Department Information Packet - Office of Human Resources

DOCUMENTATION CHECKLIST FOR NEW SCHOLARS
WELCOME to the University of Wisconsin-Madison’s J-1 scholar exchange visitor program! The
International Faculty and Staff Services office (IFSS) has sent you the following handouts to aide you
with maintaining legal Immigration status in both the U.S. and with the UW-Madison. If at any point
you have any questions about the Immigration process and/or your responsibilities in maintaining legal
immigration status, please contact the IFSS office.
Enclosed are the following documents:
New DS-2019 Form.
Information regarding the DS-7002 Form.
Mandatory Insurance Requirements (UW-Madison): Insurance requirements that need to be
met. Please note that the mandatory insurance requirements at UW-Madison exceed the
Department of State minimum insurance requirements listed in the “Welcome Brochure to the
Exchange Visitor Program” section.
Student Health Insurance Plan (SHIP) International Scholars Benefits Summary and
Rates: Health insurance coverage with local service and support information.
International Waiver Application (SHIP): Please make sure that you review the waiver
application form carefully before you purchase other insurance. The SHIP office will only
approve waivers for insurance which falls under one of the categories detailed on the waiver
application form.
Welcome Brochure to the Exchange Visitor Program: This brochure is written by
the Department of State (DOS). International Faculty & Staff Services (IFSS) is required to
provide this brochure to new J-1 Exchange Visitors. Please consult with IFSS if you have
questions regarding this brochure.
Initial Expenses: Suggestions for financial preparations.
International Tax Treaties
SEVIS & Scholar Responsibilities: information pertaining to U.S Government regulations for
J-1 Scholars.
Exchange Visitor Arrival Deadline
About IFSS: IFSS staff and contact information.
10 Points to Remember When Applying for Nonimmigrant Visa.
Housing: Some things to keep in mind and start thinking about in terms of your housing needs.
S:\OHR\DEPT\JScholars\PRE-arrival packets\begin packet\DOCUMENTATION CHECKLIST FOR NEW SCHOLARS.docx
Revised 10/2011

U.S. Department of State
Form DS-7002
Any DS-2019 Form issued by IFSS using the J-1 categories of
(see box #4 on the DS-2019 Form):
Professor
Research Scholar
Short-term Scholar
Specialist
Will not require DS-7002 Form for U.S. visa stamp application.
The DS-7002 Form is used for J-1 categories NOT sponsored by
the University of Wisconsin-Madison, Office of International
Faculty and Staff Services (IFSS).
S:\OHR\DEPT\JScholars\08 Completed Forms\DS7002.doc
Created 01/2010

Mandatory Insurance
Requirements
For
J-1 Scholars
UW-Madison Student Health Insurance Plan
333 East Campus Mall
7th Floor
Madison, WI 53715-1381
Phone (608) 265-5232
Fax (608) 265-5668
www.uhs.wisc.edu/ship
shipmail@uhs.wisc.edu
Prospective UW-Madison J-1 Scholar:
It is a federal and university requirement that all J-1 scholars and any visa dependents have a minimal level of medical insurance during
their stay in the United States. The Student Health Insurance Plan (SHIP) office is responsible for ensuring that J-1 scholars have UW-
Madison approved health insurance coverage. SHIP was developed to ensure that while you reside within the United States, both you
and your family will be financially protected against any unforeseeable accidents, illnesses, or injuries. All J-1 scholars and their visa
dependents must show compliance with the health insurance requirements of UW-Madison at the SHIP office. J-1 scholars must register
in person by visiting the SHIP office between 9 am and 5 pm, Monday through Friday.
Insurance Compliance Deadlines
The SHIP office must receive a completed enrollment application and full payment, or a qualifying waiver, on or before the posted
deadlines.
- Newly Arrived J-1 Scholars: Within 31 days of the later of the DS-2019 start date, arrival date, or transfer date.
- J-1 Scholars with a DS-2019 Extension: Within 31 days of the waiver/SHIP coverage end date
- Renewing Members: Within 31 days of the waiver/SHIP coverage end date
Failure to Comply
J-1 scholars who enroll after the compliance deadline will be charged a $100 late fee in addition to any required SHIP premiums.
J-1 scholars who file a qualifying waiver after the compliance deadline will be required to pay a $100 late fee.
Failure to maintain compliance with the UW-Madison insurance requirement can jeopardize your J-1 program status. Visa requests
(such as visa extensions or travel visas) may also be denied by the International Faculty Staff Services office until SHIP compliance is
achieved.
SHIP Enrollment
If you are planning to purchase SHIP, you can contact the SHIP office by phone or e-mail if you want to determine the exact SHIP premium
in advance.
- Payment is accepted by VISA/MasterCard, check, Internal Work Order, or Exact Cash. Full payment is required upon your
enrollment.
- Premiums are payable on an annual or half yearly basis.
o SHIP coverage is effective from the later of the DS-2019 start date, arrival date, or transfer date.
o Annual SHIP coverage terminates August 14 th
o First Half Year SHIP coverage terminates February 14 th
o Second Half Year SHIP coverage terminates August 14 th
- Please Note – SHIP coverage terminates on the 14 th of the month following your DS-2019 end date. For example, if your
DS-2019 ends on November 23 rd , your SHIP coverage will not terminate until December 14 th .
Waiver Applications
If you do not qualify for a waiver, you are required to enroll in SHIP. Waivers will only be approved if you meet one of the qualifying
criteria as listed on the Waiver Application. All other applications will be denied. Please read the Waiver Application carefully to
ensure that you do not purchase insurance which does not meet the SHIP waiver requirements!
Waiver applications, enrollment forms, and plan brochures are available on our website at www.uhs.wisc.edu/ship.
Please contact the SHIP office immediately if you have any questions.

