Visiting Scholar Handbook
Welcome!
Western Kentucky University’s Office of International Student and Scholar Services (ISSS) is happy to welcome you to our university. We look forward to your academic experience at WKU. WKU is a leading American university with international reach and is home to approximately 21,000 students total. It is the university of choice for about 600 international students and about 80 international faculty and visiting scholars.
This Welcome Guide is designed to deliver important information for new international visiting scholars and to answer some frequently asked questions. Please read it carefully and carry it with your DS-2019 form as you travel to the United States. In order to prepare for visa interview and travel to the U.S., we URGE you to visit our website here to obtain more detailed information.
We look forward to welcoming you to our campus and working with you through your start at WKU! Until then, please don’t hesitate to contact us for any clarifications or questions.
The Exchange Visitor Program
The purpose of the Exchange Visitor Program is to increase mutual understanding between the people of the United States and the people of other countries by means of educational and cultural exchanges. International educational and cultural exchanges are one of the most effective means of developing lasting and meaningful relationships.
Western Kentucky University (WKU)
Western Kentucky University (WKU) is a leading American university with international reach that has provided quality education and public service to the Commonwealth of Kentucky and beyond since 1906. WKU provides Bachelor’s degree in nearly 90 academic majors and 60 academic minors that is in addition to Master’s degree in many areas including art, business, education, science and more. WKU programs are nationally and internationally accredited by various professional societies. WKU offers a doctorate in Educational Leadership and a joint doctoral degree program with other institutions.
City of Bowling Green, Kentucky (KY)
WKU’s main campus is located in the city of Bowling Green, Kentucky, a city with a population of approximately 60,000, and located 100 km north of Nashville, Tennessee. Bowling Green is home to some industries including the famous American automobile, the “Corvette” and the headquarters of the major clothing company, “Fruit of the Loom”. Bowling Green offers a safe, welcoming environment and temperate climate which allows many outdoor activities. Bowling Green has many houses of worship within close distance to WKU.
Weather
Bowling Green is situated in south-central Kentucky (37 degrees N, #86 degrees W) at an altitude of 509 feet above sea level. You will experience four seasons with average temperatures:
WINTER (November-February) (0-37 Fahrenheit) OR (-18 to 3 Centigrade)
SPRING (March-May) (40-55 Fahrenheit) OR (4-13 Centigrade)
SUMMER (June-August) (65-90 Fahrenheit) OR (18-82 Centigrade)
FALL (September-November) (43-50 Fahrenheit) OR (6-15 Centigrade)
Pay your SEVIS Fee PRIOR to the visa interview
Enclosed is your DS-2019 form. Please use this form to apply for your J-1 scholar visa.
U.S. Immigration requires ALL new international scholars to pay the SEVIS fee PRIOR to the visa interview at the U.S. Consulate/Embassy. Failure to pay the SEVIS fee will result in a visa denial. You may pay the SEVIS fee online at www.fmjfee.com using a valid credit card, valid passport and your DS-2019 form. To pay your SEVIS fee, please complete the following steps with accurate information:
* Go to www.fmjfee.com & click “Proceed to I-901 Form and Payment”.
* Scroll down & click “DS-2019” button & “OK”
* Fill out your personal information and enter your 10 digit SEVIS Identification Number which is listed on the top right of your form DS-2019 (above the bar code) beginning with the number after the letter "N", click “Enter”
* Since you hold a WKU DS-2019, the school code is “P-1-03954”
* Make sure the information is correct on the next page.
* Complete the credit card information with the cardholder’s address and not yours
* Print 2 copies of the last page to serve as your receipt.
Apply for J-1 Visa
WKU issues the SEVIS DS-2019 form (for J-1 visa) in order for you to conduct research or teach on WKU campus. You MUST pay the SEVIS fee BEFORE you present the following documents to the U.S. Embassy/Consulate in your home country to apply for the J-1 Scholar Visa:
1- Valid Passport (for at least 6 months)
2- Original letter of offer/invitation from WKU
3- Valid SEVIS DS-2019 form issued by WKU
4- Original copies of all financial documents [such as bank statement(s)]
5- Proof of ties to your home country (such as a job, ownership of a property, etc.)
6- Copies of all of your university records/ transcripts and diploma (Original if you plan to teach at WKU)
7- Copy of your SEVIS fee payment receipt
8- Visa Application and other embassy requirements including fee and personal photos
9- You may apply for the J-1 visa within 120 days before the start date on the DS-2019 form and you will be able to enter the United States within 30 days before the start date on the DS-2019 form.
