Services for International Employees & Scholars


In general we suggest submitting an application to International Programs at least ten (10) weeks prior to the program’s anticipated start date.  It takes approximately one to two weeks for International Programs to process a complete request.  Other considerations when beginning the process are shipment of DS-2019, visa processing times at a U.S. embassy, traveling internationally, and finding appropriate housing in Lawrence. 

For some scholars in technology controlled fields, additional time may be required to obtain a J visa.  Many scholars in these fields go through administrative processing, essentially a background security check done by the U.S. Department of State.  This can add anywhere from three weeks to six months to the visa processing time.

Once the DS-2019 has been issued and the scholar applies for a visa, if they will not be able to arrive by the program start date, please inform International Programs.  An adjustment to the program may be required.




Hire/Invite scholar



Submit documentation to International Programs

  • Collect supporting documentation
  • Host department adds scholar to iHawk»
  • Scholar adds biographical information to iHawk»
  • Host department reviews/edits/submits complete iHawk» record

1-2 weeks

International Programs review documentation and issues DS-2019

  • Review and analyze scholar’s iHawk» record
  • Enter scholar’s data into SEVIS database and generate DS-2019
  • Contact host department with complete DS-2019

2 weeks

DS-2019 & Welcome packet shipped to scholar

  • Host department should send DS-2019 to scholar.  International Programs recommends a courier service.

1 week

Scholar pays SEVIS fee


Online visa application

1-3 weeks

Administrative Processing

  • For some scholars in technology controlled fields, additional time may be required to obtain a J visa.  Administrative processing» is conducted by the U.S. Department of State.

Between 3 weeks and 8 weeks

Receive J visa

  • International Programs strongly recommends that scholars do not purchase plane tickets until they have received the J visa. 



  • Scholars can arrive up to 30 days before the start of their program, but if they will arrive late, please notify International Programs.


Online Check-In with International Programs

  • Visit the iHawk» website and upload immigration documentation and living address in the United States.

First or second day in the United States

Orientation with International Programs

  • All J scholars are required to attend a Visiting Scholar Check-In meeting.  Please register on International Program’s website.

First or second week of arrival

International Calendar

Founded in 1964 as part of a Ford Foundation campus internationalization grant
One of the first 12 intensive English programs in the United States
Each semester, the AEC enrolls about 250 students representing more than 35 countries on six continents
The Applied English Center offers field trips and conversation groups to our students
One of 34 U.S. public institutions in the prestigious Association of American Universities
44 nationally ranked graduate programs.
—U.S. News & World Report
Top 50 nationwide for size of library collection.
5th nationwide for service to veterans —"Best for Vets: Colleges," Military Times