EXCHANGE VISITOR PROGRAM INFORMATION

J-1 Professors, Scholars and Interns Forms and Documents

Thank you for your interest in our Exchange Visitor Program. If you are a foreign national and are interested in participating in Florida Atlantic University’s Exchange Visitor Program, you need to contact the department that you wish to join to inquire if the department has any interest in hosting you, and how you may apply. Florida Atlantic University is authorized to bring qualified participants in the following categories:

  1. SHORT TERM SCHOLAR:  Professors, researchers, or scholars whose purpose at FAU is to lecture, observe, consult and/or participate in seminars, workshops, conferences, study tours, professional meetings or similar educational and professional activities.
  2. PROFESSOR (University Teaching and/or Research): An individual primarily teaching, lecturing, observing; may also conduct research. A two-year bar on repeat participation in the J professor or Research scholar categories will apply. 
  3. RESEARCH SCHOLAR: An individual primarily conducting research, observing or consulting in connection with research projects; may also teach or lecture. A two-year bar on repeat participation in the J professor or Research scholar categories will apply.
  4. SPECIALIST: An individual who is expert in a field of specialized knowledge or skill, whose purpose will be to observe, consult or demonstrate special skills.

PURPOSE OF EXCHANGE VISITOR PROGRAM

The Exchange Visitor Program promotes mutual understanding between the people of the United States and the people of other countries by educational and cultural exchanges.

Only State Department-designated sponsors are authorized to issue the Certificate of Eligibility for Exchange Visitor (J-1) Status (Form DS-2019), which is the basic document to support an application for an exchange visitor visa (J-1 Visa). Sponsors screen and select prospective exchange visitors based on the criteria set forth in the governing regulations (22 CFR Part 62).

UPON ACCEPTANCE OF A TIME LIMITED APPOINTMENT

To start the visa process, your FAU host department will submit your appointment information for review, approval and processing. Timely submission of all required and requested documentation is important to avoid any delays.

Participants of the Exchange Visitor Program that have been offered a position with a host department at Florida Atlantic University will need to show they meet the following criteria:

1. Satisfy English language proficiency requirement [22 CFR 62.10(a)(2)].

2. All J-1 and J-2 status holders are required to have medical insurance coverage in effect during the entire period that they are in the sponsor program with the following minimum benefits [22 CFR 62.14]. Failure to maintain the required insurance coverage will lead to termination of the Exchange Visitor Program.

  • Medical benefits of at least $100,000 per accident or illness
  • Repatriation of remains in the amount of $25,000
  • Expenses associated with the medical evacuation of exchange visitor to his or her home country in the amount of $50,000.
  • A deductible not to exceed $500. Per accident or illness.
  • The insurance that you choose that meets the above requirements must at minimum be:  (1) Underwritten by an insurance corporation with an A.M. Best rating of “A-” or above, an Insurance Solvency International, Ltd. (ISI) rating of “A-I” or above, a Standard and Poor’s Claims Paying Ability rating of “A-” or above, or a Weiss Research, Inc. rating of B+ or above; or (2) Backed by the full faith and credit of the government of your home country.

3. Participant must provide proof to the host department that the participant and each qualified dependent person has sufficient funds to cover the period of their stay in the United States    [22 CFR 62.12(b)(1)(i)]

  • Possesses adequate financial resources to participate in and complete his or her exchange visitor program; and
  • Possesses adequate financial resources to support an accompanying spouse and dependents, if any.

Acceptable proof of funds may include, and must be dated within the past 6 months:

  • Florida Atlantic University department award letters (scholarships, grants, etc.)
  • Personal Funds such as a bank statement in visitor’s name showing balance of account in U.S. dollars.
  • Letter from private sponsor translated in English that shows the relationship between the visitor and the sponsor(s), the amount of the financial support in U.S. dollars, and the length of support. If funding is provided from a private sponsor, the sponsor’s bank of other financial statements showing balance of account.
  • Letter from an employer or another institution on official business letterhead showing amount and length of support in U.S. dollars amounts.
  • Loan certificates or letter that provide visitor’s name and the amount of the approved loan in U.S. dollars.

