Visiting Scholar Mentor Requirements and FAQs

Responsibilities and Requirements of a Mentor

J-1 Program Related
Screen prospective Visiting Scholars to ensure they are eligible for program participation. See Visiting Scholar Eligibility Requirements.

Confirm the program is suitable for the Visiting Scholar’s background, needs, and experience.

Provide the Visiting Scholar with office space.

Ensure the Visiting Scholar checks in with the Office of Global Affairs upon arrival. Postdocs must also check in as foreign national employees with Human Resources. Please review the Office of Postdoctoral Affairs website and/or contact postdoc@ecu.edu for additional information.

Request ECU Access
Facilitate campus privileges such as BannerID, PirateID, 1Card, etc.

BannerID and PirateID
The BannerID is necessary to obtain an institutional PirateID, an ECU email address, and to access services such as Teams, Canvas, and Webex.

Work with your department’s administrative support to submit the appropriate forms. Human Resources Information Systems (HRIS) will create a BannerID, PirateID, and ECU email. These will be generated within 24-48 hours. We recommend submitting the request at least 10 days before the Visiting Scholar’s start date.

  • Postdocs are paid positions posted through Human Resources. Therefore, Banner IDs, PirateID, and ECU email will be generated upon confirmation of the hiring process.
  • Unpaid Visiting Scholars
    • If ECU does not pay your Visiting Scholar, then you will need to request an Unpaid Affiliate Electronic Personnel Action Form (EPAF) to HRIS.

ECU 1Card
An ECU 1Card is necessary to access campus buildings and other resources, such as the library or recreation centers.

Ensure the Visiting Scholar applies for an ECU 1Card upon arrival through 1card.ecu.edu.

Resources for Cultural Activities
Offer or make available a variety of appropriate cross-cultural activities. Mentors will be responsible for determining the appropriate types and numbers of such cross-cultural programs. Mentors are encouraged to give their Visiting Scholars the broadest exposure to American society, culture, and institutions.

Resources for Professional Support
ECU’s Office for Faculty Excellence supports faculty in their teaching, research, and service through faculty development programming and consultation. A variety of workshops are offered throughout each academic year. Learn more at ofe.ecu.edu.

Visa Requirements
Notify the Office of Global Affairs of future changes to the Visiting Scholars status.

Related to work within 15 days, such as

  • Change of supervisor;
  • Change in office location or office phone number; or
  • Does not return/continue after travel abroad.

Related to the J-1 Program, at least 21 days before the change

  • Early arrival or departure;
  • Intent to transfer to another university while continuing their J-1 status;
  • Program extension;
  • Change in program pay or unpaid pay status; or
  • Terminated.

FAQS

What is required from the ECU mentor?
As an exchange program, the Visiting Scholar is more than an ECU employee. Mentor responsibilities include welcoming the Visiting Scholar into your department, the ECU community, and the U.S. culture, as well as collaborating on research, projects, and other initiatives.

Are mentors financially responsible for the Visiting Scholar?
No, mentors are not financially responsible for the Visiting Scholar. They cover their own expenses and may participate as unpaid affiliates. If the department has a grant, they may be able to use funds to assist with their fees, such as English Proficiency tests, flights, or health insurance.

What happens if the Visiting Scholar is paid through ECU and the funding stops?
It is the mentor’s responsibility to contact the Visiting Scholar and the Office of Global Affairs immediately. This way, the Visiting Scholar may be able to switch to an unpaid affiliate based on personal expenses, or they will have to transfer to another university, which takes about 45 days to process.

How long is it required to be a mentor, and when does it start?
The mentor and the Visiting Scholar will decide on the category and program length. The timeline does not have to revolve around the academic year, but be aware of campus breaks, department travels, and personal time off. Depending on the category, scholars may wish to extend their program upon arrival.

See Categories Available for more information. Program lengths vary by category.

Does the mentor have to house or provide transportation for the Visiting Scholar?
No. It is the mentor’s personal preference to be a host family. We recommend that mentors collaborate with the Visiting Scholar to find a suitable rental.

Similar to housing, mentors are not required to be a mode of transportation for the Visiting Scholar.

The Office of Global Affairs has additional resources to support the mentor and Visiting Scholar.

How many Visiting Scholars can a mentor or department host?
Unlimited. It is your responsibility to confirm that the program is suitable for the Visiting Scholar’s background, needs, and experience.

What if the Visiting Scholar and Mentor are not compatible?
The mentor or Visiting Scholar should contact the international Student & Scholar Program Coordinator by emailing visitingscholars@ecu.edu or scheduling a consultation meeting to initiate possible solutions. Options may include another department for the scholar based on their J-1 Program subject, a new mentor within the department, personal solutions, discussing cultural conflicts, shortening or transferring the J-1 Program.