Non-Degree Visiting Students (NDVS) Guide for Administrators

The information below is provided for University administrators who work with international non-degree visiting students.  Most of the links below will place you in the relevant section of this page, but we also encourage you to read the information that follows here it its entirety, particularly if you are new to this role.  In case of questions, please contact the adviser for your department.

About Non-Degree Visiting Students

Non-Degree Visiting Student(NDVS)  is a specific academic designation with the University. The requirements for the designation of 'Non-Degree Visiting Student' (NDVS) are set by the office of the Provost.  Details about NDVS eligibility, benefits, and restrictions can be found in the Student Manual. Please also see the information provided by the Graham School. The sections outlined below are taken from the student manual.

Graduate Level NDVS Eligibility

Per the UChicago student manual, Graduate Non-Degree Visitors are advanced graduate students pursuing a graduate level degree at another academic institution, who are at the research or writing stage, and who temporarily work on their research project with a faculty member at the University of Chicago. Graduate non-degree visiting students are:

  • Considered to be in a full-time student status;
  • Charged the Non-Degree Visitor fee per quarter as well as other mandatory fees;
  • Eligible to participate in laboratory-based research;
  • Not eligible to enroll in courses at the University (thus exempt from the immunization requirements);
  • Not allowed to take on a teaching position with the University; and
  • Given student privileges such as access to the libraries, student housing, athletic facilities, and electronic networks

Graduate non-degree visiting students must comply with all University rules and regulations and are subject to student disciplinary systems. This status is available for no more than four consecutive quarters, including the summer quarter. This status may be extended by up to four consecutive quarters upon recommendation of the faculty sponsor and the area Dean of Students and with the approval of the Executive Vice Provost. (Student Manual)

Undergraduate NDVS Eligibility

Per the student manual, Undergraduate Non-Degree Visitors are advanced undergraduate students pursuing a degree at another institution who would benefit from undertaking research at the University of Chicago. Undergraduate non-degree visiting students are:

  • Allowed in summer quarter only; 
  • Considered to be in full-time student status;
  • Registered through the appropriate area Dean of Students or the Graham School of Continuing Liberal and Professional Studies;
  • Charged a Non-Degree Visitor fee as well as other mandatory fees;
  • Required to have health insurance;
  • Eligible to participate in laboratory-based research;
  • Not eligible to enroll in courses at the University (thus exempt from the immunization requirements); and
  • Given student privileges such as access to the libraries, student housing, athletic facilities, and electronic networks.

Undergraduate non-degree visiting students must comply with all University rules and regulations and are subject to student disciplinary systems. This status is available for the summer term only and will not be extended. Summer term is understood to extend from the first day after the end of the spring quarter to the last day before the beginning of the autumn quarter; this is meant to accommodate differences in the academic calendars of institutions world-wide. (Student Manual)

A student who has been offered and has accepted admission to a graduate program at the University of Chicago may join the University as a non-degree visiting student for the summer immediately preceding the beginning of graduate studies with the University. Summer term is understood to extend from the first day after the end of the spring quarter to the last day before the beginning of the autumn quarter.

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Required Expenses and Costs

NDVS are responsible for all tuition and fees, unless other arrangements have been made by the department.  To qualify for an I-20 or DS-2019, admitted international NDVS must prove that they have sufficient funds to cover the following expenses:

  • Tuition and fees
  • An estimated cost of living
  • Mandatory health insurance
  • Additional costs for dependents (spouse, children), if applicable

Even if the department is paying all tuition and fees for the NDVS, the estimated expenses must be provided to OIA, as they must be itemized on the student's I-20 or DS-2019.  All expenses are estimates assessed by a quarterly basis. Quarterly expenses cannot be prorated, even if you are here for part of a quarter only.

Estimating Expenses

When you request an NDVS document, you must provide the estimated expense amounts for the categories listed above on the request form. This is the case even if the PI or department is providing funding to cover all costs. Use the following guidance in creating your estimated expenses:

  • Tuition and fees: This should be a pre-determined and set amount with your department
  • Cost of living: Should reflect a modest lifestyle and should be the same for all students.  The estimate cannot be adjusted for personal circumstances
  • Health insurance: Use the current USHIP premium amounts
  • Dependents, if applicable: The additional cost per dependent per quarter is $1,000/dependent

Tuition and fee expenses must be calculated for the entire length of the quarter, even if the visitor is staying less than one quarter.  If the visit extends into the following quarter (by even a day), estimated expenses and funding for the entire quarter must be provided. We recommend paying close attention to quarterly start and end dates.  The cost of living can be adjusted to the time the NDVS is actually at the University.

