Department essentials

J-1 scholar proof of employment letter

RE: J-1 exchange visitor employment/hosting status for [name of scholar]

To Whom it May Concern:

This letter is submitted to confirm the employment/hosting status of the above-named scholar.

The [academic unit] at the University of Missouri in Columbia is currently employing/hosting [name of scholar] in the position of [job title]. [Name of scholar] began employment/program on [start date listed on DS-2019].

Your assistance with the process of issuing this scholar and/or dependent a driver’s license is greatly appreciated.

H-1B scholar proof of employment letter

RE: H-1B employment status of [name of scholar]

To Whom It May Concern:

This letter is submitted to confirm the employment status of the above-named scholar.

The [academic unit] at the University of Missouri in Columbia is currently employing [name of scholar] in the full-time position of [job title].

Your assistance with the process of issuing this scholar and/or dependent a driver’s license is greatly appreciated.

Once the courtesy appointment PAF has been processed, the J-1 scholar is assigned an eight-digit employee identification number (EmplID) and a one-digit employee record number. The scholar must take a copy of the courtesy appointment PAF (with either an EmplID/employee record number or an official SSN) to the MU ID Office, which will create the Mizzou ID card. The ID Office will not be able to create an ID until at least one set of these numbers is on the PAF.

The process of obtaining a key or ID card access for a J-1 scholar employed by Mizzou follows the standard procedure for all new hires. Courtesy appointments may receive keys only from the Mizzou employee who has requested them. The Mizzou employee must make the request to the building coordinator, who will then procure the keys from Campus Facilities. The Mizzou employee will then lend the key to the J-1 scholar to use during their stay. The Mizzou employee to whom the key was issued will be responsible for the key’s use and must return the key to the building coordinator upon the scholar’s departure.

After a courtesy appointment PAF has been submitted, an employee ID number has been issued and the J-1 scholar has obtained a Mizzou ID card, they must take the card and a letter from the department to the library. The letter must spell out information about the J-1 scholar’s program and confirmation that the department is willing to take full financial responsibility for any materials the scholar uses while at Mizzou. It also should list any limitations to the privileges being granted to avoid possible misunderstanding.

To simplify this process, International Student and Scholar Services provides a sample letter approved by the library. Please use this sample when creating the department letter:

To: MU Library Circulation
From: [MU academic unit]

Regarding: Request for library privileges for an international visiting scholar

To Whom It May Concern:

This letter is written on behalf of [name of scholar and Social Security number, if available], a visiting scholar from [scholar’s home country]. S/he is working alongside [name/title of sponsoring faculty] in the [MU academic unit]. The purpose of his/her stay is to [very brief description of scholar’s role at MU].

We are requesting that [name of scholar] be granted library privileges for the duration of his/her stay at MU, which will be until [program end date]. The department takes full financial responsibility for all library materials and equipment utilized by [name of scholar] during his/her time at MU.

Both the department and [name of scholar] are informed regarding the scope and limitations of these privileges, which include:

• Standard check-out privileges, including interlibrary loans.
• Access to most, but not all, databases while in the library, but no off-site access.
• Access AND check-out privileges of bound journals

Thank you for assisting [name of scholar], our honored guest, in this process.