Step 1: Determine J-1 eligibility
Step 2: UH invitation
Step 3: DS-2019 request and FSIS processing
Step 4a: Apply for J-1/J-2 entry or Step 4b: USCIS processing or Step 4c: Transfer to UH
Step 5: Attend FSIS registration/orientation
Step 1: Determine J-1 eligibility
The primary purpose of J-1 Exchange Visitor (EV) program is for academic exchange, therefore J-1 visas are not appropriate for staff or tenure-track positions. Any program an EV will participate in must be suitable to the EV‘s education, experience, and needs. A J-1 EV must be engaged in full-time program capacity.
When considering whether to sponsor an EV to conduct program activities at UH, the faculty sponsor, department chair, and dean need to ensure all of the following initial requirements are met before inviting a prospective scholar to UH:
1. Ensure there is a designated UH department and faculty sponsor as well as adequate resources for the EV.
The U.S. Department of State’s (DOS) designation of UH as an Exchange Visitor Program sponsor extends to all campuses in the UH System. However, UH does not have an “umbrella” type of designation and therefore cannot sponsor the activities of external organizations’ exchange visitors and students.
An invitation extended to a prospective EV must be fully supported by the UH department. Activities must take place primarily on a UH campus or UH-controlled site and must be closely overseen at all times by a designated responsible full-time UH faculty member or other appropriate full-time UH employee for the full duration of the program. Read the Agreement to Oversee J-1 and J-2(s) for a list of oversight requirements the faculty sponsor will need to fulfill throughout the EV‘s program.
The faculty sponsor and the department need to also carefully assess whether they have adequate time, space, and other resources to properly host an EV.
2. Create a program plan that sets forth the program’s purpose, terms, and details.
The faculty sponsor and department need to have an established system to screen and select prospective EVs. Before extending an invitation to an EV, there needs to be a clear understanding of the purpose and expectations each party has for the exchange. The EV must be engaged in a full-time program capacity. The DOS requires in-person participation of at least 3-4 days a week. A fully or predominately virtual exchange program is not permitted.
- What are the goals and desired outcomes of the exchange?
- What work will be done?
- How will the faculty sponsor be involved with the EV?
- Where will the financial support come from?
- What UH resources will be made available (i.e., office space, computer, library access, etc.?)
- What is the length of the program, and is there a possibility of extending it?
The EV‘s qualifications, needs, objectives, and expectations must also be considered and factored into the program plan so there are no misunderstandings on either side about the terms of the program.
3. Determine the most appropriate EV category.
After creating a comprehensive program plan, the faculty sponsor determines the most appropriate EV category in which to invite the EV. All categories except specialist and non-degree student minimally require a bachelor’s degree.
Note: A prospective EV who was previously in J-1/J-2 status anywhere in the U.S. may be subject to the 12-month and/or 24-month bar on repeat participation as a J-1 research scholar or professor. That is, it may not be possible to immediately sponsor an EV in the J-1 research scholar or professor categories. It is also not possible to sponsor back-to-back short-term scholar programs to circumvent the 12- and 24-month bars.
4. Determine the type of UH appointment.
Based on the intended activities, length of program, funding, and the person’s qualifications, the faculty sponsor, in consultation with the unit’s HR specialist, determines the type of UH appointment the EV will hold. The most common types of appointments include:
- Lecturer
- Postdoctoral Fellow
- Postdoctoral Associate
- Visiting Colleague (not receiving UH funds)
- Visiting Professional Colleague (receiving UH funds)
It is important to keep in mind that the J-1 Exchange Visitor Program is intended strictly for temporary educational and cultural exchange activities and is not an option for regular employment in APT (BU 08) and indefinite faculty (BU 07) positions. UH departments must request E-3, H-1B, O-1, or TN classification for tenure-track positions, faculty positions without predetermined fixed periods (i.e., non-tenure track positions that can be renewed annually on an indefinite basis), and APT positions. The J-1 Exchange Visitor Program cannot be used by the department as an initial screening mechanism to determine whether to hire an individual into an indefinite employment position at a later date.
