the individual’s current visa documents so that the HIO can determine whether a transfer is possible.
Review the documents that must be attached to an ISD record before submitting to the HIO for:
J-1 Scholars
- Uploaded by the department administrator:
- Offer/appointment letter from Harvard
- English Language Proficiency (ELP) Form
- Uploaded by the scholar:
- Biographical page of passport showing name, date of birth, and barcode
- Biographical page of dependents’ passports (if applicable)
- Proof of funding if Harvard appointment is unpaid
- Proof of lawful permanent residence (LPR) if the country of LPR is different from the country of citizenship
- All previous DS-2019s and J-1 visa stamps (of scholar and dependents), if scholar has been in J status before with any employer in the U.S.
- If scholar is transferring from another institution, please also include the following:
- Harvard Transfer-in Form for Scholars must be completed by the scholar and an international scholar advisor at their current institution;
Copies of DS-2019(s) from current institution
J-1 Student Interns
- Please refer to the J-1 Student Intern Checklist
F-1 OPT or J-1 Academic Training Scholars
- Uploaded by the department administrator:
- Offer/appointment letter from Harvard
- Uploaded by the scholar:
- Biographical page of passport
- For F-1 Students on OPT or STEM OPT, a copy of the Employment Authorization Document (EAD) or I-797 EAD receipt if the EAD has not yet been approved
- Current F-1 I-20(s) or J-1 DS-2019
- I-94 record
- F-1 or J-1 visa stamp
Scholars Sponsored by a Third Party (e.g., Fullbright)
- Uploaded by the department administrator:
- Offer/appointment letter from Harvard
- Uploaded by the scholar:
- Biographical page of passport;
- J-1 Visa Stamp;
- Current DS-2019.
After a department submits a record for an individual in ISD, the HIO will process and create the visa sponsorship documents necessary for the individual to arrive to the U.S. to begin their appointment. For J-1 Scholars, the document created by the HIO is the DS-2019 Form. J-1 Student Interns receive both the DS-2019 Form and the DS-7002 Training Plan.
The HIO will email the visa sponsorship document(s) to the scholar. The scholar will need to print and sign a hard copy of the Form DS-2019 to initiate the visa application process with the U.S. Embassy or Consulate in their country.
After incoming scholars receive the visa sponsorship documents from the HIO, they must apply for a visa stamp at the U.S. Embassy or Consulate in their country (except Canadian citizens, who may travel to the U.S. using the visa sponsorship documents from the HIO only). For more information on the visa application process that scholars must follow, please see Applying for Your Visa. These instructions are sent to scholars along with their visa sponsorship documents from the HIO.
Please note that the visa application process can vary from several weeks to several months, depending on the scholar’s country of origin, the processing and visa appointment wait times at the U.S. Embassy or Consulate they visit, and any potential security clearances or administrative processing that the U.S. Embassy or Consulate conducts. Please note that Harvard and the HIO cannot expedite a visa application or visa processing on behalf of an international scholar. In some cases, departments may need to delay the start date of an international scholar if the visa is not approved and issued before the intended start date. For this reason, the HIO encourages departments to initiate the visa sponsorship process with the HIO as early as possible.
Step 3: Informing the HIO
The HIO relies on the hosting department to provide important information regarding a scholar’s arrival to the U.S. and time at Harvard. A department administrator must be in contact with the HIO on the following:
Inform the HIO if delays or travel changes occur
The visa documents that the HIO issues to incoming J-1 scholars (Form DS-2019) contain a specific start date, to match their appointment start date in the U.S. Scholars may arrive in the U.S. up to 30 days before their intended start date. If a scholar will be delayed more than 2 weeks after their intended start date, department administrators must notify the HIO. In many cases of a delayed arrival, the HIO will email an updated DS-2019 to the scholar.
Inform the HIO of cancellations
If a scholar decides not to come to the University, the department must notify the HIO to cancel the individual’s visa documents.
Remind scholars to register with the HIO
Once a scholar has entered the U.S., the scholar must register with the HIO by completing the HIO’s online Registration Form. J-1 Student Interns must also submit a fully signed copy of their DS-7002 Internship and Training Plan along with the HIO Registration Form. In-person registration is no longer possible at the HIO.
The HIO registration is a J-1 regulatory requirement, which states that the HIO must register an incoming scholar in the governmental system SEVIS within 30 days of the start date of the Form DS-2019. Failure to complete registration within that 30-day period results in the scholar’s J-1 record being completed in SEVIS with "no show" status. This will have negative consequences for the scholar’s visa status and the HIO’s J-1 Exchange Visitor Program. The HIO asks for departments’ assistance in communicating registration requirements with incoming scholars. The HIO will email departments prior to a scholar’s start date to confirm that the scholar is still planning on arriving on time and reminding them that they need to register with the HIO upon arrival.
Encourage scholars to attend an HIO orientation
Department administrators should encourage incoming scholars and their J-2 dependent family members to attend one of the HIO’s Orientation Sessions, offered regularly via Zoom.
Direct All Immigration-related Questions to the HIO
The HIO is the only University office authorized to provide advice on immigration matters. Departments must direct all questions to the HIO regarding appropriate visa classification, a scholar’s employment eligibility, transfer of visa sponsorship, and eligibility for remuneration for future incidental activities. Departments must not follow the guidance of the scholar or external counsel without consulting with the HIO.
Funding Updates
Changes to a scholar’s funding amount and/or source must be reported to the HIO so that these updates can be made on the scholar’s visa documents. Funding updates should be reported using the NED form.
