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International Students & Scholars

J-1 Application Process

The process of requesting a J-1 DS-2019 begins when an academic department decides to sponsor a foreign national for an exchange visitor program.  Departments will find below a step-by-step description of the process for sponsoring a J-1 exchange visitor (EV) in the following categories: Research Scholar, Short-term Scholar, Professor or Specialist categories.

The hosting faculty supervisor must hold a permanent or tenure track position with the University. The supervisor’s information is included in the J-1 Program Information E-form. They must hold a title in the Professor or Scientist series. Note: This does not include adjunct faculty.

Employee Paid Worker - Faculty Regular and Non-Regular

  • Initiate Hire using “Hire Employee” task
  • Export Control Questionnaire
  • HireRight Background Check
  • Create Faculty Contract Agreement & Upload: UMCP Faculty Agreement 
  • HR Analyst enters Passport/Visa details: Enter visa type, Enter “000” for visa number field while visa is in process and upon approval update visa number with I-94 number
  • Provost Office Partner Approval 
  • Integration:
    • To bring in UID and temporary SSN for new employees
    • Integration to iTerp for new employees - this will create their record in iTerp
    • Rehire - The UID will be the same. The integration will search for the previous UID based on First Name, Last Name, and DOB (SSN)
    • If the FN is currently employed with an active appointment, they will have an existing profile in iTerp. Start the J-1 process in iTerp.

Contingent Worker - Non-paid Faculty

  • Initiate Contract Contingent Worker -  New Pre-Hire
    • Select Contingent Worker Type - Non Paid Worker
    • Select Job Profile - Non Paid Faculty
    • Business Title is required for visa processing in the Additional Information section. Titles eligible for J-1 visa
  • Export Control Questionnaire
  • HireRight Background Check
  • Prepare and upload non-paid agreement: Visiting Researchers - Foreign
  • Provost Office Partner Approval 
  • Integration:
    • To bring in UID and temporary SSN for new employees
    • Integration to iTerp for new employees - this will create their record in iTerp
    • Repeat Visitors - The UID will be the same. The integration will search for the previous UID based on First Name, Last Name, and DOB (SSN)

Complete the “J-1 Request for Immigration Sponsorship.” 

  • ISSS will confirm if start date is feasible and identify transfers
  • ISSS approves the e-form, granting access to department e-forms. 
  • Department completes e-forms and gives Scholar access to iTerp. 
  • Scholar completes e-forms
  • Department is notified the scholar has completed the e-forms and the department submits the request to ISSS.
  • Upon receiving the request, ISSS will review and determine eligibility. If the EV  is eligible, ISSS will prepare and issue a J-1 DS-2019. Processing of a DS-2019 form can take approximately two weeks. ISSS will digitally sign and email the J-1 DS-2019 to the scholar and copy the department.  

The following resources will help the departments create the request.  

*Training is required before access is granted to iTerp. 
To schedule training, please contact Siemy Khan, VP/Provost

Once the exchange visitor receives the DS-2019 form they will:

  • Review the DS-2019 for errors
  • Pay the SEVIS fee of $220 online, at least five days before the visa interview
  • Complete the DS-160 visa application form
  • Schedule and appear at visa appointment at the US Embassy/Consulate 
  • The US embassy will issue a visa stamp in EV’s passport. 
    • Visa wait times vary from country to country. 
    • ISSS estimates an average of 1 - 2 months for a visitor to book a visa appointment, receive the visa, and make travel and housing arrangements for his or her stay in the U.S.
    • Some may go through additional clearance called Administrative Processing which adds 3 - 4 months to the visa application process.
  • ISSS will invite the EV to a pre-arrival orientation. Pre-arrival Orientations are held monthly via Zoom.
  • EV will be granted access to pre-arrival videos on housing, insurance, and the visa application process
  1. J-1 Exchange Visitors must report to campus within 30 days of their program start date. If delayed, the EV should contact the department and ISSS with an updated travel itinerary. Upon entry into the U.S., the EV will contact the hosting department for human resources and payroll processing and check-in with their faculty host. 
  2. Documents Check: Exchange Visitors are required to submit their immigration documents electronically in iTerp.  This is a requirement of the Department of State (DOS). The following documents are required for the check-in:
    • Passport
    • Visa
    • I-94 electronic record
    • Form DS-2019
    • If applicable, dependent’s passport, visa, I-94 card and DS-2019 form
  3. Appointment Approval in Workday (Only for Contingent Worker - Non Paid Faculty): ISSS reviews check-in documents, validates J-1 records in SEVIS, and approves academic appointments for Contingent Workers Faculty.
    • “Appointment Speciality” and “Title” should match “Business Title”
    • ISSS no longer approves appointments for paid faculty.
  4. J-1 Orientation: Exchange Visitors must attend an ISSS J-1 scholar orientation session. ISSS hosts J-1 Scholar orientation every Thursday at 10:00 am, except holidays. An email will be sent to the scholar after they complete their Documents Check with exact time and location information for the next orientation session.
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