Indiana University Office of International Services
Franklin Hall 306, Bloomington Campus
Telephone: (812) 855-9086, Fax: (812) 855-4418, Email: intlserv@indiana.edu
Attention:
INFORMATION FOR HOSTING DEPARTMENT (please detach and retain for files)
From:
Scholar Services
Date:
_____________________
Re:
Visa Document for _________________________________________________
IUID:_____________________________________________________________
Please forward the enclosed Certificate of Eligibility for Exchange Visitor (J-1) Status (Form DS-2019), with
attachments, to the visiting scholar whose name appears above.
The visiting scholar will use the Certificate to apply at an American Consulate or Embassy for a J-1 visa. Scholars who
already have a valid J-1 visa stamp in their passports, and Canadians, are eligible for travel to the United States
immediately upon receipt of the enclosed paperwork and will not need to apply for a new visa.
Departmental Hosting Obligations
Pre-Arrival

Send attached documents and departmental letter of invitation by express carrier to visiting scholar: We
strongly advise that departments send the enclosed materials and letter of invitation by Federal Express or other
express carrier to avoid lengthy delays or losses. Scholars applying for visas abroad are experiencing long waits due to
in-person interview requirements and extensive background security checks.

Notify OIS of cancellations or delays: Any changes in the scholar’s plans that delay their entry into the United States
may hinder their ability to get through immigration. Please contact OIS so we can adjust the scholar’s visa documents
accordingly. We also need to cancel their documents if they will not be coming.

Initiate a “Hire” E-doc with the University ID above for scholars receiving payment from IU: All J Scholars who
will be paid by IU must be officially hired. This process takes several weeks to be completed. Starting one month in
advance will help to ensure timely payments to your scholar upon arrival. PLEASE NOTE: J-1 scholars who will be paid
by IU cannot begin employment until the program start date on their form DS2019! Scholars who will not be paid but
need access to university services should be hired as “Academic No-Pay” employees. This will enable them to receive
campus ID cards, email accounts, and other services. Short-term visitors who will not be paid and do not need to use
campus resources do not need to be hired with an E-doc.
Post-Arrival

Bring scholar to OIS to check in with our office: ALL scholars must come to OIS within 30 days of the start date
on their DS-2019 or their legal status in the U.S. is automatically revoked. Scholars will need to bring their
passport, I-94 card, Form DS-2019, proof of health insurance, and Bloomington home address with them. If
they are accompanied by dependents, we will also need the aforementioned information for each dependent.

Notify OIS before scholar’s departure: OIS must note the scholar’s departure from the United States to ensure
appropriate documentation has been completed. Failure to notify OIS before the scholar leaves may result in serious
difficulties for the scholar if they attempt to visit the United States in the future.

Refer scholars to OIS: Scholars should become familiar with OIS and the services we provide. We can answer
questions regarding issues like insurance, taxes, address change notification requirements, visa document extensions,
and travel documentation requirements.