Scholars Pursuing Work or Research Outside the Harvard Sponsoring Department
HIO visa sponsorship typically qualifies an international scholar to work or receive payment only from the sponsoring department listed on the visa documents. If a scholar is interested in pursuing work or research outside the sponsoring department, the scholar or department must be in touch with the HIO before the scholar begins any work outside of Harvard. It may not always be possible to authorize outside employment, depending on the scholar’s visa status and the nature of the work.
Extensions
If a scholar’s appointment is extended with the department, the department must notify the HIO before the scholar’s current visa document expires. For more information on the protocol and required lead time for extension requests, see Step 4 below.
Scholars Leaving Harvard
If a scholar is leaving their department, leaving Harvard, and/or leaving the U.S., the department must notify the HIO in a timely manner. For more information, see the following information in Step 4.
Step 4: Extending Visa Status & Leaving Harvard
Generally speaking, a scholar will be issued a visa document valid for the full length of their current academic appointment at Harvard. If a scholar’s academic appointment is being changed, shortened, or extended, the HIO needs documentation from the academic department to take appropriate action on a scholar’s visa status.
The department administrator noted in ISD will receive an email confirming the current end date that the HIO has on file for a given scholar, usually six months before the scholar's authorized stay in the U.S. expires. The HIO asks the department administrator to complete a Notice of Extension or Departure Form (NED) to alert the HIO of the following circumstances:
- An extension to the scholar’s appointment
- An early departure of a scholar
- Confirmation that the current end date of a scholar is correct
Please note that the NED must be completed by the department administrator, not the scholar. It must be submitted to the HIO as soon as possible. Note that completing the NED does not extend the academic appointment, which is also necessary. Extending an academic appointment is handled by sending the appropriate information to the corresponding Dean's office or Office of Faculty Affairs.
If a scholar will continue their appointment with the faculty sponsor, the department must complete the relevant section of the NED, providing all details requested. Funding must be guaranteed for the entire duration of the requested extension period. The department should be sure to provide accurate funding information. If any of the information changes after the form is returned to the HIO, please contact your HIO advisor to discuss the changes.
J-1 visa holders can be extended up to the following periods of time:
- J-1 Research Scholars/Professors: Up to 5 years
- J-1 Short Term Scholars: Up to 6 months
- J-1 Student Interns: Up to 12 months. J-1 Student Interns cannot be extended beyond their graduation date at their current university/college abroad. Please note, a J-1 Student Intern extension requires more paperwork beyond the NED form.
Once the HIO receives the completed NED, it will process the extension and send the scholar a newly updated Form DS-2019. J-1 Extension requests must be submitted to the HIO at least 30 days before the scholar’s current DS-2019 expires. Processing time for a J-1 DS-2019 extension can take up to 30 working days. After the extension is processed, the department administrator must take the necessary steps to update the Form I-9 if the person is on payroll, as required by the payroll office.
The extension of the Form DS-2019 extends a scholar’s permission to remain in the U.S. through their new end date. It does not automatically extend the J-1 visa in the individual’s passport. If the scholar will travel internationally after the extended DS-2019 has been issued, they will need to budget time to renew the J-1 visa stamp in their passport at the U.S. Embassy or Consulate in their country. The J-1 visa stamp cannot be renewed or extended within the U.S.
H-1B visa holders can be extended up to six years total, in three-year increments at a time.
O-1 visa holders can be extended indefinitely in one-year increments.
H-1B or O-1 extension requests must be submitted to the HIO as early as possible, and at least 6 months prior to a scholar’s current visa end date. The processing time for an H-1B or O-1 extension can be up to six months. The HIO will need to file petitions with USCIS to extend the scholar’s permission to remain in the U.S. These petitions require the same forms and supporting documentation as initial filings, with only some information to reflect that Harvard is requesting an extension to the scholar’s status.
Please note, this process will not automatically extend the H-1B or O-1 visa stamp in the individual’s passport. If the scholar will travel internationally after the extension has been issued, they will need to budget time to renew the visa stamp in their passport at the U.S. Embassy or Consulate in their country. The visa stamp cannot be renewed or extended within the U.S.
The NED must also be completed when the scholar has ended their academic appointment (both as originally planned and earlier than planned); left the university; or obtained U.S. legal permanent residence (i.e., a green card). When the HIO receives this type of NED, the scholar's record will be completed in the HIO database, as well as any corresponding government databases.
Using ISD
ISD is an online tool that allows hiring departments at Harvard to request visa sponsorship for international scholars or student interns from the Harvard International Office (HIO). Once an international scholar or student intern’s academic appointment is confirmed, the Harvard hiring department must create a record for the individual in ISD.
Hiring departments must also use ISD to notify the HIO of anyone appointed in their department whose visa will be sponsored by a third party organization (Fulbright, AMIDEAST, etc.) or who will be sponsored by another institution on F-1 Optional Practical Training (OPT), F-1 STEM OPT, or J-1 Academic Training (AT).
For instructions on using ISD, please refer to our ISD Manual. For technical difficulties or issues using ISD, please contact Khuong Nguyen.
Please note, ISD should only be used for first time visitors only. If scholars are already in the HIO system, i.e. they are changing departments and/or are already in the HIO system from previous visits, please use the HIO's eForm instead of ISD. Do not create new ISD records for these individuals.
The Harvard International Office (HIO) has prepared this information related to sponsorship of visas for international scholars, and their family members. The information is intended for administrators responsible for processing visa document requests to the HIO. It provides information about visa options for international scholars, the programs and services provided by the HIO, and the University policies and procedures for bringing international scholars to Harvard. It is designed to provide University administrators at Harvard and its affiliated hospitals with information about the U.S. government regulations affecting the appointments of international scholars and faculty members. Please note that this information is not intended to be legal advice.