International Center
J-1 Process Workshop
Sheila Cech/Mia Navas
J Scholar Advisors
October 30, 2013
UCI International Center Mission
Statement
The International Center promotes and facilitates
international education by providing services to
advance the university's mission and support the
academic goals and objectives of international
students, faculty, and researchers.
The International Center Staff is committed to
providing quality services to comply with
government regulations and promote
intercultural understanding.
UCI International Population
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Researchers, Faculty & Staff: 1277
J-1 Scholars:
H-1b Scholars:
Other:
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Students:
958
160
159
3977
Undergraduate: 2027
Graduate: 1741
Others/EAP: 148
What is the J Exchange Visitor
program?
J-1 (Exchange Visitor Program) immigration status is the most
commonly used status for international visitors at academic
institutions, who are engaged in research or teaching in nontenure/non-tenure track positions.
The Exchange Visitor Program is carried out under the provisions of the
Mutual Educational and Cultural Exchange Act of 1961 and is under
the responsibility of the U.S. Dept. of State.
The purpose of the Act is to increase mutual understanding between
the people of the United States and the people of other countries by
means of educational and cultural exchanges.
The Exchange Visitor Program is administered by the Office of
Exchange Coordination and Designation in the Bureau of Educational
and Cultural Affairs. The internet website for the information on the
Exchange Visitor Program is:
http://exchanges.state.gov/education/jexchanges
J-1: Exchange Visitor Program
The facts
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Most common status for scholars at UCI
U.S. Department of State designates UCI to have
a J-1 program
UCI must be re-designated every two years
At UCI used for Research and Teaching (there are
always student categories)
 Short-Term Scholar
 Research Scholar
 Professor
Managed through the Student and Exchange
Visitor Information System (SEVIS)- Department
of Homeland Security
J-1 Eligibility
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Minimum of Bachelor’s Degree
UCI Appointment Required (see
Titles Eligible for J Sponsorship)
No tenure-track positions
No Administrative, technical or
support positions
Must meet minimum financial
support
Insurance requirements
J-1: Departmental Responsibilities
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Dates on Form B and DS
2019 should reflect actual
dates engaged in UCI project.
Scholars should be
encouraged to use the 30 day
pre-period to get acclimated
before beginning project
Clarify expectations with the
scholar regarding University
support, benefits, length of
program, and availability of
office/lab space, equipment,
computer access, clerical
support, and faculty
collaboration prior to the
scholars arrival; assistance
with housing/transportation
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Notify the IC of delays or
cancellation
Insure that scholar will
engage only in activities
consistent with the intended
program
Scholars are expected to be
at UCI during dates listed on
DS 2019. Scholar Travel that
exceeds 30 days require
special notation in SEVIS.
Paperwork to bring scholar to UCI
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Please go to our website at http://www.ic.uci.edu/, click on UCI
Departments and go down to Inviting a J-1 Scholar. There you will find
the steps that need to be completed.
The scholar is responsible for completing form A and attaching a copy of
the biographical page of the passport and returning it to you. Dependent
Visa Document request needs to be included if scholar is bringing family
members (copy of biographical pages needed). This form is found UCI
Departments, J-1 Scholars, Inviting Family Members
You then need to attach a completed form B and AP-21/AP-PX1 (signed at
dept. chair level) and send it on to the IC either by email attachment,
campus mail or drop off (we do not accept this application via fax).
If the scholar is in a WOS academic appt., then she must show evidence of
funding that meets a minimum amount of $1600/month, and $450/month
for each dependent.
Titles Eligible for J Sponsorship
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1. Depts. must attach a copy of the AP 21 or appointment letter with forms A and B (form C for extensions)
Visiting Professor series
Visiting Professional Researcher series
Visiting Project Scientist series
Project Scientist series
Specialist Series
Professional Research series
Adjunct Professor series
Lecturer
Junior Specialist (job description must require a minimum of a bachelors’ degree)
Visiting Scholar
2. Depts. must attach a copy of the PX Form with forms A and B (form C for extensions)
Postdoctoral Scholar-Employee
Postdoctoral Scholar-Paid Direct
Postdoctoral Fellow
3. Depts. must attach a copy of offer letter
Staff Research Associate- II and above
Notes:
Titles in a series refer to ranks or levels within the title series: e.g Assistant Researcher, Associate Researcher or
Researcher.
