Host Departments

International faculty, scholars, and employees are an important part of Stony Brook University’s academic and research community. As a host or hiring department, you play a key role in supporting their success and ensuring compliance with U.S. immigration requirements.

Visa and Immigration Services (VIS) is here to help you understand your responsibilities and provide guidance at every stage of the process.

Your Role as a Host Department

As a department, you are responsible for helping ensure that your international scholar:

• Is sponsored under the correct visa category
• Begins work only after proper authorization is in place
• Maintains accurate and up-to-date employment information
• Receives support throughout their time at SBU

Early planning and clear communication with VIS will help avoid delays and compliance issues.

Working with VIS

VIS partners with departments to manage immigration processes and provide ongoing support.

VIS can assist you with:

• Identifying the appropriate visa category (e.g., J-1, H-1B, O-1, TN, E-3)
• Initiating requests through accessVIS
• Coordinating with SUNY-approved immigration counsel when required
• Advising on employment changes, extensions, and compliance requirements
• Supporting scholars with travel, maintenance of status, and general questions

Departments should contact VIS before making any changes to a scholar’s role, funding, or work location.

Common Scenarios

You should contact VIS if:

• You plan to hire or host a new international scholar
• A scholar’s appointment will be extended
• There are changes to job duties, title, salary, or work location
• A scholar will work at an additional site
• A scholar plans to leave SBU earlier than expected

These changes may require updates or new immigration filings before they can take effect.

Compliance and Responsibility

U.S. immigration regulations require both the university and the employee to follow specific rules.

As a department, you must:

• Ensure employment aligns with the approved visa terms
• Avoid allowing unauthorized work
• Notify VIS of any changes in a timely manner

Failure to follow these requirements can impact both the scholar or employee’s status, and the university’s compliance.