Numbers refer to question numbers on the application that needed further
instructions:
1. ISSS requires UMN hosting departments to create a record in PeopleSoft for all applicants for J-1 visas in the research scholar, professor, and short-term scholar categories, regardless of whether they will be paid by UMN. Each J-2 dependent will also need a PeopleSoft record and ID (see question #21 of these instructions ).
2. Please make sure to run a search in PeopleSoft (Home > Build Community > Bio/Demographic Data > Use > Search Match), before creating a new PeopleSoft ID, to see if the J-1 and/or J-2 has been at the University of Minnesota previously and had PeopleSoft ID. If he or she already has PeopleSoft ID, please update the PeopleSoft data instead of creating a new ID.
Instructions from HRMS for creating PeopleSoft records for J-1s and J-2s are available at HRMS web site, then choose; “Student and Exchange Visitor Information System (SEVIS).” You can also download ISSS' list of the required fields by clicking on one of the following: PDF or MS Word. You can also contact the HRMS help line at 612-625-2016 for information about creating a PS record. ISSS will not produce DS-2019 without a complete PeopleSoft records and IDs for J-1s and their J-2 dependents.
3. The applicant’s and dependents’ names must be written exactly as they appear on his or her passport. If there is no middle name, write “none.” Attach a copy of the passport identity page for the applicant and each dependent. If the applicant or dependent does not yet have a passport, attach a copy of their national identity card. In order to avoid US consulate delays in the issuing J visas, all applicants must use the exact same name on their passport and DS-2019.
6. Current contact information: If applicant does not have this contact information, indicate this on the application. Email Address: An email address is required.
11. Home Country Position Code: You (or the applicant) must use the look-up tables to answer this question. Instructions and tips are available on the same web site.
12. Physician: If the applicant is a physician, you are required to check one of the options and follow the instructions for that option. We cannot process your DS-2019 request without a letter as instructed below. If the applicant is a medical student (not yet an M.D./physician), a letter is not required.
- No Patient contact (observing): The faculty mentor or department head is required to write a letter on UMN letterhead. The letter should state, “This certifies that the program in which "name of physician" is to be engaged is solely for the purpose of observation, consultation, teaching, or research and that no element of patient care is involved.”
- Non Clinical, Incidental Patient Contact: J–1 Scholars are limited to observation consultation, and research. They are allowed no element of patient care or treatment in their program. You must request a “non-clinical, incidental patient contact "letter from the Gradate and Faculty Affaires Office (Medical School). Contact Ms. Jennifer Skar, Assistant to the associate Dean at 612J– 624J–5442. She will forward the letter to ISSS once it written
13. Clinical Residency Programs Not Allowed: ISSS can no longer process DS-2019s for clinical residency programs. Recent communication from the U.S. Department of State indicated that the J visa cannot be used for this purpose. If you wish to invite a foreign national for a residency, please contact Mark Schneider at ISSS (626-7100) to discuss other visa options. J-1 students who are participating in residencies as part of their degree programs will be allowed to continue. However, new students should apply for F-1 visas instead of J-1 visas. Foreign Medical Graduates (physicians) will continue to work with ECFMG for their J-1 visas.
16. Program dates: Read the guidelines below carefully and enter the exact dates when the exchange visitor will actually be hosted/employed by your department.
- Timelines for DS-2019 processing and visa application:
When your department considers a program start date, please take the following information into consideration; include 4 weeks for document processing by our office, plus as many weeks as the U.S. consulate requires for visa issuance. The J-1 should inquire about visa processing timelines at the U.S. consulate where she or he will apply for an entry visa (as these timelines vary by consulate).
- Special considerations for scholars from PR China:
In consultation with the China Center, we recommend a minimum of 3 months processing time, calculated from the time a complete application is submitted to ISSS to the intended arrival date.
- Entry date window:
J-1 visitors must enter the U.S. and report to ISSS of their arrival within 25 days after the DS-2019 start date. J-1 visitors can enter the US up to 30 days before the DS-2019 start date but CANNOT be paid before the start date. However, if they enter before the start date, we can attempt to change the start date to the earlier date in SEVIS and produce a new DS-2019, but we are unsure at this time whether SEVIS will allow us to enter an earlier start date.