For your convenience, below are links where you can find information on insurance:

www.insuranceforstudents.com

https://www.insubuy.com/  

http://www.betins.com/

https://www.psiservice.com/

https://www.internationalinsurance.com/students/j-1-visa.php

You are not required to purchase insurance from any vendors listed above.

You are responsible for making sure that the coverage you select and the company meets the insurance regulations and provides coverage for the entire duration for your visit.

HOST DEPARTMENT REQUEST FOR SCHOLAR DS-2019:

  1. Confirm that the candidate meets all department and program eligibility requirements.
  2. Collect a current resume or curriculum vitae from the perspective visiting scholar.
  3. Provide an appointment letter to the perspective visiting scholar.
  4. Complete and submit J-1 SCHOLAR DEPARTMENT REQUEST FORM FOR DS-2019
  5. Complete and submit ENGLISH LANGUAGE PROFICIENCY FORM.
  6. Submit the signed Certification Regarding Release of Controlled Technology or Technical Data to Foreign Persons in the United States(You need to submit the FAU Applicant Questionnaire Form, and then you will receive the signed Certification Regarding Release of Controlled Technology or Technical Data to Foreign Persons in the United States). The FAU Visa Applicant Questionnaire Form can be found at http://www.fau.edu/research/export-control/export-control-forms.php  
  7. Complete and submit J-1 INTERVIEW REPORT FORM.
  8. Complete and submit the VOLUNTEER REGISTRATION FORM AND THE VOLUNTEER WAIVER RELEASE FORM (Regulation 6.1) is applicable.
  9. Submit the completed NOTIFICATION OF INSURANCE REQUIREMENT FORM.
  10. Contact Human Resources Department to request a background check as per your department requirements. Send an email to empl@fau.edu.
  11. Complete and submit DEPARTMENT ACKNOWLEDGEMENTS AND SIGNATURES FORM.
  12. Collect proof of financial funding sufficient enough for perspective intern and dependents (bank statements written in English with US dollar amount).
  13. Collect PERSONNEL DATA SHEET FOR J-1 EXCHANGE VISITOR FORM from perspective intern.
  14. Copy of Passport Identification page.
  15. Proof of insurance will be required on day 1 of the program or before arrival.  
 

Internship programs are designed to allow foreign college and university students or recent graduates to come to the United States to gain exposure to U.S. culture and to receive hands-on experience in U.S. business practices in their chosen occupational field. The objective of the Exchange Visitor Visa is to increase mutual understanding between people of the United States and the people of other countries by means of educational and cultural exchanges.

Eligibility:

  1. Are currently enrolled in and pursuing studies at a foreign degree- or certificate-granting post-secondary academic institution outside the United States; or
  2. Who have graduated from such an institution no more than 12 months prior to their exchange visitor program start date.
  3. Not have participated in a student internship program for more than 12 months for each degree/major.
  4. Primarily in the U.S. to engage in the student internship program.
  5. Return as an enrolled student in the home institution after FAU’s program to “fulfill and obtain a degree.”
  6. Fulfilling educational objectives for current degree program outside the U.S.
  7. Be prepared to leave the U.S. within 30 days after completion of the program. The USCIS grants this period to allow for preparing for the return to the home country. Participants may neither continue nor complete the program, nor work during this 30-day period
  8. Satisfy English language proficiency requirement [22 CFR 62.10(a)(2)].
  9. All J-1 and J-2 status holders are required to have medical insurance coverage in effect during the entire period that they are in the sponsor program with the following minimum benefits [22 CFR 62.14]. Failure to maintain the required insurance coverage will lead to termination of the Exchange Visitor Program.
  • Medical benefits of at least $100,000 per accident or illness
  • Repatriation of remains in the amount of $25,000
  • Expenses associated with the medical evacuation of exchange visitor to his or her home country in the amount of $50,000.
  • A deductible not to exceed $500. Per accident or illness.
  • The insurance that you choose that meets the above requirements must at minimum be:  (1) Underwritten by an insurance corporation with an A.M. Best rating of “A-” or above, an Insurance Solvency International, Ltd. (ISI) rating of “A-I” or above, a Standard and Poor’s Claims Paying Ability rating of “A-” or above, or a Weiss Research, Inc. rating of B+ or above; or (2) Backed by the full faith and credit of the government of your home country.

