Guide to Hosting a J-1 Scholar (PDF) - Office for International ...

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Program Extensions Extending a scholar’s program end date is both common and easy to do. Extensions cost nothing to either the host department or the scholar and are processed internally at the OISS – no outside application to any government agency is needed. The extension application is submitted by the host department, not the scholar. A complete extension application will contain the following documents: • Completed J-1 Scholar DS-2019 Extension Request • Extension memo from the host department. The memo should be printed on departmental letterhead and contain the following information: o New end date of the scholar’s program o How much funding the scholar will receive from the department, if applicable • Supplemental funding documentation, if needed An example of a complete request for a J-1 scholar program extension can be found under Appendix H. The OISS asks for 7-10 business days to complete a J-1 scholar extension request. Once the new DS-2019 is ready, we will notify the departmental contact listed on the application form. Please arrange for someone from the host department to pick up the documents in room 105 of the International Center. If you wish, you can send the scholar to pick it up. If the scholar is also an employee, he/she can bring his/her passport and I-94 card to our office and then fill out the new I-9 form as well. Note on Visa Stamps: When an extension request is completed, the DS-2019 is extended, but the J-1 visa stamp in the passport is not. The J-1 visa stamp will expire on the original end date of the J-1 program. This is not a problem while the scholar stays inside the US because the visa stamp is an entry permit only. While inside the US, only the DS-2019 and the passport must be valid in order to maintain valid J-1 visa status. If a scholar has an expired J-1 visa stamp, it means that if he/she makes a temporary visit outside the US during the program, the scholar must apply for a new J-1 visa stamp in order to re-enter the US. (Limited exceptions exist for travel within North America – if this question comes up, please ask the scholar to consult with OISS before traveling.) Temporary Departures It is becoming more and more common for scholars to leave the US for a relatively lengthy period of time yet still maintain academic collaborations with the MSU host department. It is possible for MSU to maintain a scholar’s visa status while they are out of the country for a maximum of one year. During the absence, the academic collaboration must be ongoing and the scholar must still maintain health insurance coverage. In order to arrange for such an absence, the scholar should submit a Notice of Departure form at OISS. The form should be marked for “Departing the US for one year or less” and must include a letter or memo from the host department on department letterhead confirming the ongoing nature of the program and the date of expected return. 10
It is strongly recommended that J-2 dependents do not remain in the US while the J-1 scholar is out of the country. In the absence of the J-1 scholar, it would be difficult for J-2 family members to prove that they are maintaining a valid visa status. Notice of Departure forms do not need to be filed if the scholar will be absent during the summer months (May-August) or for absences of two months or less during the Fall or Spring semesters. For an example of a completed Notice of Departure accompanied by the department’s endorsement memo for temporary departure, please see Appendix I. Transfers Step Six: Ending the Program It is often possible for a scholar to transfer visa sponsorship from Michigan State University to another institution. If the scholar has an offer to continue his/her work in the same academic area at another institution, and if that institution is approved to sponsor J-1 scholars, we can transfer that scholar’s record to the new institution. If the scholar wishes to transfer, it is the scholar’s responsibility to submit the Transfer Out form to the OISS. This form must be signed by the collaborating professor in the host department. The form may be downloaded from the following page: http://oiss.msu.edu/documents/students/transfer_out.pdf There may be no more than 30 days in between the end of the scholar’s activities at MSU and the beginning of the scholar’s activities at the new institution. The new institution will not be able to issue a new DS-2019 to the scholar until after the end of his/her activities at MSU. Early Departures If it becomes necessary for a scholar to leave their program at MSU more than 30 days prior to the program end date on the DS-2019, it is crucial that the scholar file a Notice of Departure with OISS. We will then issue a new DS-2019 to reflect the shortened end date of the scholar’s program. Failure to file a departure form may result in more lengthy restrictions on future use of the J-1 scholar visa. The Notice of Departure may be downloaded from the following page: http://oiss.msu.edu/documents/students/notice_departure.pdf Normal Departures If a scholar departs within 30 days before or 30 days after the program end date on the DS-2019, it is considered a “normal” departure. There is no formal “check out” procedure performed at the OISS. The only requirement is that the scholar files a Notice of Departure with the OISS. The notice can be submitted electronically, by fax, campus mail, or in person. The Notice of Departure may be downloaded from the following link: http://oiss.msu.edu/documents/students/notice_departure.pdf 11
Page 1 and 2: Guide to Hosting a J-1 Scholar For
Page 3 and 4: Departmental Responsibilities Befor
Page 5 and 6: d. Personal or family bank statemen
Page 7 and 8: Scholars will be asked to verify th
Page 9: MSU NetID and Email Accounts To req
Page 13 and 14: • Receive program funding from ei
Page 15 and 16: Appendix A Definitions of J-1 Schol
Page 17 and 18: Appendix C Hosting a J-1 Scholar -
Page 19 and 20: Departure Notification It is essent
Page 21 and 22: Appendix D
Page 29 and 30: Example 2: Initial DS-2019 Request
Page 49 and 50: Appendix F Potential Visa Difficult
Page 51 and 52: Appendix H Example of J-1 Extension
Page 53 and 54: Appendix H
Page 55 and 56: Appendix I Example of Notice of Dep
Page 57 and 58: Appendix I
Page 59: Appendix J

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