ship
the UW–Madison Student Health insurance Plan
for international J-1 scholars
The 2012–2013 plan for visiting scientists, professors, postdoctoral fellows, or non-degree research
project students at UW–Madison on a J-1 visa and not registered for any university classes.
Safeguarding your health
Medical treatment in the United States can be very
expensive, and quality insurance coverage is essential.
SHIP, the Student Health Insurance Plan offered
through University Health Services (UHS), provides
our members with an accessible and comprehensive
insurance plan. The health care system in the United
States can be overwhelming, and the SHIP Customer
Service team is here to assist you with any benefits
or claims issues that you may encounter.
Health insurance compliance
All international J-1 Scholars and visa dependents
residing in the United States are required to have
UW–Madison approved health insurance coverage.
You must enroll in SHIP or file a qualifying waiver
before the compliance deadline.
When is the compliance deadline
As a newly arrived J-1 Scholar, you must register at
the SHIP office within 31 days of the later of your
DS-2019 start date, arrival date, or visa transfer date.
If your DS-2019 is extended, you must re-register at
the SHIP office within 31 days.
How do I enroll in SHIP
To enroll, visit the SHIP office at 333 East Campus Mall,
7th floor, between 9am and 5pm, Monday through
Friday. Your coverage will not be activated until the
SHIP office receives both your payment and a copy
of current DS-2019 forms for both you and your
visa dependents. J-1 Scholars who enroll after the
compliance deadline will be charged a late fee of
$100 in addition to any required premiums.
How do I file a Waiver Application
Waivers will only be approved for plans that meet
the criteria listed on the Waiver Application.
The Waiver Application is available online at
www.uhs.wisc.edu/ship. Please read the Waiver
Application carefully before you purchase other
health insurance. J-1 Scholars who file a qualifying
waiver after the compliance deadline will be
charged a late fee of $100.
SHIP • University Health Services • 333 East Campus Mall • 7th Floor • Madison, WI 53715-1381
Phone: (608) 265-5232 • FAX: (608) 265-5668 • shipmail@uhs.wisc.edu • www.uhs.wisc.edu/ship

