Information for Study Center Directors and Staff

Reciprocity within EAP may be defined as support by the UC for partner universities that receive UC students. Reciprocity is determined by the terms of the agreement between UC and the partner institution and usually takes the form of some academic and/or financial support for students and/or visitors from a partner university to study at UC. The main purpose of reciprocity is to build closer academic ties between UC and the partner university, while compensating the latter for the assistance rendered to UC EAP students.

1000.01 Student Exchange, Criteria

The principal emphasis of reciprocity is on graduate and undergraduate student exchange. The possibility of reciprocal exchange presently exists at most Study Centers. Reciprocity student and visitor exchange terms and conditions are specified in the agreement between UC and the partner university.

1005. PER CAPITA FUNDS

1005.00 Per Capita Funds, Scholarships

Some UC/partner university agreements include per capita arrangements, with funds being paid to the partner institution based on a contractual formula for each UC student enrollment. The partner university may reserve these per capita funds to assist their exchange participants with living expenses. Funds are sent to the partner university for disbursement unless other arrangements are agreed upon by UOEAP.

Partner universities that receive funding from EAP for reciprocity scholarships may convene a scholarship award committee for the purpose of granting awards and considering related matters for all students at that institution. At some partner institutions, an EAP scholarship committee has been formed for the specific purpose of considering scholarship possibilities and procedures in connection with the reciprocity aspect of EAP. The SC Director may be invited to serve ex officio on such a committee. Where no committee exists, the SC Director may be asked to consult with an administrator from the partner university for this purpose. The partner university is not required to consult with the SC Director prior to determining scholarship award recipients and the amount of the award for a particular individual.

1005.01 Per Capita Funds, Annual Limitation

Amounts are determined annually. Unless other arrangements have been established, any per capita-based funds are returned upon invoice to the partner university (or a bank/agency designated by that university) within the fiscal year.

1010. PARTICIPANT SELECTION AND STUDENT RECRUITMENT

1010.00 Participant Selection

The partner university may nominate and select the EAP reciprocity students and/or visitors in accordance with established local procedures. The SC Director may be asked to assist with student selection and orientation of partner university students who have received UC acceptance and enter into other related activities that may be helpful to this phase.

1010.01 Recruitment of Students

The SC Director should actively participate in reciprocal exchange recruitment in whatever way appropriate for the locale. Recruitment should be encouraged early in the academic year, or in the previous year for off-cycle programs. Opportunities to study at UC should be announced by the partner university and application materials should be made available and discussed with interested students. SC Directors are strongly urged to counsel students and assist the partner university with application procedures. The SC Director should make students aware of the individual merits of each UC campus so they do not choose only the most well-known of these. A disproportionate interest in a few campuses among undergraduates obligates UOEAP’s Reciprocal Exchanges unit to re-assign campus choices in order to more equally distribute reciprocity students throughout the UC system.

The partner university is not required to consult with the SC Director when determining its nominees. If participating in the recruitment and screening of students, the SC Director should note seriousness of purpose as an important criterion. Graduate students and undergraduates are required by federal immigration law to be enrolled as full-time students (normally 12 units of study per term) and are expected to minimally sustain a 2.7 GPA as undergraduates or 3.0 as graduate students. It is assumed that graduate students at UC are academically focused in their field and ready for graduate-level work, primarily in the discipline to which they apply.

The SC Director should work with liaisons at partner institutions to establish local deadlines that will allow time to send applications to UC in advance of established deadlines. The undergraduate deadline for fall applications is February 1 for selected majors (see the Reciprocal Exchanges website) or February 15 for all other majors. The undergraduate application deadline for programs that begin in January is August of the prior calendar year. There is considerable variation in graduate departmental deadlines; some deadlines are as early as November (see the Reciprocal Exchanges website). Many graduate departments meet to review applicants once annually and may not be willing to consider mid-year applicants. Check with UOEAP’s Reciprocal Exchanges unit before recommending submission of graduate-level applications for terms other than fall.