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CLINICAL OBSERVER is a working title, not an academic appointment title. Please include appointment title on
form B, not the working title
J-1: Financial Requirements
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Monthly Minimums:
• $1,600 scholar
• $450 per dependent
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Verification for non UCI funds
required:
• English and U.S. Dollars
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Funding on form B should be TOTAL
funding for period of requested stay
J-1: Insurance Requirements
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Medical Insurance, Repatriation and Medical Evacuationclearly stated on the back of DS 2019- 1(f)
UCI Benefits do not provide coverage of repatriation and
medical evacuation (except postdocs)
Scholars must certify that they are in compliance with this
requirement by providing evidence of J mandated health
insurance.
Scholars are instructed to visit the website at
http://www.garnett-powers.com/academics/uci and enroll in
the program or apply for a waiver, if you will provide your
own insurance.
J-1: Processing Times
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J applications must arrive to the IC
no later than 45 days before the
appointment start date. (Faxed J
applications are not accepted).
Recommended timelines:
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New visit from abroad: 3 to 6 months
J-1 Transfer: 1 month
Change of Status: ~4 months
Extension: 1 month prior to current expiration
More about the Short-Term Scholar
category
ADVANTAGES-
Can be used for stays in the USA up to 6 months in
duration.
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Does not subject the scholar to the 12- or 24-month bars.
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Can return as a Research Scholar/Professor any time in the
future.
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Can be used for multiple separate visits.
DISADVANTAGES—
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Can only be used for appointments of 6 months or less.
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No extensions beyond the 6-month limit.
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Must apply for a new J-1 visa
 Fees (SEVIS, visa, etc.) must be paid for each program.
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The DS-2019 for the above-mentioned scholar was mailed out on 2/7/2012 via Federal Express.
The tracking number for the package is: 7912 8794 4884.
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Important information about what to Do When You Arrive in Irvine
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Step 1: Report to the International Center before the start date of your program. Upon your arrival in the US, and before
the start date on your DS 2019 (found in section 3 of your DS 2019), you must check in with the UCI International Center
(IC) so that your SEVIS record can be validated. IC check-in hours: Monday 9-11 am, Wednesday 2-4 pm, Friday 9-11 am.
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Items you need completed and with you in order to check in at the IC successfully:
(the IC will not be able to complete your check-in at UCI without all items below)
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Completed CHECK IN FORM (found at http://www.ic.uci.edu/Scholars/J-1/scholarcheckin.php
Copy of UCI department invitation letter
Copy of: (include copies of your J-2 dependents, if applicable)
Biographical page of your passport
J visa
I-94 card- front/back (small white card given at port of entry) (can only be copied after arrival)
Stamped DS 2019 (can only be copied after arrival)
Evidence of J mandated health insurance. Please visit the website at http://www.garnettpowers.com/academics/uci and enroll in the program or apply for a waiver, if you will provide your own
insurance.
To eligible for a waiver, your insurance must meet J-1 requirement (Scholars receiving UCI benefits do not need
to provide this evidence)
J Orientation receipt (link for orientation found at http://www.ic.uci.edu/Scholars/J-1/scholarcheckin.php Please take this
online orientation before arriving to the US.
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After checking in with the IC, you will receive the EMPLOYMENT ELIGIBILITY FORM to take to your UCI department. The
dept. personnel administrator will initiate the employment process required for you to have access to UCI facilities and
resources. You must contact your Academic Department to set up an appointment to complete the employment process.
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Step 2: Apply for a Social Security Number (SSN). You must apply for a Social Security number if you do not have a Social
Security number from a previous U.S. visit. Instructions can be found on the IC website at:
http://www.ic.uci.edu/General/socialsecurityinfo.php
– All J1 visa holders at UCI are required to apply for SSN
J-1: Employment Limitations
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Limited to UCI and area specified on
visa document
Change of Department requires IC
approval
MD: limited to incidental patient
contact only
Occasional short-term consultation or
lectures outside may be approved by
IC
Under J regulations it is possible for a J-1 professor and research scholar
to engage employment at another location other than UCI while on an ACTIVE UCI
sponsored J program under the following guidelines:
The activity must:
1. Be directly related to the objectives of the exchange visitor's J Program and
facilitate the UCI research project. The scholar must continue to be on an academic
appointment at UCI while at the third party location. The work performed at the
third party location must be overseen and directed by the UCI faculty member. Any
publications or presentations resulting from the work will credit UCI and the third
party in accordance with the collaborative agreement between the two.
