Procedures for Departments Bringing in J-1 Scholars
Any visiting international scholar for whom the university undertakes visa sponsorship must have some sort of CU-Boulder sponsorship. This does NOT mean that the visitor must be on the payroll of the university; each year we have many visitors such as Fulbright scholars who come to CU-Boulder on money from other sources.
NOTE: BEGINNING 9/10/12, departments will be charged a $100 nonrefundable fee for ISSS to process a DS2019 document for the visitor. This fee applies to new DS-2019s and extensions of current documents. Departments can pay this fee by supplying the department's speedtype on the Department Request for DS2019 (see below). IMPORTANT NOTICE: This fee cannot be charged to a fund 30 or 31 speedtype.
The following procedures have to be initiated by the department or the inviting faculty member in order to bring in a foreign scholar as a J-1 exchange visitor:
The Host Department Must Complete the Following:
- Department Request for DS-2019 completed by the host faculty member. Note: Departments should request the period of time for which the visiting scholar is expected to be here and for which financial support can reasonably be expected. Please only indicate the dates that you will host the scholar; they can arrive up to 30 days before the J program start date, and must depart within 30 days of the J program end date.
- CU-Boulder J-1 Program Information Summary completed by the host department (pp. 1-2).
- If applicable, J-1 English Proficiency Interview Assessment Report.
Please ensure that:
- All 3 pages are completed
- Speedtype is not a Fund 30 or 31
- Both host faculty & Department Chair have signed the form
- Funding documentation is attached (copy of the completed, signed (by all parties), CU Boulder offer letter; funding from other sources, on letterhead; if personal funds, letter from bank indicating sufficient minimum amounts available. If the name on the bank account is different than the scholar’s name, then a letter demonstrating willingness to fund the scholar from the bank account holder must also be submitted.)
- Documentation of J-1 Exchange Visitor's English Proficiency
The Prospective J Exchange Visitor Must Submit the Following to the Host Department:
- J-1 Exchange Visitor Information Form
- Passport biodata page
- If dependents will accompany you, also submit your dependent(s) passport biodata page(s)
- Funding Documentation (if applicable)
- All required fields are complete, including dependent information, if applicable
- Scholar (and dependents if applicable) passport biodata page is attached
- Emergency contact information is complete
- Summary of J1 Exchange Visitor rules are signed
- Insurance compliance form is complete (or it can be submitted upon arrival; however, insurance coverage must begin on date of J1 program start date)
Please make sure that the information provided is complete and accurate. If it is incomplete, we will send the form back to the department for completion. If it is inaccurate, it can cause the visitor a great deal of distress, denial of a visa, delay in issuing a visa, an incorrect determination of the applicability of the two-year home residence requirement, and other complex problems, which are extremely difficult to correct. Ultimately, inaccurate information can cause the Department of State to suspend or cancel the university’s authority to issue DS-2019s and sponsor J-1 exchange visitors. We depend on the individuals who sign the worksheet to take full responsibility for the accuracy of the information on the form.
Professors and Research Scholars: For exchange visitors in the professor or research scholar category, there is a two-year bar to repeat participation in these categories (J research scholar or J professor) once they have completed a J program as a professor or research scholar. For more information, please see our Q&A Handout.
Upon receipt of a properly completed, signed and documented request form, ISSS will prepare a DS-2019 and a covering memorandum of instructions. These papers will be sent to the DEPARTMENT to be FORWARDED to the prospective exchange visitor. We do this because it is important for the university to speak with one voice in order to eliminate confusion. Although this may seem like an additional burden for the department, it is a service to the visitor. In any given year, our office does paperwork for approximately 500 visiting scholars. We have no budget for mailing expenses.
The scholar takes the DS-2019 and passport and the passports of dependents to the U.S. consulate nearest his/her place of residence and requests that a J visa be placed in the passport(s). That visa, along with the DS-2019, will allow the scholar (and dependents) to enter the United States in J status.
Scholars may refer to the Visa and Arrival Procedures here.
On Arrival of Scholar
- SEND THE SCHOLAR TO ISSS WITH FOR A CHECK-IN SESSION so that we can verify the scholar’s immigration status and record required information in our files. These check-in sessions occur every Tuesday at 10a.m. Scholars, click here to sign-up. Regulations require the university to maintain these records as part of our exchange visitor program. We have 30 days to validate the visitor's arrival in the United States; if the visitor does not check in with ISSS within 30 days of the program start date on the DS-2019 form, the immigration documents will be canceled. The scholar MUST BRING the following items to check-in:
1. Passport (for dependents as well)
2. DS-2019 (for dependents as well)
3. Insurance Compliance Form (If it was not submitted with the request)
4. Local Boulder address and Emergency Contact Sheet (If it was not submitted with the request)
- If necessary, apply for an extension of the scholar’s stay by completing another full packet (all documents described in the above mentioned DS-2019 request procedures are required). Please mark on the Department Request for DS-2019 form “Extension of Program” when sending it to ISSS. The scholar will also need to complete new insurance information on page 4 of the J-1 Exchange Visitor Information Form. Please note that our office does not track the expiration of J status. It is the responsibility of the visiting scholar and the hosting department to track the expiration of status.
- Report to ISSS when the scholar terminates work here, giving us the date of departure from the university if known. This report of termination is especially important in view of the extended stays that can be authorized for exchange visitors.
* The departure report may be made on the form we send as a cover sheet with the DS-2019, by phone, by email, or by memo or letter. WE NEED THIS INFORMATION AND APPRECIATE YOUR HELP IN THIS REGARD.