The Intercampus Exchange Program allows qualified graduate students to take advantage of educational opportunities at campuses within the UC system: ICEP Application (PDF)
*Non-UCSD students: The ICEP process begins at your home campus. Check your home campus website for additional eligibility criteria.
NOTE: UCSD students studying at UC Berkeley during the spring semester must remain registered at UCSD for both winter and spring quarters.
The Exchange Program allows qualified graduate students to take advantage of educational opportunities at both campuses: UCSD/SDSU Exchange Application (PDF)
*SDSU students: The Exchange process begins at SDSU. Check with your campus for additional eligibility criteria.
EAP is a system-wide program which permits UCSD students to study abroad at host institutions and for foreign students at UC Study Centers to attend UC campuses for one-year of non-degree study.
UCSD graduate students seeking to study abroad through EAP need to consult the EAP office in the International Center. Permission to participate in the EAP program is granted by the home department and the Dean of the Graduate Division. Prior to departure, the student must have completed one year of graduate work and be in good academic standing.
Applications for admission to UCSD from EAP students are forwarded by the UC EAP office and to the Graduate Admissions. Departments should forward any application received directly from the EAP office to the Graduate Admissions in its entirety.
EAP students are not permitted to stay beyond one year.
In exceptional cases, the Dean of the Graduate Division may approve requests for admission to a Masters or PhD degree program. In these cases, the student's application must be considered in competition with other students seeking admission for the same quarter of status change. If the student is approved to change status during or after the EAP year, all fees for that EAP year must be repaid to UCSD.
If approved to change to a Doctoral level, the doctoral time limits will begin accruing with the student's first quarter of registration at UCSD.
IMPORTANT CHANGES AFFECTING JUNIOR SPECIALISTS
READ ABOUT NEW REGULATIONS FROM THE DEPARTMENT OF LABOR AFFECTING PAY FOR JUNIOR SPECIALISTS AT: http://grad.ucsd.edu/_files/financial/PPS/visitinggrad.pdf
A VGS is a pre-doctoral graduate student (PhD, MA, MS, MBA, or MD) pursuing research at UCSD related to their degree program at their home institution. The VGS must be enrolled in a degree granting program or equivalent at an institution of higher education other than the University of California. The UC appointment must serve an academic purpose for the unit in which they are visiting. Prior to the visitor's arrival, the appointment must be approved by a faculty sponsor, the department chair or organized research unit (ORU) director, and the Dean of the Graduate Division (See Full Policy[PDF]).
A. Non-Salaried Visiting Graduate Student - Visitor Graduate (WOS) Title Code 3730
A non-salaried VGS receives financial support for their visit from their home institution (grant, fellowship/scholarship) or personal funds. See "Compensation" below for support level requirements.
A non-salaried VGS does not receive financial support from their UCSD faculty sponsor.
NOTE: Non-salaried Visiting Graduate Students are NOT to be entered into PPS at this time.
B. Salaried Visiting Graduate Student - Junior Specialist
A salaried VGS may receive partial or full support from their UCSD faculty sponsor via the Junior Specialist Title. Approval for this title must be requested in advance by submitting an appointment to the Graduate Division. See “Compensation” below for support level requirements.
For data entry guidelines, please see Guide for Visiting Graduate Students [PDF]
C. Terms of Service
VGS should normally be appointed for periods of no less than three months and may be appointed up to one year at a time. Appointments may be extended up to an additional year with a break in service for a total of two years maximum with appropriate justification.
All VGS engaged in research activities at UCSD, and appointed for six months or less, must have financial support that meets the J-1 visa requirement of $2400 per month effective 2/1/16 (increased from $1700 per month).
All VGS appointed for more than six months must have financial support comparable to that available to UCSD graduate students enrolled in similar disciplinary programs for the duration of their appointment. The source of support may come from their home institution (fellowship/scholarship or grant), personal funds, and/or salary from UCSD.
Please see the following chart for a list of financial support levels by degree major: VGS Compensation Levels [PDF].
Regardless of the source of support, under no circumstances will the appointment of a VGS be approved if the student will receive support less than the minimum requirement for J1 visa holders. Under no circumstances should involvement of a VGS detract from financial support and/or resources that would be otherwise available to registered UCSD graduate students whether domestic or international.
An exception approval is required when a department is requesting a salaried VGS appointment above the amount paid to a registered UCSD graduate student in a comparable department.
NOTE: in all cases the maximum monthly dollar amount for the Junior Specialist title is $3337/mo effective 7/1/16.
Each Visiting Graduate Student (VGS) is required to pay a $100 nonrefundable processing fee. This is a one‐time fee that covers a period of stay up to 2 years. (Two years is the maximum stay currently allowed for a VGS without an exception to policy.) An additional $100 nonrefundable processing fee will be charged in the following instances:
There are two options to pay the processing fee: 1) upon arrival at UCSD, the VGS may pay the fee directly at the UCSD Cashier's Office, or 2) the Sponsoring Department may pay the fee via UCSD recharge. In all cases, the Sponsoring Department must supply an index number when submitting the original VGS appointment to the Graduate Division.
