Host Faculty and Departmental Responsibilities

In order to meet the U.S. Department of State requirements, ACU requires each visiting scholar or professor to have an ACU Host Faculty and a Hosting Department. The responsibilities of each are listed below:

Responsibilities of the Host Faculty

The host faculty member affirms the following responsibilities:

1. The prospective exchange visitor’s curriculum vitae and English language credentials have been reviewed and determined to be acceptable for the proposed program. Copies of these documents will be forwarded to the Office of International Students and Visiting Scholars (OISVS).

2. The host faculty will engage in regular collaborative contact with the exchange visitor throughout the program, with the understanding that a minimum of monthly contact is required.

3. The exchange visitor’s in-person engagement on the ACU campus will constitute at least 60% of their total engagement (equivalent to a minimum of three days per week).

4. Ensure that the exchange visitor’s participation in formal course enrollment or classroom activity will be limited, as J-1 program activities should primarily be academic in nature outside of formal enrollment. Specifically, participation may not exceed:

   • 9 clock hours per week in non-credit-bearing classroom activity, or

   • 6 hours of undergraduate enrolled credits per semester, or

   • 4 hours of graduate enrolled credits per semester.

5. If the exchange visitor plans to be outside the United States for 30 days or more while continuing their J-1 program engagement with ACU, the host faculty will notify OISVS prior to departure so the J-1 record may remain active. If the exchange visitor’s appointment ends without an alternative host arrangement, the exchange visitor must depart the United States within 30 days of the program end date.

6. In the event that the exchange visitor is not performing as expected, the host faculty will provide at least two weeks’ notice prior to termination of the appointment. Should the exchange visitor complete their program more than 15 days before the scheduled end date, the host faculty will notify OISVS by email..
   
   

Responsibilities Shared by the Host Faculty and Host Department

The host faculty and host department jointly affirm the following responsibilities:

1. To maintain regular and timely communication with OISVS regarding any issues or concerns that may arise. (The exchange visitor will be encouraged to do the same.)

2. To ensure that the exchange visitor has sufficient information to secure appropriate housing for themselves and any accompanying family members. Departments may choose to assist directly with housing arrangements.

3. To ensure that the exchange visitor has sufficient information to arrange safe transportation from the airport to their lodging. Departments may choose to provide direct assistance with transportation.

4. To assist the exchange visitor with an initial shopping trip to obtain essential supplies (e.g., towels, bedding, cooking items).

5. To arrange for access to necessary resources, including library facilities, course observation opportunities, and office resources.

6. To ensure that the exchange visitor completes the OISVS check-in as soon as possible after arrival.

7. To immediately notify the OISVS RO if there are any material changes to the exchange visitor’s program—including site of activity, supervisor changes, or funding updates.

8. To submit any requests to extend the exchange visitor’s program to OISVS.

9. To ensure that the exchange visitor will not hold a tenure-track position while maintaining J-1 status.

10. To identify a departmental administrator who will assist with the administrative responsibilities.