WashU host departments play an important role in ensuring J-1 Exchange Visitors (EVs) have a positive experience and fulfill their J-1 program objectives. Departments must be aware of processes pertaining to the J-1 program and J-1 requirements.
Not all scenarios impact each J-1 EV at WashU. However, it is important that the host department is familiar with immigration regulations ahead of time to prevent any possible delays or confusion. Information for current J-1 EVs about maintaining J-1 immigration status can be found on the J-1 Exchange Visitor Status page. Please direct EVs to this page for more information.
Program amendments
Amendments are required when any DS-2019 information needs to be changed. The most common example of a program change is when an EV cannot arrive in the U.S. by the program start date that was initially agreed upon and is currently listed on the DS-2019. Sometimes this happens because the EV is unable to obtain their J-1 visa in time to arrive by the program start date or due to other travel-related delays. Regardless of the reason, an OISS adviser must amend the program date as soon as the department is aware of the necessary change.
Note: It is the host department contact’s responsibility to notify OISS of the amendment request.
To request a program start date amendment, please email OISS at J1Scholar@wustl.edu with the following information:
- Subject line: Amend Request – Name of Department – Name of Exchange Visitor
- In the body of the email: include the new program start date and end date, if applicable
OISS check-in and SEVIS validation
J-1 Exchange Visitors must check in with OISS within 30 days of program start date listed on the DS-2019. This is a crucial first step because OISS must validate the EV’s Student and Exchange Visitor Information System (SEVIS) record within 30 days of program start date. Failure to do so will lead to a potentially negative remark on the EV’s immigration record.
The department contact does not play a role in the check-in process. However, please direct newly arrived EVs to our After Arrival to U.S. and WashU webpage and remind them to check in with OISS as soon as they arrive. Check-in includes sending OISS copies of immigration documents and the Certificate of Completion from the WashU J-1 Scholar Orientation online course.
Program extensions
Another common scenario that applies to J-1 EVs and requires the host department’s involvement is a J-1 program extension. To extend an EV’s stay at WashU in J-1 status, the department must submit the following information to OISS:
- Extension offer letter – sample Template for J-1 Exchange Visitor Extension Letter (PDF)
- Proof of continued funding (including for dependents, if applicable)
- Proof of continued health insurance (including for dependents, if applicable) – GeoBlue proof of enrollment is required for those enrolling in GeoBlue
For EVs funded by the department and eligible for WashU health insurance, a single letter containing all required information may be provided.
If the EV is not funded by your department and/or is not eligible for WashU health insurance, the following additional supporting documents will need to be collected from the EV:
- New J-1 Health Insurance Verification Form (PDF) (download and open directly in Adobe to view as PDFs; this is the only way the signature line will show up)
- New proof of funding documentation
Note: It is the host department’s responsibility to collect all required documents from the EV and to submit them to OISS in a single request.
Once you receive all of the required documents, email OISS at J1Scholar@wustl.edu:
- Subject line: J-1 Extension Request – Name of Department – Name of Exchange Visitor
- Combine all documents into a single PDF. Use the following naming convention for the PDF: FirstLAST(scholar name)_mmddyyyy(DOB)_DeptName_Extension
Add dependents
If the EV wishes to bring a spouse or a minor child to the U.S. in J-2 status, the host department must collect required information for the prospective J-2 dependent(s) and submit it to OISS on the EV’s behalf. The required documents include:
- J-2 Dependent DS-2019 Request Form (PDF) (download and open directly in Adobe to view as PDFs; this is the only way the signature line will show up)
- Dependent(s) copy of passport biographical page
- Proof of funding for the dependent(s)
- Proof of health insurance for the dependent(s)
Additional explanation:
| If the J-1 EV is: | Required Documentation |
|---|---|
| Funded by the WashU department | Invitation/offer letter as proof of funding if the salary covers the minimum expenses for the EV and their dependent(s) |
| Eligible for WashU health insurance | Invitation/offer letter and confirmation of GeoBlue enrollment for dependent |
| Not eligible for WashU health insurance or if dependent(s) intend to enroll in non-WashU sponsor health insurance | J Health Insurance Verification (PDF) if the dependent(s) intend to enroll in a non-WashU-sponsored health insurance plan |
Note: It is the host department’s responsibility to send OISS all required documents for the processing of the J-2 DS-2019(s).
Once you receive all of the required documents, email OISS at J1Scholar@wustl.edu:
- Subject line: J-2 Dependent Request – Name of Department – Name of Exchange Visitor
- Combine all documents into a single PDF. Use the following naming convention for the PDF: FirstLAST(scholar name)_mmddyyyy(DOB)_DeptName_AddDependent
Incidental employment
Occasional lectures or short-term consultations are referred to by the Department of State (DOS) as incidental employment. An occasional lecture or a short-term consultation falls within the parameters of allowable incidental activities for J-1 scholar EVs.