SC Directors should not give advance assurance to potential reciprocity applicants of placement or approval at a specific UC campus. Approval for participation is based on such variables as student academic preparation, partner institution agreement revisions in progress, and numbers of UC students attending the partner university in a given year.

1015. ELIGIBILITY

1015.00 UC Eligibility, Acceptance Standards and Requirements

Reciprocity students are required to have the home university equivalent of at least a B average (student is working at a “good” or “excellent” level; not “passing” or “satisfactory”) in all university-level work. Graduate applicants and undergraduate applicants in impacted majors must meet higher than minimum standards.

Students enrolled at institutions in countries where English is not the official language of instruction must present proof of proficiency in English. Applicants from institutions that teach in English and are located in countries in which English is the official language of instruction are not required to submit examination scores. The University of California does, however, reserve the right to ask for further documentation (i.e., documentation that was used for admission at the home university or, if none is available, scores from a UC-approved exam) when there are reservations about a student’s English ability. Encourage students to enroll in one of the approved English language tests as early as possible so as not to delay acceptance to the exchange.

See the graduate and undergraduate information on the Reciprocal Exchanges website for exam enrollment instructions and eligibility criteria.

In addition to UC Graduate Division requirements, departmental requirements may include (but are not limited to) the Graduate Record Exam (GRE), departmental applications or supplements, evaluations of student performance, portfolios, and writing samples in English.

1015.01 EAP Eligibility, Current Enrolled Status

Reciprocity students must be enrolled in a degree program at their home university at the time of application and during their studies at UC. Students who have finished their studies at the home university are not eligible to participate in EAP.

1015.02 General Inquiries on Non-EAP UC Admission

SC Directors should be prepared to give general information about UC to all interested students. Non-EAP applicants should be directed to the University of California Admissions web page for application information and instructions. Such students should apply for admission independently.

1020. GRADUATE/UNDERGRADUATE LEVEL AND STATUS

1020.00 Reciprocity Student Status: Non-Degree/No-Fee Exchange

All reciprocity students entering into the UC system are defined as “non-degree/no-fee exchange.” They are exempt from UC non-resident tuition and educational fees by the UC Regents. UOEAP pays the UC application, registration, and campus miscellaneous fees. Students pay for health insurance unless specified otherwise in the agreement between UC and the partner institution. Reciprocity students are not eligible for candidacy of a UC degree.

1020.01 Undergraduate Non-Degree Status

In August 1991, a “Protocol for Designation, Admissions, and Processing of EAP Reciprocity Non-Degree Undergraduate Students” was approved systemwide and directed to appropriate campus vice chancellors or their designee for implementation. The protocol established a classification, formally put into effect for 1993–94 applicants, that designates these students as “EAP Reciprocity Non-Degree.” The document also established various terms and conditions for approval of applicants and processing of applications in this category.

1020.02 Graduate Non-Degree Status

Most UC departments will review a limited number of EAP graduate students in “non-degree” status or for “course work only” (CWO) status. Proportionally, many more reciprocity candidates apply on a graduate level than their UC counterparts going abroad, so this is a less direct quid pro quo than the undergraduate reciprocity exchange. A few departments will not review or approve non-degree or CWO applications. EAP does not have the authority to require that a department consider a reciprocity applicant.

1020.03 UC Class Level

Applicants who have completed four years or more of university work and have received a four-year degree (e.g., BA or MA) before they plan to begin their EAP year, should ask for information about applying as graduate-level students. See the Undergraduate Application Instructions on the Reciprocal Exchanges website for eligibility criteria, under “Determining Your Class Level.” UC admissions' country and degree-specific policies determine the applicant’s class level. Class level is not at the discretion of the student, their home university, or the Study Center. The SC Director should consult with the Reciprocal Exchanges unit to determine the student's class level prior to completion of the UC application.

