Guidelines for Scholar Orientations & Assistance
(Internal - staff use only)
Yes, international scholars do get more personalized service than international students. Why is that?
1. International scholars may have a more limited command of English.
2. International scholars have access to fewer support systems than do the students.
3. International scholars do not have the option to live on campus, as do students.
4. Generally speaking, international scholars may be more isolated in their day-to-day life at Duke compared to students.
Scholar Orientations are held Monday through Friday at 1:30pm and on Mondays at 10:00am and 1:30pm at the International House, 2022 Campus Drive. Tel. 684.3585
Scholar Orientations. Include a discussion of:
Getting around Campus
Housing
Transportation (cars and buses)
Banking
Activities
Resources for Spouses
Safety
Health Insurance
Shopping
Schools (if needed)
ESL classes (if needed)
Starting an orientation session. Have all newly arrived scholars fill out the Scholar Registration Sheet. Conduct an orientation, outlining the areas listed above.
Find out what needs or questions a scholar has.
If scholar is looking for housing, three pertinent questions to ask:
Will you have a car or do you need to be within walking distance?
What is your budget?
Do you want to live by yourself or share an apartment?
If you have more than one scholar in your orientation session, do a quick needs assessment. If you find scholars have different needs (i.e. one has to find housing, another has to have his electricity turned on), start with the general information for all participants. Then you can finish by addressing individual needs. Those whose questions have been answered are then free to leave.
Time Frame. I-house staff member is not expected to spend the entire day with scholar, although it issometimes necessary to do so. Staff member is advised to inform scholar roughly how much time she/he can spend with scholar that particular day. Scholar is invited to return the next day if she/he needs continued assistance.
Tactful ways to remind the scholar that the assistance session is winding up. “I have to return to the office. It is time for me to eat my lunch. Do you want me to drop you at West Campus so you can also get a bite to eat?” Or, “I have to return to the office to finish up paperwork before 5pm. You are welcome to return tomorrow morning for assistance.” If staff member has to get back to office, scholar is welcome to stay at the furniture store, or apartment complex, etc. and then to take a taxi back to campus or apartment.
For those scholars without an automobile, scholar assistance will include visits to: Duke Power; Verizon Phone Mart; apartment complexes; Rental Furniture Store; Doctor’s office; Dept. of Motor Vehicles at Northgate Mall; Car Rental Office (if someone is not available to pick up scholar); Public Schools; Grocery Store (for new arrivals only); Walmart/Kmart (for new arrivals only); Automobile Insurance Companies.
Assistance will no longer include taking scholar to look at used cars. If an individual needs to get to used car lot, then he or she must ask someone from department or hire a taxi. If he/she wants to purchase car from an individual, then he/she can ask seller to bring car to him/her to examine. I recommend sellers and buyers to meet in the Ihouse parking lot, if they are uncomfortable to meet at their home.
Should a scholar not be able to attend the weekly Wednesday 10:00am trip to Social Security, then I-house staff will try to arrange an alternative time for him/her.
For those individuals who need to sign up for health insurance, they may do so during one of the orientation sessions. If this is not possible, then they may schedule an appointment with a staff member to discuss their options.
When a department secretary or administrator calls to inform you that a new scholar is arriving, ask her/him to fill out a Request for International Scholar Services. This form is also found on our web page. Additionally remind the secretary that I-house is available to assist at certain times of the day only. This way the secretary can plan accordingly.
When you correspond with incoming scholar, remind him/her that, after their arrival, Ihouse staff are available to assist at certain times of the day so that he/she can plan accordingly as well. This information should be in the welcome letter, but scholars do not always pay close attention to the letter! Info overload.
I-house staff do not pick up new scholars at the airport. This is the responsibility of the scholar’s department.
I recognize that this schedule will not always be convenient to incoming scholars, and we may have some disappointed or upset clients. However, we hope this schedule will be a more efficient use of staff time in order to assist the growing number of international scholars coming to Duke University and Duke Medical Center.
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Division of Student Affairs/International House lmg/July 2004 Guidelines-Scholar Orientation