Please note that for an NDVS to qualify for J-1 status, at least 51% of the funding must come from institutional third-party sources.

A listing of all acceptable funding types can be found on our website, as well as requirements for each.  Please ask students to carefully review these requirements.  Providing insufficient or unacceptable documents will cause the application to be returned to the department and delay processing.

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Undergraduate NDVS Funding

Required Funding for International NDVS - Undergraduate 

Please note that international undergraduate NDVS can come to the University for the summer, i.e. at maximum from the day after spring quarter ends until the day before autumn quarter begins. However, not all areas accept undergraduate NDVS. Those that do host undergraduate NDVS are listed below.

Tuition for international undergraduate NDVS differs across the University. The information below is listed by academic area and may change.

Chicago Booth School of Business
Tuition $300
Student Health Fee $295
Transcript Fee $60
Cost of Living $5,490
Total $6,145
Institute for Molecular Engineering
Tuition $150
Student Health Fee $295
Transcript Fee $60
Cost of Living $5,490
Total $5,995
Division of the Physical Sciences
Tuition $150
Student Health Fee $295
Transcript Fee $60
Cost of Living $5,490
Total $5,995

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English Language Requirement for NDVS

NDVS must meet an English language requirement.  NDVS must meet the requirement in one of the following ways:

  • TOEFL spoken score of 18 or better
  • IELTS spoken score of 6 or better (academic test)
  • PTE spoken score of 50 or better
  • AEPA of "Basic" or better*
  • Having attended a U.S. higher education institution full-time for at least one academic year within the past 5 years
    • Only applies to school in the U.S. Employment in the U.S. does NOT count towards the English language requirement

*Proficiency levels of the AEPA exam are

  • Excellent
  • Proficient
  • Functional
  • Basic
  • Limited

The English language requirement may be waived if the applicant is a native of or studied in full-time status for at least one academic year within the last five years in only the following countries:

  • The U.S.
  • The United Kingdom
  • Ireland
  • Australia
  • New Zealand OR
  • English medium universities in Canada or South Africa.

Students who studied in English in other countries, for example, India, Pakistan, the Philippines, Hong Kong, Singapore, etc., are not exempt from the English language requirement.

If an NDVS you are inviting has met the English language requirement by other means than those listed above, please contact OIA before submitting a request.

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Immigration Status Options for NDVS

All NDVS will be given F-1 Status unless the following conditions are met:

  1. Student is receiving at least 51% of their funding from an third-party, source, such as the University, home institution, or scholarship (this is federal a requirement for J-1 status). Family, friend, and personal funds do not qualify for J-1 status.

    -AND- One of the following:
     
  2. The student's funding source requires that you choose J-1 status (i.e. China Scholarship Council Funding)
    OR
  3. The student will be accompanied by a dependent spouse and they are interested in working in the U.S. (The J-2 spouses of J-1 students can apply for U.S. work authorization)
    • Note: This circumstance is exceedingly rare, because obtaining employment authorization takes several months after arrival in the U.S. and most NDVS are not in the U.S. long enough to benefit from such a step.

If the prospective NDVS makes you aware of either of these situations, make sure to notate that they will be a J-1 student.  Otherwise, the visitor will be given F-1 status.

A Note About J-1 NDVS

If an NDVS comes to the University in J-1 status, the J category applied will be "student, non-degree" which is limited to a total of 2 calendar years by federal regulations. To be eligible for J-1 status, the majority of a student's funding must come from sources other than the student or the students family or friends. The funding submitted with the DS-2019 application must be the funding that makes them eligible for J-1 status (e.g. the scholarship letter). Visit our website for a comparison of F and J student status.

A Note about Tourist Status, B-1/B-2, and/or ESTA

Individuals in B status or under the Visa Waiver Program (ESTA) are not eligible to be an NDVS at the University. If someone is currently in the U.S. in either category, the only way to become an NDVS with the University of Chicago is to leave the U.S. and re-enter in the appropriate status. 