5. Confirm there is sufficient financial support for the program.
The EV and J-2 dependents must have adequate financial support while they are in the U.S. A UH department may provide some or all of the funding or the EV may procure their own funding for the program. Either way, the EV and/or department must show there is enough money to meet these minimums for the entire period being requested:
- EV: At least $3,000 per month
- Spouse: Additional $900 per month
- Child: Additional $700 per month per child
6. Confirm English proficiency.
The DOS requires all EVs to be sufficiently proficient in English to successfully participate in the program as well as to function in the community on a day-to-day basis. The DOS has authorized three ways of documenting an individual’s adequate English proficiency (see the J-1 English Proficiency Certification form for more details on these three options):
- Results of a recognized English language test;
- Signed certificate or letter from an academic institution or English language school; or
- Documented interview conducted by UH either in-person or by video conferencing. A telephone interview is an option only if an in-person interview or a video conference is not possible. The interviewer must attach a list of the questions asked, responses given, and comments on the suitability of the responses.
7. Complete Export Controls screening.
All potential J-1 EVs must undergo Export Controls screening through the UH Office of Export Controls. The EV and department must complete the Export Controls Screening Form for J-1 Exchange Visitors and J-2 Dependents, and submit the completed form and all supporting documents to the UH Office of Export Controls. The UH Office of Export Controls will email the faculty sponsor a determination of their findings. An export controls compliance determination must be included in the DS-2019 Initial Request.
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Step 2: UH invitation
Once a UH sponsoring unit and the responsible faculty sponsor have determined they can provide a fulfilling opportunity for a prospective exchange visitor (EV) to accomplish the program objectives, the faculty sponsor must send the person an official letter of invitation signed by the faculty sponsor and E/M that includes the following information:
- UH appointment title;
- EV category;
- Start and end dates of the program;
- Campus(es)/site(s) where the program activities will take place; and
- Description of the proposed activities.
The EV will need to sign the letter of invitation to accept the conditions.
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Step 3: DS-2019 request and FSIS processing
After the exchange visitor (EV) accepts the UH invitation, FSIS will issue the EV and each accompanying J-2 dependent a Form DS-2019 which they will need to begin the UH program. To obtain Form DS-2019s for the EV and dependents, the sponsoring department initiates the appropriate type of DS-2019 request (see table below).
UH departments need to submit all types of initial DS-2019 requests to FSIS no later than three months before the requested J-1 start date. This time is necessary for FSIS to issue the Form DS-2019s, the EV to schedule the visa appointment, receive the visa, and book their flight to the U.S. It is also needed in cases where the EV and dependents must apply for U.S. visas and enter the U.S. or receive U.S. Citizenship and Immigration Services (USCIS) approval of a change of status application.
If a department wishes to submit a DS-2019 request less than three months before the start date, the HR specialist for the college/school/unit must first consult with FSIS. If FSIS determines the EV cannot arrive on time, the start date may need to be postponed. If the start date cannot be postponed, the department needs to be aware that submission of a late request may significantly delay the EV‘s arrival date. It can even result in the loss of legal immigration status in the U.S.
There are four types of DS-2019 Initial Requests. The UH department needs to follow the applicable procedures below for the specific type of request.
| Type of initial request | Procedures |
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J-1 entry from outside the U.S. This is the most common type of request. It is used when an EV and dependents are outside the U.S. and will apply for J-1/J-2 admission to begin a new UH program. |
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USCIS processing in the U.S. If the EV is currently in the U.S. on another visa type (e.g., F-1) and cannot depart and reenter the U.S. to begin the UH program, this option may be used to apply for an in-country change of status to J-1. After FSIS issues the Form DS-2019, the EV must file a Form I-539 application with U.S. Citizenship and Immigration Services (USCIS) to request an in-country change of status. Dependent family members may be included on a Form I-539A so they can change to J-2 status. USCIS normally takes 5-8 months to process Form I-539/I-539A. EVs can request for premium processing for an additional $2,500. With premium processing, USCIS will take action on application within 15 calendar days. |
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Transfer to UH. An EV who is currently in J-1 status with another U.S. EVP sponsor may transfer to UH as long as all of the following criteria are met:
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Note: FSIS cannot issue the Form DS-2019 until the effective date of the transfer to UH. The Form DS-2019 will be given directly to the EV at the registration/orientation appointment. |
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J-2 dependents will arrive separately. As a general rule, a department should request J-2s’ Form DS-2019 at the same time it requests a Form DS-2019 for an EV if the family members are planning to come to the U.S. after the EV arrives. However, it is possible to subsequently request the Form DS-2019 for dependent family members of an EV who have already begun a UH program. |
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Form DS-2019 signatures
The EV must print the Form DS-2019 for themselves and all J-2 dependents. The EV and J-2 spouse must sign their paper Form DS-2019 and write in the location (i.e., city, state/province, and country) and date. J-2 children over 16 years of age must sign their paper Form DS-2019; the EV must sign the paper Form DS-2019 issued for J-2 children under 16.
