Pre-Arrival Arrangements

Appointment Procedures

When you are selected as a Visiting Fellow of the Kellogg Institute, you will receive a copy of the faculty questionnaire (‘Form Q’) to be completed and returned with your curriculum vitae to Program Coordinator Denise Wright. Visiting Fellows who are not US citizens or permanent residents must also complete and return a J-1 Visa Information form and a copy of the photo and bio page of your passport. This information must be received before the formal letter of appointment or the visa documentation can be issued by the Provost’s Office. After the required documents have been received by the Kellogg Institute, a formal letter of offer will be sent to you by the vice president and associate provost of the University. You must accept that offer in writing for your appointment to be formalized.

Teaching assignments and other departmental responsibilities of Visiting Fellows holding joint appointments with academic departments of the University are normally arranged with the chairpersons of the respective departments.

The appointment procedures for Guest Scholars vary significantly and therefore are handled on a case-by-case basis. Guest Scholars should contact Denise immediately after accepting their appointments. Visiting Fellows from abroad will not receive a Certification of Eligibility for an Exchange Visitor Visa (DS2019) until after the appointment has been formalized. Fellows from abroad normally must have a J-1 visa; accompanying family members are classified as J-2. If visitors intend to have family members accompany them during their stay, they must provide each family member’s name, birthplace, date of birth, and citizenship on the J-1 Visa Information form.

Doctoral candidates who hold F-1 visas and apply to the Institute as Visiting Fellows or Guest Scholars should arrange with officials at their universities to obtain all the necessary paperwork for “practical training” status before their appointment can be formalized. (Please note that, while we will accept visiting fellowship applications from doctoral candidates, the award is contingent upon completion of the degree before arrival.)

Questions regarding visas should be addressed to Program Coordinator Denise Wright.

Arrival Dates

We expect Visiting Fellows to arrive on campus before the semester begins. Generally, classes begin during the last week in August for the fall semester and during the third week of January for the spring semester. If you are unable to arrive at the beginning of the semester, your stipend may be prorated accordingly.

Please notify Denise of the exact date of your arrival as soon as it is confirmed. We would appreciate it if you could arrange to arrive on campus during office hours (M–F, 8:30 a.m.–4:30 p.m.) to facilitate check-in to your apartment, etc.

Travel Policy

Visiting Fellows are offered one economy round-trip airfare, provided that arrangements and approval are confirmed beforehand with Denise. Arrangements and additional charges for stopovers, detours, and travel companions are the responsibility of the visitor him/herself. We regret that we cannot assume the travel expenses of any dependents (spouse, children) who may accompany you. Guest Scholars are responsible for their own travel costs and arrangements but should consult with Denise regarding the dates of their arrival and departure.

The Kellogg Institute encourages guest scholars from abroad to apply for travel funds from the Fulbright Commission at the US Embassy and any other sources for travel funding available to you from your home country. We are ready to assist you in this effort by sending letters of support on your behalf to the Fulbright Commission and elsewhere once we receive notification that you have applied for funding.

Regarding your travel arrangements, visiting fellows have two options. Please let Denise know as soon as possible which of the following options you prefer.

Reimbursement—You may make your own travel arrangements, buy the ticket yourself, and we will reimburse you. Please confirm all travel arrangements with Denise prior to purchasing a ticket. Also, please send Denise a copy of your itinerary as soon as you have it. (Please note that you must have a ticket receipt in order for the University to process a reimbursement. In some cases, e.g., with e-tickets, this means that you must request a receipt at the ticket counter when you check in for your flight).

University travel agency—If you prefer, we can make the arrangements for you through the University’s travel agency and charge the ticket directly to Kellogg. (We regret that we are unable to charge tickets for accompanying family members unless you provide us with your credit card information). Most visiting fellows find that the first option is more convenient and offers them more flexibility, given the number of choices that need to be made in making travel plans. However, if you would like us to book your ticket, please notify Denise as soon as possible regarding the dates you would like to arrive and depart South Bend.

Should you choose to drive to and from Notre Dame instead of fly, you will be reimbursed for your travel mileage up to the cost of a round trip economy ticket. You will need to provide Denise with a copy of your trip on MapQuest that displays the mileage traveled in order for her to process the paperwork for your reimbursement. Additional expenses for moving truck rentals or professional movers are not covered under this travel policy.

The Kellogg Institute is not able to provide travel funding to conferences and/or workshops.

Banking Matters

Please be advised that it is not possible to transfer funds from abroad before you arrive at Notre Dame unless you already have a US bank account. Upon arrival you may open an account at the Notre Dame Federal Credit Union. If you wish to transfer funds from abroad after you have opened an account, you should contact your bank at home and request wire transfer (in US currency) to the US bank with which your home institution usually deals. The bank in the United States should be instructed to transfer the money you sent from your home bank to the Notre Dame Federal Credit Union. The wire from your bank to the US bank should include the following information:

Because it may take ten (10) days or more for transferred funds to arrive at Notre Dame, you should bring sufficient money with you to cover your initial expenses. You may wish to purchase US dollars before arrival or use a credit or bank card as it is not possible to exchange foreign currency in South Bend.

Mailing Address and Advance Shipping

For advanced shipping of books or materials, please use this address:

Your Name
University of Notre Dame
Kellogg Institute
130 Hesburgh Center

Notre Dame, IN 46556-5677 USA