Bringing a Visiting International Scholar to KU
The Department of State has a new website all about the J-1 Visa Exchange Visitor Program:
http://j1visa.state.gov/basics/.
Form: Initial Request for a DS2019 - to begin the process
of bringing in a visiting scholar (fillable pdf to complete and print)
Form: Initial Request for a DS2019 - Word version - to begin the process
of bringing in a visiting scholar
Form: Extend/Replace a DS2019 - to extend a scholar's program, add dependents, etc. (fillable pdf to complete and print)
Guide for Writing an Initial Invitation Letter - a sample template to help you construct your letter
J2 Dependent Work Authorization - information for
visiting scholars who want to request work authorization for their spouse
Unless the scholar will be paid by KU, remember to send proof of funding with the DS-2019 request.
The Coordinator for Visiting International Scholars is available to answer questions connected with temporary international visitors, and to help with issues such as computer access, library access, KU ID cards, and so on. Please call our office at 864-6161 for assistance.
Please note: it is the responsibility of the hosting department to help the visiting scholar secure housing and transportation from the airport to the university.
Hosting a Visiting International Scholar at KU on a J-1 Program
Official Invitation letter
Prospective visiting scholars will need an official letter of invitation. This letter should detail the nature of the research the scholar will conduct, who will supervise or advise the scholar, and specifically what the department will be able to offer to the scholar. It may explain whether or not the department will be able to provide office space, staff assistance, departmental facilities, salary and or stipend, the agreed length of stay, and the dates scholar will be on campus. (See above for link to a sample letter.)
Official Appointment
All visiting scholars, regardless of the immigration arrangements that are made for them, must have an official University appointment indicating they have an academic relationship to KU. Any scholar who will be on the University payroll should be appointed according to the specifications of their contract with the specific department.
For those scholars who will not be paid by the University, the appropriate appointment is generally KU Affiliate, Temporary Visiting Scholar. (NOTE: the IP office will take care of affiliate appointments for scholars that are not paid by KU.)
Fill out the Initial Request for a DS-2019 Form
To bring a scholar on a J-1 visa, a faculty member will need to make what is called an Initial Request for a DS-2019 (the form used to be called an IAP-66). This form has many specific questions on it pertaining to the scholar's personal bio data. The faculty sponsor may need to email the prospective scholar specific questions in order to fill out this form. To fill out the request, the faculty member will need to know the following:
PRIMARY APPLICANT
Last Name (as spelled in passport)
First Name (as spelled in passport)
Date of Birth
Country of Birth
Country of Citizenship
City of Birth
Gender
Country of Legal Permanent Residence
Position in Country of Residence
Middle Name, if available
U.S. Address, if available
DEPENDENT/S
Last Name (as spelled in passport)
First Name (as spelled in passport)
Date of Birth
Country of Birth
Relationship to Primary Applicant
City of Birth
Nationality
Include documents providing proof of financial support, unless employed by KU
If sponsored by home country, university, or other program, please provide a copy of the letter of sponsorship; if using personal funds, a bank account statement should be supplied.
Please include a copy of the name-and-photo page of the visitor's passport
This is a new requirement, intended to help prevent small but significant errors which can occur when the visitor or department fails to supply complete and accurate information for some reason. Then a new document must be issued and sent via FedEx, causing delay and additional expense.
After completing the Initial Request form, please submit the request along with supporting documents to International Programs, Room 300, Strong Hall.
Applying for a J-1 Visa
When the DS2019 is ready, the sponsor is notified and may pick it up or have it sent through campus mail. The sponsor sends the DS2019 and related materials to the scholar by FedEx (secure and trackable).
After receiving a DS-2019 (and other materials), the scholar should immediately pay the SEVIS fee (currently $180) and make a visa application appointment, being sure to specify that they are applying for the J-1 visa. Wait times are often much shorter for scholar visas. (Instructions for paying the SEVIS fee are sent along with the DS2019 form.) Prospective scholars will also need to complete the online form DS-160 and pay the required visa fee. NOTE: Form DS-7002 is NOT required for Research Scholars, Short-Term Scholars, or Professors.