Program cancellations
If an EV is unable to come to UH for any reason, all paper Form DS-2019s must be destroyed.
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Step 4a: Apply for J-1/J-2 entry
After the exchange visitor (EV) receives the Form DS-2019 and additional documents via email from FSIS, they need to complete the following:
1. Pay the SEVIS I-901 fee.
The Student and Exchange Visitor Information System (SEVIS) fee must be paid for the EV; it is not required for J-2 dependents. Read important information on paying the SEVIS I-901 fee, including who is required to pay, who is exempt from paying, the deadline to pay, and how to prove payment when applying for the visa.
2. Apply for J-1 and/or J-2 visa(s).
Citizens of Canada and Bermuda can skip this section and proceed to “3. Prepare to move to Hawaiʻi” below.
Citizens of all other countries must obtain the appropriate visa at the nearest U.S. embassy/consulate before they can enter the U.S. The EV must apply for a J-1 visa; accompanying family members must obtain J-2 visas.
To apply for a J-1/J-2 visa, the EV/dependent needs to visit the U.S. Department of State’s U.S. embassies and consulates website to view the visa application requirements and to make an appointment for a visa interview. It is best to apply at the U.S. embassy/consulate having jurisdiction over the place of residence, though they may apply at any U.S. embassies/consulates worldwide that permit third-country nationals’ applications. Anyone who was ever a visa overstay in the U.S. must apply for the visa at a consular office in their country of nationality.
J-1 and J-2 visa application requirements differ by embassy/consulate, so the EV needs to check directly with the specific U.S. embassy/consulate on the requirements for the visa application if there are any questions. The EV and J-2 dependents need to apply for their visas as soon as possible because it may take a while for the consulate to issue the visas. All visa applications undergo a security check; some may require a more extensive security clearance that may take several weeks.
Generally, all J-1 and J-2 visa applications must include:
- DS-160 nonimmigrant visa application confirmation page;
- Visa interview appointment confirmation page;
- Proof of payment of visa fees;
- A passport-style photograph that meets DOS‘s nonimmigrant visa photo requirements;
- Passport valid for at least six months beyond the Form DS-2019 end date;
- Paper Form DS-2019 issued by FSIS;
- Invitation letter from UH sponsoring unit;
- Evidence of financial support, such as letters or documents providing receipt of a fellowship, grant, salary from employer in the home country, bank statements, or affidavits of support; and
- Any other documents required by the specific U.S. embassy or consulate.
When the EV and family members receive their visas, the consular officer must return the paper Form DS-2019s and other documents to them.
3. Prepare to move to Hawaiʻi.
The EV and J-2 family members should read the information about living in Hawaiʻi. When they arrive here, they must bring enough money to secure housing and to purchase food and other necessities. They may also need to know how to apply for a Social Security number, set up a bank account, and purchase health insurance, among other common arrangements. Hawaiʻi’s culture is also very different compared to many other areas in the U.S.
4. Apply for J-1/J-2 admission at a U.S. port of entry.
The EV must enter the U.S. on or up to 30 days before the start date on the Form DS-2019. If an EV cannot enter the U.S. on time, the department or HR specialist must notify FSIS immediately so we have enough time to revise the start date in SEVIS and issue an amended Form DS-2019. If an EV is unable to come to UH for any reason, the EV‘s and any J-2s’ paper Form DS-2019s must be destroyed. The following documents are needed for entry into the U.S.:
- Paper Form DS-2019;
- Passport valid for at least six months after the Form DS-2019 end date (if the passport will expire before the Form DS-2019 end date, a shorter period of stay may be granted);
- J-1 or J-2 visa in passport (N/A for Canadians and Bermudians); and
- SEVIS I-901 fee receipt (EV only).
