Medical School GME Office
Departments/Programs
Governing Board
J-1 Applicant
GME
Service Category – ECFMG / Visa Process ---1
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Page 1 of 3
J-1 Visa INITIAL Application
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TYPES OF APPLICATIONS
START
Department/
program selects
trainee.
(NRMP Match or non-Match
recruitment)
Department/
program
communicates to
trainee expected
visa type.
Program notifies
GME within FIVE
(5) days of
selection of
trainees on visas:
ECFMG TPL/Visa Manager
ECFMG TLP/Visa Manager
NOTE:
If IMG: Department/program
must submit a copy of the
IMG’s current, valid ECFMG
certificate to MMCGME
Services
J-1 Visa
Sponsored by ECFMG
ECFMG TPL/Visa
Manager works
with J-1 trainee to
begin application
process
See
separate
maps for
process
steps.
(both ACGME-accredited
program and non-accredited
programs)
ECFMG TPL/Visa Manager
H-1B Visa
Other
Types
Initial J-1
Sponsored by department/
program
Permanent
Resident
Trainee has permanent
resident status (Green card),
or the application is
pending.
Application and
support
documentation
collected by
ECFMG TPL/Visa
Manager from J-1
applicant.
Continuing J-1
NOTE:
*Applications cannot be sent
to ECFMG until stipend rates
for upcoming Academic Year
are established and
announced (typically midNovember).
*ECFMG TPL will send
welcome letter via e-mail to J1 trainee with information on
how to start application, typical
timelines, etc.
*ECFMG cannot issue DS2019 until six (6) months prior
to upcoming year’s start date
both ACGME-accredited
program and non-accredited
programs)
See separate
process map for
more information
Other
Examples:
- Chief Resident
-status change (from
research scholar to alien
physician)
See separate
process map for
more information
NOTE:
Program Coordinator will be
asked to assist in process by
providing the following:
- ECFMG offer letter – TPL will
generate letter, send to
Program Coordinator via email
for printing on letterhead and
assistance in getting both
Program Director and J-1
trainee to sign. Copy of final
signed letter to be sent to TPL
for J-1 Visa Application.
Original kept in applicant’s
personnel file at program
level.
- ECFMG fellowship program
description, if applicable –
template for this is attached
to the ECFMG application
MANAGEMENT OF J-1 VISA PROCESS
Effective August 1, 2010: all J-1 visa applications will be managed centrally by the ECFMG TPL/Visa Manager in the GME Administration
office. Program Coordinators will no longer be involved in the application process, with the exception of Step 7.
DESCRIPTION OF J-1 VISA / IMMIGRATION TYPE
J-1 – Exchange visitor sponsored by the Educational Commission for Foreign Medical Graduates (ECFMG); maximum of 7 years sponsorship
in accredited GME programs.
Last updated:
1/28/2011
Medical School GME Office
Departments/Programs
Governing Board
J-1 Applicant
GME
Page 2 of 3
Service Category – ECFMG / Visa Process ---7
GME verifies that
application and
support material
are complete,
signs Part B of the
application.
J-1 Visa INITIAL Application
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Make copy of
application and
supporting
documentation for
GME files.
Add
information to
tracking
database.
Send application
and supporting
material to ECFMG
via FedEx.
ECFMG Regional
Advisor processes
application and
sends DS-2019 to
GME.
Letter from
Associate Dean for
GME and Program
Director sent to J1 applicant,
outlining
expectations as J1 trainee in U of M
GME program
GME preps for
document
distribution:
ECFMG TLP/Visa Manager
ECFMG TLP/Visa Manager
ECFMG TLP/Visa Manager
ECFMG TLP/Visa
ECFMG TLP/Visa Manager
Manager
NOTE:
If not complete, ECFMG TPL/
Visa Manager will contact J-1
applicant to resolve any
deficiencies to the application.
NOTE:
Copy of application and
supporting documentation is
scanned and saved in
appropriate file on N:\ drive,
based on academic year (N:\
GME\ECFMG and Visas\J
Visa\Scanned J-1
applications)
NOTE:
GME includes a return airbill
to expedite receipt of the DS2019.
