J-1 Scholar Request Procedures

• Confirm eligibility criteria for the proposed J-1 category
• Determine a reasonable start date (3-4 months in future for unpaid positions; more for paid positions)
• Work with the faculty sponsor to issue a letter of invitation. If the position is paid, the hiring procedure should be initiated.
  • NCSU’s hiring procedure takes additional time.  The department should account for the additional time necessary for individuals who will be paid by NCSU. The hiring action must be approved when the request is submitted to OIS and all initial requests must be submitted to OIS 45 days in advance of the proposed start date.
• Department HR Rep enters Visitor’s basic information in GlobalHome (Departmental Services – “Add a Person”)
• Once added and a TEMP ID is issued, Department HR Reps begins a J-1 Initial Scholar request under “J-1 Departmental Services” in GlobalHome. The required support documents for initial requests are:
  • Submitted by Department:
    • Copy of letter of invitation letter. If the position is paid the official NCSU offer letter is also needed
  • Submitted by Scholar:
    • Copy of passport biographical page(s) for potential J-1 and any accompanying dependents
    • English language proficiency documentation
    • Copy of J-1’s CV/Resume in English
    • Proof of funding (see Hosting Exchange Visitors page for funding requirements)
    • Copies of DS-2019s issued to potential J-1 in last 3 years, if any

Please see our GlobalHome FAQ for help navigating, submitting or amending Scholar requests in GlobalHome

An extension is generally requested when the J-1 Exchange Visitor (EV) needs more time to complete his/her original program objective/research project.

• Confirm the EV is eligible for the proposed period of extension based on their existing category. See J-1 category page.
• NC State Hosting Department initiates a J-1 Scholar Extension/Amendment Request in GlobalHome.
  • The department representative will be required to confirm information about the extension and upload the following:
    • An Extension/Amendment letter from the Faculty Sponsor.
• The request will route to the Faculty Sponsor for approval
• The request will then be routed to the scholar who will be required to upload:
  • Proof of current and future insurance for J-1 and any J-2 dependents
  • Proof of funding for requested extension period

If any amendments are being made to the program along with an extension, you will be able to request those changes at the same time.

Please see our GlobalHome FAQ for help navigating, submitting or amending Scholar requests in GlobalHome

While it may be possible to apply some amendments to an Exchange Visitor’s program, the J-1 Program regulations require the EV’s original objective  remain the same throughout their entire program.  Therefore, changes which represent a deviation from the EV’s original program objective/research topic are not likely to be approved.  Changes that do not represent a deviation from the program object are permissible but must be approved by OIS BEFORE the change is effective.  In general, amendments to the following are permissible:

• site of activity
• funding source/amount
• pay status
• position type 
• supervisor
• hosting department

• NC State Hosting Department initiates a J-1 Scholar Extension/Amendment request in GlobalHome 
  • The department representative will be required to confirm information about the amendment and upload the following:
    • An Extension/Amendment letter from the Faculty Sponsor.
    • Any support documentation related to the change (e.g. new proof of funding if funding source changed, new Peoplesoft JAR if position and/or hours changed, etc.)
• The request will route to the Faculty Sponsor for approval
• The request will then be routed to the scholar who will be required to upload:
  • Proof of current and future insurance for J-1 and any J-2 dependents
  • Proof of funding if necessary

If any extension is being request alongside the program changes, you will be able to request the extension at the same time.

Please see our GlobalHome FAQ for help navigating, submitting or amending Scholar requests in GlobalHome

The transfer process is used when an EV is already in the U.S., in valid J-1 status under another institution’s J-1 program sponsorship and wants to continue their J-1 program at NC State. To be eligible for a transfer, the EV’s program objectives/field of research must remain consistent with their current program objectives/field of research. Please note that OIS cannot issue a DS-2019 for a J-1 transfer until the transfer effective date (i.e. the appointment start date at NC State). OIS will coordinate with the current J-1 program sponsor to schedule a transfer of the EV’s record in SEVIS. An EV must be eligible for a transfer as well and complete transfer out procedures at the current J-1 sponsor. Thus, the NC State Hosting Department should discuss a potential transfer with OIS and the EV should  discuss their transfer plans with the international office at their current institution prior to extending a job offer or signing a lease.

• Confirm eligibility criteria, particularly length of stay, for the proposed J-1 category.
  • Note: length of stay is calculated from the initial program start date with the first hosting institution, not the start date at NC State. 

