Host Department Responsibilities for J-1 Scholars

WashU host departments play an important role in ensuring J-1 Exchange Visitors (EVs) have a positive experience and fulfill their J-1 program objectives. Departments must be aware of processes pertaining to the J-1 program and J-1 requirements.

Not all scenarios impact each J-1 EV at WashU. However, it is important that the host department is familiar with immigration regulations to prevent possible delays or confusion. Find information for current J-1 EVs about maintaining J-1 immigration status on the J-1 Exchange Visitor Status page.

WashU departments interested in hosting a J-1 scholar, visit:

Program amendments

Amendments are required when any DS-2019 information needs to be changed. The most common example of a program change is when an EV cannot arrive in the U.S. by the program start date listed on the DS-2019. Sometimes this happens because the EV is unable to obtain their J-1 visa in time to arrive by the program start date or due to other travel-related delays. Regardless of the reason, an OISS adviser must amend the program date as soon as the department is aware of the necessary change. 

Note: It is the host department contact’s responsibility to submit the amendment request.

To request a program start date amendment, submit a J-1 Scholar Amend Program request in MyOISS for Scholars.

OISS check-in and SEVIS validation

J-1 EVs must check in with OISS within 10 days of their arrival to the U.S. This is a crucial first step because OISS must validate the EV’s Student and Exchange Visitor Information System (SEVIS) record within 30 days of program start date. Failure to do so will lead to a potentially negative remark on the EV’s immigration record.

The immigration check-in process is completed virtually through the scholar’s MyOISS for Scholars account.

The department contact does not play a role in the check-in process. Direct new EVs to After Arrival to WashU & U.S. and remind them to check in with OISS upon arrival. Check-in includes submitting copies of immigration documents and the Certificate of Completion from the WashU J-1 Scholar Orientation online course.  

Program extensions

To extend an EV’s stay at WashU in J-1 status, the department must submit a J-1 Scholar Extend Program request in MyOISS for Scholars. The request requires for the scholar to also complete information, including an acknowledgement of continued health insurance that meets Department of State (DOS) requirements.

It is the host department’s responsibility to initiate the request online. See the Extension Letter Template (PDF) for a template to use as needed.

Add dependents

If the EV wishes to bring a spouse or a minor child to the U.S. in J-2 status, they must collect documentations and submit an Add Dependent request in MyOISS for Scholars. The required documents include: 

1. Dependent(s) copy of passport biographical page 
2. Proof of funding for the dependent(s) 
3. Proof of health insurance for the dependent(s) 

Note: It is the EV’s responsibility to submit the request with all required documents for the processing of the J-2 DS-2019(s).  

Incidental employment

Occasional lectures or short-term consultations are referred to by the Department of State (DOS) as incidental employment. An occasional lecture or a short-term consultation falls within the parameters of allowable incidental activities for J-1 scholar EVs.

To request authorization for occasional lecture or a short-term consultation, the EV must submit a J-1 Incidental Employment request in MyOISS for Scholars. The PI must then approve the request.

Temporary travel outside the U.S.

If a J-1 EV wants to travel internationally while in J-1 immigration status, they may do so. EVs must have a valid travel signature on their DS-2019 to re-enter the U.S. in J-1 immigration status. They can request this signature by submitting a J-1 Scholar Travel Signature or a J-1 Intern Travel Signature request in MyOISS for Scholars. Visit our Scholar and Employee Travel page for more information.  

If an EV has a pending USCIS change of status petition or an approved J-1 waiver, they must email J1Scholar@wustl.edu before leaving the U.S. to avoid problems with their petition. Please ask that they do so immediately.

J-1 program requires travel outside the U.S. for more than 30 days

If an EV is traveling outside the U.S. for more than 30 days and will continue their J-1 program objectives while abroad, OISS must be notified before the EV departs the U.S. As the sponsor of the EV’s program, OISS is responsible for documenting how an EV is able to pursue J-1 activities outside the U.S.  

It is the EV’s responsibility to submit the J-1 Scholar Out of Country request in MyOISS for Scholars no later than one month prior to their date of departure from the U.S. The PI must then approve the request.

This request is for EVs who must travel outside the U.S. in order to complete research or work as part of their WashU J-1 program activities. If an EV is traveling abroad for a short trip, the Out of Country request does not apply. A DS-2019 travel signature is still required.

WashU has an international travel policy that applies to all university-related travel. If travel abroad is for business, research or study, it must be registered in the MyTrips International Travel Registry.

Transfers

SEVIS transfer out

Current J-1 EVs who wish to transfer their immigration status to another institution can request what’s known as a transfer out. To do so, the EV must submit a J-1 Scholar Transfer Out request in MyOISS for Scholars. The PI must then approve the request.

Transfers must be initiated while the EV’s current DS-2019 is still valid. It is the EV’s responsibility to notify the WashU department of their intent to transfer out.

Inter-department transfer

If a current EV wishes to transfer to a different department at WashU, the EV must submit a J-1 Scholar Inter-Department Transfer request in MyOISS for Scholars. Be sure that both departments have confirmed the transfer information with each other and with the EV. Once the EV submits the request online, OISS will create a request for the new department to complete and the new department will be inform by email to submit the request.

Early completion – shorten program

If a J-1 EV will complete their program at WashU more than 15 days before their DS-2019 program end date, OISS must shorten the DS-2019. Discuss early completion with the EV ahead of time. The EV should then submit a J-1 Scholar Shorten Program request in MyOISS for Scholars. If the EV fails to submit a J-1 Scholar Shorten Program request before departing the U.S., the department is responsible for submitting the request.

If the EV completes their program at WashU early and wishes to transfer to another institution in J-1 status, refer to the Transfer out section above.  

Change or end of funding

The WashU department should contact OISS to discuss any changes to funding for J-1 scholars. In most cases, a decrease or end of funding will require shortening the J-1 program. If so, OISS will issue an updated DS-2019 with the new end date. See Changes in Funding for International Students and Scholars for additional information.

J-1 status immigration resources

Learn more about important documents for J-1 scholars and maintaining immigration status on our J-1 Exchange Visitor Status page. You can also find information about Academic Program Sponsor requirements and resources on the Department of State BridgeUSA resource page.