Request Process and Next Steps

Click here for host department instructions

Click here for incoming Exchange Visitor (EV) instructions

 

The process of requesting J-1 Exchange Visitor status begins with the host department. Once the UMBC department has submitted a sponsorship request through the UMBC Scholar Portal, ISSS will review the request and, if approved, notify both the department and the prospective exchange visitor to complete the J-1 Request application.  Once submitted, we will review all required documents and issue the visitor a document called a DS-2019, which is used to obtain a J-1 visa stamp at the US embassy.

Purpose of the Exchange Visitor Program
The purpose of the J Exchange Visitor Program is to implement the Mutual Educational and Cultural Exchange Act (Fulbright-Hayes Act) of 1961, “to increase mutual understanding between the people of the United States and the people of other countries by means of educational and cultural exchanges.”

Visiting Scholars at UMBC
Academic departments are encouraged to take advantage of UMBC’s designation as a U.S. Department of State approved Exchange Visitor Program. Scholars typically come to UMBC to collaborate on research or teach courses, but may come for purposes of observing, training, or lecturing. Departments should designate a faculty host to assist the scholar once he or she arrives to campus.

The host department/college who plans to invite a J-1 Scholar to UMBC should be the faculty member who provides this requested information in the portal.

DS-2019 Information

The immigration document required to apply for a J-1 Exchange Visitor (EV) visa is a Form DS-2019.  The DS-2019 is issued by a school or other organization in the US, and includes a summary of all relevant information about the visitor, their sponsoring organization, and their program, as well as how the program is funded. When all the sections in the respective tabs have been filled and all documents have been uploaded, the DS-2019 can be created. It contains a SEVIS ID that will be needed to schedule a visa appointment. The DS-2019 will be digitally signed and electronically sent to the Exchange Visitor as it is needed for their appointment.

Instructions for host departments

1. Host department submits a Sponsorship Request through the UMBC Scholar Portal. Please review the timelines at the top of this page before submitting a request.

• ISSS staff will review the sponsorship request to determine if the individual is eligible for J-1 Exchange Visitor status.
• If more information is needed, ISSS will contact the host department and/or the prospective visitor.

2.  Wait for approval from ISSS.

• ISSS will contact both the host department and prospective Exchange Visitor to let them know if the sponsorship request was approved or denied. If approved, ISSS will give access to both the department and the Exchange Visitor to fill their respective tabs.

3.  Complete J-1 Request application through the UMBC Scholar Portal.

• Both the host department and exchange visitor have sections to complete in the J-1 Request application.
• Complete ALL the sections in the required questionnaire in the Department’s tab and upload ALL the required documents.

4. Upload required documents to the UMBC Scholar Portal:

• When submitting institutional letters of financial support, please use the following guidelines:
  • Documents must have been issued within the last 3 months.
  • The EV must be named as the recipient of the financial support.
  • The account balance with currency or statement must specify that they have at least $2,000 USD of support per month. If the EV will bring a J-2 dependent spouse and/or child(ren), an additional $600 USD per month in financial support is required for each J-2 dependent.
  • The letter must be in English or a notarized English translation.
  • If the funding information is an institutional letter of support, the dates of coverage and total amount of support must be present.

4.1- Obtain official university appointment letter for your Visitor from the Office of the Provost.  This first requires approval from the chair of the inviting faculty member’s department and the dean of the respective college.  This is often the most time-consuming part of the J-1 request process, so please start as early as possible! Please allow at least 90 days before the proposed start date to allow sufficient time for application processing and visa acquisition.

4.2- Proof of English Language Proficiency – Please upload documentation meeting one of the following options for demonstrating sufficient English proficiency:

• • • UMBC J-1 English Proficiency Attestation, confirming that faculty has spoken with the prospective exchange visitor in English, and that they have sufficient English proficiency to successfully complete the proposed J-1 program and to handle day-to-day interactions in the U.S.
    • Official TOEFL, IELTS, TOEIC, or Pearson Test of English (PTE) test results, not older than two years. The minimum acceptable range of TOEFL iBT scores is 70-80. The minimum acceptable range of IELTS scores 5.0-6.5 (total bandwidth score). The minimum acceptable range of TOEIC scores is 605-780. The minimum acceptable range of PTE scores is 50-60.
    • Unofficial Transcript, showing earned college-level degree from an institution that uses English as its language of instruction.
    •  Duolingo English Test, minimum score of 105. Upload the test results in PDF format in the Document tab.

4.3 – Export Control Approval Notice from ORPC – please upload this approval, after following the instructions for the “Foreign Personal Screening Form” provided by the Office of Research Protections and Compliance (ORPC).

5. Wait for approval from ISSS.

• ISSS will review all application materials and prepare a new J-1 SEVIS record for the exchange visitor. The exchange visitor will receive their SEVIS ID number, along with other important information about their upcoming arrival to UMBC.
• Once the Form DS-2019 is issued, the department will email the signed form to the Exchange Visitor.

