International Student and Scholar Programs

1. International Student and Scholar Programs Exchange Visitor Program Emory University

2. Exchange Visitor Program Overview Part I • Introduction to the purpose and administration of the EV Program • Role of ISSP • Role of Hosting Department • Requirements of the Participants • Program Administration

3. Exchange Visitor ProgramPurpose • To foster the exchange of ideas between Americans and foreign nationals and to stimulate international collaborative teaching and research efforts.

4. Exchange Visitor Program Background • Established as a result of the Mutual Educational and Cultural Exchange Act of 1961 • To promote mutual understanding between the people of the U.S. and other countries • Gives foreign nationals opportunity to participate and return home to share what they have learned.

5. Exchange Visitor Program: Program Sponsor • EMORY UNIVERSITY • Designated by the U.S. Dept. of State to administer its individual exchange visitor program. • Promise to engage in exchange by sending our own people to similar programs. • Screen /select our own exchange visitors. • Agree to maintain the integrity of the EV program by following the rules.

6. Exchange Visitor ProgramResponsible Officers • ISSP has 1 Responsible Officer • Lelia Crawford • 6 Alternate Responsible Officers • Terry Eiesland • Joan Lindsey • Stephanie Roberts • Laura Simkiss • Ursula Spitzer • Dawn Williams

7. Exchange Visitors at Emory • Foreign nationals who have been invited to participate in an “exchange program” at Emory • Participants on J visas • Including spouse, and children (under the age 21)

8. Exchange Visitor Program Participants • Participants must abide by U.S. Federal Regulations, including program sponsor rules. • Activities and Program Provisions are outlined in the exchange “agreement”. • Category of the J visa is determined by the definition of the activity.

9. Exchange Visitor Program: Program Sponsor Responsibilities • Issue certificate of eligibility for the J visa • Provide pre-arrival information • Provide orientation • Provide opportunities for cross-cultural and educational learning • Monitor program activity • Manage SEVIS record for reporting • Counsel and advise participants • Report to Dept. of Homeland Security and the U.S. Department of State

10. Establish terms of exchange agreement with the visitor. Invite the scholar to participate in the Exchange. Welcome to University. Offer assistance to getting settled. Provide space, facilities, amenities necessary to accomplish program objectives. Assist in monitoring and evaluating of program activity. Provide opportunities to be involved with faculty & staff. Exchange Visitor ProgramHosting Department

11. Departmental Monitoring and Reporting Change - Required • Program activity • Objective for program • Supervisor • Location / Department • Funding • Insurance • Length of stay • Employment status

12. Exchange Visitor ProgramSEVIS (Student and Exchange Visitor Information System) • Database used to track students and scholars • Reporting mechanism to DHS / DOS • SEVIS Fee $100 • DS-2019 issued through SEVIS • Records managed by ISSP

13. Exchange Visitor ProgramFinancial Support Requirement • Provide evidence of financial means to support stay in the U.S. • Minimum required is $2,000 / month • Any combination of resources

14. Exchange Visitor ProgramEnglish Proficiency Requirement • U.S. Dept. of State requires that the Program Sponsor determine that the scholar is proficient in the appropriate level of English to participate in the program. At Emory, an intermediate level of listening, speaking, reading and writing is required. • Department should report how English proficiency was determined.

15. Exchange Visitor ProgramHealth Insurance Requirement • All Exchange Visitors are required to be covered by health insurance that meets the requirements as set by the U.S. Department of State for their entire stay in the U.S. • They should know how they will be covered before they leave home. www.emory.edu/ISSP/scholars/j1/insurance.htm

16. Exchange Visitor ProgramExpectations of J Scholars • Attend Check-In and Orientation. • Review and Sign Memorandum of Understanding. • Report Updates of Address. • Report Changes in Program. • Report Change of Plans. • Obtain travel endorsement. • Seek Opportunities to Learn about U.S. Culture.

