Guidance for Hosting International Visitors or Delegations

(Adapted, non‑policy guidance for faculty and staff)

Purpose

Hosting international visitors—whether individual scholars or institutional delegations—can advance Illinois State University’s teaching, research, and internationalization goals. This guidance is intended to help faculty and staff plan visits thoughtfully, coordinate with appropriate campus offices, and ensure visits align with institutional priorities and compliance expectations.

Step 1- Determine the Nature and Purpose of the Visit

Before committing to host a visitor or group, clarify:

Who is visiting

Individual faculty, staff, or administrator
Group or delegation representing an external institution, organization, or government entity

Why the visit is taking place

Exploring academic collaboration
Advancing an existing partnership
Participating in lectures, meetings, or campus events
Observational or courtesy visit

Visits that are connected to institutional partnerships, senior leadership engagement, or long term collaboration generally require early coordination with OIE at least 3 months before the visit.

Step 2 - Engage the Office of International Engagement Early

Faculty and staff should consult the Office of International Engagement (OIE) when:

A visit involves an international institution or organization
The visit may lead to a formal agreement or partnership
The visitor represents their institution in an official capacity
Multiple campus units or senior leaders are expected to participate

OIE serves as a coordinating and advisory office to help ensure visits are appropriate, aligned with ISU’s international strategy, and routed through correct institutional processes.

Step 3 - Confirm Institutional Alignment and Feasibility

When planning a visit, hosts should consider:

Alignment with ISU’s academic mission and internationalization priorities
Support from the department, school, and/or college
Capacity to meaningfully engage the visitor during their stay
Clear outcomes (e.g., next steps, follow‑up actions, or decisions)

Visits should be intentional and structured to ensure mutual benefit rather than purely ceremonial engagements.

Step 4 - Address Compliance and Risk Considerations

International visits may raise considerations related to:

Research security and export controls
Data sharing or access to facilities
Immigration or visa status (for longer or more formal visits)

OIE may involve other campus offices as needed to review and advise on these matters. Hosts should not make commitments related to access, data, or collaboration without appropriate review.

Step 5 - Plan Visit Logistics Collaboratively

Once a visit is approved in principle:

Develop a draft agenda with clear objectives
Coordinate meetings with relevant faculty, staff, or administrators
Plan campus tours or program visits that support the visit’s purpose
Clarify who is responsible for logistics such as space reservations or scheduling

For visits involving senior leaders or multiple units, coordination through OIE helps ensure consistency and appropriate protocol.

Step 6 - Document Outcomes and Follow Up

After the visit:

Summarize key discussion points and outcomes
Identify any proposed next steps (e.g., exploratory talks, draft agreements, future visits)
Share relevant information with OIE if the visit may lead to ongoing collaboration

Documenting outcomes helps ensure continuity and institutional memory, particularly for partnership‑related engagements.

Step 7 - Distinguish Visits from Formal Agreements

Hosting a visitor does not in itself create an institutional partnership or agreement. Any formal collaborations—such as memoranda of understanding or exchange agreements—must follow ISU’s established review and approval processes through OIE and other required offices.

Important Note

This document provides adapted guidance, not official policy. Hosts should always defer to current Illinois State University procedures and consult the Office of International Engagement for case specific direction.