Hosting a Scholar

Hosting A Scholar

Whether a visiting international scholar comes for a few weeks or a few years, they often have questions and concerns for their host department about variety of issues including housing, various identification cards, library privileges, and parking among others. Many times the ability of an international scholar to access UCSB services depends on how they are affiliated with UCSB.

HOW TO AFFILIATE AN INTERNATIONAL SCHOLAR

Scholar Paid by UCSB

An international scholar who is paid by UCSB will obtain a “UCSB identity” when the host department enters the individual into the Personnel Payroll System (PPS). With a UCSB identity established in PPS, the scholar will automatically qualify for the services of the Community Housing Office, faculty library privileges, a UCSB Net I.D. (campus wireless), parking privileges, faculty privileges at the Rec Cen, and workman’s compensation coverage.

Scholar Not Paid by UCSB

1. An international scholar who is not paid by UCSB can be entered into the PPS system as a “no pay appointment” with the academic title that is appropriate for their academic activities on campus. An international scholar with a no pay appointment in PPS will obtain a “UCSB identity.” With a UCSB identity established in PPS, the scholar will automatically qualify for the services of the Community Housing Office, faculty library privileges, a UCSB Net I.D. (campus wireless), parking privileges, faculty privileges at the Rec Cen, and workman’s compensation coverage.
2. If the host department does not enter the scholar into PPS, the department can issue a Without Salary Visiting Researcher letter that will facilitate access to some library and parking privileges as well as provide sufficient justification for Workers Compensation claims.
3. If the department does neither of the above, the scholar will be unable to access UCSB services such as the Community Housing Office, library, parking, UCSB Net ID, workman’s compensation, etc. without some other type of help from their host department.

Housing and Utilities

Santa Barbara is one of the most expensive housing markets in the U.S. Locating affordable housing with access to UCSB is a challenge for anyone. For visitors coming for less than 12 months, the housing options are even more limited. Generally the department/host faculty will need to help make housing arrangements or at a minimum refer international visitors to UCSB’s Community Housing Office. OISS estimates that an international visitor will need at least $1,600 a month for housing, food and utilities. This estimate does not include security deposit, payment of last month rent in advance, nor costs for furnishings if they are needed.

The Costs of Living in Santa Barbara 2007 Average prices for Apartments in Isla Vista, Goleta and Santa Barbara

Room Type	Isla Vista	Goleta	Santa Barbara
Studio	$943	$868	$1042
1 Bedroom	$1100	$1242	$1341
2 Bedroom	$1940	$1423	$1649
3 Bedroom	$2963	$2395	$2650
Room in Home*	$685	$644	$675

*Rooms in private (non student) homes usually include utilities.

• Utility companies may ask for a social security number in order to provide service. If the department calls the company on behalf of the visitor, the company will generally waive the requirement for a social security number.
• UCSB’s Communications Services offers competitive international telephone services and does not require a social security number for a cell phone.

Social Security Card

Most visiting scholars are J-1 visa holders. Those J-1 visa holders who receive payment from UCSB are eligible to apply for a social security number. The Social Security Office advises that scholars wait to apply until ten days after they enter the United States so that their immigration status can be confirmed when they file their application. Information about the location of the Santa Barbara Social Security Office and the documents required for applying for a number are available here.

Identification Cards

• California Identification Card & California Driver’s License The Department of Motor Vehicles issues both driver’s licenses and photo identification cards for non-drivers. The California I.D. card is more easily accepted for local transactions (i.e., check cashing) than is the passport.
• Access Card The UCen will issue an Access Card to visiting international scholars who want a debit card to use on campus. The card contains the scholar’s name and photograph. It costs $15. If the visiting scholar does not have an employee ID number, the UCen will assign a dummy number to the card. For this reason, the Access Card with a dummy number will not be accepted at the RecCen or the Library.