1020.04 Undergraduate Approval and Placement

Undergraduates nominated by the partner university and the SC Director, and who meet UC standards and criteria, will be placed at a UC where their area of study is offered, but there is no guarantee or assurance of placement at a particular campus of choice. Students in majors that are not offered at UC (including, but not limited to tourism or hospitality management, journalism, project management, information technologies) or who do not meet the standard UC prerequisites for the major should be advised to consider other exchange opportunities.

Undergraduate applications will be directed by the Reciprocal Exchanges unit to only one campus. While the Reciprocal Exchanges unit tries to honor a student's preference, the EAP non-degree status mandates distribution of students throughout the UC system according to the degree of campus outbound participation in EAP. About 40 percent of applicants are directed to a campus that is not their first choice; some students are directed to a campus that is not one of their top three choices. In such cases, particular effort will be made to honor the academic integrity of the students’ program as outlined in their UC Study Plans. More than 90 percent of students are directed to one of their three top campus choices. Upon notification of approval and acceptance of placement, the student may attend only one host UC campus while on exchange.

1020.05 Graduate Approval and Placement

Graduates nominated by the partner university who meet UC standards and criteria may apply to multiple prospective host UC departments as appropriate to their area of study (three applications are recommended). Contact the UOEAP Reciprocal Exchanges unit if the student is working in several fields and this is an issue of concern. The UOEAP Reciprocal Exchanges unit will direct a candidate’s application to an alternate campus only after consultation with the campus, the candidate, and the SC Director.

Approval by a specific UC department cannot be guaranteed since graduate approval is based on many factors, including the qualifications of the applicant and the availability of appropriate faculty, space, and sometimes facilities such as laboratory or studio space. Upon notification of approval and acceptance of placement, the student may attend only one host UC campus while on exchange.

1025. APPLICATION FORMS AND PROCEDURES

1025.00 Application, Basic Information, and Forms

Each fall, application and informational materials become available for applicants to UC for the following fall. These include online application instructions, financial forms, internal EAP forms, UC informational materials, and the Student Guide.

1025.01 Graduate-Level Departmental Application Forms and Supplemental Material

Each campus requires a separate online graduate application. Each department determines its own application procedures and requirements for graduate students. There may be special requirements and additional tests for graduate applicants, such as the GRE.

SC Directors should advise graduate-level applicants to carefully read the departmental requirements shown on each UC graduate website by department or academic program.

Special departmental forms, tests (such as the GRE), writing samples, portfolios, etc. may be required. Applicants should contact the Reciprocal Exchanges unit if they are not certain which requirements apply to them as non-degree EAP applicants. In requesting forms and information, students should identify themselves as prospective EAP reciprocity students.

1025.02 Application Deadlines, Undergraduate and Graduate

The UC undergraduate priority filing period is November 1 to 30 of the previous year; for EAP reciprocity undergraduate applications, the deadline is extended to February 1 for selected majors and February 15 for all others. The undergraduate review period at UC begins in December and ends in April. All undergraduate applications must reach the UOEAP Reciprocal Exchanges unit by February 1 or 15, except with prior approval by the Reciprocal Exchanges unit for late review. The undergraduate deadline for programs that begin in January is August of the prior calendar year.

Graduate application deadlines vary by campus and graduate office. While UC departments and/or Graduate Divisions sometimes accept late applications, UOEAP cannot guarantee late review. Many graduate departments meet to review applicants once annually and may not be willing to consider mid-year applicants. Check with UOEAP’s Reciprocal Exchanges unit before submitting graduate-level applications for terms other than fall.

Applicants should be advised to apply online as soon as possible or by the UC-stated deadline regardless of whether all supplemental materials are available. As much material as possible—including requested transcripts, test scores, and supporting documents—should be submitted by the application deadline with notations about the anticipated timeline for submission of any missing items. Many departments do not review a graduate application until it meets their standards of completion.

1025.03 Application Process

UC application details are available on EAP’s Reciprocal Exchanges website. Partner universities must submit to the SC Director/staff application forms, transcripts, certificates, letters of recommendation, and other supporting documents as required for each nominated reciprocity student.

