Rice Unconventional Wisdom

Bringing a J-1 Visiting International Undergraduate Researcher to Rice

(updated as of July 25, 2017)

Visiting international undergraduate level (research-only) students are a special case. They are undergraduate students abroad who come to Rice University for a short visit to engage in experiential research-only learning, often in the summer months. They do not yet have a Bachelor's degree, or Bachelor's degree equivalent, and are not pursuing an undergraduate degree at Rice.

These students are processed as Visiting Undergraduate Researcher Students on a J-1 Exchange Visitor visa. They will be required to enroll in a prescribed course of study with a focus on experiential research-only learning. Below you will find the required documents and procedures.

For a printer friendly version, please click on the image below.

J-1 UG Researcher Flowchart


Required Materials:

The applications must be completed, the application fee must be paid, and all of the documents must be uploaded at least 90 days before the visitor's expected arrival date at Rice.

Application, Application Fee, and Required Documents to Upload to RiceBox Provider Where to Submit?
1. Rice Visiting Research Student Application Student applies with application from the Office of the Registrar's (OTR) **see Resources below Student completes online
2. Payment of $100 Application Fee Student - Online OTR website Student completes online
3. DS-2019 Request Form: Part 1 Academic Department requests from Student Academic Department uploads to RiceBox
4. DS-2019 Request Form: Part 2 Academic Department Academic Department uploads to RiceBox
5. J-1 Visiting Student Researcher Statement of Understanding Academic Department requests from Student Academic Department uploads to RiceBox
6. Visiting UG Academic Placement Plan Sponsoring Rice Faculty Member Academic Department uploads to RiceBox
7. English Test or Skype Interview Score Student/Academic Dept. Academic Department uploads to RiceBox
8. Copy of Passport ID Page Academic Department Requests from Student Academic Department uploads to RiceBox
9. Transcript Academic Department requests from Student Academic Department uploads to RiceBox
10. CV/Resume Academic Department requests from Student Academic Department uploads to RiceBox
11. Letter of Support & Verification of Enrollment/Good Standing Academic Department requests from Student Academic Department uploads to RiceBox
12. Proof of Financial Support (in most cases, only 50% of the funding can come from personal funds)  Academic Department requests from Student Academic Department uploads to RiceBox
13. Proof of paid $300 J-1 EV Rice administrative fee. To make payments, visit https://signup.rice.edu/JScholarFee/ Academic Department requests from Student Academic Department uploads to RiceBox
14. Dean's offer letter Academic Department Academic Department uploads to RiceBox
15. Proof of meningitis vaccination if student is under 22 Academic Department requests from Student Academic Department uploads to RiceBox
16. Copy of immigration documents (if applicable) Academic Department requests from Student Academic Department uploads to RiceBox

Deadlines:

Please note that due to the requirement to enroll in a course, there are strict deadlines that must be adhered to. In addition to the standard 90-day lead time required for immigration processing, academic departments must plan for the appropriate term of enrollment based on the Registrar's standard registration deadlines (twice per semester/summer term).

Resources:   

 
Frequently Asked Questions:  
  1. Q: Is the Visiting Int'l Undergraduate Researcher required to upload documents into RiceBox?
    A: No, only Academic Departments have access to RiceBox.

  2. Q: How do Academic Departments gain access to RiceBox?
    A: Please contact Justin Schilke, Associate Registrar, Office of the Registrar, ph: 713-348-3157, or Megan Riley, Program Coordinator, Office of the Registrar, ph: 713-348-8032, fax: 713-348-5921, http://registrar.rice.edu/ 

  3. Q: Do Academic Departments need to upload the Dean's Offer Letter as well as the other required documents to RiceBox?
    A: Yes, please upload all required documents to the RiceBox.

  4. Q: Do Academic Departments need to send OISS hard copies of the documents?
    A: No, OISS will receive all required paperwork through RiceBox.

  5. Q: Do Academic Departments need to do anything else after submitting required documents to RiceBox?
    A: Yes, it would be helpful if the department could send an email to OISS (oiss@rice.edu) and Megan Riley (megan.riley@rice.edu) at the Registrar's Office notifying them that documents have been added to RiceBox. In addition, once the DS-2019 has been issued by OISS, the Academic Department must pick up the DS-2019 and send it to the student.

  6. Q: Does the Visiting Int'l Undergraduate Researchers need to visit Payroll on their first day if they are being paid by Rice?
    A: Yes, all Visiting Int'l Undergraduate Researchers that are being paid by Rice must have a student PAF (i.e. SPAF or EPAF) and go to Payroll on their first day.

  7. Q: Does the J-1 Undergraduate Researcher need to have health insurance?
    A: Yes, all J-1's (and their dependents) are required to have health insurance for the full duration of their program at Rice. Please check the OISS website for additional health insurance information at http://oiss.rice.edu/scholarhealthinsurance/.

  8. Q: What is the process for registering the Visiting Int'l Undergraduate Research Student for a 0-credit course?
    A: Please contact the Registrar's Office for directions.

  9. Q: What if the Visiting Int'l Undergraduate Researcher is on an F-1 visa?
    A: If your Visiting Int'l Undergraduate Researcher is on an F-1 visa, your student will still need to fill out the Application and pay the application fee. In regards to the required documents, Academic Department must upload the following:
    • Current immigration documentation (i.e. I-20, F-1 visa stamp, I-94 record)
    • Visiting UG Academic Placement Plan
    • Passport identification page(s)
    • Transcript
    • CV
    • Dean's Offer Letter
    • Proof of the meningitis vaccination if student is under 22