2. Be incidental to the exchanges visitor's primary program activities and must be
temporary.
3. Must not delay the completion dates of the visitor's program.
If an opportunity comes up that meets these guidelines, the UCI sponsoring faculty
member should submit the following in writing to the IC before the event takes
place:
1. A letter supporting this activity and verifying that it is directly related to the
objectives of the exchange visitor's program. This letter needs to outline how this
cooperative project developed between UCI and third party and how the scholar's
participation in this project will benefit the scholar, as well as the UCI project. This
letter should also verify the continued oversight of the UCI faculty member of the
scholar’s research progress during this time.
2. A letter from the institution or company who is offering this activity stating the
nature of the activity, the dates of the activity and the amount
of the compensation granted.
If approved, I will provide an approval in writing. The scholar must be considered an
"independent contractor" at the institution or company where
he is engaging in this activity.
Please contact me if you need any further clarification on this process.
J-1: Travel Requirements
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Complete IC TRAVEL FORM-
http://www.ic.uci.edu/Forms/TravelForm.
pdf,
Must obtain travel signature on DS-2019. Walkin signature hours: Tuesday/Thursday, 2:004:00.
Must have valid visa to re-enter: exception to
Canada & Mexico, if less than 30 days (some
exclusions)
Be prepared for delays if new visa is needed
Stay outside US for 30+ days require further
documentation and dean’s approval.
Departure for more than 30 days
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The U.S. Dept. of State states that the J-1 remains in valid
program status during a short absence provided the DS
2019 is valid and has been signed for re-entry. The U.S.
Dept. of State provides guidance that short visits are
considered 30 days or less.
For visits that exceed 30 days, our office will have to review
the circumstances. Please ask your dean's office to write
the IC a letter explaining the details of such as extended
departure. Typically, departures for more than 30 days are
approvable when the travel is related to the research
project. Personal travel is encouraged to stay within the 30
day time frame.
Keeping J-1 Record Active While
Outside of Country
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Authorization of “Out-of-Country” event
during leave of absence from UCI:
• A) On-going collaboration during absence
required
• B) Dept. sends endorsement by PI/ supervisor
verifying collaboration.
• C) Provide “Out of Country” address where
research will be conducted.
• D) Dept. verifies that academic appt. will be
held while scholar is abroad- DS 2019 must
also must be kept valid.
If new visa is needed for return to
US
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Contact IC for review of travel
documents, discussion of visa
process, or travel risks
Contact Consulate for appointment
After return, provide good quality
copy of Form I-94 (front and back)
and visa stamp to IC
*Timing uncertain in visa issuance, depending on
post and security clearance*
The Role of the U.S. Consulate in
the Nonimmigrant Visa Process
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U.S. consular offices are part of the Department of State,
and are under the direct supervision of the U.S. embassy in
their respective country. The visa section of a U.S. consular
office is staffed by career Foreign Service Officers. The
principal role of a consular officer in the nonimmigrant visa
issuance process is to decide if the applicant is eligible for a
visa
The consular officer has discretion to require whatever
evidence he or she feels is necessary to demonstrate an
applicant's eligibility for a nonimmigrant visa. Consular
officers operate under guidelines furnished by the Visa
Office of the Department of State, but they retain
discretionary authority to determine the facts of a given
case. If a consular officer has reason to believe that a visa
applicant is not a bona fide nonimmigrant, the visa
application may be denied.
Security Advisory Opinions (SAOs)
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Security related checks & clearances
Have created significant delays
Technology Alert List, Critical Fields
of Study
Once requested, nothing can be done
to expedite the processing of a SAO
Scholars should factor possible
delays into their travel arrangements
if applying for a visa
SEVIS Reporting Requirements
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Change of start
date
Reasons for delay
Upon Arrival in the
US/UCI
Change of address
Change of work
site
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Change of legal
name
Change in financial
support
Travel
Completion or
termination of
employment
Bars related to the J-1
Fact or Fiction
J-1: 12 Month Bar
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1)
2)
Not eligible for new program in
Research Scholar or Professor
category if present in U.S. in any J
category for any or part of the
previous 12 months; exceptions:
Short-term Scholar
Is transferring in J-1 status
24 month Bar
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Any scholar who participates in a J-1 Professor or Research
Scholar category is subject to a 24-month bar on “repeat
participation” in those categories.