When attending the visa interview, scholar should remain calm and answer all of the visa officer’s questions openly and honestly. For more information on the visa application procedure, please visit our website here.
MANDATORY Health Insurance
As an Exchange Visitor in the United States and under the U.S. federal government rules, ALL J-1 scholars MUST carry health insurance for themselves and their J-2 dependents for the full duration of their J program in the States. U.S. government regulations stipulate that if the J-1 visa holder willfully fails to carry health insurance for her/himself and her/his dependents, the J-1 SEVIS record will be terminated resulting in the termination of the visitor’s program and return back to his/her home country.
WKU (your J-1 visa sponsor) has negotiated, selected and approved a health plan that meets the U.S government requirements and ALL WKU International Scholars and their families MUST purchase the plan. All of Western Kentucky University’s international scholars are automatically enrolled in Academic Health Plans insurance (AHP). The cost of WKU-AHP health insurance is estimated at $1000 per calendar year for the visiting scholar, however, the cost of health insurance for a spouse and child(ren) will be approximately three times the cost of the visiting scholar. Since AHP health insurance meets the U.S government requirement, DO NOT purchase health insurance in your home country or in the United States. You will purchase the health insurance at your Orientation.
Please note that health insurance is MANDATORY for ALL international scholars and their J-2 dependents for the duration of their stay at WKU
Travel to Nashville (BNA), Tennessee, USA
To arrive at WKU, you can board an international flight to a major U.S. airport such as ones in New York City, Chicago, Los Angles or Detroit and take a domestic/local flight to Nashville International Airport (BNA). Nashville is a major commercial city located in the State of Tennessee which is a one hour drive to Bowling Green, Kentucky.
ISSS recommends you to ask your travel agent to add a domestic/local ticket from the first United States arrival airport to Nashville International Airport (BNA). Please allow at least a minimum of a 3-hour difference (waiting/transit time) between your arrival to the first United States arrival airport and the domestic flight to Nashville International Airport (BNA).
Please inform your host professor about your travel arrangement ahead of time (at least one week before your arrival).
Getting to WKU from the Nashville, TN Airport
Purchase your airline ticket to the Nashville Airport (BNA) (it is the closest major airport to Bowling Green and the only airport with shuttle service to WKU’s campus). Make a reservation for the shuttle before leaving your home country. When making your reservation, include your Airline name, flight number, contact phone number and date and time of arrival or departure. Make sure you tell them you are a Western Kentucky University staff to receive a discount.
Airport Shuttle of Bowling Green www.bgshuttle.com
( Email: reservations@bgshuttle.com ) phone: 1-866-234-8705 / 270-781-4321
The average cost of BG Shuttle is $70 to $90 depends on gas prices.
Taxi Service in Bowling Green: Once in Bowling Green, you may need to hire a taxi to take you and your luggage around.
Yellow Cab Bowling Green: (270-843-3232)
Local Motels
You may need to spend the first night or two in a local motel. There are over 30 hotels and motels in Bowling Green. To find a hotel, you may visit www.findsoky.com to find your choices hotel. The following two motels are reasonable and within walking distance of campus:
Hampton Inn
233 Three Springs Road.
Bowling Green, KY 42104
(270) 842-4100
Microtel Inns & suites
1980 Mel Browning Road.
Bowling Green, KY – 42101
(270) 745 – 9922
Entry to the U.S.
While on the plane to the United States, you will be given an I-94 card and asked to fill it out with accurate information. Please fill out questions numbers 1 to 17 in English with information that matches your passport and DS-2019 form. Writing your name as it EXACTLY appears on the DS-2019 is very important. Please fill out the card accurately and honestly. When you are off the plane, you will meet a Department of Homeland Security (DHS) officials. You will present your documents (passport, Visa, signed WKU DS-2019 and your I-94 card) to the DHS officials. Make sure they stamp your I-20 and your I-94 card. They will then staple the bottom half of your I-94 card inside your passport/ VISA. Welcome to the U.S.A.!
Mandatory Orientation
The Office of International Student and Scholar Services (ISSS) provides MANDATORY orientation for all new international scholars upon their arrival to WKU. During the orientation, scholars will receive crucial information that will help them adjust to WKU and life in the U.S. Topics include checking in to the university system, learning your responsibility to maintain legal status in the States, and how to obtain your health insurance card.
ALL new visiting scholars MUST attend a MANDATORY international scholar check-in and be at orientation at ISSS within the first week of their arrival to Bowling Green. Failure to attend the orientation at ISSS within 30 days after the start date that is listed on the DS-2019 form will result in complications in your visiting scholars’ immigration status.