Some new regulations have been passed recently and your scholar may want to check with the consulate to ask what forms he/she will need to bring with her (i.e., birth certificate). If all goes well, a visa stamp will be issued (within their passport) and the DS-2019 form will be returned to the scholar. Together, these two items make the scholar valid for entry into the U.S. under the J-1 category.
Useful Websites:
- U.S. Embassies and Consulates: http://www.usembassy.gov/
- Visa wait times: http://travel.state.gov/visa/temp/wait/wait_4638.html
- Countries with limited or no U.S. visa services: http://travel.state.gov/visa/temp/info/info_1302.html
Health Insurance
All visiting scholars are required to have health and accident insurance (for themselves and any accompanying dependents while in the United States) that is in compliance with regulations set forth by the US Department of State. Insurance should be purchased as soon as possible after arrival in the U.S. KU employee insurance alone does not meet these requirements. The faculty sponsor or other person requesting the DS-2019 document is responsible for informing visiting scholars about this requirement, since it involves financial plans. IP has information on health insurance policies for international visitors, and appropriate coverage can be purchased through IP. Visiting scholars who wish to use insurance from their home countries must provide verification that their coverage meets Department of State requirements. (The International Programs office can supply scholars with the appropriate form.) A scholar who does not have appropriate health insurance coverage is not employable at the university, and could be subject to termination.
Check-In at the International Programs office
When the scholar has finalized the arrival date, the scholar or hosting department should email the International Programs office to schedule an appointment with the Coordinator for Visiting International Scholars. It is best to inform International Programs in advance, so a proper arrival package and orientation can be arranged for the scholar.
Scholars are required to check in at IP within 15 days of the start date of their program. The university is required by law to report scholars who fail to check in and failure to do so could result in the termination of their program, so this check-in is VERY important. If the scholar will not arrive within 15 days of the start of their program, it is important to notify the Scholar Coordinator.
Social Security Numbers
All visiting scholars who will be on the University's payroll must have a social security number. In order to be issued a number, the scholar must present his/her passport and immigration documents to the Social Security Administration officials at 1440 Wakarusa Dr. (843-2254). It is very important that the new scholar check in with me and wait until they have been in the U.S. for a least 10 business days (2 weeks) before going to apply for a Social Security card. Going to the Social Security office too soon can actually have the effect of delaying the application. Due to new immigration regulations, it can take up to six weeks to get a social security card, although it usually takes 2 weeks or less.
KU Identification Card (KUID)
Visiting scholars who will not be on the KU payroll will get a KUID card through the assistance of IP. Visiting Scholars on the KU payroll will get a KUID through their department affiliation. Current University regulations allow scholars who are at KU for at least 3 weeks to receive a KU ID card. Scholars who are at KU for less than 3 weeks may have a KU online ID and access to the library, but not an ID card. IP can help to arrange this if necessary.
Transportation to Lawrence
(Informational page maintained by International Student Services)Maintaining Status
- Carry your I-94 at all times.
- Keep your passport valid at all times.
- Don't let your DS-2019 expire. (The expiration date is located in section 3 of your DS-2019.)
- Carry health insurance throughout your entire J-1 program for yourself and any J-2 dependents.
- Only engage in the program as described in section 4 of your DS-2019.
- Only engage in short term consultations and occasional lectures in your field if you have obtained prior written approval from the RO/ARO* designated by your program sponsor (listed in section #2 on your DS-2019), if you will receive remuneration for your services.
- Employment outside one's program objective is NOT permitted.
- Have your DS-2019 signed by the RO/ARO* designated by your program sponsor before traveling out of the country if you plan to return to the U.S. in the same J-1 program.
- If you want to change program sponsors, you will need to work with the Scholar Coordinator to transfer your J-1 program to the new institution.
- You are legally required to report any change of address within 10 days to the Scholar Coordinator.
- Consult with the Scholar Coordinator if you have any questions.