Cannot start a new J-1 Research Scholar/Professor program
for two years after completion of current program.
Does not prevent the scholar from returning to the US in
other J categories (i.e. Short-Term Scholar) or in any other
visa category such as B-1/B-2, WB/WT, F-1, etc.
Applies to Research Scholar or Professor only (#4 on DS2019)
Favorable option- use J-1 Short-term Scholar category
when scholar come to UCI for less than 6 months
Two-Year home residency rule
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J-1 visitors subject to this rule must return to
their country of last legal residence for two years.
Does not have to be fulfilled immediately and
may be in increments as long as it adds up to 2
years total.
Those subject cannot change status to H-1B
(temporary employment), L-1 (intracompany
transfer) or Permanent Residence (Green Card)
without a waiver.
May return to the US in other visa category such
as J-1, F-1, B-1, B-2, WB, or WT etc.
J-1: Two year Home Residency
212(e)
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Must return to country of residency
for at least two years, or apply for a
waiver to this requirement, before
transitioning to H-1B, L or U.S.
Permanent Residency
Cannot complete a change of status
to any other non immigrant visa
J-1: Who is subject to 212 (e)
Direct US or Home Government Funding
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Directly paid from home country or U.S. government.
Funding received as salary from UCI is not considered
government funding for this purpose.
The Exchange Visitor Skills List
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Areas of specialization identified as being in short
supply by scholar’s government.- updated- 6/2009
Where to look
Bottom left hand side of DS-2019, the Consular Officer
signed and indicated the preliminary endorsement of
212(e) requirements
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Bottom annotation of J-1 visa stamp, i.e. “Bearer is
subject to 212(e).”
Important Reminders
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Please always use the most-up-to date forms download
from http://www.ic.uci.edu/UCIDepartments/invitingj1.php.
The IC does not accept J applications by fax.
Notify our office of the following changes:
• Funding source or amount
• Title/position, including change in effort percentage
• Termination or completion (complete the Scholar
Departure Form- found at
http://ic.uci.edu/forms/index.php)
• Site of activity
• Travel outside the U.S. for more than 30 days
Appointment file be in progress prior to submitting J
application
Offer letters or AP form must included with J application.
Important reminders
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Change of status (COS) cases (commonly
F to J) are taking ~90- days so submit
COS cases no later than 120 days before
previous status is going to expire.
List TOTAL funding on form B for the
period you are requesting.
Financial verification must show
conversion to US dollars.
Copy of I-94 card from scholar’s passport
to extension request (form C)
On-going Programs
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J Scholar orientation- Online-found on the IC
front page under J-1 Scholars- and is available
for scholar and dependents.
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Cultural Exchange Program
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Quarterly Scholar Mixer- announcement sent out
on listserv
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Current programs can be found at
http://www.ic.uci.edu/, under PROGRAMS
Additional Training
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The IC will provide workshops on
how to process J request paperwork
upon request at your location
We provide one on one training on
how to process J request paperwork
upon request
Important Information on the IC
website
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Sign up for the dept. listserv:
http://ic.uci.edu/departments/index.php
Questions/Discussion
International Center Staff Contact List
Name
Questions E-mail
Phone
Anna Wimberly
Director
Center management,
SEVIS & immigration
compliance,
anna.wimberly@uci.edu
X7249/x7757
Zara Syed
Asst. Director
F-1,J-1 Students;
SEVIS Student records
zsyed@uci.edu
x7249
Christine McCarthy
Asst. Director
H-1B,O-1, TN,PR
cmccarth@uci.edu
x7249
Alegria Busso
Student Advisor
F-1 & J-1 Students,
student programs
mbusso@uci.edu
x7249
Sheila Cech
Scholar Advisor
J-1 Scholars
scech@uci.edu
x4726
Mia Navas
Student/Scholar
Advisor
J-1 Intake Advisor,
Student/Scholar services,
Campus Liaison for
employment eligibility & I-9
questions
mnavas@uci.edu
x7249
Ashley Browne
International Center
Assistant
Front Office assistance
Document mailing
assistance
abrowne@uci.edu
x4453
Archana Sheth
Advising/Programs
Assistant
Front office manager
Student document
preparation (I-20/DS
2019)
Database/Website
asheth@uci.edu
x0339