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Sponsoring J-1 Exchange Visitors updates & procedures

Sponsoring J-1 Exchange Visitors updates & procedures. Office of International Services (OIS) April 29, 2009. Overview. Additional trainings Review of visa options J-1 “Scholars” at NC State Sponsoring J-1 Scholars Review of significant updates What’s next? OIS webpage OIS Helpdesk.

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Sponsoring J-1 Exchange Visitors updates & procedures

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  1. Sponsoring J-1 Exchange Visitors updates & procedures Office of International Services (OIS) April 29, 2009

  2. Overview Additional trainings Review of visa options J-1 “Scholars” at NC State Sponsoring J-1 Scholars Review of significant updates What’s next? OIS webpage OIS Helpdesk

  3. Additional Trainings and Topics Topics will include the “J-1 101”, OIS Helpdesk, and trainings for Directors of Graduate Programs and Grad Secretaries Save the dates: Friday, June 12 from 10-12 Wednesday, July 15 from 10-12 Monday, September 14, 10-12

  4. Visa Options OIS • Enrolled F-1 and J-1 students • J-1 “Scholars” • NC State SEVIS-sponsored • (Global Training Initiative) Int’l Employment • Perm. Residents • H-1B, TN, O-1, E-3 • (Visitor’s – B1/B2, Visa Waiver Program) X-Files F-1 and J-1 students on post-completion training

  5. Activities allowed for J-1 “Scholars” • Research • Observation • Consultation • Limited teaching • No full-time study, tenure-track appointments, or clinical duties

  6. Minimum eligibility criteria for a J-1 “Scholar” • Bachelor’s degree • Sufficient funding for self and family • NC State faculty supervisor • HR appointment

  7. Steps to sponsoring a J-1 Begin Early!!! (at least 3-6 months before desired arrival date)

  8. Steps to sponsoring a J-1 • (Prepare offer letter for Scholar signed by Department Head) • Complete DS-2019 Request Form (Part A by Scholar, Part B by department) • Review that Forms A and B are complete and legible • Obtain the signatures of the PI and Department Head (and Dean) on Part B • Forward complete DS-2019 Request with proof of funding, copy of signed offer letter, and copies of passport bio pages to OIS

  9. What happens next? (Scholar’s responsibilities) • OIS prepares DS-2019 and forwards to host department with pre-arrival information (and Temp ID number)… • Host department express mails DS-2019 and pre-arrival info to Scholar overseas • Scholar applies for J-1 visa at a U.S. consulate (Canadians are visa-exempt) • Exchange Visitor comes to U.S. presenting J-1 visa and DS-2019 upon arrival at airport • Scholar checks in with OIS shortly after arrival on-campus

  10. What happens next? (on-campus) • Prior to Scholar’s arrival and using the Temp ID (or SSn) the Personnel Rep creates an HR appointment • Scholar arrives to U.S. and during first week on campus checks in with OIS (as lawfully required to maintain J-1 status) • Scholar can begin activities in department prior to checking in with OIS

  11. What’s Changed? What does it mean? Temp ID numbers before arrival (effective immediately): Personnel Reps must follow HR procedures for new appointments Scholar may begin activities and procure Campus ID card prior to OIS Check-in Departments must follow up on OIS Check-in requirement and provide Scholar with Campus ID number to bring to Check-in Departments must request new DS-2019 / update HR appointment if there is a delay

  12. What’s Changed? What does it mean? Temp ID numbers before arrival (effective immediately): continued Effective appointment date will be based on arrival to U.S. (date on I-94), and NOT the date of OIS Check-in After Check-in, OIS will validate SEVIS record and update Campus Community confirming that required Check-in is complete (e-mail notification will be phased out)

  13. Other Changes (effective by 7/1/09) New DS-2019 Request Form Funding for J-1: $1500 / month (additional needed for dependents) Dean’s signature requirement Copy of passport bio page Copy of signed offer letter OIS Helpdesk OIS Webpage Online processes / new forms

  14. Alert OIS if Exchange Visitor... • notices errors on DS-2019 form • will be delayed in arrival to the U.S. • plans to participate in activities outside NC State that may involve payment or an honorarium • will have a change in funding source, appointment type, or department affiliation

  15. Summary: department responsibilities for sponsoring J-1 Scholars • Submit complete DS-2019 Request with ALL documentation (3-6 months in advance) • Forward DS-2019 to Exchange Visitor • Create HR appointment for Scholar • Notify OIS of delays in arrival • Assist with housing & other necessities • Send Scholar to OIS Check-in during 1st week • Notify OIS of any changes in funding, position, site of activity, transfers, or early departures • Submit requests for extension, as needed

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