INTERNATIONAL STUDENTS AND SCHOLARS CENTER
Discovery Hall, P.O. Box 872812, Suite 172
250 East Lemon Street, Tempe, AZ 85287-2812
ISSC/International Scholars at Phone: 480-727-4776 FAX: 480-727-7456
https://students.asu.edu/international/issc/faculty-and-research-scholars
DS-2019 REQUEST INSTRUCTIONS TO HOST J-1
EXCHANGE VISITORS
UNDER THE ARIZONA STATE UNIVERSITY EXCHANGE VISITOR PROGRAM
(Revised 7/7/2015)
The International Students and Scholars Center (ISSC) assists departments in bringing visiting international faculty and research
scholars to ASU.
Instruction Contents
WHAT IS THE J-1 EXCHANGE VISITOR PROGRAM?
CATEGORIES AND TIME LIMITATIONS
ELIGIBILITY REQUIREMENTS FOR EXCHANGE VISITORS
DEPARTMENTAL OBLIGATIONS FOR HOSTING EXCHANGE VISITORS
WHAT IS THE J-1 EXCHANGE VISITOR PROGRAM?
According to the U.S. Department of State (DOS), the purpose of the Exchange Visitor Program is to foster the exchange of
ideas between Americans and foreign nationals and to stimulate international collaborative teaching and research efforts. The
exchange of professors and research scholars promotes interchange, mutual enrichment, and linkages between research and
educational institutions in the United States and foreign countries.
Visiting professors, research scholars, or specialists (and, under limited circumstances, non-degree students) are eligible to
participate in the Arizona State University Exchange Visitor Program (P-1-01559).
Participants in this Program will enter the U.S. on a J-1 visa, which is the nonimmigrant visa classification for
"exchange visitors."
In order to get a J-1 visa or hold J-1 status under ASU sponsorship, Exchange Visitors must have a Form DS-2019 issued by
ISSC.
Activities are limited to teaching, lecturing, consulting, observing, or conducting research.
At the conclusion of the program, participants are expected to return to their home countries.
CATEGORIES AND TIME LIMITATIONS
Participants are accepted to the Program in one of the categories below. Note that J-1 status may not be used as a means of
general employment, but Exchange Visitors may be employed temporarily by ASU under the following categories:
1. Research Scholar: an individual primarily conducting research, observing, or consulting in connection with a
research project. Research scholars may also teach or lecture. Three-week minimum. Limit five years.
2. Professor: an individual primarily teaching, lecturing, observing, or consulting. A professor may also conduct research.
Three-week minimum. Limit five years.
3. Specialist: an individual who is an expert in a field of specialized knowledge or skill coming to the
U.S. for observing, consulting, or demonstrating special skills. Limit one year.
4. Short-Term Scholar: an individual coming to the U.S. for a period up to six months to lecture, research, observe, consult,
and/or to participate in seminars, workshops, conferences, study tours, professional meetings, or similar types of short-term
educational and professional activities. There is no minimum stay requirement.
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5. Student, Non-degree*: only for prospective exchange visitors who do not yet have a Bachelors degree. This category
requires a “prescribed course of study” at ASU and possibly a formal exchange between ASU and the student’s university
abroad. *Very limited—contact ISSC to discuss.
ELIGIBILITY REQUIREMENTS FOR EXCHANGE VISITORS
ASU DEPARTMENTAL SPONSOR
ISSC does not sponsor Exchange Visitors. A prospective Exchange Visitor must secure sponsorship from an appropriate ASU
academic unit and must have an ASU regular faculty sponsor. Faculty sponsors must employ a system to screen and select
prospective Exchange Visitors to ensure that they are eligible for program participation and that the program is suitable to the
Exchange Visitor’s background, needs, and experience.
ENGLISH LANGUAGE ABILITY: The faculty sponsor must evaluate that the Exchange Visitor possesses sufficient proficiency
in the English language to participate in his or her program; this determination is made ultimately by the consular officer prior to
issuance of the J-1 visa.
To help ensure a J-1 visa is granted to an Exchange Visitor with marginal English language skills (speaking, reading, writing,
listening), it may be helpful for the department to acknowledge in the invitation letter that the proficiency is satisfactory for
achieving the program objective. It is also helpful to arrange for a translator or guide to accompany the Exchange Visitor at the
beginning of the program—this may also be noted in the letter.