To request authorization for occasional lecture or a short-term consultation, submit the J-1 Occasional Lecture or Short-Term Consultation Authorization Form (PDF) (download and open directly in Adobe to view as PDFs; this is the only way the signature line will show up). This form must be completed by the EV, the host institution or organization inviting the EV, and the EV’s faculty sponsor at WashU. Once completed, send the form to OISS at J1Scholar@wustl.edu.
Note: It is the host department’s responsibility to notify OISS of the EV’s intention to engage in an incidental lecture or a short-term consultation prior to the event taking place.
Temporary travel and out of country stays
If a J-1 EV wants to travel internationally while in J-1 immigration status, they may do so without approval from OISS.
Exception: If an EV has a pending USCIS change of status petition or an approved J-1 waiver, they must contact OISS before leaving the U.S. in order to avoid problems with their petition. Direct the EV to email J1Scholar@wustl.edu immediately.
EVs are required to have a valid travel signature on their DS-2019 to re-enter the U.S. in J-1 immigration status. Direct the EV to the J-1 Scholar Travel Signature Request form to request a travel signature from OISS. Visit our Scholar and Employee Travel webpage for more information about travel.
If a J-1 EV is traveling outside the U.S. for more than 30 days and intends to continue their J-1 program objectives while abroad, OISS must be notified of the travel prior to the EV departing the U.S. As the sponsor of the EV’s J-1 program, OISS is responsible for documenting how an EV is able to pursue J-1 activities outside the U.S.
To notify OISS, the host department must complete the J-1 Out of Country Form (PDF) Part I (download and open directly in Adobe to view as PDFs; this is the only way the signature line will show up). This section will require both the EV’s supervisor and the department contact’s signatures. After completing Part I, the EV must complete Part II. The host department should email completed forms to OISS at J1Scholar@wustl.edu.
Note: It is the host department’s responsibility to submit the Out of Country request to OISS no later than 2 weeks prior to the EV’s date of departure from the U.S.
WashU has an international travel policy that applies to all university-related travel. If you are traveling abroad for business, research or study, you must register your travel information in the MyTrips International Travel Registry.
If an EV is traveling abroad for a short trip such as vacation, the Out of Country request does not apply. A DS-2019 travel signature is still required.
Transfers
SEVIS transfer out
Current J-1 EVs who wish to transfer their immigration status to another institution can request what’s known as a J-1 SEVIS Transfer Out. To do so, the EV, the adviser at the new (i.e., transfer-in) institution, and the WashU host department must complete the J-1 Transfer Out Request Form (PDF) (download and open directly in Adobe to view as PDFs; this is the only way the signature line will show up).
Transfers must be initiated while the EV’s current DS-2019 is still valid. It is the EV’s responsibility to notify the WashU department of their intent to transfer out. The host department, however, is responsible for ensuring that the J-1 Transfer Out Request Form is fully completed and submitted to OISS in a timely manner. To submit a transfer out request to OISS, email OISS at J1Scholar@wustl.edu.
Inter-department transfer
If a current EV wishes to transfer to a different department at WashU, the EV, the current department, and the new department must complete the J-1 Inter-Department Transfer Form (PDF) (download and open directly in Adobe to view as PDFs; this is the only way the signature line will show up).
Email the form and offer letter to OISS
WashU’s new host department must submit it to OISS by emailing the J-1 Inter-Departmental Transfer form AND a copy of the job offer letter to J1Scholar@wustl.edu.
Early completion – shorten program
If a J-1 EV will complete their program at WashU more than 15 days earlier than the program end date on their DS-2019, OISS must shorten the DS-2019 end date. Be sure to discuss the early completion with the EV ahead of time and notify OISS by submitting the J-1 Shorten Program Form (PDF) (download and open directly in Adobe to view as PDFs; this is the only way the signature line will show up).
If the EV completes their program at WashU early and wishes to transfer to another institution in J-1 status, refer to the Transfer Out section above.
It is the EV’s responsibility to complete the form and to provide it to the host department. However, it is responsibility of the host department to submit the form and notification to OISS. To submit a shorten request to OISS, email OISS at J1Scholar@wustl.edu.
J-1 status immigration resources
To learn more about the various documents that are important for J-1 Exchange Visitor scholars and for reference on EV responsibilities in maintaining J-1 status, please visit the J-1 Exchange Visitor Status page.