10. Participant must provide proof to the host department that the participant and each qualified dependent person has sufficient funds to cover the period of their stay in the United States [22 CFR 62.12(b)(1)(i)] .

  • Possesses adequate financial resources to participate in and complete his or her exchange visitor program; and
  • Possesses adequate financial resources to support an accompanying spouse and dependents, if any.

Acceptable proof of funds may include, and must be dated within the past 6 months:

  • Florida Atlantic University department award letters (scholarships, grants, etc.)
  • Personal Funds such as a bank statement in visitor’s name showing balance of account in U.S. dollars.
  • Letter from private sponsor translated in English that shows the relationship between the visitor and the sponsor(s), the amount of the financial support in U.S. dollars, and the length of support. If funding is provided from a private sponsor, the sponsor’s bank of other financial statements showing balance of account.
  • Letter from an employer or another institution on official business letterhead showing amount and length of support in U.S. dollars amounts.
  • Loan certificates or letter that provide visitor’s name and the amount of the approved loan in U.S. dollars.

For your convenience, below are links where you can find information on insurance:
www.insuranceforstudents.com 
https://www.insubuy.com/ 
http://www.betins.com/ 
https://www.psiservice.com/ 
https://www.internationalinsurance.com/students/j-1-visa.php 
You are not required to purchase insurance from any vendors listed above.
You are responsible for making sure that the coverage you select and the company meets the insurance regulations and provides coverage for the entire duration for your visit.

 

HOST DEPARTMENT REQUEST FOR INTERN DS-2019:

  1. Confirm that the candidate meets all program and department eligibility requirements.
  2. Collect a current resume or curriculum vitae from perspective intern.
  3. Provide an appointment letter to perspective intern.
  4. Complete J-1 INTERN DEPARTMENT REQUEST FORM FOR DS-2019
  5. Complete TRAINING/INTERNSHIP PLACEMENT PLAN FORM DS-7002
  6. Complete ENGLISH LANGUAGE PROFICIENCY FORM.
  7. Complete J-1 INTERVIEW REPORT FORM.
  8. Submit the completed NOTIFICATION OF INSURANCE REQUIREMENT FORM.
  9. Collect proof of financial funding sufficient enough for perspective intern and dependents (bank statements written in English with US dollar amount).
  10. Collect ACADEMIC STATUS CERTIFICATION FORM from perspective intern.
  11. Collect PERSONNEL DATA SHEET FOR J-1 EXCHANGE VISITOR FORM from perspective intern.
  12. Copy of Passport Identification page.
  13. Contact Human Resources Department to request a background check as per your department requirements. Send an email to empl@fau.edu.
  14. Proof of insurance will be required on day 1 of the program or before arrival. 
  1. Internship program must submit information detailing the cross-cultural activity component of their exchange program. The information submitted by the Internship Program must include the following:

       (i) The date(s) of each activity;

      (ii) The location of each activity;

      (iii) The audience for and participants in each activity;

      (iv) A general overview of each activity, including the topic; and

      (v) The estimated impact of each activity.

      2. Contact the Office of Immigration Services & Compliance of any potential changes, early completion, extension requests, change in circumstances, change in objectives, etc.

      3. Complete student intern evaluations as outlined below:

All required evaluations must be completed prior to the conclusion of a training and Internship program, and both interns and their immediate supervisors must sign the evaluation forms. Sponsors must retain to the evaluations (electronic or hard copy) for a period of at least three years following the completion of each training and internship program.

       A. If the internship program is longer than 6 months, the Host Department is responsible for submitting signed copies of the following to the Office of Immigration Services & Compliance:

  • Midterm evaluation
  • Final evaluation prior to the conclusion of the program

       B. If the internship program is less than 6 months, the Host Department is responsible for submitting signed copies of the following to the Office of Immigration Services & Compliance:

