J-1 Scholar Request Procedures

These procedures are for the Short-Term Scholar, Research Scholar, and Professor Categories ONLY.  A different procedure is used for J-1 Student Interns and is outlined on the J-1 Student Intern Application page.

Request Procedures

The request procedure and required support documents vary slightly based on what type of request the department is submitting.  The requirements for the different types of requests are listed below.

Initial Requests

  • Check 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)
  • If proposed visitor meets criteria and a reasonable start date can be agreed upon, issue invitation letter (for positions not paid by NC State) or start hiring procedure (for positions paid by NC State).
    • NCSU hiring procedure takes additional time so for individuals who will be paid by NCSU, the department should begin their process even earlier in order to be able to submit the request including an approved hiring action to OIS at least 90 days in advance of the proposed start date.
  • Potential J-1 completes DS-2019 Request Part A; NC State Hosting Department completes DS-2019 Request Part B. Always download the latest version of the forms from the Forms for Departments page of OIS’s website.
  • Collect required support documents from department, campus units, and potential J-1. Required support documents for initial requests are listed below and on the DS-2019 Part B Form:
    • DS-2019 Request Part A (completed and signed by scholar)
    • DS-2019 Request Part B (completed and signed by department)
    • 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
    • Copy of invitation letter (unpaid positions) or official NCSU offer letter (paid positions)
    • Proof of completed hiring approval for paid positions
    • Copies of DS-2019s issued to potential J-1 in last 3 years
  • Submit complete request to OIS. Do NOT submit a request until you are able to submit all required forms and support documents.  OIS processing time does not begin until OIS has the complete request.

Extensions

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

  • Check whether J-1 is eligible for the proposed extension based on the maximum length of stay for his/her J-1 category.
  • NC State Hosting Department completes DS-2019 Request Part B. Always download the latest version of the forms from the Forms for Departments page of OIS’s website.
  • Collect required support documents from department, campus units, and potential J-1. Required support documents for extensions are listed below and on the DS-2019 Part B Form.
    • DS-2019 Request Part B (completed and signed by department)
    • Proof of current and future insurance for J-1 and any J-2 dependents
    • Proof of funding for requested extension period
  • Submit complete request to OIS. Do NOT submit a request until you are able to submit all required forms and support documents.  OIS processing time does not begin until OIS has the complete request.

Amendments

Please note that the J-1 Program Regulations require the J-1 Exchange Visitor’s original objective to remain the same throughout his/her entire program.  Therefore, changes which represent a deviation from the J-1 Exchange Visitor’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, department.

  • Check whether J-1 is eligible for the proposed amendment based on the maximum length of stay for his/her J-1 category.
  • NC State Hosting Department completes DS-2019 Request Part B. Always download the latest version of the forms from the Forms for Departments page of OIS’s website.
  • Collect required support documents from department, campus units, and potential J-1. Required support documents for extensions are listed on the DS-2019 Part B Form.
    • DS-2019 Request Part B only
    • Proof of current and future insurance for J-1 and any J-2 dependents
    • Additional supporting documentation is also required for the certain changes as indicated on the DS-2019 Request Part B
  • Submit complete request to OIS. Do NOT submit a request until you are able to submit all required forms and support documents.  OIS processing time does not begin until OIS has the complete request.

Transfers

The transfer process is used when a J-1 is already in US at another sponsor and wants to continue his/her J-1 program at NC State.  Please note that OIS cannot issue a DS-2019 for a J-1 transfer unless the current program sponsor agrees to release the J-1 to NC State and until the transfer effective date arrives.  A J-1 must be eligible for a transfer as well and complete transfer out procedures at the current J-1 sponsor.  Thus it is important for the NC State Department to discuss a potential transfer with OIS and for the J-1 to discuss their transfer plans with the international office at their current institution to ensure the transfer is possible prior to either the department or J-1 taking action or making decisions such as signing a lease or making a job offer.

  • Check eligibility criteria for the proposed J-1 category
  • Determine reasonable transfer effective date. This is often coordinated with the NCSU department, OIS, and the department and international office of the transferring out institution.
    • NCSU hiring procedure takes additional time so for individuals who will be paid by NCSU, the department should begin their process even earlier in order to be able to submit the request including an approved hiring action to OIS at least 90 days in advance of the proposed start date.
  • Potential J-1 completes DS-2019 Request Part A; NC State Hosting Department completes DS-2019 Request Part B. Always download the latest version of the forms from the Forms for Departments page of OIS’s website.
  • Collect required support documents from department, campus units, and potential J-1. Required support documents for transfer-in requests are listed below and on the DS-2019 Part B Form:
    • DS-2019 Request Part A (completed and signed by scholar)
    • DS-2019 Request Part B (completed and signed by department)
    • 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
    • Copy of invitation letter (unpaid positions) or official NCSU offer letter (paid positions)
    • Proof of completed hiring approval for paid positions
    • Copies of the Exchange Visitor’s current DS-2019 Form, I-94 record, visa, and proof of health insurance
  • Submit complete request to OIS. Do NOT submit a request until you are able to submit all required forms and support documents.
  • OIS is not able to issue the DS-2019 until on or after the transfer effective date AND transfer validation by the scholar in person at OIS.

Timing

OIS Processing Time: Up to 10 business days from the receipt of a complete request.

Timing of Initial Requests

Visiting the US from abroad for any length of time requires a great deal of preparation.  Before an individual can arrive and get started on his/her research, s/he must go through procedures at the home institution (e.g. obtaining funding or travel permission), obtain a DS-2019 from NC State and apply for a visa, schedule travel and housing in the US, make arrangements for family members to accompany or stay behind.  All of these tasks take time and may be delayed by any number of factors.  Oftentimes some steps in the process cannot begin before others have been completed.  Thus, it is extremely important that departments and J-1 visitors agree on a reasonable start date so as to allow adequate lead time for the entire process to occur prior to the proposed DS-2019 start date.  In general, OIS recommends a start date with at least 3 months lead time from the date a request is submitted to OIS.  This amount of OIS lead time is usually sufficient for OIS to issue the DS-2010, the visitor to complete visa procedures, arrive in the US, get settled, and begin J-1 program even if some delays do occur.  When a reasonable start date with enough lead time is selected, visa delays are less impactful, there is added flexibility in choosing a flight suited to one’s travel needs and budget, 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.

Timing of Extensions/Amendments

Extensions and amendments require less OIS lead time than initial requests due to the fact that the J-1 visitor is already present in the US.  However, at least 1 month lead time is needed to allow time to complete tasks and procedures that can only be started after receiving the updated DS-2019 (such as renewing a housing lease or driver’s license).   

Required Lead Time: Extension requests must be submitted to OIS no later than 30 days in advance of the current DS-2019 end date.  Amendment requests must be submitted to OIS 30 days in advance of the proposed effective date of the change.

End Date: The proposed end date must match the end date of the appointment in the HR system.

Timing of Transfers

Transfer requests require less OIS lead time than initial requests due to the fact that the J-1 visitor is already present in the US.  However, at least 1 month lead time is needed to allow time for the immigration transfer procedures to occur.  Often, departments need the same amount of time to prepare a transfer request to submit to OIS as they need to prepare an initial request to submit to OIS.  The reason for this is because like the J-1 in an initial request, the J-1 in a transfer request needs a new university appointment and there are administrative procedures to complete for someone who will be new to the university, especially if the J-1 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.