Once the faculty member and department agreed to host a prospective Visiting Graduate Researcher (VGR) the department/institute administrator:

1. Initiates the application by submitting an online Visiting Graduate Researcher request form.
    
2. Indicate whether the sponsoring department or the applicant will pay the VGR fees.
    
3. The faculty sponsor and department chair/program director each receive an email asking them to approve the request online.
    
4. The applicant receives an email invitation to apply, then completes and submits the online VGR application. The applicant will need to upload scanned copies of the following documents:
    
   1. Curriculum Vitae (CV)
       
   2. Proof of Registration as a graduate student at another university. The Proof of Registration (iPDF-90KB) is an official letter from your university that includes:
       
      1. Official university letterhead, seal or stamp,and signature
      2. Program of enrollment (degree objective such as Ph.D. or MA)
      3. Start dates of enrollment
      4. Expected graduation date
      5. Statement confirming that the graduate student is a currently enrolled student
      6. An accompanying certified English translation (as applicable)
          
5. If the applicant is paying for any fees, he or she will receive an email requesting credit card payment through the CASHNet system.
    
6. The department/institute administrator receives an email asking for review and approval of the application. If the department has elected to pay fees, the fees will be charged through the recharge ID provided at the time of the initial application.
    
   Non-refundable required fees:
    
   1. $250 for the first quarter and $100 per subsequent quarter (up to $550 for the initial 12 month maximum period) to cover Graduate Division administrative expenses.
       
   2. $340 Visa processing and administrative fee (for international visitors only)
       
7. If the applicant meets all eligibility requirements, the Graduate Division issues a notice of provisional approval to the VGR, department/institute administrator, and the appropriate campus Visa office (for international VGRs).
    
8. For international applicants, the department/institute initiates the Visa process by submitting a DS-2019 request form to the appropriate campus Visa office.
    
   Information for Departments Hosting International Visitors
    

Before the VGR Arrives at UCLA

International:

1. Work with the sponsoring department to obtain a DS-2019 Certificate of Eligibility Form. Use the DS-2019 to apply for the J-1 visa stamp at your nearest U.S. Embassy. See J-1 Visa non-degree student requirements for more information.
    
2. Purchase health insurance or apply for a waiver. VGR completes the UCLA Visiting Scholar Injury and Sickness Insurance Plan form to either purchase or opt out of the plan. VGRs may enroll in the plan 30 days prior to their appointment start date. They have 31 days from their appointment start date to complete enrollment or waive the program.
    
   The Graduate Division will be notified separately by Garnett-Powers & Associate of the VGR’s enrollment and waiver confirmation.
    
   For complete information on health insurance procedures please visit the Visiting Graduate Researcher Health and Welfare Benefits page.
    
3. VGR mails the original, translated proof of registration that was uploaded to the online VGR application system to the following address:
    
   Academic Services
   Attn: VGR Registration
   UCLA Graduate Division
   1255 Murphy Hall
   Box 951428
   Los Angeles, CA 90095-1428

Domestic:

1. U.S. citizens or permanent residents who already have health insurance coverage will submit an insurance card or benefits summary to the Graduate Division at 1255 Murphy Hall upon arrival.
    
2. VGR mails the original copy of your graduate transcript that you uploaded to the online VGR application system to the address listed above.
    

When the VGR Arrives at UCLA:

1. The Visiting Graduate Researcher or department pays the remaining campus-based fees. If the VGR is paying, he or she will be emailed a link to pay via credit card through the CASHNet system. If the department/institute has elected to pay the fees, they will be charged through recharge ID provided at the time of the initial VGR application.
    
   Fees required at this time:
    
   1. $115 Instructional Technology (per quarter)
       
   2. $35 Library (per quarter). Required to be paid by the VGR only
       
   3. $20 International Institute (one-time fee for international applicants only)
       
2. The Graduate Division will provide an electronic, final approval of the completed application to the VGR and department/institute.
    
3. Departments applying for a BruinCard and UID on behalf of a Visiting Graduate Researcher must apply no earlier than on or after the Visiting Scholar's start date. When applying for a BruinCard, select Forms and then Affiliate/Guest Request Form- Visiting Scholars/Visiting Graduate Researchers. Once the Graduate Division provides final approval of an application, a notice is sent to the BruinCard Center that the VGR is eligible for a BruinCard and UID. The BruinCard Office assigns an ID number, processes the request, and sends an approval email to the department and Graduate Division. Please wait until you have received approval from the BruinCard Center before sending a VGR to obtain his/her BruinCard. Once you have received final approval from the Graduate Division, all questions regarding the status of a VGR’s BruinCard should be directed to the BruinCard Center.
    
   The VGR may not receive a BruinCard and UID for five to seven business days following his or her start date at UCLA. During this time, please make the necessary accommodations to ensure that the VGR can temporarily access various services needed to perform research.
    
   The $7 BruinCard fee is required to be paid by the department.
    
4. Have the VGR sign an Oath and Patent Acknowledgement Form. Retain the original form. You do not need to send a copy to the Graduate Division. Occasionally, we will audit departmental records to make sure this form was signed and witnessed.

Need Help?

1. The sponsoring department is the primary contact for applicants and VGRs.
    
2. Administrators are welcome to contact visitingscholars@grad.ucla.edu with questions.