1. International students will consult with their home campus program faculty exchange coordinator.
2. If approved the Overseas Faculty Exchange Coordinator will send the list of prospective students to the Cal Poly Faculty Exchange Coordinator.
3. The Cal Poly Faculty Exchange Coordinator will send out application packets to the Overseas Faculty Exchange Coordinator approximately (6) months before the start of the academic year/quarter cycle.
   
   
   DS-2019 Request Fill-In Form
   
   Application form - developed by Department ( See sample)
   
   It is best to send the DS-2019 Request Fill-In Form as an e-mail attachment so the student can fill it out electronically and e-mail it back to you, ensuring maximum legibility. A hard copy with signature can follow along with the other documents. Once the application materials are fully completed by the potential exchange student, the Overseas Faculty Exchange Coordinator will return the completed packet to the Cal Poly Faculty Exchange Coordinator.
4. The Cal Poly Faculty Exchange Coordinator will review, verify legibility and accuracy of information and initial that all information is correct -- specifically date of birth (mm/dd/yyyy), city of birth, financial support ($4,500 US dollars per quarter), and the address where the DS-2019 should be sent. Forward the completed and signed application materials to IEP. Please collect undergraduate degree information for students who will be studying at the graduate level.
5. For students who are accepted, the FEC will forward the DS-2019 Request Fill-In Form, proof of funds (totaling $4,500 US dollars per quarer), and a cover letter to IEP. The cover letter includes the names, degree level, major, and email addresss for each student and the quarters the students will attend Cal Poly.

In order allow students time to apply for their visas, completed application materials will be due in the IEP office as follows:

• Fall Quarter - April 1
• Winter Quarter - August 15
• Spring Quarter - November 15
• Summer Quarter - February 1
  

6. IEP staff will enter the student data into the PeopleSoft system. IEP staff will then prepare the DS-2019 and the welcome packet. The welcome packet contains a cover letter, the acceptance letter from Admissions, the Exchange Visitor Program Welcome Brochure, a health insurance application, and a petition to approve alternate health insurance. Note: Students will not be able to register for classes until proof of approved health insurance is provided to IEP .
7. IEP will notify the FEC when the packet is ready to be picked up and sent out to the student. At least three months should be allowed for students to apply for and receive their visas.
8. After enrolled at Cal Poly, if the exchange student is interested in receiving Academic Training (Work Authorization), the Faculty Exchange Coordinator will assist the student with the process as outlined on the J1 Visa Employment Options Handout .
   

1. IEP will promote exchanges during Study Abroad informational meetings and will coordinate the Study Abroad Fair.
2. The Cal Poly Faculty Exchange Coordinator will notify the IEP office of the names and the social security numbers of Cal Poly outgoing students. All notifications must be made at least three months before classes start at Cal Poly.
   
   Preferred deadlines are as follows:
   
   Winter / Spring Exchange - November 15
   Summer / Fall Exchange - May 1 or sooner
   
3. The Cal Poly Faculty Exchange Coordinator will provide the application and materials concerning the exchange program to the students. Each exchange student shall demonstrate that he/she has adequate funds for travel to and from the host institution and for subsistence during the period of enrollment at the host institution. The exchange student shall show that during his/her participation in an exchange program that he/she has health insurance coverage and travel assistance coverage in accordance with the minimum requirements provided for California State University International Programs.
   
   All exchange students must execute an appropriate Off Campus Academic Program (or Exchange) Release Agreement, Off Campus Academic Program (or Exchange) Student Agreement, and Off Campus (or Exchange) Medical Information and Authorization Form. Such documents must be filed with the Faculty Exchange Coordinator prior to departure, and will be maintained by the Faculty Exchange Coordinator at the academic department or college office.
   
4. The Cal Poly Faculty Exchange Coordinator will submit a new program budget, which lists expenses incurred by student while on program for the following year to IEP for review.
5. The FEC will provide current contacts for the exchange host school for security reasons as well as current catalogs for each exchange host school.
6. The IEP office will notify the exchange reporting office (i.e. Admissions, Financial Aid, Student Accounts, Records, Fiscal Services, etc.) of the incoming and outgoing students. The report includes student's name, social security number, program budget, attended university name and country, quarters of participation and the exchange program code. Cal Poly Faculty Exchange Coordinator will be responsible for verifying student's full time enrollment at the host university.
7. The IEP office will conduct pre-departure workshops for all outgoing students. Cal Poly Faculty Exchange Coordinator will recommend and publicize that outgoing students attend IEP pre-departure workshop.