Checklist for Departments Hosting an Exchange Visitor
1. Before issuing an invitation, verify the following with the Exchange Visitor:
Length of Stay & Intended Activities
This affects the category of program and eligibility for extensions - short-term scholar, professor, and research scholar.
Employment Eligibility, Tax Obligations and Incidental Employment
Both the hosting department and visitor must fully understand employment regulations, tax obligations and employment responsibilities for J-1 Exchange Visitors. Verify that the scholar understands s/he may only be employed by OSU with the exception of a pre-approved occasional outside lecture or other activity. All activities must directly relate to the cited program activities.
Clarify the scholar’s intention on bringing dependents and his/her full understanding that all J-2 dependents are subject to J-1 regulations, including the 2-year home presence requirement and J-2 employment guidelines.
Funding available to the scholar
A minimum of $1000/month is required for the scholar and $500/month for a spouse and $333/month for each dependent child.
The scholar must have sufficient health insurance for himself/herself and all dependents. This insurance must meet the mandatory State
Department requirements
If home country insurance policies do not meet these requirements, the scholar will be required to purchase insurance in the USA to cover the period of stay. Failure to maintain the required insurance coverage can result in program termination.
Visa History
The scholar's history in the U.S. is important to obtain in order to verify the status of the J Exchange Visitor Program request. There are three possible bars that will affect the scholar's visit in the U.S.
2 Year “Repeat Participation” Bar - Any individual who participates in an Exchange Visitor J Program in the categories of Professor or Research Scholar is subject to this 2 year bar. The 2 year bar will be in effect regardless of whether the scholar is in the program for a few months or the full five years. Whenever the program ends and the SEVIS record becomes “inactive” the scholars program ends and the five year period is closed. The scholar must wait two years before beginning a new program as a Professor or Research Scholar. Any unused time from the five year period can not be saved and used later.
For additional information click here!
12.Month Bar - If an individual was present in the U.S. in any J category including J-2 in the 12 month period before the proposed new program start date the prospective scholar maybe subject to the 12 month bar. There are exceptions:
- If the individual is transferring to a new program sponsor under the transfer procedures of 22 C.F.R.62.42.
- If the individual was a short-term scholar the 12 month bar does not apply.
- If the individual’s presence in the US as a J-1 or J-2 status during the 12 month period is less than 6 months the 12 month bar does not apply.
2-year Home Country Residence Requirement (212e)
Verify the scholar’s full understanding of the 2-year home country physical presence requirement and program modifications (transfers, extensions) possible on J-1 status.
Before coming on a J-1 visa, an exchange visitor must understand that while there may be opportunities to extend a current program, they may not change their non-immigrant classification in the United States and that they are not eligible for status as permanent residents or H-1B temporary workers until they have lived in their country of last legal permanent residence for two years after completing their J-1 Exchange Visitor program in the USA.
Exchange visitors who are subject to this requirement are:
- Financed in whole or part by US federal government or home country government funds. (Grant funding generally doesn’t count)
- Those who are from countries where their specific skills are needed, as determined by the Exchange Visitors Skills list published by the Department of State
Plans for logistical and personal support – Hosting Department Obligations
Clarify what the hosting department can and will or can’t and will not be able to assist with. Clear expectations will help strengthen collaboration and exchange. Please refer to the Host Department Obligations below.
2. Read instructions, complete and submit the DS-2019 Request Form at least 8 weeks in advance of the intended start date of the program with the following documents:
- Letter of Invitation from OSU department describing activities of the exchange visitor, length of stay, financial support and equipment and facilities available to the visiting scholar. Outline all terms and conditions of the scholar’s visit and/or work.
- Resume/Curriculum Vitae of the exchange visitor
- Financial Certification – If the Exchange Visitor is supported by a source other than OSU, an official document describing the amount and source of funding is needed. If the exchange visitor plans to use personal funds, recent bank statements are required.
- Personal information page of Passports of Exchange Visitor and all dependents who will accompany the visiting scholar. These can be scanned and emailed or faxed copies. It is very important for ISS to have this document to verify date of birth, correct spelling and order of names, citizenship, etc.
- Department Charge Codes for $65 Processing Fee
3. Provide Instructions to ISS for mailing or send Documents to the Scholar
(6-8 weeks before program start date – Sufficient time must be allowed for paying SEVIS fee and applying for a visa.)