Instructions for incoming exchange visitors

1. Your host department will submit a Sponsorship Request on your behalf.

• Prospective exchange visitors cannot complete the request themselves; this must come from the host department.

2. After the department’s Sponsorship Request is approved by ISSS, you will be given access to the UMBC Scholar Portal.

• You will receive an email with instructions to log in to the UMBC Scholar Portal.  Complete ALL the sections in the required questionnaire in the ‘Exchange Visitor’ tab and upload ALL the required documents. Save the credentials you used to log in the first time. If you use an email address and password to access your account, enter those next time you log in and go in ‘Pending’ to find your request.
• Note that J-1 Exchange Visitor status requires you to show proof of at least $2,000 USD in available funding per month of your appointment. If you will bring a J-2 dependent spouse and/or child(ren), an additional $600 USD per month in financial support is required for each J-2 dependent.
• When submitting bank statements, institutional letters of support, or bank letters please use the following guidelines:
  • Documents must have been issued within the last 3 months.
  • The EV must be named as account holder or recipient of the letter of support.
  • The account balance with currency or statement must specify that they have at least $1400(not including dependents) of support per month.
  • The letter must be in English or a notarized English translation.
  • If the funding information is an institutional letter of support, the dates of coverage and total amount of support must be present.

Please upload the following requirements to the “Documents” tab:

2.1 Passport Identity Page

2.2 Financial Support Documentation (showing proof of at least $2,000 USD in available funding per month of your appointment. If you will bring a J-2 dependent spouse and/or child(ren), an additional $600 USD per month in financial support is required for each J-2 dependent)

• UMBC hosting department funding (Appointment letter from the Provost’s Office), OR
• Financial statements/letters showing financial support for yourself and any dependents not covered by any UMBC hosting department funding; AND/OR
• Financial Support Letter (optional), if parent, family, or other funds will support your program at UMBC.

2.3 Curriculum Vitae (CV), or resume in English

2.4 Dependent Passport Identity Page(s), required if you plan to have a dependent spouse or child(ren) join you at UMBC.

2.5 Other (required, if you are currently in the U.S. or have been within the last two years):

• • • • • • • Form DS-2019 – all those previously issued
            • Visa Page – visa or I-797 Approval Notice for a change of status
            • I-94 Record – screenshot of your most recent online I-94 record
            • If you are currently in F-1 status and are transitioning to J-1 status, upload your I-20s, and OPT, EAD if applicable to you.

Note: UMBC cannot review your J-1 Request until these documents have been uploaded.

 

Once ISSS has reviewed your application and all supporting materials, we will send you your SEVIS ID that will allow you to make a visa appointment  You will receive the signed Form DS-2019 via email. The document emailed to you is the official document for your visa appointment.

3. Pay the SEVIS Fee

• Once you have received your SEVIS ID number, you must pay the SEVIS Fee online via the SEVIS I-901 Fee website.
• Using the SEVIS ID number provided to you by ISSS, make an appointment at the nearest U.S. Embassy/Consulate for a visa interview.
  • Please check the Department of State website for current visa wait times at each embassy/consulate.
  • See the Consular Electronic Application Center for specific requirements.

Note: Canadian citizens do not require a visa stamp.  The Form DS-2019 should be presented with your Canadian passport at the U.S. Port of Entry.

4. Obtain the J-1 visa stamp

• When the date of your visa interview arrives, be sure to bring all required documents.  While policies vary by consulate, you will generally need your valid passport, Form DS-2019, DS-160 fee payment receipt, I-901 fee payment receipt, proof of funding, appointment letter, and any other documents pertaining to your visit.

5. Prepare for your transition to UMBC

Please plan ahead to make sure you will have a smooth transition to the US!  Be sure to consider:

• Housing near UMBC: Please explore your options and rent an apartment in advance of your arrival to the US.  Please consider transportation options when choosing an apartment.
• Book your flights: You are welcome to arrive in the US up to 30 days in advance of your DS-2019 start date, and up to 30 days after the start date with permission from your department.
• Carry your passport, DS-2019 and appointment letter on your flight – learn more about what to expect when you land in the US and go through Customs.
• Plan for transportation from the airport to your apartment.

6. After you arrive to UMBC’s campus, you will need to check in with ISSS

You must check in with ISSS within five days of arriving on campus.  Please email dianezg@umbc.edu. You will be asked to use the UMBC Scholar Portal (select Requests, then select Arrival Documentation) and upload scanned copies of:

• J-1 visa stamp
• Form DS-2019 used to enter the US
• I-94 entry document
• J-1 Exchange Visitor Contact Information (emailed to you upon check in)
• J-1 Acknowledgement of Health Insurance Requirements (emailed to you upon check in)

When this process is complete, we will “validate” (or activate) your J-1 immigration record.

Check-in must be done within 30 days of the start date printed on the DS-2019.

 

Please work closely with your sponsoring department and ISSS throughout this process – we’re happy to help, and we look forward to welcoming you to UMBC!