• Prospective scholar and Ball State make contact
  Wherever received, all documents should be referred to relevant department chair.
  
  Essential information:
  • Curriculum vitae
  • Proposed activity list and dates
  • Proposed budget - citing all financial resources

• Department decides to invite
  Provisional offer sent (cc. to CIP) including the following information:
  • Dates of offer
  • Financial arrangements from Ball State (stipend, benefits, others)
  • Resources to be provided (each at departmental discretion)
    • Office space
    • Secretarial services
    • Supplies
    • Library and computer access
    • "Collegiality"
  • Expectations
    • Reports
    • Public and/or in-departmental lectures

• Prospective visitor accepts terms of provisional offer in writing
  Department completes visiting scholar visa information form (supply attached), sends to CIP.

• Department arranges for housing

• CIP sends documents to department to be forwarded to scholar, including:
  • Welcome letter from CIP
  • Visa eligibility form
  • Pre-departure information

Scholar Arrives

• First week activities (responsibility of department host)
  • Meet at local port of entry
  • Transport to pre-arranged housing
  • Essential shopping
  • Establish local bank account
  • Assist with utilities hookup, etc.
  • Arrange for P-1, if not done earlier
  • Take scholar to Affirmative Action Office
    • If Ball State paying, for I-9 employment eligibility verification
    • Paperwork for ID card
  • If Ball State paying, take the scholar to Payroll office for paperwork
  • Assist scholar in applying for permanent Social Security Number
  • Assist with dependents registration with local school, etc.

• Required check-in/welcome interview with CIP staff
  • Provide orientation/reference materials
  • Assign temporary social security number
  • Confirm local address
  • Arrange mandatory health insurance coverage
  • Review INS regulations/copy passport and visa materials
  • Review income tax issues (if appropriate)
  • Community opportunities
  • CIP services to visiting scholars

On-going CIP services

• Interpretation of local cultural norms, INS regulations
• Involvement as resource in local classrooms and civic groups
• Field trips and other CIP social events

Scholar departs

• Pre-departure interview with CIP staff
  • Forwarding address
  • Evaluation of experience

Follow-up

• Scholar "alumni" contact
  • CIP handles "Internationale" mailing
  • Departmental contact on continuing basis
• Scholars as prospective student/scholar recruiters
  • CIP provides application form/admission resources to former scholar as needed
  • Department provides on-going information about relevant academic program changes