The processing fee is due on the 15th of the month following the appointment start date. For example, if the appointment begins October 1, the fee must be paid no later than November 15. If the VGS does not pay the fee by the deadline, the fee will be automatically recharged to the Sponsoring Department. For this reason, it is imperative that Graduate Division is notified of any changes to the appointment period.
All VGS must have a UCSD faculty sponsor who will host the visit. Prospective VGS should first contact the department chair or faculty with whom they would like to work and request an invitation. The host faculty and/or department are responsible for preparing and submitting the appointment packet three months prior to the visitor's arrival, in addition to preparing for the arrival (arranging for office space, if applicable). VGS may not enter the lab or university facility without an official approved appointment.
The appointment submission process for the VGS is through the Visiting Graduate Student Appointment System (VGSAS). VGSAS is an online administrative portal and database.
To request Department Administrator access to VGSAS, an authorized individual must send an e-mail to firstname.lastname@example.org. Once authorized, the Department Administrator will have the authority to assign users and user roles for the Sponsoring Department.
The link to VGSAS may be found here: https://vgs.ucsd.edu
The following documents will be required to be uploaded in VGSAS as a condition of the VGS appointment approval process. All documents must be in submitted in English.
* The Patent Acknowledgement Form with original signatures should be submitted. Please note that the Patent Acknowledgement Form may be uploaded through VGSAS in lieu of the original in order to expedite the review process, and under the condition that the original form will be submitted as soon as the visitor arrives. The original form must be submitted no later than 30 days after the appointment begin date to prevent delay/denial of future appointments. For non-salaried appointments, forward the original document complete with VGS and witness signatures to VGS Coordinator at MC 0003. For salaried appointments, forward the original completed document with required new hire paperwork to Payroll at MC 0952.
For International Visitors: Appointment material should be submitted at least 3 months in advance of the start date, and earlier for international visitors who require a visa. Once the VGS Appointment Form has been approved, the sponsoring department or ORU will submit the appropriate visa paperwork to the International Center at International Center. International students coming on F1-STEM should also note the new F-1 STEM OPT Extension Protocol below.
Upon arrival, an approved visiting graduate student may obtain a UCSD Campus ID Card. Information on how to obtain a UCSD Campus ID Card is available on the Blink web site at Blink website.
The appointment extension process for the VGS is through the Visiting Graduate Student Appointment System (VGSAS).
The following document is required when the VGS/Sponsoring Department is requesting an appointment extension:
F-1 STEM OPT extension: New regulations governing the F-1 STEM Optional Practical Training (OPT) extension are in effect as of May 10th, 2016. In order for UC San Diego to either continue to employ or hire new F-1 students during their STEM OPT period, the institution must meet new requirements. Students will be responsible for alerting their departments to their need for STEM extension support, and departments will have to decide to either meet these new requirements or sponsor students in an alternative visa classification that provides work authorization. For more information, see: http://blink.ucsd.edu/HR/supervising/hiring/staff/f1-stem-opt.html
It is required that all VGS have health insurance coverage 24 hours a day, including time spent at UCSD conducting research.
Effective September 1, 2014, this requirement must be met 1) through the UC San Diego Visiting Scholar Injury and Sickness Insurance Plan offered by Garnett-Powers, 2) through another insurer or 3) be provided by the student’s home country.
To enroll in the Plan offered by Garnett-Powers, visit http://www.garnett-powers.com/academics/sd/ or call toll free 1-888-441-3719. Note: The VGS appointment must be approved by the Graduate Division prior to enrollment in the Plan.
If the VGS has other insurance, it must meet the following requirements to waive the UCSD Plan. If the VGS is international with his/her own coverage, that coverage must also meet these standards that meet or exceed the J-1 Visa requirements, as well as provide this same coverage to the student’s eligible dependents. The minimum levels of coverage that must be offered through the student’s own insurance are:
If the student’s insurance meets these requirements, he/she may waive (decline coverage) for the Plan. The VGS must provide proof of insurance coverage by providing a copy of his/her insurance policy or schedule of benefits written in English. (If the policy is not written in English, the VGS must provide an official translation of the insurance.) The VGS may either scan and e-mail the document to VABP@Garnett-Powers.com or FAX it to 949-215-2275, attention UCSD Visiting Scholar Services.
Salaried VGS are eligible for Workers’ Compensation at UCSD if injured in the course and scope of their employment.
Workers Compensation coverage is not provided to a Non-salaried VGS.
Before agreeing to host a VGS from a foreign country, please review the information from the UCSD Export Control Office. That office can provide further guidance if there is a specific concern. http://blink.ucsd.edu/sponsor/exportcontrol/
A non-degree student is admitted for coursework only and must meet all the usual requirements for admission. A non-degree student is entitled to all services such as housing, library, and health center, but is not eligible for fellowships or assistantships. Non-degree status is for one year only, although in certain cases, the dean may be petitioned, using a General Petition, for a one-year extension.
Students commonly in this category are those applying for admission to medical school who need more science coursework; Education Abroad Program (EAP) students; and students applying for regular admission to a program who are seeking to improve their academic background.