The SC Director/staff reviews the submitted documentation for completeness and authenticity. It is the responsibility of the SC Director, in cooperation with appropriate partner university officials, to verify that the applicant qualifies to be considered for placement to the standing for which he or she applies. Among other factors, reciprocity students are required to have the home university equivalent of at least a B average (student is working at a “good” or “excellent” level; not “passing” or “satisfactory”) in all university-level work. Graduate applicants and undergraduate applicants in impacted majors must meet higher than minimum standards.

The SC Director/staff or partner university forwards application material to UOEAP's Reciprocal Exchanges unit and encloses the endorsed EAP Nomination/No-fee exchange/non-degree Limitations Contract form and checklist.

When application materials arrive at UOEAP, they are identified as EAP “reciprocity student” applications.

Undergraduates complete the MyEAP online application. For specific instructions on using the MyEAP application system, visit the UC Study Center/Liaison web page. After evaluation of the applicant’s qualifications and course enrollment needs, undergraduates are placed at a UC campus as promptly as possible.

Graduate students complete campus-specific online applications linked from the Reciprocal Exchanges website. Graduate student supplemental materials will also be identified at UOEAP as EAP “reciprocity students” and will be forwarded to the appropriate campus's graduate admissions office or graduate department (processes vary by campus). An applicant may submit more than one graduate application. Generally, application to two or three campuses is recommended if the applicant’s area of study is offered at more than one UC.

1025.04 Letters of Recommendation

Letters of recommendation are assumed to be confidential (i.e., not seen by the applicant). Include letters of recommendation with the application materials forwarded to the UOEAP Reciprocal Exchanges unit.

For undergraduates, letters of recommendation are not solicited and should only be included if they add information about that candidate that is not apparent from the transcript.

UC graduate departments require three letters of recommendation for graduate applicants. Many graduate online applications allow or require electronic submission of letters of recommendation. If letters are submitted directly to the host UC department, completion of this requirement should be noted on the EAP checklist.

1025.05 Transcripts and Supporting Documentation/Translation

Transcripts and documents in any language other than English are not accepted by UC Admissions without accompanying translations. The SC Director/staff should assist the prospective reciprocity student in obtaining translations for enclosure with the UC application materials. Transcripts must be official (i.e., carrying the original signature of a partner university official or signed "certified true copy" by the SC Director/staff). Translations must include dates of attendance and be signed and dated by the translator. Grades should remain in the original language and grading scale; English interpretation of grade equivalents should not be provided. The Study Center should provide copies of the university grading scale and course/credit options if this is not part of the university transcript.

1025.06 UC Financial Assistance

SC Directors should counsel students not to expect financial assistance beyond any funds allowed by the UC-partner university agreement. Students should not expect to obtain jobs in California. The student visa for EAP participants allows only for work on campus. Graduate departments generally do not have financial aid available for first-year or one-year foreign students, and such requests may hinder acceptance, particularly for non-degree, “course work only” students, who are expected to come to UC without financial encumbrance to the department. At most campuses, teaching or research assistantships are not available to reciprocity students.

1025.07 English Language Requirement

Students enrolled at institutions in countries where English is not the official language of instruction must present proof of proficiency in English. Exam scores are not required of applicants from institutions that teach in English and are located in countries in which English is the official language of instruction. The University of California does, however, reserve the right to ask for further documentation (i.e., documentation that was used for admission at the home university or, if none is available, scores from a UC-approved exam) when there are reservations about a student’s English ability. Encourage students to enroll in one of the approved English language tests as early as possible so as not to delay acceptance to the exchange.

1025.08 Graduate Record Examination (GRE)

Departmental requirements vary by campus. Graduate applicants must check the UC campus Graduate Division and department websites to see if the GRE is an application requirement. (See the GRE website for information on local test sites and dates.)