Housing
WKU has only a few Visiting Scholars Residence (VSR) houses and apartments (flats) available, all are located on campus within walking distance to many offices. This housing is designed for visiting scholars and not for families. Due to the very limited availability of Visiting Scholars Residence, we URGE all prospective scholars to e-mail Ms. JoAnn Thompson joann.thompson@wku.edu weeks in advance to inquire on availability and learn about the cost. The cost of this furnished housing is very reasonable and it includes all utilities such as electricity, heat, AC, phone, and internet services.
The houses are designed to be shared with other visiting scholars. Bedrooms are private but you will share a bathroom, living room with television, and kitchen. All of WKU campus has wireless internet connection available to all scholars.
There are privately owned furnished and unfurnished apartments for rent within walking distance of campus which are popular with WKU students and scholars. It is very important that you to contact your host WKU academic department/professor to inquire about your housing options and seek help and or advice.
Some Off-Campus Apartments that are within walking distance (or free shuttle) to WKU
College Suites: http://www.collegesuites.net/bowling_green/index.htm
2426 Thoroughbred Drive, Bowling Green, KY 42104 Phone: 1.866.781.7033
The Gables: http://www.myownapartment.com/gables/
1909 Creason Drive, Bowling Green, KY 42101 Phone: 270-846-1000
The Registry: www.livetheregistry.com
103 Old Morgantown Rd., Phone: 270-843-9292
Websites for other apartments within Bowling Green:
There are many apartments and homes around campus that students & scholars rent. These apartments are privately owned and you must be present in Bowling Green to get more information about them.
http://bowlinggreen.apartmentfinder.com/
http://www.apartmentratings.com/rate/Find-Apartments.html
http://www.rentals.com/Kentucky/Bowling-Green/
http://www.move.com/apartments/bowling%20green_kentucky/
www.AreaGuides.net
www.ApartmentGuide.com
Mobile/Cellular Telephone Services in the U.S.
The telephone system in the U.S. is composed of many privately owned and cooperating companies. You may have to choose a telephone company, especially for long distance service. To make the best choice, you need to get as much information from each company as you can decide which service plan the most suitable for you. To obtain a cellular/mobile phone, you may bring your unlocked GSM Quad Band (850/900/1800/1900) Cell phone and purchase a SIM card from one of the following companies: www.mysimplemobile.com , www.tmobile.com , www.att.com , www.walmart.com and more companies in the States.
J-1 Visiting Scholars’ Responsibilities
Visitors in J-1 status are responsible for understanding and complying with U.S. federal laws and regulations governing the J visa. Failure to do so will violate the scholar’s legal status in the U.S. Your responsibilities include but may not be limited to the following.
- Report Address Changes to the ISSS. U.S. Federal regulations require all J-1 scholars to report a change of address within 10 days of the address change.
- Report Departure Date and Reason to ISSS. Periodically, scholars leave the university early or unexpectedly due to a variety of reasons. U.S. federal regulations require all J-1 scholars to inform their advisor at ISSS if they plan to leave the university before the expiration date of their DS-2019 form as well as the reason for doing so.
- Apply for an Extension Prior to the DS-2019 Expiration. J-1 Scholars must apply for an extension before their DS-2019 from expires if they intend to stay at WKU. Scholars in the Research Scholar or Professor categories have a maximum of 5 years to complete their J-1 program. Short-term scholars have 6 months.
- Report Changes in Program to ISSS. Scholars MUST notify ISSS whenever there is a change in their academic program.
- Maintain Adequate Health Insurance. J-1 Scholars must maintain health insurance for themselves and any dependents in J-2 status throughout their stay in the U.S.
- Abide by Employment Regulations. J-1 Scholars must conduct research or teach only at WKU unless specifically authorized ahead of time by the advisors at ISSS to give a lecture or consult at another institution.
- Receive Transfer Authorization Prior to Leaving WKU. J-1 Scholars must receive authorization from the advisors at ISSS before leaving WKU in order to transfer to another institution. You must make an appointment at ISSS at least one-two months before you will be permitted to transfer out.
- Depart the U.S. within the 30-Day Grace Period. J-1 Scholars must depart the U.S. within 30 days after the DS-2019 expiration date or program end date, whichever is earlier, unless they have applied for a change of status with the DHS.
- Obtain Travel Signature Prior to Departing the U.S. J-1 Scholars must have their DS-2019 signed by the advisors at ISSS prior to travelling outside the U.S.