• Determine reasonable transfer/appointment start date. This is often a coordinated effort between the NC State Hosting Department, OIS, and the respective parties at the EV’s current institution.
  • NCSU hiring procedure takes additional time so for individuals who will be paid by NCSU. The department should account for the additional time necessary for individuals who will be paid by NCSU. The hiring action must be approved when the request is submitted to OIS and all transfer requests must be submitted to OIS 30 days in advance of the proposed start date.
• Department begins J-1 Initial Scholar Request in GlobalHome. The required support documents for Transfer Requests are:
  • Submitted by Department:
    • Copy of letter of invitation. The letter must confirm how activities at NC State are a continuation of current program objectives. If the position is paid, the  official NCSU offer letter is needed as well.
      • Sample Letters are available here
    • Proof of completed hiring approval for paid positions
    • English Language Proficiency (provided and uploaded by Scholar)
    • Email from Export Control confirming Restricted Party Screening results for the J-1 (you will receive this email after completing Export Control’s Visiting Scholar Questionnaire)
    • College and Department Certification/signature PDF
  • Submitted by Scholar:
    • Copy of passport biographical page(s) for potential J-1 and any accompanying dependents
    • Copy of J-1’s CV/Resume in English
    • Proof of funding (see Hosting Exchange Visitors page for funding requirements)
    • Copies of DS-2019s issued to potential J-1 in last 3 years
    • Copy of EV’s J-1 visa stamp from passport
• As part of the online request in GlobalHome, the J-1’s current institution will be notified of the requested transfer and will need to approve the request.

Please see our GlobalHome FAQ for help navigating, submitting or amending Scholar requests in GlobalHome

Visiting the U.S. from abroad for any length of time requires a great deal of preparation. Several steps must be completed before an EV can arrive and engage in their research program. At a minimum, the EV must obtain a DS-2019 from NC State, schedule and apply for a J-1 visa at the nearest U.S. Consulate or Embassy, book travel and housing in the U.S., and make other logistical arrangements and accommodations. These tasks take time to complete and oftentimes the timeline is beyond the EV’s or the university’s control (e.g. visa appointment availability; travel restrictions; global pandemics). The best way to mitigate these uncertainties is for the department and EV to select a feasible start date which provides the best opportunity for the program to begin as planned, without delay.  

OIS recommends a start date with at least 3 months lead time from the date a request is submitted to OIS.  While there is no guarantee, 3 months is generally sufficient for OIS to issue the DS-2010, the EV to apply for and receive a visa from the consulate, arrive in the U.S., get settled, and begin their J-1 program even when minor delays occur.  When a feasible start date is selected at the beginning of the process, minor delays are less impactful, there is added flexibility in booking travel and securing housing, and the process is less stressful for everyone involved.

Required Lead Time: Initial requests must be submitted to OIS no later than 90 days in advance of the proposed start date. 

End Date: The proposed end date must match the end date of the appointment in the HR system. OIS recommends 1 year maximum initial appointment for scholars whose primary funding source is personal funds or non-NC State funding.

Extension and/or Amendment requests require less OIS lead time than initial requests due to the fact that the EV is already present in the U.S. and active in the NC Sate system. However, at least 1 month lead time is needed to allow time for the internal procedures to occur before the EV’s current program ends. J-1 programs cannot be extended after the program end date has been reached and the EV has entered into the “grace period”; the extension must be processed prior to the program ending. The EV will need the extended document in hand to document valid status, especially if the J-1 will be a paid employee of NC State and needs to reverify their I-9 with HR.  The department must complete all of these administrative procedures and submit the request to OIS at least 30 days prior to the EV’s program end date. Per U.S. immigration regulations, any substantive changes to the J-1 program must be approved and authorized before going into effect. Therefore, Amendment requests must be submitted to OIS at least 30 days before the proposed change to ensure sufficient time to review and authorize (if appropriate).

Required Lead Time:

Extension requests must be submitted to OIS no later than 30 days in advance of the current program end date

Amendment requests must be submitted to OIS no later than 30 days in advance of the proposed change

End Date: The proposed end date must match the end date of the appointment in the HR system and cannot exceed the regulatory limits for the J-1 program category.

Transfer requests require less OIS lead time than initial requests due to the fact that the EV is already present in the U.S.  However, at least 1 month lead time is needed to allow time for the immigration transfer procedures to occur.  Departments often need the same amount of time to prepare and submit a transfer request to OIS as they need to prepare and submit an initial request to OIS.  The reason for this is because, like the EV in an initial request, the EV that is transferring-in needs a new university appointment, which requires the department to complete administrative procedures. This is especially true if the EV will be a paid employee of NC State.  The department must complete all of these administrative procedures and submit the request to OIS at least 30 days prior to the proposed transfer effective date.

Required Lead Time: Transfer requests must be submitted to OIS no later than 30 days in advance of the requested transfer date.

End Date: The proposed end date must match the end date of the appointment in the HR system and cannot exceed the regulatory limits for the J-1 program category. .