Hiring and Support of International Scholars

This webpage will assist current Baylor University faculty and staff who are involved in various portions of the International Scholars hiring process to ensure Baylor University stays in compliance with the United States of American Federal Government.

For additional resources or general questions please email international_employment@baylor.edu.

Faculty, staff, and candidates are encouraged to contact HR during their application process with any questions they may have regarding sponsorship.

Recruitment & Support Guidance

Baylor University Human Resources is a strategic partner for hiring and retaining International Scholars across multiple departments.  We are here to help you with compliance, onboarding, relocation, and many other needs that may occur when sponsoring visa holding employees.  Questions about visas may be directed to HR International Employment.

• Sponsorship of international scholars is a team effort. Departments that sponsor international scholars will be required to meet multiple obligations. Such as:
  • Drafting and maintaining a relevant job description for all work performed.
  • Assist in the visa application process by completing and submitting all paperwork required by our international team.
  • Keeping Human Resources aware of any significant difficulties that the International Scholar is having with their assignment.
  • Notification of any material changes to job duties, salary, length of assignment, or work location. Changes are required to be communicated to Human Resources International Employment and your HRC prior to any change. 

Interviewing Faculty & Postdoctoral International Scholar Candidates

When hiring International Scholars:

• All parts of a job search process should be conducted in the exact same manner as for any US resident regardless of a known or suspected need for sponsorship.
• During the interview process, please refrain from discussing or asking the candidate about a possible need for sponsorship until the candidate has indicated a need for sponsorship, or they have accepted a job offer with the university.
• In the event that the candidate does indicate a need for sponsorship please notify international_employment@baylor.edu immediately for guidance and support.
• Please direct any specific sponsorship questions from the candidate directly to the HR International Employment team.

Notification of Potential International Scholar Hire

Baylor Human Resources International Employment should be contacted as soon as a candidate divulges a need for sponsorship.  The typical time for this will come after the candidate has been offered, and accepted the position. The hiring department and/or candidate are welcomed and encouraged to contact the Human Resources International Employment team at any time during the recruitment process.

• Faculty - after the contract has been accepted the Coordinator for Faculty Hiring will discuss with your faculty candidate their work eligibility.  If the candidate needs visa support, the coordinator will reach out to International_Employment@baylor.edu.
• Staff (Postdoctoral) - after a job offer has been accepted by a postdoctoral candidate their recruiter will engage with them to determine work eligibility. If sponsorship will be required the recruiter will reach out to International_Employment@baylor.edu.

Visa Types & Support Levels

Baylor sponsors faculty and postdoctoral candidates through two visas. The type of visas offered for the assignment should be decided and documented prior to the beginning of the search. Visa applications can take a considerable amount of time. Each type has benefits and drawbacks for both the University and the employee.

• H-1b Visas

  • The H-1B work visa is issued to foreign nationals who are sponsored by a U.S. employer to work in the United States on a temporary basis working in a specialty occupation. H1B visas require lengthy work and processing times.
  • An H-1B application involves multiple Baylor and government departments and often take upwards of 6-8 months to complete, if not longer.
  • Departments and employees who wish to pursue an H-1B visa should begin the process 8 months to a year prior to their anticipated start date by contacting your Human Resources at International_Employment@baylor.edu as well as your departmental Human Resource Consultant (HRC).
  • Processing times can be from 3 months to over a year depending on various factors.

• J-1 Visas

  • J1 visiting scholar visas are processed through the Center for Global. Engagement. See the information from the CGE office on J1 visas here.
  • J1 visas require less processing time and expense than an H1B.
  • There are specific requirements from the University and the International Scholar while they are employed by Baylor.
  • Processing times can be from 1 - 3 months or longer.

• Legal Permanent Residence (LPR/Green Card)

  • The "Green Card" process is not one Baylor conducts for an employee. However, Baylor Office of General Counsel can refer an employee to outside legal counsel. Baylor can also work with an outside legal counsel of the employee’s own selection. Outside counsel may not process an employer sponsored Green Card for a Baylor employee without the University’s approval. This will involve the Department/Supervisor working with Baylor Office of General Counsel to provide the offer letter, recruitment, search committee report and other possible documentation. The HR International Employment team will work alongside the OGC to facilitate any needed additional processes that may be required. 
  • If an employee requests LPR/Green Card sponsorship, please contact international_employment@baylor.edu and your HRC as soon as possible so we are able to assist you in this process.

Extensions of Existing Sponsorship

Work authorizations often have an expiration date. It is the responsibility of the employee to monitor this date and discuss with their supervisor at least 1 year in advance. HR International Employment will attempt to contact the employee and their supervisor at 1 years, 6 months, 3 months, and each of the final four weeks before the expiration.

• If an employee notifies you of an upcoming expiration date, please email International_Employment@baylor.edu.
• The type of visa controls the process and time.
  • J1 - special rules surround the extension which can be found here.
  • H1B - H1B visas can be extended once.
    • The costs and process for an extension are the same as for an original application.
    • When you decide to support your international scholar employee in an H1B extension please contact your departmental HRC and email the International_Employment@baylor.edu inbox.