Procedures for Inviting and Hosting International Visiting Delegations
Indiana State University (ISU) seeks to enhance the international
dimensions of its educational exchange activities through the presence
of visiting delegations on campus. The goals of this program are to:
Enhance cooperation between ISU and its overseas
partners and other institutions and individuals.
Promote international exchange programs and training for
both students and faculty.
Support visits that increase ISU’s involvement in
international development and exchange.
Encourage greater involvement of international students
and faculty on the ISU campus and in the community.
A. The process for inviting and
hosting international visiting delegations at Indiana State University
is outlined below. A hosting department planning to invite a visiting
delegation to ISU must submit a
Visiting Delegation Invitation Form
to the Provost and Vice President for Academic Affairs via the Dean of
the College/School and the Director of the Office of International
Programs and Services. The form shall include the following information,
some of which may be needed to complete the visa application process.
The name and short description of program or visit.
The ISU department hosting the delegation.
The participating institution(s) and names of all
The source(s) of funding support
Additional commitments the department plans to make to
the delegation (housing, meals, transportation, etc.).
The type of visa(s) participants will apply for to take
part in the program or see
Visa Information for Visiting Scholars and Delegation.
Upon receiving the Invitation Form, IPS will contact the
hosting department to discuss specific arrangements for
the program and additional support IPS might be able to
provide. If participants are taking part in a short-term
class or training program, IPS will contact Community
and Professional Programs to discuss support that this
office might provide for the program.
The Office of Academic Affairs reviews the
recommendation. Upon acceptance of the recommendations,
the Provost and Vice President for Academic Affairs send
letters of invitation to the members of the delegation
and to the hosting department. The invitation clarifies
the University's support (such as housing, meals,
transportation, etc.) to the delegation. Copies are sent
to the Director of the International Programs and
Services, the appropriate Dean, and to the hosting
Upon receiving the information from the Office of
Academic affairs, IPS establishes a Visiting Delegation
file and prepares and sends the DS2019 Forms (if members
of the delegation are planning to obtain J visas).
If applicable, IPS informs the members of the visiting
delegation concerning all the pertinent DS2019
regulations, especially those concerning appropriate
insurance coverage for the scholar. Participants are
informed that, upon arrival at ISU, they must provide
evidence of insurance coverage to IPS, or to purchase an
insurance coverage from a designated insurance company.
If participants are taking part in a short-term class or
training program, IPS will request ISU identification
numbers from the Office of Academic Affairs. Each
participant will be able to pick up an ISU
identification card at Public Safety after arrival.
IPS will provide an orientation for the visiting scholar to the ISU
campus and community, and a "Visiting Delegation Packet." The packet
provides the appropriate information needed to assist the members of the
delegation in adjusting to the community.