J-1 Student Intern Application

Before initiating a J- 1 Student Intern request in GlobalHome, it is important to confirm eligibility criteria for the proposed J-1 Student Intern category. The prospective Student Intern and the NC State University Host Department will jointly determine whether the student intern and proposed internship is eligible according to criteria and requirements as set forth on the Student Intern Overview page. 

Important Notes: 

• The internship start date must be at least 60 days in the future of the date the request is fully submitted (through step 2 below) in GlobalHome. 90 days is recommended.
• There is a $400 Student Intern Fee that can be paid by either the Student Intern or the hosting department. The Student Intern will need the receipt of payment to complete the final portion of the request. 
• The prospective intern is responsible for uploading Proof of English Language Proficiency requirements during the final portion of the request. They will receive this information as they complete the request, however, we want you to be aware of this requirement as well. If you have concerns about the prospective intern’s ability to meet the English Language Proficiency requirement, you may want to ask them to provide you with documentation before moving forward with this request. 
  • If the Student Intern does not have documentation of English proficiency readily available, they are eligible for an IEP interview at no additional cost, covered by the J-1 Student Intern fee. 
  • They will be advised of this option and can contact OIS for additional information on how to register for the IEP interview.
  • Please note, that the no cost interview is only applicable for visitors in the Student Intern Category.

Once eligibility is confirmed and the terms of the internship have been arranged, the Prospective Student Intern and NC State University Host Department will need to submit information about the student, department, and internship to OIS and NC State. This will be done by submitting an application in our online system, GlobalHome:

• The Departmental HR Rep should 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.
• Department HR Rep enters Visitor’s basic information in GlobalHome (Departmental Services – “Add a Person”)
• Once added and a TEMP ID is issued, the Department HR Rep will navigate to the J-1 Departmental Requests Panel and initiate the “J-1 Student Intern Application” request.
• The Department gathers the following materials and information:
  • Copy of letter of invitation letter
    • Sample letter for an Unpaid Intern
    • Sample letter for a Paid Intern
  • Proof of NC State funding, if applicable
  • Information regarding the Training Plan for the Student Internship:
    • Phase Name: this is the name that will be used for the internship training plan. For example “Animal Science Internship”
    • Phase Start and End Date: most internships only have 1 Phase (though there is an option for more), if this is a 1 Phase internship, then please use the requested start and end date
      • NOTE: The U.S. government uses the term “phase” to distinguish between distinct periods in the internship. Almost all internships on our campus consist of only 1 phase
    • Supervisor’s Name, title, email address and phone number
    • Intern’s Role: Enter a description of the Student Intern’s role for this phase of the internship
    • Goals and Objectives: Enter the specific goals and objectives for the internship
    • List of Supervisors and Qualifications: List the names and titles of those who will provide continuous (e.g., daily) supervision of the Student Intern, including the primary supervisor. Also list each person’s qualifications to teach the planned learning
    • Cultural Activities: Please describe what departmental plans are in place for the Student Intern to participate in cultural activities while in the United States. In addition to the department’s plans for cultural activities, feel free to indicate that the student intern will also have access to programs sponsored by OIS.  Please do NOT say “none” or “N/A” as it is a requirement for NC State to offer extracurricular cultural and educational opportunities for student interns on J-1 visas.  Format should be complete sentences/paragraph form
    • Specific Knowledge, Skills, Techniques: Describe what specific knowledge, skills, or techniques will be learned in the internship
    • Teaching Methods: Describe how specifically the knowledge, skills, or techniques will be taught.  Include specific tasks and activities the student intern will be expected to complete and methodology of training
    • Evaluation Methods: Describe how the Student Intern’s acquisition of new skills and competencies will be measured
• Once the materials above are gathered the Department Submits the following E-Forms in GlobalHome. Departmental E-Forms are initiated by the Departmental HR Rep and then routed to the appropriate second approver (i.e. the Faculty Supervisor or Department Head):
  • J-1 Student Intern Initial Request Instructions
    • HR Rep initiates this form and submits it
  • DS-7002 Request for Student Intern: Phase Information
    • HR Rep initiates the form then it is routed to Faculty Supervisor to complete as Second Approver
  • J-1 Student Intern: Departmental Information and Responsibilities
    • HR Rep initiates then the form is routed to Department Head to complete as Second Approver
• The Student Intern gathers the following materials and information:
  • Copy of passport biographical page for the Student Intern 
  • Copy of J-1’s CV/Resume in English
  • Copies of any previously issued DS-2019 forms, if applicable
• The Student Intern will receive an email asking them to login to GlobalHome and complete the first of five “E-Forms” in GlobalHome – the Student Intern Personal Information Form
• Once the following forms are submitted,
  • DS-7002 Request for Student Intern: Phase Information – Submitted by Faculty Supervisor, and,
  • J-1 Student Intern: Departmental Information and Responsibilities – Submitted by the Department Head, and,
  • Student Intern Personal Information – Submitted by the Student Intern
• The information is routed to Export Control for their review and clearance
• When the visitor is cleared by Export Control, OIS is notified to review the initial submission and, if appropriate, draft the DS-7002 Training Plan.
• Once drafted, OIS emails the DS-7002 signed by an OIS advisor. The DS-7002 is reviewed by the Faculty Supervisor who signs and sends to the Student Intern so they can review and sign as well. The fully signed DS-7002 form is uploaded in the final section of the request, which is completed by the Student Intern.

The Student Intern will need to complete the following steps before OIS can issue their DS-2019 form for the visa appointment:

• A simple application in Slate. They will receive instructions on how to do so once the DS-7002 is drafted. 
• The remaining request forms in GlobalHome:
  • Dependent Information
  • Transfer Information
  • Funding information
    • see Hosting Exchange Visitors page for funding requirements
  • Document Uploads
    • Signed DS-7002 Form
    • Letter of Invitation from NC State Faculty Supervisor 
    • Recommendation Form Completed by Home Faculty member
    • School Transcripts: Must be for the degree for which the student is pursuing and the transcripts must be in English or translated into English.
    • Receipt of payment of the $400 Student Intern fee
      • Either the Student Intern or the department can pay this fee with a credit card (note: please check before using a PCard for fee payment)
    • Proof of English Language Proficiency requirements 
      • If the Student Intern does not have documentation of English proficiency readily available, they are eligible for an IEP interview at no additional cost, covered by the J-1 Student Intern fee. They will be advised of this option and can contact OIS for additional information on how to register for the IEP interview
• Both the department and student intern will receive an email when the request/application process is completed in GlobalHome.

Once OIS has received the supporting documents and processed the online application, OIS will admit the student to the internship program, a campus ID will be assigned, and the Form DS-2019 will be issued. OIS will inform the Student Intern and the hosting department of the campus ID and provide instructions on how to access the DS-2019 form from GlobalHome. The Student Intern will need to review, print and sign the DS-2019 form in ink where indicated at the bottom.

Once the Student Intern receives the DS-2019, they should pay the I-901 SEVIS Fee and apply for the J-1 Exchange Visitor visa at the nearest U.S. Embassy/Consulate. They will need to bring the letter of invitation from their Faculty Supervisor, the signed DS-7002, and the DS-2019 to the visa interview. The Student Intern will be eligible to travel to the U.S. with a valid J-1 visa as early as 30 days before the listed program start date on their DS-2019 and DS-7002 forms. Please notify OIS of any changes to the Student Intern’s program start date on campus due to early or late arrival.