J-1 regulations require sponsors to determine that prospective scholars have sufficient proficiency in the English language to
participate in their program. [22 CFR 62.10(a)]. A sponsor must verify an applicant’s English language proficiency through a
recognized English language test, by signed-documentation from an academic institution or English language school, or through a
documented interview conducted by the sponsor either in – person or by videoconferencing, or by telephone if videconferencing is
not a viable option. This form must be completed, signed, and dated by the department.
EDUCATION
Exchange Visitors in the professor, research scholar, or short-term scholar categories should possess the minimum of a U.S.
Bachelors degree (or its foreign equivalent), with appropriate experience in the field in which research or teaching is to be
conducted.
FUNDING
Funding to support an Exchange Visitor and dependents throughout the Program duration may come from a variety of sources, but
in total must meet or exceed the amounts presented in the table below. Funding amounts should be money in hand to use for living
expenses; taxes and health insurance are above and beyond these figures.
REQUIRED MINIMUM FUNDING AMOUNTS:
Annual Living
Expenses
Monthly Living
Expenses
(excluding health insurance)
(excluding health insurance)
Exchange Visitor
Spouse
Each Child (13 years and older)
Each Child (up to 13 years)
$16,800
$4,200
$4,200
$2,400
2
$1,400
$350
$350
$200
HEALTH INSURANCE
Department of State (DOS) regulations require Exchange Visitor Program sponsors to monitor health insurance coverage for all
their sponsored J-1 Exchange Visitors and accompanying J-2 dependents for the duration of their exchange program in the United
States.
Regulations establish minimum coverage requirements as follows:
1) Medical benefits of at least $100,000 per person, per accident or illness;
2) Repatriation of remains in the amount of $25,000;
3) Medical evacuation coverage to his or her home country in the amount of $50,000.
4) A deductible not to exceed $500 per accident or illness
Please note that anyone in J-1 or J-2 Exchange Visitor Status may also be subject to the requirements of the Affordable Care
Act.
Scholars are provided an inexhaustive list of providers on the Medical Insurance Requirements and Compliance Form and
with their DS-2019. Additional detail is provided on the Letter of Invitation Requirements handout in this packet.
TWO-YEAR BAR ON REPEAT PARTICIPATION IN THE PROFESSOR OR RESEARCH SCHOLAR
CATEGORY
An Exchange Visitor Program participant who entered the U.S. under the Exchange Visitor Program in the professor or research
scholar category, or who acquired such status while in the U.S., and who completed his or her program, is not eligible to
participate again in either the professor or research scholar category for a period of two years following the end date of his or her
participation in that program.
12-MONTH BAR AFTER PREVIOUS J PARTICIPATION
An Exchange Visitor Program participant who entered the U.S. under the Exchange Visitor Program in any J category or status
other than professor or research scholar (including student, specialist, prescribed course of study non-degree student, J-2 dependent,
etc.), or who acquired such status while in the U.S., and who completed his or her program, is not eligible to participate as a
professor or research scholar for a period of 12 months following the end date of his or her participation in the previous program.
NOTE: Time spent as a Short-Term Scholar is excluded under this bar.
TWO-YEAR HOME COUNTRY PHYSICAL PRESENCE REQUIREMENT
An Exchange Visitor whose participation in the program is financed in whole or in part by the U.S. Government or by the
government of nationality or last residence, or who at the time of acquisition of J-1 status is a national or resident of a country on
the Department of State Skill’s List, faces a requirement to return and be physically present in the country of nationality or last
residence for an aggregate period of at least two years following departure from the U.S. This requirement makes such persons
ineligible to apply for an immigrant visa, permanent residence, or a nonimmigrant H or L visa until the requirement has been
fulfilled or waived.
J-1 VISA ISSUANCE AND NON-IMMIGRANT INTENT
Exchange Visitors must pay a Student and Exchange Visitor Information System (SEVIS) fee and secure a J-1 visa from a U.S.
consulate using the ASU DS-2019. Applicants should normally apply at the U.S. consulate or embassy with jurisdiction over their
place of residence. Procedures may be different from consulate to consulate, so Exchange Visitors are advised to visit the website
of the consulate at which they will have their visa interview for specific information on the visa application process at that
consulate.
A common barrier for many prospective Exchange Visitors is a determination by the U.S. Consular Officer based on the visa
application and personal interview that the individual intends to immigrate permanently to the U.S. The burden is on Exchange
Visitors to prove sufficient ties to the home country to establish their intent to return home upon completion of their Exchange
Visitor Programs. See http://travel.state.gov/visa/frvi/denials/denials_1361.html for more information.
