Services for International Employees & Scholars


In general we suggest submitting an application to International Suport Services at least ten (10) weeks prior to the program’s anticipated start date.  It takes approximately one to two weeks for International Support Services to process a complete request.  This visa sponsorship application will be reviewed by Global Operations and Security. GOS typically takes 1-2 weeks. 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 Support Services

  • 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

Global Operations and Security Review
  • GOS will review both Program Information and Applicant information forms in iHawk
1-2 weeks

ISS 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 can pust their own FedEd account info in program information form. ISS will use that account number and third party billing to immidiately send packet to scholar. Alternatively the department can pick up and send to scholar.

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 Support Services 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 Support Services

  • 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 Support Services

  • All J scholars are required to attend a Visiting Scholar Check-In meeting.  Please register in iHawk account under New Scholars.

First or second week of arrival

International Calendar

One of the first 12 intensive English programs in the United States
Each semester year, the AEC enrolls about 250 students representing more than 35 countries on six continents.
Start working on your degree now! You can take university classes for credit at the same time you are taking English classes.
Earn university credits now! You can use 9 AEC credits as elective credits toward your KU degree in the College of Liberal Arts & Sciences, Business, and Architecture.
Fulfill a university requirement! Completion of your English proficiency requirements means you have finished your foreign language requirement at the University of Kansas.
We have computers just for you! The AEC has its own computer lab that AEC students can use for free.
We have tutoring just for you! The AEC has an Academic Resource Center where AEC students can get free tutoring from AEC teachers.
We have Conversation Groups just for you! You can practice your English language conversation skills at our AEC Conversation Groups.
Need help? Have a question? The AEC has a team of cross-cultural advisors ready to answer your questions and help you with any problem you are facing.
We are experts at what we do! AEC faculty and administrators have a total of 701 years in International Education.