  • Final evaluation prior to the conclusion of the program 
  1. Internship experience must be a minimum of 32 hours/week; no more than 20% clerical work.
  2. Internship experience should provide work‐based learning and may not place a student intern in an unskilled or casual labor position.  
  3. Internship experience should expose the student intern to American techniques, methodologies, and technology, expand upon the intern's existing knowledge and skills, and not duplicate the intern's prior experience.
  4. Internship program may not place a student intern in a position that requires or involves child care or elder care, a position in the field of aviation, or, in clinical positions or engaging in any other kind of work that involves patient care or contact, including any work that would require student interns to provide therapy, medication, or other clinical or medical care (e.g., sports or physical therapy, psychological counseling, nursing, dentistry, veterinary medicine, social work, speech therapy, or early childhood education).
  5. Internship program should exist solely to assist the intern in achieving the objectives of internship program.
  6. Internship program may not displace American workers (including full or part‐time, temporary or permanent).
  7. Internship program must complete a program evaluation.
  8.  Internship program must not place a student intern in a position, occupation, or business that could bring the Exchange Visitor Program or the Department into notoriety or disrepute.
  9. Internship program may not engage or otherwise cooperate or contract with a staffing/employment agency to recruit, screen, orient, place, evaluate, or train student interns, or in any other way involve such agencies in an Exchange Visitor Program student internship program.
  10. The Internship Program must assign an on-site supervisor.

BEFORE YOU COME TO FLORIDA ATLANTIC UNIVERSITY

  • Receive and review the DS-2019 form sent to you by Florida Atlantic University
  • Review any additional paperwork sent to you by Florida Atlantic University or your host department.
  • Make visa appointment with the US Embassy/Consulate. Visit www.usembassy.gov
  • Submit SEVIS fee payment in time to allow DHS to process payment at least 3 days prior to appointment.
  • Print SEVIS fee payment receipt from internet OR wait to  receive form I-797 receipt from DHS by mail. Receipt must be submitted with visa application.
  • Receive J-1 visa stamp in passport from US Embassy/Consulate.
  • Enter US up to 30 days PRIOR to the start date indicated on the DS-2019 and no later than 30 days AFTER the start date indicated on the DS-2019
  • Report to your department upon arrival and complete your immigration check-in and program validation.
  • Purchase the required medical insurance for you and your J-2 dependents with the required limits for the entire start and end date of your program.

The US Department of Homeland Security (DHS) requires the collection of a SEVIS fee from certain J-1 exchange scholars and students. This fee is collected to fund operation of the Student and Exchange Visitor Program, which oversees SEVIS. This fee is not a Florida Atlantic University fee and provides no funds or services to FAU. You can read more detailed information about this required fee at the website: http://www.ice.gov/sevis/i901/faq.htm.

A J-1 scholar who is subject to payment of the SEVIS fee must remit payment directly to DHS by completing Form I-901 electronically using the internet or by mail. For faster service, we recommend that you pay your fee online if feasible.  The SEVIS fee should be processed by DHS at least three (3) business days prior to the consular interview. Fees cannot be paid at the consulate.

For On-Line Submission: at the end of Form I-901, you will be able to print out an electronic receipt immediately at the time of payment. Be sure to print the receipt; you will not get another chance. (You will also receive a paper receipt in the mail.)

For Mail Submission: DHS will issue and mail an official paper receipt (I-797) acknowledging payment. Express delivery service for the receipt may be requested at an additional cost.

You may consider arriving to the United States prior to your program start date. J-1 participants may arrive in the United States up to 30 days before the program start date. You may use this time to secure housing, apply for a social security number, etc.

You will go through immigration inspection, where your electronic I-94 entry record will be created.  Be sure to have your passport and immigration document (DS-2019) with you and not in a checked bag. Your passport and travel documents need to be readily accessible for immigration officials.

Please review updated flight regulations set by the Travel Security Administration ( TSA) in the United States or any equivalent in your home country.

Make sure you carry all important phone numbers, and carry important contact information separate from your travel documents such as your DS-2019, passport, etc.

Make sure that you know your flight itinerary and have transportation arranged to and from the airport. It is important that you have all your travel arrangements confirmed before your departure.

You may want to bring the following additional information or items with you:

  1. Your driver’s license or international driver’s license.
  2. Copy of driving record if you plan on purchasing an automobile in the United States.
  3. Supply of all prescriptions medications with a description of each provided by your medical doctor. Check to see if there are any traveling restrictions for the medication you are bringing.
  4. An address book containing information of contacts in the United States and in your home country.

ARRIVING AT FLORIDA ATLANTIC UNIVERSITY

As soon as you arrive to Florida Atlantic University, you must complete your Immigration Check-in. If you do not check-in as required, your visa status will be negatively impacted.

