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

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international student and scholar programs

International Student and Scholar Programs

Exchange Visitor Program

Emory University

exchange visitor program overview part i
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
exchange visitor program purpose
Exchange Visitor ProgramPurpose
  • To foster the exchange of ideas between Americans and foreign nationals and to stimulate international collaborative teaching and research efforts.
exchange visitor program background
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.
exchange visitor program program sponsor
Exchange Visitor Program: Program Sponsor
    • 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.
exchange visitor program responsible officers
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
exchange visitors at emory
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)
exchange visitor program participants
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.
exchange visitor program program sponsor responsibilities
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
exchange visitor program hosting department
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
departmental monitoring and reporting change required
Departmental Monitoring and Reporting Change - Required
  • Program activity
  • Objective for program
  • Supervisor
  • Location / Department
  • Funding
  • Insurance
  • Length of stay
  • Employment status
exchange visitor program sevis student and exchange visitor information system
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
exchange visitor program financial support requirement
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
exchange visitor program english proficiency requirement
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.
exchange visitor program health insurance requirement
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.

exchange visitor program expectations of j scholars
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.
exchange visitor program j categories used at emory
Exchange Visitor ProgramJ Categories Used at Emory
  • Research Scholar
  • Professor
  • Specialist
  • Short-Term Scholar
  • Non-Degree Student
  • Student
category specialist
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
category short term scholar
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
category non degree student in a prescribed course of study
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
category students
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.
category research scholars professors
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
the new five year rule for research scholars professors only
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.
j 1 research scholar professors repeat participation
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.
j exchange visitors check in and orientation
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.
emory is required to monitor the program of participant
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.
exchange visitor program maintaining legal j status
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
j exchange visitors change of department
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.
exchange visitor program extensions of stay
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.
exchange visitor program travel and return to u s
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.
quick trip to canada mexico or contiguous islands around the u s
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).
exchange visitor program the j visa
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

of the

J Visa

j exchange visitor end of program
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
exchange visitor program exit interview
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.
exchange visitor program review of part i
Exchange Visitor ProgramReview of Part I
  • Purpose of Program
  • Roles and Responsibilities of ISSP and Hosting Departments
  • Role for Exchange Visitors
exchange visitor program overview part ii
Exchange Visitor ProgramOverview Part II
  • How to Request a J
  • Form DS-2019
  • Pre-Arrival Information
  • Check-In and Orientation
  • Other matters
exchange visitor program requesting a j
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.
exchange visitor program ds 2019 forms
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)].

exchange visitor program new online request form via peoplesoft
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.
exchange visitor program checklist for a j request
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
exchange visitor program funding requirement
Exchange Visitor ProgramFunding Requirement
  • Minimum for scholar is $2,000 / month
  • Add $700 / month for spouse
  • Add $350 / month for each child
exchange visitor program funding calculation
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.
exchange visitor program program description
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.
exchange visitor program processing your j request
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
exchange visitor program pre arrival packet
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
welcome newsletter from issp contents
About Emory

About ISSP


EV Program


Two-Year Rule


J visa application

Consular Interview

Entering the U.S.

Health Insurance

Adjusting to U.S. Culture

Housing Info.

Childcare & Schools

Welcome Newsletter from ISSPContents
exchange visitor program maintaining legal j status1
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
exchange visitor program incidental employment
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.
exchange visitor program academic training for students
Exchange Visitor ProgramAcademic Training for Students
  • J Students must be authorized by the Program Sponsor for ALL employment situations.
  • Academic Training is an opportunity to work off campus to gain practical experience in one’s academic field of study.
  • A job offer is required, and endorsement from one’s academic advisor is needed.
  • International Student Advisor at ISSP will authorize the employment in a letter.
exchange visitor program change of finances
Exchange Visitor ProgramChange of Finances
  • Financial support should be reflected on the DS-2019.
  • Increases can be reported with extension requests.
  • Reduction in support or withdrawal of support should be reported immediately, to determine if scholar will need to shorten program.
exchange visitor program shorten program vs termination
Shorten Program

Accurate record of program dates.

Positive report sent to SEVIS

New DS-2019 is issued.

Allows 30-day window to remain after end of program.


Reports negative reason to SEVIS

Failure to abide by rules

Failure to participate

End Program date immediate

NO 30-day window for stay

Exchange Visitor ProgramShorten Program vs Termination
exchange visitor program transfers to emory
Exchange Visitor ProgramTransfers to Emory
  • Submit request for new scholar as usual.
  • Determine eligibility.
    • DS-2019 copies (all) available?
    • Same program objective?
    • Enough time in J status to continue?
  • Ask scholar to contact his/her current international advisor for permission to transfer.
  • Official transfer is coordinated by int’l advisors.
exchange visitor program j 2 dependents
Exchange Visitor ProgramJ-2 Dependents
  • Spouse and children (under the age of 21)
  • Additional Funding required for support:
    • $8,400/yr spouse
    • $4,200/yr child
  • Spouse may apply for work authorization.
exchange visitor program the two year rule
Exchange Visitor ProgramThe Two Year Rule
  • Exchange Visitors are subject to the 2-Year Home Residence Requirement if…
    • Their skills are place on The Skills List by their home country.
    • They are foreign medical graduates seeking medical training and education.
    • They are funded by a government sponsor.
exchange visitor program waivers of the two year rule
Exchange Visitor ProgramWaivers of the Two Year Rule
  • Possible to apply for a waiver of subjectivity to the 2-year rule
    • Scholar may have his/her home government supply a letter of no objection to the U.S. Dept of State.
    • Apply to the U.S. Department of State
  • Approved waiver simply frees the scholar from the 2-year rule for the current program.
exchange visitor program social security numbers
Exchange Visitor ProgramSocial Security Numbers
  • New scholars should not apply for a SSN before 10 days after arrival to the U.S.
    • Early applications can actually delay the processing of the SSN.
    • SSA needs time to receive the information in the database from DHS.
exchange visitor program abuses
Exchange Visitor ProgramAbuses
  • Using the J as a quick method to get the scholar here, knowing they will eventually apply for the H-1B.
  • Scholar coming on his/her own and leaving family here for other purposes.
  • Leaving spouse here to work while out of the U.S. for longer than a month.
  • Extending scholar’s J to give time to wait for something else.
exchange visitor program differences between j and h 1b

Exchange Program participant

May or may not be paid

2-Year Home Residence requirement

Activities outline by the program description

Many categories



Must be paid at least the minimum standard

May apply for permanent residence

Activities outlined by the job description

No categories

Exchange Visitor ProgramDifferences between J and H-1B
exchange visitor program review of part ii
Requesting a J


Arrival Check-In / Orientation

Maintaining Legal J Status



End of Program

Waivers of 2-Year Rule J-2 Dependents

SS Numbers


Differences between J and H-1B

Exchange Visitor ProgramReview of Part II