17. Exchange Visitor ProgramJ Categories Used at Emory • Research Scholar • Professor • Specialist • Short-Term Scholar • Non-Degree Student • Student

18. Category: Specialist • An expert in a field of specialized knowledge or skill • Will observe, consult, or demonstrate special skills • Needs higher degree • Limited to one year • No extensions allowed

19. Category: Short-Term Scholar • A professor, research scholar, specialist, or person with similar education or accomplishments • Lecturing, observing, consulting, training, or demonstrating special skills • Higher degree required • Limited to 6 months • No extensions allowed

20. Category: Non-Degree Student in a Prescribed Course of Study • Limited to 2 Years • Does not qualify for the Research Scholar category • May need to fulfill a requirement for their degree at home, i.e. • An internship • Employment experience • Training • Combination of courses and work

21. Category: Students • Students in degree seeking categories are not considered “scholars”. • Activities are defined by their programs of study. • Limit of stay is determined by the length of time it takes to complete the program of study, plus any additional time allowed for employment authorization.

22. Category: Research Scholars / Professors • Interchangeable categories • Primarily doing research, teaching, lecturing, observing or consulting • Position must NOT be tenure track • A higher degree is required • Limited to 5 years

23. The New Five Year Rule forResearch Scholars / Professors Only • Limit of stay now 5 years • Limit of repeat participation • Active record allows Research Scholar / Professor to come and go • University policy: Department writes letter authorizing extended absence, explaining circumstances and expected return date. Copy to ISSP.

24. J-1 Research Scholar/ProfessorsRepeat Participation • Limitation of Repeat Participation • Previous participation determines when a scholar may return as a J-1 Research Scholar / Professor. • TWO-YEAR BAR: Research Scholar / Professor who completed a J program within the past 2 years may not return as a Research Scholar / Professor until the entire 2 years are over. • ONE-YEAR BAR: If previously in a different J category, they may need to wait one year after the completion of the last J program before coming back as a Research Scholar / Professor. • NO BAR: Short-Term Scholar category does not count against repeat participation.

25. J Exchange VisitorsCheck In and Orientation • All new scholars required to check in at ISSP. • Tuesday at 3:00 pm or • Thursday at 9:00 am • Important information provided at 1-2 hour orientation • SEVIS records are validated.

26. Emory is required toMonitor the Program of Participant • Must monitor the progress and welfare of the exchange visitor. • Must maintain personal contact information: address, phone, etc. • Must report sites of activity. • Must maintain SEVIS record.

27. Exchange Visitor ProgramMaintaining Legal J Status • Full-Time Participation • Valid passport • Unexpired Form DS-2019 • Report Address • Report Any Changes • Maintain health insurance • Work only when authorized • Abide by rules set by program sponsor

28. J Exchange VisitorsChange of Department • Change of Department Form • Access on ISSP website. • Scholar signs. • Current department signs. • ISSP reviews and approves. • Scholar may move AFTER approval. • DS-2019 may or may not need to be reissued.

29. Exchange Visitor ProgramExtensions of Stay • Department determines if scholar needs more time. • Department requests extension. • Online request form • New ending date / New funding • Copy of continuing health insurance • Scholar signs and picks up new DS-2019.

30. Exchange Visitor Program Travel and Return to U.S. • Valid passport • DS-2019 with travel endorsement • Valid U.S. visa • Proof of funding may be requested • Longer than 30 days, letter needed from hosting department stating scholar is expected to return to resume their program. • Dependents must travel with scholar, if longer than 30 days.

31. Quick Trip to Canada / Mexico or contiguous islands around the U.S. • If less than 30 days, may go and return with an expired visa. • Obtain visa to the destination country. • Obtain travel endorsement signature on DS-2019. • To return to the U.S. with automatic visa revalidation, the scholar must have: • Valid passport • Form DS-2019 showing continuing program • Current I-94 Card • May be asked for letter of support from institution (department).