Individuals are not guaranteed entry to the U.S. The U.S. Customs and Border Protection (CBP) officer will review all documents and ask each person about the purpose of the visit. These officers have the discretion to admit an EV in J-1 status and any family members in J-2 status and may refer them to a more detailed secondary inspection.
When the EV is admitted into the U.S., all documents must be returned to them. CBP will issue an electronic Form I-94 for each person to access and print at the CBP’s I-94 website. The Form I-94 printout are proof of admission to and legal immigration status in the U.S.
EVs and J-2 family members need to keep copies of their paper Form DS-2019s, passport biodata/expiration pages, visas, and Form I-94 records permanently in case any of these documents are lost or stolen.
5. Contact the UH faculty sponsor and schedule FSIS registration/orientation appointment.
After arriving in Hawaiʻi, the EV must report immediately to their faculty sponsor.
Within 10 business days of arriving in the U.S., the EV must contact FSIS to schedule a mandatory registration/orientation appointment.
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Step 4b: USCIS processing
1. Pay the SEVIS I-901 fee.
The Student and Exchange Visitor Information System (SEVIS) fee must be paid for the EV; it is not required for J-2 dependents. Read important information on paying the SEVIS I-901 fee, including who is required to pay, who is exempt from paying, the deadline to pay, and how to prove payment when applying for the visa.
2. Prepare and submit the Form I-539 to USCIS.
The EV needs to download the Form I-539/I-539A and the Form I-539 Instructions from USCIS‘s website and review the instructions closely before completing the form. The EV also has the option of filing the Form I-539 online at USCIS‘s website. If filing a paper application to USCIS, the EV needs to follow these procedures:
- Complete the Form I-539 and sign and date the form in Part 5. If the spouse and/or minor children under 21 years of age are in the U.S. and need to change to J-2 status, also complete a Form I-539A for each additional person.
- Attach these supporting documents to the Form I-539/I-539A:
- Cover letter briefly explaining the reason for requesting a change of status to J-1, including the reason they did not originally enter the U.S. in J-1 status and the changes in circumstances that led to the need for the change of status.
- SEVIS I-901 fee payment receipt;
- Signed paper Form DS-2019 for each person (EV and J-2 dependents);
- Marriage certificate for spouse and birth certificate for each child;
- Evidence of each person’s valid immigration status in the U.S.
- Copies of Form I-94s printed from CBP‘s I-94 website;
- Copies of current Form I-20 (if F-1) or Form I-797A/I-797B (if H-1B, TN, etc.); and
- Evidence of financial support (e.g., letter from funding organization, certified bank statement if on personal funds, etc.)
- Include a filing fee check/money order from a U.S. bank, payable in U.S. dollars to the “U.S. Department of Homeland Security” the Form I-539. Review the Form I-539 instructions to confirm the filing fee.
- Keep a copy of the entire application packet for personal records.
- Mail the Form I-539/I-539A with the fee and supporting documents to the proper USCIS mailing address. USCIS will issue a receipt notice upon accepting the Form I-539/I-539A for adjudication. The EV must keep this notice as record of the receipt number, which can be used to check the status of the application.
After mailing the Form I-539/I-539A to USCIS, the EV and dependents on the application must not leave the U.S. until USCIS reaches a decision on the Form I-539/I-539A. If they absolutely must depart the U.S. while the Form I-539/I-539A is pending, they will abandon the application and then must follow the J-1/J-2 entry procedures to acquire J status.
If the EV would like FSIS to review the application before mailing it, they need to make an appointment with the appropriate International Scholar Specialist.
3. Prepare to move to Hawaiʻi.
While the Form I-539/I-539A is pending and unless the EV and their family are already residing in Hawaiʻi, they should read the information about living in Hawaiʻi. When they first arrive here, they will need to bring enough money to secure housing and purchase food and other necessities. They may also need to know how to apply for a Social Security number, set up a bank account, and purchase health insurance, among other common arrangements. Hawaiʻi’s culture is also very different compared to many other areas in the U.S.
Note: Anytime EVs move to a new U.S. address, they must notify USCIS immediately. If the Form I-539 is still pending, the U.S. Postal Service will not forward mail from USCIS to the new address, so the EV must report the new address to USCIS to receive Form I-539-related correspondence.