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OCCASIONAL LECTURES AND SHORT-TERM CONSULTATIONS OUTSIDE ASU
Occasional lectures and short-term consultations outside ASU may be permitted under limited circumstances and ONLY with prior
written authorization from ISSC and documentation of the activity in SEVIS. Otherwise, such activity is PROHIBITED. Such
lectures and consultations must be directly related to the objectives of the Exchange Visitor’s program but incidental to the primary
program activities, and should not constitute an on-going activity or delay the completion date of the program. Note that situations
involving reimbursement of expenses by outside entities may require written authorization from ISSC, also. Consult ISSC prior to
incurring expenses that may be reimbursed by an outside entity.
OUT-OF-COUNTRY REPORTING REQUIREMENT
The U.S. Department of State now requires ISSC to enter data in SEVIS concerning an Exchange Visitor’s time out of the country
when their exchange activities require them to travel outside of the U.S. to participate in collaborative research projects and/or
associated program activities for any period of time exceeding 30 consecutive days during their sponsored program. Departments
must complete the Out-Of-Country Form available on the ISSC website prior to finalization of the Exchange Visitor’s plans for
temporary departure from the U.S.
TRANSFER OF J-1 PROGRAM TO ASU
Exchange Visitors in the U.S. on a J-1 program sponsored by another institution may be eligible to transfer from that program to
ASU’s J-1 program without leaving the U.S. or securing another J-1 visa prior to the transfer 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. Such scholars must contact ASU hosting department and ISSC for more details.
DEPARTMENTAL OBLIGATIONS FOR HOSTING J-1 EXCHANGE
VISITORS
SEVIS requires all U.S. universities to report electronically to the U.S. Department of Homeland Security (DHS) information about J1 Exchange Visitors. The information below outlines obligations departments must meet when hosting J-1 Exchange Visitors so that
ISSC can meet the SEVIS reporting obligations in a timely manner. Please relay these SEVIS regulations and ISSC procedures to
each sponsoring faculty member that hosts J-1 Exchange Visitors.
1. General Host Department Obligations
Host departments should set a start date at ASU that allows time for the Exchange Visitor to obtain a U.S. visa from
the U.S. Consulate in their home country, purchase affordable plane tickets, and finalize business affairs in the home
country (apartment leases, financial obligations, leave of absence, etc.). Most scholars will need at least two months
to apply for and obtain a visa from the U.S. Consulate after receiving Form DS-2019 from ASU.
Departments are expected to provide information about and access to department and university resources, assistance
with housing needs (see http://www.asu.edu/studentaffairs/reslife/occss/), and a work space within the department to
enable the Exchange Visitor to achieve his or her academic goals. Departments and the faculty host are also
expected to monitor the progress and welfare of the Exchange Visitor, and to seek guidance from ISSC, as needed.
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2. Initial Arrival
Exchange Visitors may not enter the U.S. more than 30 days prior to the start date of their program as indicated on
Form DS-2019. J-2 dependents may not enter prior to the Exchange Visitor.
ISSC is required by law to verify each ASU Exchange Visitor’s arrival and J-1 immigration documentation, and
subsequently to record their arrival in SEVIS. This must be completed within 30 days of the program start date as
reflected on the Exchange Visitor’s Form DS-2019 in order to preserve their legal status in the U.S. Failure to do so will
result in the automatic cancellation of the Exchange Visitor’s SEVIS record and termination of their exchange program
at ASU, jeopardizing their J-1 status and future visits to the U.S.
Host departments are responsible for ensuring that all new J-1 Exchange Visitors come to ISSC IN-PERSON for New
Scholar SEVIS Check-in and Orientation shortly after arrival at ASU, but within 30 days of the DS-2019 start date as
mandated by SEVIS regulations. This includes those conducting their programs at all ASU campuses and locations, as
well as those who have been to ASU previously but are returning to ASU to begin a new J-1 Exchange Visitor program.
We recommend that Exchange Visitors first report to the sponsoring department to inform appropriate staff and
faculty of their arrival and, if relevant, schedule HR new employee orientation. Exchange Visitors are then to call
ISSC at 480-727-4776 to schedule their New Scholar SEVIS Check-in and Orientation.