32. Exchange Visitor ProgramThe J Visa • Like a ticket giving a specific time to enter. • May expire while in the country. • Does not determine length of stay • Renewal is necessary only if out of the U.S. and need to return

33. Sample of the J Visa

34. J Exchange VisitorEnd of Program • Automatic message is sent to warn department and scholar 6 months ahead • Department should report when scholar ends program and why. • End of Program Form • ISSP required to report to SEVIS

35. Exchange Visitor ProgramExit Interview • Ask your scholar to report to ISSP; • Do online exit interview first; • Schedule a brief appointment with advisor. • ISSP chats with the scholar about their experience. • Helps determine what we need to improve for future scholars.

36. Exchange Visitor ProgramReview of Part I • Purpose of Program • Roles and Responsibilities of ISSP and Hosting Departments • Role for Exchange Visitors

37. Exchange Visitor ProgramOverview Part II • How to Request a J • Form DS-2019 • Pre-Arrival Information • Check-In and Orientation • Other matters

38. Exchange Visitor ProgramRequesting a J • When requesting a J, you are actually requesting the Form DS-2019 be issued to the Exchange Visitor. • The DS-2019 is the Certificate of Eligibility for the J Visa, used to obtain the J visa from a U.S. consulate or embassy.

40. Exchange Visitor ProgramDS-2019 Forms Emory is required by law to maintain the control of Forms DS-2019 and to send the DS-2019 directly to the scholar: “either directly or via an employee, officer, or agent of the sponsor, or to an individual designated by the exchange visitor”[22 C.F.R. 62.12(d)].

41. Exchange Visitor ProgramNew Online Request Form via PeopleSoft • Training will be provided. • Need to be complete. • City of Birth • Current position in home country • Foreign Address • Dependents’ information • Information Form and passport copy can help get data needed.

42. Exchange Visitor ProgramChecklist for a J Request • Hard copy of request form • Complete with city of birth, etc. • Original signatures • Compliance form signed by scholar’s supervisor • Dates of intended program • How English proficiency was determined • Proof of degree level • Proof of financial support • Copy of passport if available

43. Exchange Visitor ProgramFunding Requirement • Minimum for scholar is $2,000 / month • Add $700 / month for spouse • Add $350 / month for each child

44. Exchange Visitor ProgramFunding Calculation • Must provide proof of available funds for entire stay. • Continuing employer must state funds will continue while in the U.S. • Students must show support other than personal/family funds alone.

45. Exchange Visitor Program:Program Description • Tell what the scholar will be doing in detail. • Select the category that best fits the purpose of the visit. • Include copy of offer letter with request materials.

46. Exchange Visitor ProgramProcessing Your J Request • Submit complete requests… • as soon as you know the dates of the program; • no later than 2 months before the intended start date of the scholar’s program. • New policy… • If submitted later than 2 months before the start date, the program dates will be changed to a more realistic time. • Consider the time needed. • Time for ISSP processing 1-2 weeks • Time for Fed Ex to deliver • Time for Scholar to apply for the visa • Time for security checks prior to approval • Time for travel

47. Exchange Visitor ProgramPre-Arrival Packet • Welcome Letter • Detailed Newsletter from ISSP • Exchange Visitor Program Brochure from U.S. Department of State • Insurance Information • SEVIS Fee Information and Form • Business Card

48. About Emory About ISSP Check-In EV Program DS-2019 Two-Year Rule SEVIS Fee J visa application Consular Interview Entering the U.S. Health Insurance Adjusting to U.S. Culture Housing Info. Childcare & Schools Welcome Newsletter from ISSPContents

49. Exchange Visitor ProgramMaintaining Legal J Status • Check-in / Orientation • Maintain normal progress • Report changes • Keep documents valid and updated • Maintain health insurance • Obtain travel endorsement • Report end of program • See Memorandum of Understanding

50. Exchange Visitor ProgramIncidental Employment • Occasionally, scholars are invited to speak, present, or teach at other locations. • Must be reviewed and approved by current supervisor and ISSP. • Must be relative to the scholar’s original program objective. • Must not delay the program end date. • Any payment must be approved by a Responsible Officer at ISSP.