Applicants may submit a request to waive the GRE, but it must be received early enough to allow for registration in the GRE if the waiver request is not granted. Waiver of any departmental requirement is at the UC department’s discretion and their decisions may not be changed by UOEAP.

1025.09 Graduate Management Admission Test (GMAT)

Non-degree students must take the GMAT if they are applying to the Graduate School of Management at UC Riverside. See the Graduate Management Admission Council website for information on test sites and dates.

1025.10 Graduate, Closed Schools and Programs

Most UC professional schools are not open to EAP or non-degree applicants. These include management programs (except at UC Riverside), all medical and veterinary schools (except by invitation), and all schools of law. Further, not all departments agree to review or admit non-degree students. For a list of limitations, see the Graduate Information section of the Reciprocal Exchanges website.

1030. ACCEPTANCE NOTIFICATION, VISA ISSUES, ORIENTATION, AND POST-ARRIVAL ISSUES

1030.00 Internet Access and Electronic Communication

Reciprocity students may, at any stage of their application, access the EAP Reciprocal Exchanges website. This page is the applicant's primary link to information on housing, registration processes, and health insurance at each of the participating UC campuses. In addition, the EAP site contains links to UC campus and departmental websites. SC Directors should encourage reciprocity applicants to investigate resources available through the EAP website. Applicants must have regular and dependable Internet access in order to apply for the exchange.

The Study Center and UOEAP will communicate with the prospective student via a valid, stable, and accurate e-mail address. Applicants without functional e-mail accounts may not receive information vital to their participation in the exchange.

After Reciprocal Exchange students are approved for the program, they will be assigned a UC e-mail account by their host UC campus. Through this e-mail account they will receive messages and instructions from various UC offices, including their instructors and EAP. The UC e-mail account will be UC's main way of communicating important information to students, including immigration information, housing assignments, enrollment instructions, deadlines, and special activities. Exchange students will be responsible for all e-mail communication sent to their accounts by UC.

1030.01 Notification of Participant Acceptance

EAP's Reciprocal Exchanges unit will send notification of undergraduate placement and approval for participation in the program directly to the Study Center and/or program liaison.

The host UC admission office will officially inform reciprocity students of acceptance. Notices sent to graduate applicants may include a request for additional information. It is the student's responsibility to return information promptly to the requesting campus office. The SC Director/staff will be informed of campus decisions and should keep the partner university informed.

Letters will be sent to the Study Center for distribution to the student/home university liaison. Students must complete and return a form enclosed with the letter that confirms his or her intention to participate in EAP. Graduate students who have been approved for participation by more than one UC campus must specify which campus they will attend.

1030.02 Orientation

It is strongly recommended that the SC Director participate in predeparture orientation meetings with approved reciprocity students. Experience has shown that the most effective orientation is conducted by the students’ peers. Former reciprocity students may be called upon for assistance, along with interested UC students attending the partner university.

Orientations are also held for new students at each host UC campus prior to the start of instruction. Fall orientation at UC is longer and more comprehensive than orientations for students beginning in January. The January term in most locations (except for UC Berkeley) begins promptly after the start of the calendar year. Since the majority of UC students begin their studies in the fall, the on-site orientation in January is abbreviated and does not include extensive welcome activities.

1030.03 Visa Matters

After acceptance and subject to documentation of sufficient financial resources, the host UC campus will issue the student an I-20 (for the F-1 visa) or DS-2019 (for the J-1 visa) certificate of eligibility document. These documents will be sent to the Study Center for distribution to the student’s home university or directly to the student as appropriate. The student must present a certificate of authorization and a valid passport to the US consulate or embassy in order to obtain a visa.

Visa regulations are subject to change. The Reciprocal Exchanges Visa Resources web page has useful links to visa application and immigration information. Visa processing timeline and procedures will vary depending on the location abroad. The SC Director should develop an informational liaison with the nearest US consulate and consult with that liaison on a regular basis. It is the responsibility of the reciprocity student to obtain his or her own passport and visa.