- A package will be prepared for the scholar, which minimally includes the following:
- Signed DS-2019 forms for scholar and all accompanying dependents
- Letter of Invitation from Department (see sample)
- Instructions from the Office of International Students and Scholars
- The documents can be sent directly to the scholar from ISS via express mail services provided a correct address, telephone number and permission to charge the international express mail fees ($30-$40) to the department is included on the DS-2019 Request Form.
- After receiving the documents and verifying their accuracy, the exchange visitor should begin the process of paying the SEVIS fee and applying for a visa.
4. Fulfill Host Department Obligations of Hosting an Exchange Visitor:
Pre-Arrival
Housing
Make appropriate housing arrangements for scholar (at the least on a temporary basis).
Welcome Kit
Ensure the scholar has “immediate need” or welcome packet items. Scholars are traveling from great distances and may arrive at night after businesses are closed. Please review the Welcome Kit Idea List and consider what items the scholar may need based on his/her housing arrangements.
Confirm Arrival Date/Time – Inform ISS – VERY IMPORTANT!!!:
The exchange visitor must arrive within 30 days (before or after) of the start date listed on the DS-2019 form. Please inform the Office of International Students and Scholars of the intended arrival date if it is outside this 60-day window. If the exchange visitor’s expected arrival is outside the 60-day window, program dates must be amended! Failure to arrive within this window and have the program validated within the SEVIS system may result in program termination and the visitor will be considered “out of status” in terms of immigration. This termination cannot be fixed easily. It requires a lengthy administrative process involving multiple federal government offices. If an exchange visitor’s SEVIS record shows an “Invalid” or “No Show” status, it make take as much as a year or more for the error to be fixed. Such an error can prevent an Exchange Visitor from inviting J-2 dependents, traveling outside the US, etc.
Transportation
Arrange for transportation from airport to Stillwater (clarify who will pay if it is a shuttle service arranged through ISS)
Pre-Arrival Communication & Orientation
Communicate with scholar and answer pre-arrival questions they may have about Stillwater, OSU, etc. Send contact lists, emergency phone numbers, documents and information via mail or email.
ARRIVAL & BEYOND
Welcome Packet
Make certain scholar has appropriate housing and “immediate need” or “Welcome Packet” items.
ISS Check In
Escort the Scholar to the Office of International Students and Scholars (ISS) in 076 Student Union to check in and validate program participation. The scholar must bring passport, DS-2019, I-94 card and all related immigration documents for J-1 and J-2 holders.
Medical Insurance & Orientation on Medical Services
Verify that the scholar has required medical insurance effective upon or within one day of arrival. Help them understand the costs associated with medical care. It is especially important to advise international visitors when to use hospital emergency room care and when to use walk in clinics and other resources for less urgent care.
Employment Verification
Check in with the International Tax Coordinator in ISS if the scholar is to be put on OSU payroll.
OSU ID Card
The card can be obtained by taking the ID Request Form completed in the ISS Office to the ID Services office in 432 Student Union.
Departmental & OSU Orientation
Provide scholar and dependents with orientation to the department, staff, work & expected outcomes, work ethics & timelines, facilities, equipment (phones, computers, lab equipment), etc. Provide phone lists and email lists. Also provide emergency contacts and procedures. Also provide a greater orientation to OSU systems, facilities and opportunities for the scholar and his dependents within the greater community. Devise a schedule that allows a specific time for the scholar to ask questions and raise concerns.
Stillwater Orientation
Provide scholar and dependents with orientation to Stillwater and the greater OSU community. Provide assistance in locating places to shop for various items. Introduce them to various recreation opportunities. Offer assistance in locating childcare options or schools. Introduce visitor to utility companies and their systems. Help them locate churches, mosques or temples.
Cultural Exchange
Provide opportunities for the Exchange Visitor to visit American homes, businesses, industries and participate in professional, government, and social events. Provide opportunities for scholar to share his/her culture with other faculty, staff and community members.
Monitor Activities and Program Dates
Keep abreast of the scholar’s adjustment and activities to ensure educational and cultural exchange program goals are being met. Check in regularly and make time for the scholar to ask questions or raise concerns. Monitor end date on DS-2019 to either prepare for departure or request extension (at least 6 weeks prior to end date with proof of funding).
Departure Report
Complete the ISS J-1 Scholar Departure Report and notify ISS of the Exchange Visitor’s intended departure dates, etc.
Departure
See what assistance the scholar may need. Prepare recommendation letters if applicable.