During your immigration check-in, you will use our automated form to submit your most up to date personal information, and you will be asked to read and sign the Responsibility Form.

Please be prepared to bring the following:

  • Proof of Medical Insurance; Medical Evacuation; Repatriation of Remains Coverage with required minimum limits and for the entire duration of your program sponsorship dates. 
  • Signed DS-2019 form
  • Valid Passport with J-1 visa stamp
  • I-94 form (  https://i94.cbp.dhs.gov/I94/#/home  )
  • SEVIS Fee Receipt
  • Local U.S. residential address (cannot be a Post Office Box or department address)

If you plan to drive in the State of Florida, you are required to apply for a Florida driver’s license. If you don’t plan to drive, you should apply for a State of Florida Identification Card. Information concerning either of these cards can be found at  Florida Highway Safety & Motor Vehicles . Also see information about  Driving in Florida  and  Buying A Car .

J-1 scholar who will be paid in the U.S., and J-2 dependents with USCIS-approved work permits need to apply for a Social Security card. The Office of Immigration Services & Compliance  will need to validate your visa by providing a U.S. residential address in the SEVIS data base. J-1 holders must have their J-1 visa validated before they can apply for a SSN.

It is advised that participants apply for a SSN no less than 10 days after entry to the United States, and after their visa has been validated by the Office of Immigration Services & Compliance. This is to make sure that all databases have adequate time to link and communicate the applicant’s information. You will need to take the following documents to the nearest Social Security Office:

  • Form SS-5: The SSN application form (http://www.ssa.gov/)
  • Form DS-2019 (Certificate of Eligibility)
  • Letter of Sponsorship
  • I-94 Record printout
  • Passport with J-1 visa
  • Form DS-7002 (Official Training Plan)
  • Offer letter from host company (if available)

All persons living in the United States who are not U.S. citizens must report to U.S. Citizenship and Immigration Services (USCIS) any change of address within 10 days of the address change. The "address" is where the individual physically resides. (Be aware that the address cannot be a PO Box.) Federal law imposes severe penalties for failure to notify USCIS of a change of address.

Florida Atlantic University exchange visitors on J visas, including dependents on J-2 status, must comply with the address-change reporting requirement by notifying the ISSS Office of the address change. We will update SEVIS upon receiving the new address information from the exchange visitor.

Now that you have arrived in the United States and are working with your host department on your academic objective, please be aware that you are responsible for maintaining your J-1 visa status valid.

  1. Academic objective - The Department of State requires that your academic objective for which your DS-2019 was granted, be upheld throughout your visit on a J-1 status. If you plan on changing your objective in any way, you must notify the office of Immigration Services & Complaince before making any changes to ensure that the change is legally allowed with your current J-1 visa status.
  2. Change of address - If you move, you must provide your new local address to ISSS within 10 days of moving.
  3. Medical Insurance; Medical Evacuation; Repatriation of Remains Coverage – At all times, you and your J-2 dependents must have valid insurance coverage with the required limits. If you do not maintain valid insurance coverage, you may be terminated from your program.
  4. Early completion – If you are going to complete your J-1 program more than 30 days prior to the end date of your DS-2019, you must notify the Office of Immigration Services & Complaince as well as your host department. We are required to update this information in SEVIS so that you are not accountable for the time in which you are not participating in the program.
  5. Work authorization – Any off-campus employment or payment must first be approved by ISSS.
  6. Valid DS-2019 – Maintain a valid DS-2013 at all times. Be aware of your DS-2019 expiration date. This expiration date is not the same as the US Entry Visa expiration date. If you require an extension, please contact ISSS at least 90 days in advance.
  7. I-94 – Make sure that the J-I 94 is always marked “J-1” and “D/S”.

The U.S. Department of State has created a 24/7 emergency hotline to help safeguard the health, safety and welfare of the exchange visitors. The number to the U.S. Department of State is 1-866-283-9090 – a 24/7 toll-free telephone number that allows exchange visitors to directly contact the U.S. Department of State in emergency and urgent situations.

Please note that this hotline number is NOT the university’s phone number. If you want to reach someone at FAU, please call your host faculty or 56-297-2743, 561-297-3049.



 Last Modified 5/15/19