If a prospective NDVS is in F-1 or J-1 status with another institution in the U.S. or if a prospective NDVS is in another non-immigrant status in the U.S., please consult with OIA on appropriate steps.

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Required Health Insurance

All NDVS Students: Per University policy, all non-degree Visiting Students are required to have health insurance that meets or exceeds the University standards. Students are automatically enrolled in and billed for USHIP insurance each quarter. To opt out of (waive) USHIP, students must provide proof of insurance that meets or exceeds the University minimums.

J-1 NDVS: In addition to the University requirements listed above, federal regulations make health insurance a condition of Ex­change Visitor (J) status in the United States and specify the types and levels of cover­age. The requirement applies to all J-1 Exchange Visitors and their J-2 dependents for their entire stay in the US.  The University's USHIP coverage also meets the federal J-1 requirements.

If J-1 students fail to carry the required insurance, the University must terminate their participation in its J Exchange Visitor program and report that termination in SEVIS. This termination would end the student's lawful presence in the U.S. and affiliation with the University. Compliance with the insurance requirement is the student's responsibility.

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Bringing an International NDVS to the University

To legally study as an NDVS in the U.S., students must come into the country on a status that allows full-time study. The University sponsors students in F-1 and J-1 status.  The following instructions take you through the process of applying for sponsorship for prospective NDVS:

STEP 1: Formally Accept the NDVS and Enter in AIS

You will work with the student to figure out details of the arrangement, NDVS project, PI, dates, and any agreed upon funding. Pay close attention to the dates, as overlapping a quarter by even one day will require you to apply a full, additional expenses.

  1. Make sure you've reviewed and understand the NDVS departmental responsibilities
  2. Enter the student in AIS. The student must have the following:
  • Full name
  • Date of birth, as shown in the passport
  • Student ID number
  • Permanent foreign address (must be outside of the U.S.)

STEP 2: Collect Documents from the Student

Before you submit your request to OIA, you must collect the following documents from the student and check them for completeness:

Review all documents for accuracy and completion before moving on to the next step.

STEP 3: Submit OIA Request to OIA

Once you've determined that student is eligible for NDVS status and review all necessary documents for completion, the request must be submitted by an authorized approver to OIA. 

There are two ways to do this:

  1. Through the Electronic NDVS Request Form 
    OR
  2. Through Slate, if your department has been set-up to use Slate for NDVS submissions

    NOTE: Because of the complicated nature of NDVS requests, high volume of requests, and security concerns, we cannot accept paper, Tank/Box, or email submission of NDVS documents or materials. Please submit your NDVS applications either through the NDVS e-request linked above or through Slate (if it has ben configured for NDVS admissions) 

NDVS requests can be submitted by these authorized approvers only. Contact the approver listed for your department if you have any questions.

Either way you choose, you will need to provide the following information on the application:

  • Student name and ID number
  • Copy of valid passport
  • If F-1: country of birth and citizenship
  • If J-1: city of birth, country of birth, residence, and citizenship
  • Start and end dates of NDVS program
    • Remember to keep an eye on the dates. If the student overlaps a new quarter by even one day, they must be charged the tuition and fees of an entire new quarter.
  • Visa type (F or J)
    • This will be F-1 unless student meets J-1 criteria outlined above
  • Total estimated expense amounts
  • Copies of acceptable financial documentation meeting the estimated expense amounts
  • Confirmation of how student has met NDVS English-language requirement
    • OIA does not need to see proof of English proficiency; you just need to make us aware of how they met the requirement. However, you must keep the documentation with the student's record to meet our federal compliance requirements.
  • Mailing method for the I-20/DS-2019

STEP 4: OIA Processes Request and Creates I-20 or DS-2019

Complete requests will usually be processed within 10-14 business days. Due to the detailed nature of immigration work, expedite requests can rarely be honored and we cannot guarantee a faster turnaround time. We recommend submitting the application 3-5 months before the visitor plans to come to the University.

Only when all documents have been received with complete information can OIA begin processing the request. If OIA receives an incomplete NDVS Request, OIA will contact the administrator who submitted the request to obtain the missing information. However, this will delay the processing of your request.