*RO = Responsible Officer
ARO = Alternate Responsible Officer (International Scholar Coordinator)
Important Things to Know
Health Insurance
Health and accident insurance is REQUIRED by U.S. federal law for all J-1 Exchange Visitors and their J-2 dependents during the period of time that an exchange visitor participates in his/her program. An exchange visitor who willfully fails to maintain the insurance coverage shall be subject to termination from the Exchange Visitor program. A more detailed explanation is available in ISSS and on our office's website. At a minimum, the insurance coverage shall include:
- Medical benefits of at least $50,000 per person per accident or illness;
- Repatriation of remains in the amount of $7,500;
- Expenses associated with medical evacuation in the amount of $10,000; and
- A deductible not to exceed $500 per accident or illness.
Two Year Home Residency Requirement
Some J-1 exchange visitors are subject to this requirement and some are not. An exchange visitor is subject to INA 212(e) requirement, if the following conditions exist:
- The program in which the exchange visitor was participating was financed in whole or in part directly or indirectly by the United States government or the government of the exchange visitor's nationality or last residence;
- The exchange visitor is a national or resident of a country designated as requiring the services of persons engaged in the field of specialized knowledge or skills in which the exchange visitor was engaged for the duration of their program (Exchange Visitor Skills List 9 FAM 41.62, Exhibit II);
- The exchange visitor entered the United States to receive graduate medical education or training.
If the exchange visitor is subject to INA 212(e) requirement, he or she cannot change his or status to that of H, L, K, or immigrant lawful permanent resident (LPR) until he or she has returned to his or her home country for at least two-years or received a waiver of that requirement. Waivers can be difficult to obtain. For information, refer to U.S. Department of States's Waiver of the J Visa Two-Year Foreign Residence Requirement 212(e).
Occasional Lectures or Consultations
At the discretion of the responsible officer, professors may freely engage in research and research scholars may freely engage in teaching and lecturing; this will not be considered a change of category. Incidental lectures or short-term consultations are permitted with the approval of the responsible officer so long as they are directly related to the objectives of the exchange visitor's program, incidental to the exchange visitor's primary program activities, and do not delay its completion date. The exchange visitor needs to receive permission in writing PRIOR to commencing the lectures or consultations.
If KU is the program sponsor, the department must endorse the occasional lecture or short-term consultation. For more information please contact the Visiting International Scholar Coordinator in the International Programs office.
Change of Category or Employer/Department
A request for a change of category (section #4 of DS-2019) must be clearly consistent with and closely related to the participant's original exchange objective and necessary due to unusual or exceptional circumstance. Scholars/Professors may be able to change employers/departments as long as they continue to pursue the original program objective, as listed in section 4, Subject/Field Description. A responsible Officer or Alternate Responsible Officer will have to submit a written request with supporting justification for the change to the U.S. Department of State on behalf of the participant, along with a nonrefundable fee. If the Department grants the request, a new Form DS-2019 is issued. If the the request is denied, the participant is expected to return home no later than 30 days from the date of the Department's notice or the program's end date indicated on original DS-2019, whichever is later.
Change of category may be difficult to obtain. If participant is changing to student category it may be easier for the participant to leave the U.S. and re-enter as a J-1 Student. Please direct your questions to the Visiting International Scholar Coordinator.
Program Extensions
J-1 Research Scholars and Professors are allowed a maximum stay of five years,
assuming J-1 status is maintained. Any program extension (up to the five year maximum)
cannot be granted to a participant who has applied for and received a waiver of INA 212(e), the two year home residency requirement, from the U.S. Department of State.
Two Year Repeat Bar
The Two-year (24 months) bar prevents those individuals who are current J-1 Professors or Research Scholars from repeat participation (as a Research Scholar or Professor) for a period of two years immediately following the completion of their program. This does NOT apply to Short Term Scholars.
Duration of Status
All J-1 exchange visitors are admitted to the United States for duration of status - meaning they do not have a specific departure date on their I-94 card, but rather "D/S". J-1 exchange visitors with "D/S" may stay in the U.S. as long as they are maintaining their J-1 status; however, the time period is not to exceed the maximum duration participation allowed for categories. J-1 exchange visitors are given a 30-day grace period after their completion date of their program in order to prepare to depart the U.S. Employment is not permitted during this 30-day grace period.
Early Departures
Any time an exchange visitor completes his/her program more than 30 days prior to the completion date on the DS-2019, the International Scholar Coordinator MUST be notified.
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