4. USCIS processes the Form I-539/I-539A application.
The EV cannot receive UH payments while the Form I-539 is pending unless they have some other type of valid work authorization (e.g., unexpired F-1 OPT EAD). An EV who does not have prior work authorization that is still valid must wait until USCIS approves the Form I-539 to begin the UH program. “Volunteering” in the meantime is not allowed.
If USCIS approves the Form I-539 application, the EV will receive an approval notice (Form I-797A) in the mail. Their J-1 status will begin from the validity date on the approval notice. USCIS will return the paper Form DS-2019. The EV needs to provide copies of the approval notice and the paper Form DS-2019 (both sides of each form) to FSIS so we are aware that the change of status has taken effect.
If USCIS denies the Form I-539/I-539A and the previous immigration status (e.g., F-1) has expired, the EV and any dependents (e.g., F-2) may begin accruing unlawful presence unless they have a legal basis to stay in the U.S. If there is no legal way to remain in the U.S., the EV and family members must leave immediately.
5. Contact the UH faculty sponsor and schedule FSIS orientation/registration appointment.
If the Form I-539 is approved, the EV needs to contact the faculty sponsor immediately upon arrival in Hawaiʻi to begin the program. If the EV is currently in Hawaiʻi, they need to inform the faculty sponsor that the change of status has taken effect.
Within 10 business days of the Form I-539 approval, the EV must contact FSIS to schedule a mandatory registration/orientation appointment.
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Step 4c: Transfer to UH
1. Prepare to move to Hawaiʻi .
After the other EVP sponsor’s RO/ARO processes the “transfer out” in SEVIS, unless the EV and dependents are already residing in Hawaiʻi, they should read the information about living in Hawaiʻi. When they arrive here, they will need to bring enough money to secure housing and purchase food and other necessities. They may also need to apply for a Social Security number, set up a bank account, and purchase health insurance, among other common arrangements. Hawaiʻi’s culture is also very different compared to many other areas in the U.S.
2. Contact the UH faculty sponsor and schedule FSIS orientation/registration appointment.
The EV needs to report to the faculty sponsor immediately upon arrival in Hawaiʻi. If the EV is already in Hawaiʻi, they need to inform the faculty sponsor that the transfer has been processed.
Within 10 business days of the transfer’s effective date, the EV must contact FSIS to schedule a mandatory registration/orientation appointment.
3. Pay the SEVIS fee, if required.
A Student and Exchange Visitor Information System (SEVIS) fee must be paid if the EV is transferring to UH from a U.S. federal government sponsor with a G-1, G-2, or G-3 program code. This fee is not required for J-2 dependents. Read important information on paying the SEVIS I-901 fee.
The EV does not need to pay the SEVIS fee if the prior sponsor does not have a G-1, G-2, or G-3 program code and the EV will remain in the same J-1 category.
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Step 5: Attend FSIS registration/orientation
After reporting to the faculty sponsor and within 10 business days of arrival, change of status, or transfer (as applicable), the EV must contact the appropriate FSIS International Scholar Specialist to schedule a mandatory registration/orientation. This session normally takes one hour, so we cannot accommodate walk-ins.
The EV needs to submit the items listed below via UH FileDrop using the “Non-UH Users” function before the appointment:
- Form DS-2019s for EV and J-2 dependents;
- Copy J-1 and J-2 visas for EV and J-2 dependents;
- Copy of passports for EV and J-2 dependents;
- Form I-94s printed from CBP‘s I-94 website for EV and J-2 dependents;
- Completed J-1 Contact Information Form; and
- Completed Health Insurance Compliance Form and required attachments.
At registration/orientation, the International Scholar Specialist will review all immigration documents to check that the EV and J-2 dependents were properly admitted at the U.S. port of entry. FSIS will also give the EV an orientation packet containing information about the J-1 EVP rules, Social Security and other identification cards, and other materials to help the EV adjust to UH and the Hawaiʻi community. Once the EV completes the session and submits the required documents, FSIS will validate their J-1 program in SEVIS.
If an EV does not register with FSIS within 30 days of entering the U.S., changing status, or transferring to UH, their SEVIS record invalidates as a “No Show,” and they become subject to deportation and future inadmissibility to the U.S.
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