3. Delayed Initial Arrival
When the department becomes aware that an Exchange Visitor’s arrival at ASU will be delayed beyond 15 days after the
start date on Form DS-2019, please email ISSC immediately:
Chung-Ning Gonzalez
Morgan Green
(ChungNing.Gonzalez@asu.edu)
(Morgan.R.Johnson@asu.edu)
Enter “DELAYED ARRIVAL” ALONG WITH “EXCHANGE VISITOR NAME” on the subject line of the
email. In the text of the email, indicate the new acceptable start and end dates.
In most cases in which departments request an update to the program start date due to a delayed arrival, the
Exchange Visitor can enter with the initial Form DS-2019 and can pick up the new DS-2019 at ISSC during New
Scholar Check-In and Orientation.
4. Program Changes and Extensions
Departments must consult ISSC PRIOR TO ANY CHANGES in an Exchange Visitor’s program, including but not limited to a
change to or addition of sites of activity, leaves of absence, changes in primary activity, changes to funding source or amount,
extended travel abroad, etc.
Departments wishing to extend an Exchange Visitor’s stay at ASU must complete an Extension Request Form. The
extension process must be completed before the current Form DS-2019 expires. Departments should request the extension
30-60 days prior to the expiration of the Exchange Visitor’s current DS-2019. The extension form is available on the ISSC
website. Programs may not be extended beyond the maximum time limit allowed for the Exchange Visitor’s category that is
noted on Form DS-2019.
5. Travel and Time Abroad After Commencement of Program
Travel Signatures
Prior to travel outside the U.S., Exchange Visitors must obtain a signature from ISSC on their
DS-2019 authorizing travel. Anyone without a valid travel signature may be denied reentry to the U.S.
Short-term travel
There is no Out-of-Country reporting requirement for scholars whose travel is limited to 30 days.
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Out-of-Country Reporting Requirement for extended travel abroad
Host departments must consult ISSC prior to finalization of any Exchange Visitor travel plans abroad that exceed 30
days. Please see the “Out of Country Status” handout on the ISSC website.
6. Early Departure
ISSC must report the ending date of the J-1 Exchange Visitor’s program to SEVIS. ISSC will use the end date as
designated in Item 3 on the Exchange Visitor’s Form DS-2019 unless notified otherwise. Please remind Exchange Visitors
that they must inform ISSC if they will end their J-1 program at Arizona State more than 30 days earlier than the expected
end date as reflected on their DS-2019.
To do this, the Exchange Visitor must complete an Early Departure Form available on the ISSC website and return it to
ISSC in person or by email attachment. A departmental signature is required.
Early departure of J-2 dependents must also be reported. To do this, the Exchange Visitor must complete an Early
Departure Form available on the ISSC website and return it to ISSC in person or by email attachment.
THE FORM DS-2019 APPLICATION PROCESS
(must be completed by host department)
WHEN TO SUBMIT
The ASU host department should submit a complete set of application materials to ISSC a MINIMUM of two months and a
MAXIMUM of six months before the requested start date. This will ensure, in most cases, that the DS-2019 is received by the
prospective Exchange Visitor in time to obtain a J-1 visa from the U.S. Consulate abroad and complete travel before the program
start date. It is not a guarantee, however.
WHAT TO DO
1. Prepare letter of invitation (see requirements and sample letter of invitation in the back of this packet)
2. Email letter of invitation, Scholar Data Sheet, Medical Insurance Requirements and Compliance Form, Certification by
Translator form (if necessary), and instruction page to Exchange Visitor
3. Choose a CIP Code at http://nces.ed.gov/ipeds/cipcode/Default.aspx?y=55. This should be carefully selected by the ASU
Faculty sponsor.
4. Receive forms and supporting documentation from Exchange Visitor
5. Complete Application to Begin a New Program
WHAT TO SUBMIT TO ISSC
In order to complete your request and for ISSC to issue Form DS-2019 within 10 business days, ALL of the following items are
required. Missing components and information will delay processing of your request:
1. Form DS-2019 Request: Application to Begin New Program form completed and signed by the ASU host department
and New Program Exchange Scholar Data Form by the J-1 Exchange Visitor;
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2. Copy of letter of invitation (see sample letter of invitation in the back of this packet) that was sent to the Exchange
Visitor;
3. Proof of funding, if not fully supported by ASU, a document such as a letter from the external funding source or a
personal bank statement. Documentation is best when issued in English by the funding source or bank. If in another language,
the Exchange Visitor must submit a copy of the document in its original language as well as a translation into English;
4. LEGIBLE copies of all the Exchange Visitor’s U.S. immigration documents, past and current, as well as copies of the
biographical and photo pages of Exchange Visitor and dependent passports;
5. Exchange Visitor’s updated Curriculum Vitae;
6. Medical Insurance Requirements and Compliance Form (found in the back of this packet); and
7. J-1 Scholar English Proficiency Attestation Form and any necessary supporting documentation
WHERE TO SUBMIT
The ASU Host Department must return to ISSC a completed request with the items listed above.
