The J-1 EXCHANGE PROGRAM
The Exchange Program (J-1 Program) is administered by the U.S. Department of State. When a department wishes to bring an international researcher, scholar or visiting professor to the U.S. to undertake research, teaching, or observation activities on a short-term basis, that department must execute the attached Request for J-1 Visa Document and send it to the Office of International Students and Scholars. The request must be accompanied by a *copy of the letter of invitation, specifying the visitor’s duties and the source of funding during the visitor’s stay. If the funding will be from the visitor’s country or institution or another source, an original letter from the sponsor must be included. The letter must specify the amount and duration of the support. In addition, a FedEx airbill must be included with your application materials unless you prefer to pick up the documents and send them to the prospective J-1 visitor. Please note that this category cannot be used for tenure track faculty positions.
- Please be specific when completing items concerning the legal residency, the visitor’s position in his/her home country, and the source of funding, as they have a direct bearing on applicability of the two-year foreign-residence requirement of U.S. law. In some instances, the legal residency of the visitor may not be the same as his/her country of citizenship. Under current U.S. law, some visitors may be subject to the two-year home-residence requirement upon completion of their programs because of their specialized knowledge and skills or their source of funding.
If the visitor is currently in the United States on a J-1 visa, please have them complete the Transfer Form and give it to their international office.
IMPORTANT: According to the rules and regulations governing the J-1 exchange visitors program, the International Student & Scholars Office is prohibited by the US Department of State from issuing a DS-2019 to begin a new program under the professor/researcher category to visitors who have been in the United States in the preceding 12 months on a J visa in any category. Exceptions to this rule are those who were here in the “Short Term Scholar” category, were in the U.S. for less than 6 months, or are transferring directly from another program. In order to ensure compliance with these rules, please have the prospective visitor complete the attached J-1 Status Eligibility Form (Page 2 of the Request form).
Action: When the above documents are received and reviewed, the visa document DS-2019 will be sent directly to the visitor with a cover letter, a copy of which will be forwarded to the department as notification that the document has been sent, IF you have provided the appropriate airbill. Otherwise, you will be contacted to pick up the documents so that you can send them.
Once the DS-2019 has been issued, we will send a photocopy to your office.
ARRIVAL OF INTERNATIONAL VISITOR
NOTE: J-1 visitors MUST report to the OISS no later than 30 days after the reporting date on the DS-2019 or they will be out of visa status. It is vital that you notify the OISS IMMEDIATELY of any delay in arrival beyond that date so that a new form can be issued.
Upon arrival of the visitor, the department should make photocopy of the DS-2019, passport identification page, visa, and I-94 and forward it to the Office of International Students & Scholars. If the visitor is accompanied by any dependents, we would appreciate copies of their documents, as well. This information is routinely kept on all international students and scholars and is considered confidential. Additionally, we will send a letter to the prospective J-1 exchange visitor telling him/her that he/she must contact the OISS within five days of arrival to make an appointment for a mandatory orientation session, in order to avoid going out of visa status and inadvertently finding him/herself to be in the U.S.A. illegally. The visitor can bring the documents to the OISS when this visit is made.
EXTENSIONS OF STAY
US Department of State regulations dictate that short-term J-1 exchange visitors can be in the US for up to 6 months with no further extension available, while regular J-1 participants can be in the US engaging in their research and teaching responsibility for up to five (5) years. Your department may choose to request the DS-2019 to be issued for only one year at a time. If you do, a visitor who will be continuing his/her status with your department must have his/her “stay” extended. To initiate the extension procedure, the department should send a J-1 Extension Request Form to OISS at least one month prior to the expiration date on the visitor’s DS-2019. A new document will be prepared and the foreign visitor will be notified to come to this office to complete the procedure. He/she will need to bring the passport at that time. Six-month extension beyond the three year limitation may be possible if the professor or researcher need this additional period to complete his/her responsibilities. Please refer all questions to the Office of International Students and Scholars.
We will forward a photocopy of the DS-2019 for extension to your office.
INSURANCE COVERAGE FOR J-1 VISITORS
US Department of State regulations require WVU to monitor insurance coverage for exchange visitors and their dependents on campus. The regulations establish minimum coverage as follows:
Repatriation of remains in the amount of $7,500.00
Expenses associated with medical evacuation of the exchange visitor to his/her home country in the amount of $10,000.00
Medical benefits of at least $100,000.00 per accident or illness
A co-payment of $10.00
A waiting period for pre-existing conditions that is reasonable by the current industry standards.
A deductible not greater than $500.00 per accident or illness
Coverage for activities inherent to the exchange program.
Additionally, the regulations set forth rating requirements for acceptable policies. Such policies must be underwritten by a company rated “A” by Best of Insurance Solvency International, “AA” by Standard and Poor or “B+” by Weiss Research. Brochures complying with these requirements can be obtained at OISS.
J-1 Transfer Procedures for Scholars and Researchers
- Transfer-Out
An exchange visitor may transfer from one program sponsor to another if the purpose of the transfer is to complete the objective for which he or she was admitted to exchange visitor status and if the exchange visitor remains within the same participant category. A transfer request application must be submitted to the Office of International. Students & Scholars.
