Hosting a Fulbright Scholar

Emory University has a long history of welcoming Fulbright scholars to campus. The role of a faculty sponsor is central to the quality of the Fulbright scholar’s experience at Emory, but make sure to establish a primary administrative contact/liaison as well to answer any questions or concerns. The liaison team -- composed of the faculty host and administrative liaison -- is responsible for coordinating all of a visiting scholar’s needs at Emory. We've outlined the key steps in the checklist below.

Pre-arrival | Arrival on campus | Post-departure


Before the Scholar Arrives at Emory University

Once Fulbright makes a possible placement for a visiting scholar, Fulbright contacts the faculty host and Emory’s Office of Global Strategy and Initiatives (GSI) to confirm the placement via the Institutional Response Form (IRF). The email from Fulbright includes general information for the faculty and for the departmental administrator. GSI will sign the IRF and return it to Fulbright. Once the IRF has been submitted, the liaison team begins completing the checklist below.

Please note: Fulbright sponsors their scholars directly and issues their US visa documentation. This means our International Student and Scholar Services (ISSS) is not involved since Emory is not their immigration sponsor. You do not need to submit a request via ISSS Link.

  1. Load the Scholar into the Emory Pre-start System – After the IRF has been submitted, the departmental administrator should be in contact with the scholar and pre-start the scholar into the Emory HR system. You will need their full name, date of birth, hire date, and supervisor. For other fields, use the following table as a guide:

    Field
    Answer
    Social security number The system will auto-generate a dummy SSN; the number always leads in zeros and ends in four digits, i.e. 000-00-1234
    Person type NOC – Volunteer – No Pay
    Regular/temporary Temporary
    Benefits eligibility Ineligible
    Job code Visiting scholar (9318)

    Visiting Fulbright scholars will not be paid by Emory, so there is no need to complete the I-9 verification. If the scholar will need proximity card access to a specific university building, please note this in the pre-start documentation and provide the appropriate SmartKey.

  2. Require Scholar Attend New Hire Orientation – It is important that new scholars go through the formal orientation process at Emory. It will help facilitate their arrival on campus. Departmental administrators or faculty hosts should direct scholars to the orientation website, once they have been pre-started. 
  3. Ask Scholar If They Require Additional Health Insurance - Fulbright scholars are provided health insurance through Fulbright, but can purchase additional coverage if needed. Contact Joan Lindsey for assistance with additional coverage.
  4. Enter an eHRAF to Load the Scholars into the HR System – Once the scholar has been pre-started, the departmental administrator should enter a new hire eHRAF via PeopleSoft. You will need their full name, address, sex, date of birth, marital status, highest education level, and ethnic group. Use the following information as a guide:

    Field
    Answer
    Social security number Same SSN as dummy from Pre-Start
    Job code Visiting scholar (9318)
    Employee Type Salary
    Employee Class WO Comp
    Job Indicator Not Applicable
    Action Hire
    Reason Temporary
    Status: Regular/Temp Temporary
    Standard Hours .4
    FTE 0.01
    Benefits Eligibility BENNOTREQ
    Comp Rate 0
    SmartKey Department default
    Effective Date Date the scholar will start
    Financial Responsibilities No
  5. Facilitate Emory Email and Login – With the scholar now fully entered into the Emory HR system, the scholar should now be eligible for an email account and Emory login. It is the departmental administrator’s responsibility to confirm with the scholar that they have received their email account and Emory login.
  6. Prepare the Scholar to Arrive – This process is less formal. Faculty hosts and departmental administrators should provide resources about possible housing options while on campus. A visiting scholar has a number of personal issues they may need assistance with prior to their arrival. A member of the liaison team should contact Tye Tavaras, Assistant Director of Global Strategy and Initiatives, for guidance on providing the scholars with information on the following:
  • Short-term housing information and suggestions
  • Securing a bank account, driver’s license and social security card
  • Transportation options during stay and upon arrival (including public transportation, university transportation, and rental cars)
  • Health insurance for dependents, if necessary
  • School registration for dependents, if necessary

IMPORTANT:
The liaison team's job does not end when the scholar arrives on campus. It is important to remain involved with the scholar throughout their stay by arranging social activities with members of the host department and in the Emory community.  Maintaining frequent contact with visiting scholars throughout their stay will help ease the transition and foster a productive working relationship.

Once the Scholar Arrives on Campus

  1. Contact ISSS/GSI to Inform of Scholar’s Arrival – Contact Joan Lindsey to inform ISSS/GSI that the scholar has arrived without incident.
  2. Recommend Scholar Attend ISSS-Led Scholar Orientation – While ISSS is not the immigration sponsor, the information covered in ISSS new scholar orientation will be helpful as the Fulbright visiting scholar arrives on campus. These orientations are held twice weekly and are optional for Fulbright scholars. Contact ISSS for more information.
  3. Facilitate Acquisition of Emory Card and Library Access – Upon arrival on campus, the departmental administrator should direct the scholar to the Emory Card office to receive their Emory Card.
  4. Resolve Any Problems or Issues – Fulbright scholars should work out any Emory-related issues with their departmental administrator. If problems cannot be solved at the departmental level, please contact Joan Lindsey for additional help. Scholars should be referred to their Fulbright advisor (noted on their DS-2019) if they need authorizations, travel endorsements, or issues related to their J-1 status.

Once the Scholar Departs Campus

  1. Terminate the Scholar’s record from the HR System – The scholar’s record can be terminated via another eHRAF once they are no longer on campus. This will close out their record at Emory. Please contact global@emory.edu when the scholar’s program ends or ends early.