By mail:
By email:
ATTN: ISSC/International Scholars DS-2019 Processor, Mail Code 2812
Subject line: ATTN: ISSC/International Scholars DS-2019 Processor, Morgan.R.Green@asu.edu or ChungNing.Gonzalez@asu.edu or McKenna.Valverde-Vesling@asu.edu.
The ISSC DS-2019 processor will email a confirmation of receipt of the complete DS-2019 request. ISSC reserves the right to
reject incomplete requests.
Under normal circumstances, ISSC will issue Form DS-2019 within 10 BUSINESS DAYS from the confirmed date of
receipt of a COMPLETE request. Missing items or seasonal demand may delay issuance.
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LETTER OF INVITATION REQUIREMENTS AND SAMPLE LETTER TEMPLATE FOR
ASU EXCHANGE VISITORS
LETTER COMPONENT REQUIREMENTS:
A letter of invitation on ASU letterhead from the ASU faculty host serves to define the agreement between ASU and the Exchange Visitor and is
required for a salaried OR non-salaried position. It must be dated, addressed to the Exchange Visitor and must include:
a)
dates, expected duration, and location(s) of the program;
b)
a brief statement documenting the educational/academic objectives of the exchange program and the intended means/activities for
accomplishing the objectives, along with the name of the ASU faculty member who will supervise the Exchange Visitor’s activities;
c)
financial arrangements during the Exchange Visitor’s stay, along with any ASU services offered; and d)
STATEMENTS REGARDING HEALTH INSURANCE
the letter must include this statement: "U.S. regulations require J-1 Exchange Visitors and their J-2
dependents to carry health insurance for the duration of their exchange program.”
indicate whether or not health insurance benefits will be provided by or through the department; some departments opt to cover
cost of insurance.
if the Exchange Visitor is eligible to purchase ASU Faculty and Staff Health Insurance, indicate this in your letter. Eligibility
varies according to position title and percentage of appointment—consult Human Resources for clarification.
IMPORTANT NOTE: ASU medical insurance does not provide all of the required coverage, i.e. medical evacuation
or repatriation of mortal remains to the home country. Thus, Exchange Visitors electing ASU insurance will still
need to purchase a supplemental policy for medical evacuation and repatriation of mortal remains insurance.
if the Exchange Visitor is not eligible for ASU insurance, indicate that the individual must purchase alternative insurance
that meets regulatory requirements. Please attach the Medical Insurance Requirements and Compliance Form outlining the
Exchange Visitor Program health insurance
requirements found in the forms section of this packet. A non-exhaustive list of health insurance options is also available
on this form.
SAMPLE LETTER TEMPLATE:
Dear X:
On behalf of [unit name], I would like to extend you an invitation to be a [visiting professor, visiting researcher, visiting scholar, etc.] at Arizona
State University (ASU) with the expected dates of [start date] to [end date] [NOTE: provide minimum two months’ lead time]. Your duties will
include [indicate teaching and/or research activities]. Your program supervisor will be [name of supervisor].
[FUNDING OPTION 1] Your salary [or stipend] will be [$XXXX per month or year] and will be paid in bi-weekly installments of [$XXXX]. Note
that this amount may be subject to deductions for taxes and benefits and may not represent actual take-home pay.
[FUNDING OPTION 2] We acknowledge that you will receive no monetary remuneration from ASU, and that you are solely responsible for your
financial support throughout your sponsored program.
[FUNDING OPTION 3: a combination of funding from the options above]
Aside from the institutional affiliation with ASU, we will provide you with [computer access, library privileges, office space, etc. If office space and
computer resources will be shared, indicate so]. You will be responsible for your own housing and living arrangements (see
http://www.asu.edu/studentaffairs/reslife/occss/ for guidance). [NOTE: some departments choose to provide or arrange for housing]
U.S. regulations require J-1 Exchange Visitors and their J-2 dependents to carry health insurance for the duration of their exchange program. [insert
relevant language per section “d” above].
We look forward to your arrival and work with us in [unit]. Please let me know if you have any questions.
Sincerely,
[name and signature of host faculty member]
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