The faculty adviser hosting the exchange visitor must concur with the transfer out. After being notified by the exchange visitor that he or she intends to transfer programs, It must first be determined that: - 1.The transfer is consistent with the goals of the exchange visitor program
- 2. The Exchange Visitor is currently in valid program status; and the transfer will not extend the exchange visitor’s stay beyond the permissible time for the category
- 3. The Program begin date will be filled in automatically as the same date as the transfer effective date. That field cannot be changed.
- 4. The Program end date in the exchange visitor’s record cannot be changed through the Edit DS-2019 fields.
- Transfer-in
All transfer-in exchange visitors must have their program participation validated by the transfer-in RO, no later than 30 days after the transfer effective date. Validation represents the program sponsor’s acknowledgement that the exchange visitor has reported as required, and requires the program sponsor to update the SEVIS record with the exchange visitor’s current U.S. address.
INFORMATION FOR ACADEMIC TRAINING for J-1 STUDENTS
ELIGIBILITY:
Academic Training may be taken during or after a course of study. It allows part-time work while classes are in session and full-time during vacation periods. In certain circumstances, the student may interrupt study to work full-time, for example while the student is writing a thesis.
J-1 students in non-degree programs are eligible. The following conditions must be met:
1. The primary purpose of the student’s stay in the United States must be study rather than Academic Training.
2. The student must be in good academic standing at the school named on the Form IAP-66. 3. The proposed employment must be directly related to the major field of study
4. Throughout the Academic Training, the student must maintain permission to stay in the United States, and apply for extensions as necessary.
5. The student must maintain health insurance coverage for him/herself and any J-2 dependents throughout the Academic Training.
Limitations:
1. The employment may be authorized for the length of time necessary to complete the goals and objectives of the training, provided that the amount of time is approved by BOTH the academic dean or advisor AND the J-1 Responsible Officer. It may not exceed the period of the full course of study or 18 months, whichever is shorter. If the student receives a Ph.D., the post-doctoral training may last as long as 36 months. Additional Academic Training, beyond the 18- or 36-month limit, is allowed only if it is required for the degree.
2. Part-time employment for Academic Training counts against the 18- or 36-month limit the same as full-time employment.
3. Earning more than one degree does not increase the student’s eligibility for Academic Training.
After Completion of the student’s program of study:
1. Academic Training approved after completion of the program must be reduced by any prior periods of academic training.
2. Academic Training following completion of the program of study mus involve paid employment.
3. The student must obtain a written offer of appropriate employment and present a copy to the J-1 Responsible Officer no later than 30 days after the end of the program, or will lose eligibility for Academic Training after completion.
4. If the student plans to leave the United States after completion of the program and reenters the country for J-1 Academic training, the employment authorization must be obtained to insure reentrance before departure. Consult your J-1 Responsible Officer for advice.
APPLICATION STEPS:
- Submit a Request for Academic Training permission to the Office of International Students & Scholars, consisting of the following documents:
1. Request for Academic Training Authorization (this is a fillable PDF document)
2. An offer letter from your prospective employer that includes:
- a) your job title
b) a brief description of the Goals and Objectives of the Training program (employment)
c) the dates and location of the employment
d) the number of hours per week
e) the name and address of the training supervisor.3. A letter from your academic advisor or dean, on Department letterhead, stating:
a) the goals and objectives of the specific training program
b) A description of the training program, including its location, the name and address of the training supervisor, number of hours per week, and dates of the training
c) how the training relates to the student’s major field of study
d) why it is an integral or critical part of the academic program of the exchange visitor student
APPLICATION PROCESSING
The J-1 Responsible Officer must evaluate the Academic Training and issue a letter of approval along with and DS-2019, not to exceed 18 months at a time, provided the employment is warranted and appropriate.
DEPARTURE OF INTERNATIONAL VISITOR
When the visitor has completed his/her program in your department, please complete the attached Termination Report and forward it to this office within 10 days before the expiration of the current DS-2019 form. In some cases, the visitor may be transferring to another institution to continue the same activity. If this is the case, the visitor will need to notify the OISS of the program they intend to transfer to, and the intended transfer date, at least 30 days before his/her intended transfer date or current DS-2019 expiration date, whichever comes earlier.
REGULATIONS FOR EXCHANGE VISITORS
Exchange visitors who come to the United States under the auspices of this program are subject to certain federal regulations, summarized on the Agreement. If you or the visitor have any questions, please call this office.
J-1 Specific Forms & Requests:
Please note:
- Most forms that you need to fill out are FILLABLE .pdf documents. Just click your cursor where you need to put information, then type and print it. You may tab between fields. You need at least Acrobat Reader 5.0 to use these files. It is a free download.
- Please allow us five working days to complete all DS-2019 related work.
Applications & Information:
- J-2 Permission to Work
- Travel – Please remember to bring your DS-2019 to the OISS at least two weeks before you leave the U.S. so that we can make sure that the document has been signed.