The Student and Exchange Visitor Information System (SEVIS) is an electronic system for collecting and managing information about international students and scholars. There is a SEVIS fee, which the applicant must pay online with a credit card. This fee is in addition to the visa application fee paid to the US embassy or consulate and must be paid at least three days in advance of the visa interview appointment.

1030.04 Course Load

Immigration law requires all students holding student or exchange visitor visas and who are enrolled in US universities and colleges to pursue a full program of study. UC defines a full program of study for undergraduates as at least 12 units per quarter (or 13 semester units at some UC Berkeley colleges) and generally 12 units for graduate students (full-time requirements may be 8 units at some campuses). Students participating in EAP pursue courses and/or enter into a research program on a full-time basis. Visa regulations preclude less than full-time attendance while in the US. In some cases (e.g., a serious illness), a less than full-time load may be authorized by the Office of International Students at the UC campus. Students experiencing difficulties meeting the full-time load requirement must contact the UOEAP Reciprocal Exchanges unit immediately.

1030.05 Change of Degree Status after Acceptance

Change of category from no-fee/non-degree exchange student to degree status within the student's EAP term or academic year is not permitted. Students wishing to apply to UC for a degree subsequent to their EAP year must consult with the university admissions office and registrar’s office about application and financial requirements. Specific policies and procedures vary depending on the UC campus and admissions level; however, UC may require that the student make a compensatory retroactive payment of all UC fees and tuition, which had been waived for the duration of their prior no-fee-exchange, non-degree status.

1030.06 Campus Transfers

Reciprocity students are not permitted to transfer from one campus to another unless they can fully substantiate that the campus in which they are enrolled does not offer sufficient courses in the student's major field of study as announced at the time of application. A change of academic interest is not sufficient grounds for a campus transfer.

1035. PAYMENT OF FEES

1035.00 UC Application Fee

Reciprocity students do not pay the UC Application Fee. This fee is paid by UOEAP for all reciprocity students.

1035.01 Registration, Campus Miscellaneous Fees

UOEAP pays registration and miscellaneous campus fees to each UC campus on behalf of no-fee-exchange/non-degree reciprocity students.

1035.02 Educational Fee

UC charges an educational fee each academic year for undergraduates and graduates. No-fee-exchange/non-degree EAP students are exempt from this fee.

1035.03 Non-Resident Tuition

UC charges non-resident tuition for all students from areas outside of California. No-fee-exchange/non-degree EAP students are exempt from this fee.

1035.04 Health Insurance Fees

All international students are required to purchase campus-specific health insurance. The health insurance fees vary by campus and must be paid by the reciprocity student.

A waiver may be requested by the student, but will only be granted at the discretion of the host UC campus if it does not conflict with standard policy at that campus and if the student has comparable health insurance. Policies from non-US companies, even if they have a US claims office, are not eligible for waiver. Students will find information describing the waiver process and waiver deadline on the Reciprocal Exchanges website. Students are advised to buy travel insurance to ensure that they are covered from the time they leave home up to the date when they arrive in the US and UC insurance takes effect. Students should review the host UC health insurance plan in order to determine if purchase of supplemental insurance would be required to meet individual health care needs.

1040. Grade Reporting

1040.00 Academic Progress Reports

If a reciprocity student drops below the level of a 2.7 GPA or is enrolled in less than 12 units per term, he or she will be asked to meet with the Campus EAP Advisor. Students who are experiencing difficulties will be encouraged to meet with an advisor (in academic or psychological services as appropriate) and to take advantage of campus learning assistance and tutorial services. A copy of the transcript will also be sent to the Study Center so that the student may be contacted directly by the home university, if appropriate.

1040.01 UC Transcripts

An official UC transcript will be sent to the Study Center at the end of the students’ academic program. Students are encouraged to order additional personal copies of official transcripts prior to departure from UC as payment from abroad can be expensive. There is a small charge for each official transcript requested while in the US (about $10).