UCSB Net ID

Visiting international scholars may need a UCSB Net ID in order to gain access to the UCSB wireless systems. The first step for securing a UCSB Net ID requires that the sponsoring department enter the individual into PPS (even in a no pay appointment) in order to establish their “UCSB Identity.” Second, the scholar will need to call the Identity Help Desk (893-2261) to request a “token” for the purpose of applying for the UCSB Net ID. Third, the scholar goes on-line and completes the application by following the directions in the box “Establish Account (as a visitor, or other non-employee)” at

Library Card

• If the visiting international scholar is entered in the PPS system or has the without salary visiting researcher letter, they may be accorded faculty privileges with the Library.
• Otherwise, a visiting scholar can, like any member of the public, use the materials and facilities of the UCSB library within the library building itself including on-line databases. However, they cannot borrow materials without a card.
• International scholars, who do not otherwise qualify for a library card, can obtain a library card when they join the Friends of the Library as a Supporting Member. The cost is $50 per person for the year. There are some restrictions on the materials that can be checked out—such as a maximum of 10 items at a time. In addition, the Friends of the Library do not have access to on-line databases from off-campus computers (that is, computers that do not have a UCSB IP address.)

RecCen Pass

• If the visiting international scholar qualifies as a without salary visiting researcher, they may be accorded faculty privileges with the RecCen
• Visiting international scholars may join the RecCen as a community member or staff (if they qualify for a staff ID card). Memberships are available on either a quarterly or annual basis. As of March 2008, the community rates are $125 quarterly ($460 annual); the staff rates are $80 quarterly ($270 annual).

Parking and Buses

• If the visiting international scholar is entered in the PPS system or has the without salary visiting researcher letter, they may be accorded faculty privileges with UCSB’s Transportation Services.
• A visitng international scholar who uses the MTD bus on a regular basis may want to investigate buying bus passes that are discounted.

Liability Coverage

In order to provide UCSB’s workman’s compensation coverage to the visiting international scholar, the host department will want to complete the Worker’s Volunteer Compensation Form available from Business Services. If the department has issued a Without Salary Visiting Researcher letter, the letter alone will provide sufficient justification for Workers Compensation claims and the department does not to complete the Worker’s Volunteer Compensation Form.

UCSB Email Account

The host department determines its own policies as to whether they will assign a UCSB email address to a visiting international scholar.

Office Space

The host department should communicate with a visiting scholar whether or not the scholar will receive office space and as much information as possible about the space (location, whether it is shared space) and how to obtain a key.

Lab Space

The host department should communicate with a visiting scholar whether or not the scholar will receive lab space and any special circumstances/expectations with regard to the use of the lab space.

Accident/Medical Insurance Coverage

• If the visiting international scholar comes to campus in the J visa category, they are required by law to have a certain minimum insurance coverage in order to maintain their J visa immigration status. The scholar is responsible for purchasing an insurance policy that meets at least the minimum requirements. This insurance required for the J visa scholar is not the same as travel insurance.
• Since most insurance policies will not cover pre-existing conditions for the first six months of coverage, visiting international scholar should be advised to bring any required medications with them from their home country.
• If the visiting scholar or spouse is pregnant at the time they purchase insurance, they should be advised that the insurance will treat the pregnancy as a pre-exiting condition. Hence, the scholar will be responsible for the delivery costs if the child is born in the United States.

Physicians and Hospitals

• Visiting international scholars who needs to see a physician in the Santa Barbara area may need help to find a physician. Their insurance plan may or may not list a preferred provider (or doctor) in the Santa Barbara area.
• In an emergency, visiting scholars should go to the nearest emergency room. The host department may want to review emergency room information with their guests early in their stay.

Bank Account

Although many banks may request a social security number in order to set up a bank account, most banks will create an account for an international visitor who is on a non-immigrant visa such as the J-1 visa. In such cases, the international visitor will need to present their passport when they open an account. If the visitor subsequently obtains a social security number, they should inform the bank of their number.

Credit Card

Visiting international scholars should obtain a credit card before they leave their home country as it is often difficult for a visitor on a non-immigrant visa to obtain a credit card in the U.S. without a social security number. Sometimes the U.S. bank where a scholar opens an account will issue a credit card. However, not all banks follow this practice.

English Conversation Program

Visiting international scholars and/or their spouses are welcome to participate in the English Conversation Program (ECP) offered through the auspices of the Office of International Students and Scholars. The ECP offers a series of two hour classes Mondays through Fridays. They are informal classes taught by volunteers from the Santa Barbara community with the goal of providing international visitors and/or their spouses the opportunity to practice their conversational English skills, develop a network of friends and learn more about Santa Barbara. A nominal fee is charged to cover costs of refreshments for special events and parties.