- Change of program dates:
ISSS amends the DS-2019 dates ONLY if the J-1 cannot arrive and report to ISSS less than 25 days after the DS-2019 start date. Please see below for details.
- If the J-1 is arriving less than 25 days after the DS-2019 start date; ISSS amends NEITHER DS-2019 start date NOR the end date. If the J-1 needs to stay working on his/her J-1 program after the DS-2019 end date, she/he needs to request a DS-2019 extension after she/he arrives. The processing fee, $190, will be charged per an extension request regardless of the length of the extension period.
- If the J-1 cannot arrive and report to ISSS less than 25 days after the DS-2019 start date; notify ISSS immediately. We must update the start date in SEVIS and issue a new DS-2019. Failure to update the start date within 25 days after the current DS-2019 start date will result in the scholar’s SEVIS record automatically changing to “no show,” and the DS-2019 will be automatically deactivated in SEVIS. If the end date of the DS-2019 needs to be changed as well, request the change of the end date AT THE SAME TIME when you request the DS-2019 start date change.
- 30-day grace period after the DS-2019 end date:
The U.S. immigration service gives all J-1 visa holders a 30-day grace period after the end date on the DS-2019. During the 30-day grace period, the exchange visitor can travel within the U.S. and prepare for departure. However, they cannot participate in or be paid for professional activities during the grace period.
17. UMN Subject/field description:
You (or the applicant) must use the look-up tables to indicate the UMN activity. Instructions and tips are available on the same web site.
18. If the applicant is currently in the U.S.
ISSS needs to know his/her current situation so that we can provide appropriate advice. The applicant may be affected by the 12-month bar, the 24-month bar and/or the 2-year rule. The applicant may also need to apply for a change of status in the U.S., or leave and re-enter the U.S. to effect a new status. If the visitor is already in J-1 status and on the same J-1 category, a transfer to the UMN J-1 program may be possible. Please read through the following website for more information, including eligibility requirements and procedures for a transfer, J-1 category change, and change of visa status.
21. Site of Activity
The instructions on the form are based on advice we received from the Office of the General Counsel about J-1 visitors who will are hosted by a UMN department but whose activities are not physically located on campus. Issuance of the DS-2019 will be considered on a case-by-case basis.
If answered no to item f and checked b or c in the form, a letter from the department or division head of the UMN hosting department must be included with this application. ISSS will review the letter and determine if a DS-2019 can be issued. The Department or Division Head must explain in the letter:
- UMN purpose that is fulfilled by this exchange
- Benefits the UMN will receive from the exchange activity
- Whether there is a written collaboration agreement between UMN and the other
- organization (please provide a copy)
- Nature of UMN supervision of exchange visitor while at off campus site
23. Dependents:
- If there are more than 3 dependents, you can make copies of the dependent page (p. 4).
- All of the information is required for each J-2 dependent, including a PeopleSoft ID. See #1 for instructions.
- please click on J-2 dependents, for more information about J-2 dependents including eligibility and funding requirements, etc.,
24. Financial Support:
Please provide accurate funding information for each funding category and the total amount. The total amount of all the funds must be equal or exceed the minimum financial requirement listed on the application form. The minimum requirement includes the cost of the UMN mandatory insurance requirement for J-1 and J-2 visa holders.
Required Signatures (page 7)
Both the UMN Faculty Mentor/Supervisor and the UMN Department Head must sign this form (it can be the same person). Both must be UMN faculty. Application is considered incomplete if one or both signatures are missing.
Scholar Administrative Fee Form (page 8)
The U of MN Regents approved an increase in our fee to $250. This fee applies to initial applications and extensions for J-1 Research scholars, Professors, and Short-term Scholars.
This fee form must be completed by the UMN hosting department before ISSS can process your DS-2019 request. Non-sponsored EFS Account String Fund – Dept ID – and Program must be filled in. ISSS cannot accept cash or checks for the J-1 Administrative Fee.
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