Program Overview

• Duration: Up to 3-months
• Participants will be classified under the UAB HR Assignment Category 60 (Volunteer), with the Job Title Visiting Scholar
• Observerships are unpaid.
• This opportunity is strictly for observing clinical processes, with no direct patient contact, communication, or hands-on clinical training. Engaging in any direct interactions with patients, including diagnosis or treatment, is STRICTLY PROHIBITED.

Application

The UAB Host Form and IVS Application Packet (with all required documents) must be submitted to the IVS Office at least 6 weeks prior to the opportunity begin date.

A non-refundable application fee of $350 is required upon submission and must be received along with your application. Please note that payment of this fee does not guarantee acceptance into the IVS program.

Your application fee is valid for 6 months, from the date of payment.  

If you’re needing to expedite your request, all requests (including both the UAB host form and IVS application packet) submitted with only 5–14 days’ notice will incur an additional $75 expedited processing fee. Requests submitted with less than 5 business days’ notice cannot be processed.

UAB Faculty Host

To begin the process, the UAB Faculty Host must complete the host form linked below. Once complete, please send the form to the IVS Office at IVS@uab.edu.

Faculty Host Form

International Visiting Scholar Observer

Visiting Scholars will need to provide the following documentation to the IVS Office at IVS@uab.edu prior to their application being reviewed and processed. 

1. Completed International Visiting Scholar Observership Application Packet

   • The packet includes the following pages:
     • International Visiting Scholar Clinical Application
     • Proof of Major Medical Insurance
     • Financial Responsibility Statement
     • Observer Orientation Manual
     • Assumption of Risk and Hold Harmless Agreement
     • Bloodborne Pathogen/Aseptic Technique
     • Confidentiality Agreement Form
     • UAB Enterprise Code of Conduct

2. Payment of the non-refundable international visiting scholar application fee of $350

3. Copy of the Biographical page of your passport

4. Updated CV/Resume

5. Copy of your Medical Diploma or certificate of highest degree achieved (Original and in English)

6. Verification of funds from a personal bank statement and/or financial scholarship to support you while in the U.S. (You must show proof of a minimum of $2,000 per month of your opportunity).

   • Please note, if your UAB Faculty is paying you a stipend for your research of more than $2,000 per month, you do not need to show any additional proof of funding.
   • If you’re receiving an international scholarship, please ensure this document outlines how much you will be paid, as well as what months you are approved to participate in your research opportunity at UAB. Please note, the dates listed within your scholarship must match your UAB Offer Letter.

7. Proof of English Language proficiency (Must be one of the listed accepted documents)

If the visiting scholar needs to obtain a J-1 visa for research, the visiting scholar and department HR will be working closely with UAB International Student & Scholar Services to ensure all visa requirements are met.

• Please see UAB ISSS Website for additional information

• UAB ISSS must receive all documents for a J-1 Research Scholar, including the UAB IVS Signed Offer Letter, at least three (3) months prior to the opportunity start date. Please note, the visiting scholar is subject to additional delays due to visa processing times.

Fees 

A non-refundable application fee of $350 is required upon submission and must be received along with your application. Please note that payment of this fee does not guarantee acceptance into the program. The application fee can be paid using a major credit card or via bank wire transfer.

Your application fee is valid for 6 months, from the date of payment.  

If the UAB Host/Department wishes to cover the non-refundable $350 application fee for the visiting scholar, please complete the Department/Division Agreement below and initiate a Journal Transfer to IME using the instructions provided.

Please submit proof of the fully approved journal transfer, along with the finalized Department/Division Agreement, to the IVS Office at IVS@uab.edu.

If you’re needing to expedite your request, all requests (including both the UAB host form and IVS application packet) submitted with only 5–14 days’ notice of start date will incur an additional $75 expedited processing fee. Requests submitted with less than 5 business days’ notice cannot be processed. If your request is needing to be expedited, the UAB Host should complete the Expedited Fee Department Agreement” below and submit to IVS@uab.edu.

UAB Department/Division Agreement  Journal Transfer Instructions  Expedited Fee Department Agreement

Clearance

Once the IVS application has been processed, all clearances have bene obtained, and the IVS offer letter has been produced, the IVS offer letter will be sent by the IVS Office to the visiting scholar and UAB host via Adobe to sign. Once the offer letter has been signed by all parties, the IVS Office will send the visiting scholar an email with a list of clearance items needed prior to the visiting scholar being cleared to begin their opportunity at UAB.

Additional items needed prior to the start date of your opportunity:

1. Proof of health insurance coverage that will be bought by the start date of your opportunity, and meets the minimum guidelines as outlined in the “Proof of Major Medical Insurance” document within your IVS application packet. Please send confirmation of your health insurance to IVS@uab.edu.

   • For a list of commonly used insurance providers that have policies which meet the minimum requirements, please see here: UAB Policy.

2. A copy of Visa, OPT, and/or EAD. Send to IVS@uab.edu.

3. Details of your lodging for the duration of your opportunity at UAB, including your address and US telephone number. Send to IVS@uab.edu.

4. Provide the Medical Clearance Packet and all packet requirements to UAB Occupational Health at ehocchealth@uab.edu. Your email subject line to UAB Occupational Health should read: “International Visiting Scholar / UAB Faculty Host Name”.

   • Please note the following within the Medical Clearance Packet:

     • You must provide proof of physical exam performed by physician/provider in home country or U.S. within 1 year of opportunity start date. UAB Occupational Health will not perform the physical exam.

     • Immunization records: Vaccinations must be verified by physician or clinician.

     •  Upon arrival to Birmingham, AL, a TB Chest X-ray will be performed on first day – Fee paid by the visiting scholar.

5. UAB HIPPA Training Completion

   • Please send an email to Ms. Tara Updike (tburr@uabmc.edu) as follows:

     • Subject Line – International Visiting Scholar Request for HIPPA Training, include your name and email address

     • Send your HIPPA training completion to IVS@uab.edu when received.

Prior to Beginning Your Opportunity

Once the IVS Office receives all clearance items, the IVS Office will email the department HR, UAB ISSS, and the visiting scholar, informing all parties that the visiting scholar is cleared to begin their opportunity.

You are prohibited from beginning your opportunity, regardless of the start date listed on your offer letter, until the IVS Office fully clears you to begin.

Your department HR will then assist you in obtaining your UAB Badge, setting up your email address, providing information surrounding where to report/when, and expectations of your opportunity.

Applicants should not travel to or arrive at UAB until you have received notification to come to UAB by the IVS Office. The IVS Office does not provide housing and is not responsible for any travel accommodations needing to be changed.

As Your Opportunity Concludes

International Visiting Scholars

• Please return your UAB ID/Badge to the IVS Office, 201 Volker Hall, at the conclusion of your opportunity at UAB

• The IVS Office will send you an exit survey for you to complete, outlining your experiences at UAB. Please complete this survey within 5 business days of it being sent to you.

Department HR

• The IVS Office will send you an IVS Program checklist to utilize for your visiting scholar. Please ensure all items are completed on this checklist and return to the IVS Office at IVS@uab.edu within 5 business days of the visiting scholar’s end date at UAB.

• Please ensure the IVS Office is notified of any/all changes in any visiting scholar opportunity at UAB, including but not limited to, if a visiting scholar leaves or resigns prior to their opportunity end date, termination of a visiting scholar, change in opportunity dates, etc.