1050. SUMMER SESSIONS

1050.00 UC Summer Session Eligibility

Some UC/partner university exchange agreements include reciprocity student participation in UC summer sessions as well as or instead of the academic year. Exchange terms and conditions are specified in the UC/partner university agreement. Contact the UOEAP Reciprocal Exchanges unit if you are uncertain whether or not summer sessions participation is an option for institutions associated with your Study Center.

1050.01 Selection, Enrollment, and Processes

It is expected that students coming to UC summer sessions will be selected for their seriousness of purpose and will register as full-time students while at UC.

Send UOEAP a list of students selected or confirmation of the number of applicants to attend by March 1. The Reciprocal Exchanges unit will make information available on the Reciprocal Exchanges website in January. Applications will be available on the Reciprocal Exchanges website by mid- to late March, or as soon as they are available from the campus summer sessions offices. Completed application materials should reach the UOEAP Reciprocal Exchanges unit no later than April 15.

1050.02 Visa Matters

Students will be issued I-20 certificates of eligibility for the F-1 visa. (See Section 1030.03, Visa Matters.) Summer session participants are required to carry a full-time course load in order to obtain their I-20. The full-time course load is determined by each host program.

1050.03 Health Insurance

Health insurance is mandatory for each student. Payment for insurance is to be made by the partner institution or the student as an individual. Insurance coverage will be made available by the host UC campus and, in cases were the host insurance plan is obligatory, the student will automatically be enrolled and billed. Documentation of enrollment in health insurance coverage is required for issue of the I-20 certificate of eligibility.

1060. VISITING SCHOLARS AND EXCHANGE VISITORS

1060.00 Overview

Some UC/partner university exchange agreements include the opportunity for highly qualified partner university graduate students, faculty, and, occasionally, administrators to come to UC as Visiting Scholars or Exchange Visitors. (Refer to the UC/partner university agreement for details.) This permits a distinguished faculty member, administrator, or advanced graduate student to visit UC without being an enrolled student. Participants in this category do not receive grades or transcripts, nor do they have access to student services. Visitors are involved in pursuing their own research interests under the sponsorship of a UC department. Participants may remain at UC for an academic year or less. The EAP Reciprocal Exchanges website includes visiting exchange information.

1060.01 UC Invitation Required

Visiting Scholar or Exchange Visitor status is offered by invitation of UC faculty and department, and the procedure varies by campus. The visitor must obtain an invitation from a UC department or faculty member prior to EAP nomination. The SC Director or a member of the faculty of the partner university may wish to assist the prospective reciprocity visitor in securing an invitation. The request should be accompanied by the curriculum vitae of the candidate, transcripts, a statement of research objectives, and other data as requested by the department. If the candidate is successful, the graduate dean, associate dean, department head, or other appropriate UC officer will generate a letter of invitation.

1060.02 Health Insurance

Immigration regulations require that visitors have adequate health insurance for the period spent at UC. Qualifying policies meet the following requirements:

If the visitor does not have insurance that meets the minimum requirements, the UOEAP Reciprocal Exchanges unit can assist in identifying an appropriate insurance plan.

1060.03 Forms and Processes

For required forms, see the visiting exchange section of the Reciprocal Exchanges website. Each UC campus involved has protocol and forms surrounding such visits and they are to be observed fully. UOEAP will facilitate as needed.

1060.04 Visa Matters

Upon documentation of sufficient funding and enrollment in health insurance, the host UC campus will issue a certificate of eligibility for visa application. (See also Section 1030.03, Visa Matters.)

1060.05 UC Service Charges

Some campuses have service charges for issue of the certificate of eligibility for the J-1 visa. There may also be UC service charges for computer and library access. Such campus-wide charges are paid by EAP on behalf of the nominated visitor. Specific departmental, college, school, or institute “visitor’s fees” are the responsibility of the visitor and are not paid by EAP. EAP does not provide funds for recreational or leisure activities.