Once processing is complete an I-20 (F-1 students) or DS-2019 (J-1 students) will be created.

STEP 5: I-20 or DS-2019 is Mailed to Student

Once the document is created, it needs to be mailed to the student. University administrators (including those in OIA or departmental offices) cannot  send electronic copies of signed I-20s/DS-2019s to students. 

OIA offers several ways to get the original I-20 or DS-2019 to the NDVS: 

  • Department picks up document from OIA and mails it to the student. In this case, OIA emails the contact person listed in the Request Form, so the unit can pick up the I-20 or DS-2019 and send it to the NDVS through express mail.
  • Student pays for express shipping and document is send by OIA directly. The student  must create and pay for a shipping label through E-Ship Global and OIA prints and uses the label. We cannot accept other prepaid arrangements, such as a personal FedEx account. 
  • Student selects regular airmail and OIA sends the document free of charge. Although this is not generally recommended, it is an option. OIA will send the I-20 or DS-2019 via regular airmail to the address listed in the Request Form. This method does not come with a tracking number or estimated shipping time and can take significant time.

STEP 6: Student Applies for Visa and Enters U.S.

Once the student has their F-1 I-20 or J-1 DS-2019, they must do the following:

  1. Pay the SEVIS fee and print the SEVIS fee receipt
  2. Make a visa appointment and contact a U.S. consulate/embassy to apply for an F-1 or J-1 visa no earlier than 120 days before the I-20/DS-2019 start date
    • Canadian Students: students from Canada (holding a Canadian passport) do not need to apply for an F-1 or J-1 entry visa.  All other steps and immigration regulations will apply, including needing an I-20/DS-2019, paying the SEVIS fee, and entering the U.S. in F-1/J-1 status.
  3. Once the student has the visa, they must enter the U.S. with their F-1/J-1 documents no more than 30 days before the I-20/DS-2019 start date.
  4. Submit an online NDVS check-in form within 3 business days of arriving in Chicago. If the student fails to report their arrival, the SEVIS record will automatically be invalidated by the SEVIS system.

 

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Other Important NDVS Info and Resources

Departmental Responsibilities

All departments requesting NDVS status and bringing NDV students to the U.S. are responsible for all of the following:

  • Supplying all of the required information that is necessary to completed the NDVS request to OIA through either the electronic request form or Slate (if set up for NDVS admissions)
  • Informing OIA of any changes in arrival date if the NDVS will not arrive by the start date listed on the Form I-20 or DS-2019
  • Advising newly arrived F-1 and J-1 NDVS to check in electronically within 3 business days of arrival with all relevant immigration documents (Form I-20 or DS-2019, passport, and visa). This includes the documents of spouses or children in F-2 or J-2 status
  • Properly registering the NDVS in AIS as 'full time' every quarter present, including summer
  • Informing OIA of early departure of an NDVS who leaves the program before the indicated end date on Form I-20 or DS-2019
  • Updating OIA regarding any changes in funding or other material changes from what was originally indicated on the Request Form
  • If students are at a low English level, the department is responsible for providing resources and English-language assistance to ensure the visitor has the sufficient ability to to understand and comply with University policies, follow immigration laws, and participate in campus student life.

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5-Point Letter for J-1 or F-1 NDVS Holding a Medical Degree

To comply with immigration law, foreign physicians coming to the U.S. to conduct non-clinical research in J-1 status must present -in addition to other documents- a document from the University of Chicago specifying from which activities they are restricted. When submitting an NDVS request for a foreign physician to OIA, please include the 5-point letter, signed and dated by the faculty supervisor. The NDVS will be required to sign and date the relevant section of the document before applying for a visa to come to the University.

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NDVS Request Approvers:

Requests for immigration documents for international NDVS must be approved by the Office of the Dean of Students. Please note that we can only accept a request if it has been signed by the individual listed for your academic unit below:

Without the required signature, OIA cannot process your request.

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Forms

  • NDVS Request Form: To be submitted only by the authorized approvers listed above
  • Request for Extension: To be used if student needs additional time as an NDVS. Must submitted by the authorized approver listed above at least two weeks before current I-20/DS-2019 end date.

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