NOTE:
DS-2019 is produced by the
US Department of State
(DOS).
NOTE:
If any issues arise related to
the application materials, the
ECFMG Regional Advisor
contacts GME. GME then
follows up with the J-1
applicant to resolve any
deficiencies within the
application.
NOTE:
This letter is included with the
DS-2019 (step 14)
1. Scans the DS-2019
and retains copy for
GME file
2. Emails J-1
applicant and Program
Coordinator/
appropriate
department HR/payroll
contact that DS-2019
has arrived from
ECFMG and is ready
for pick-up; includes in
e-mail:
- a scanned copy of
the DS-2019 for
program files
- information on
completing “Validation
of Initial Arrival”
requirement (see step
17)
ECFMG TLP/Visa Manager
Last updated:
1/28/2011
Medical School GME Office
Departments/Programs
Governing Board
IMG/J-1 Trainee
GME
Page 3 of 3
Service Category – ECFMG / Visa Process ---14
GME delivers the
original DS-2019 to
J-1 trainee.
ECFMG TLP/Visa Manager
NOTE:
Person accepting delivery of
DS-2019 from TPL must sign
tracking sheet as proof of
receipt.
Included in packet:
1. Original DS-2019 for J-1
trainee and dependents (if
applicable)
2. Information on J-1 visa
status from ECFMG (included
with every DS-2019)
3. Letter from Assoc. Dean of
GME (See step 14)
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J-1 trainee has DS2019 to process J1 Visa.
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IMG must either
travel to home
country to process
J-1 Visa or
process J-1 Visa
here through INS.
J-1 trainee
forwards following
to GME:
completed
“Validation of
Initial Arrival”
form; copy of J-1
visa/stamp in
passport; copy of
I-94 Departure
Record.
(regional office)
NOTE:
Applicant is STRONGLY
ENCOURAGED to travel to
home country (if not there
already) to process J-1 visa
stamp. Internal J-1 visa
processing in the U.S. via INS
is only recommended for
those already in the U.S. who
cannot travel due to medical
condition or family issue (i.e.
sick child/parent/partner, etc.)
Internal J-1 visa processing
can take up to 6 months and
failure to start training by start
date on Residency Agreement
can lead to termination of the
contract.
NOTE:
Validation of Initial Arrival
documents must be submitted
to GME immediately upon
arrival to the US, not on the
trainee’s start date.
Information on Validation of
Initial Arrival also given to J-1
trainee in steps 12 and 13
J-1 Visa
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GME faxes
documents to
ECFMG; initial
arrival completed
for GME purposes.
J-1 trainee must
obtain a Social
Security Number
(SSN) from Social
Security
Administration
Office.
Once SSN is
received AND prior
to start date in
dept/program, J-1
trainee must bring
documentation to
Central Payroll.
NOTE:
If new start/end dates
identified by program or
trainee before start date,
Validation of Initial Arrival
must note this and a new
Residency Agreement/
ECFMG offer letter will be
required with the documents
to complete this step. ECFMG
will then issue a new DS-2019
with the amended start/end
dates.
NOTE:
Social Security Administration
Office information:
NOTE:
Required documents --- DS-2019
- passport with J-1 Visa stamp
- I-94 (Arrival/Departure card)
1811 Chicago Avenue South
Suite 2
Minneapolis
IMPORTANT
Office hours:
9:00 am to 4:00 pm
Monday through Friday.
Phone: 800–772–1213.
Website: www.ssa.gov/
Per Central Payroll, the
sponsoring department/
program’s HR/Payroll office
has responsibility to check the
EDMS (Enterprise Document
Management System) report
for visa expiration dates. This
report applies to all
international medical
graduates who are not
naturalized U.S. citizens or
lawful permanent residents of
the U.S.; this means the report
includes individuals on J-1
Visas.
Anytime there is a change in
status (i.e. expiration of
current DS-2019) for a J-1
trainee, the J-1 trainee must
complete a new I-9 form with
support documentation at
Central Payroll.
Last updated:
1/28/2011