International sCHolar plan summary of benefits*
SHIP members must use University Health Services (UHS) for all available primary, urgent, and preventive care.
Most services at UHS are fully covered for SHIP members with no out-of-pocket expense, including travel and
meningococcal vaccines, the HPV vaccine, and a contraceptive benefit.
Medical and Mental Health Counseling services at UHS include: Primary Care; Women’s Health; STI Testing and
Treatment; Allergy/Immunization; 24-Hour Crisis Services; Individual, Couple/Partner, and Group Counseling; Alcohol
and Other Drug Assessment and Treatment; Psychiatric Services.
Please note that UHS is not open evenings and weekends and does not provide hospitalization, emergency room care,
pediatric care, or specialty care for complex problems. However, SHIP members are well protected nationwide by
In-Network hospitals, clinics, and specialized medical services. The SHIP Customer Service team can assist you with
identifying In-Network providers.
SHIP coverage also includes an annual eye exam at Madison Optometric Center, global Out-Of-Network coverage,
and worldwide assistance (including medical evacuation and repatriation).
Benefit Category Health Care at UHS Health Care In-Network** Health Care Out-Of-Network
Plan Year Deductible None None $500
(per person)
Primary/Urgent Care No member cost 10% member coinsurance 40% member coinsurance
(after deductible)
Diagnostic Services No member cost 10% member coinsurance 40% member coinsurance
(x-rays and lab tests
(after deductible)
ordered by UHS providers)
Preventive Care
Note: Benefit Change
No member cost No member cost for covered preventive
services not available at UHS
Not applicable
Mental Health and No member cost 10% member coinsurance 40% member coinsurance
Chemical Dependency
(after deductible)
Emergency Room Not applicable No member cost No member cost
(for medical emergencies only)
(after deductible)
Hospital Services Not applicable 10% member coinsurance 40% member coinsurance
(including inpatient and
(after deductible)
outpatient professional services)
Pediatric Care Not applicable 10% member coinsurance 40% member coinsurance
Note: Benefit Change (no member cost for (no member cost for
covered preventive services) immunizations to age 18)
Plan Year Maximum Not applicable $2,000
Out-of-Pocket Expense (per person)
$4,000
(per person)
(coinsurance and deductible) (for covered services) (for covered services)
Prescription Drugs
Note: Benefit Change
Generic = $5 copayment; Brand = $15 copayment; Non-Formulary = $25 copayment; Specialty Drugs = 10%
member responsibility up to a max of $150 per fill (does not apply to Out-of-Pocket Expense)
Maximum Lifetime Benefit $1,000,000
2012–13 Premium Rates — International SCHOLAR Plan
COVERAGE type Annual 6 months monthly***
8/15/2012 to 8/14/2013 (half year)
Scholar only (age 25 and under) $1,680 $840 $140
Scholar only (age 26 and above) $2,136 $1,068 $178
Scholar (age 25 and under) + spouse/partner $4,644 $2,322 $387
Scholar (age 26 and above) + spouse/partner $5,196 $2,598 $433
Scholar (age 25 and under) + child $4,272 $2,136 $356
Scholar (age 26 and above) + child $4,812 $2,406 $401
Scholar (age 25 and under) + family $7,200 $3,600 $600
Scholar (age 26 and above) + family $7,872 $3,936 $656
Premium rates are based on the scholar’s age as of August 15, 2012 (the beginning of the plan year).
We use this age to calculate the rate during the entire plan year.
* This is a benefits summary only. Exceptions may apply. Benefits are payable in accordance with the Plan Document, which can be viewed online.
** In-Network facilities near campus include St. Mary’s Hospital, Meriter Hospital, and UW Hospital and Clinics.
*** For reference only. Premiums are not payable on a monthly basis. Premiums are payable on an annual or half yearly basis.
Premiums are pro-rated for J-1 scholars who are in the United States for a shorter period (subject to a minimum requirement).

INTERNATIONAL STUDENT AND J-1 SCHOLAR WAIVER APPLICATION
(Policy Effective 8/15/12)
Student Health Insurance Plan
University Health Services
333 East Campus Mall, 7 th Floor
Madison, WI 53715-1381
Phone: (608) 265-5232
Fax: (608) 265-5668
Email: shipmail@uhs.wisc.edu
www.uhs.wisc.edu/ship
It is a condition of enrollment that all International Students and J-1 scholars are required to purchase the UW-Madison
Student Health Insurance Plan (SHIP) or file a qualifying waiver. Waivers will only be granted for International
Students and J-1 Scholars who satisfy one of the criteria listed under the INSURANCE SECTION on page 2 of this
Waiver Application. Individual and private insurance plans DO NOT qualify for a waiver.
In order to waive out of SHIP, qualifying waivers must be filed at the SHIP office by the following deadlines:
International Student Compliance Deadlines
Fall: September 14, 2012 Spring/Summer: February 14, 2013
NOTE: International Students who are employed at UW-Madison and have coverage through a Wisconsin State
Health Insurance Plan do not need to file this Waiver Application as long as they are the main member and the
insurance is effective on or before September 1, 2012 for Fall, or February 1, 2013 for Spring/Summer.
If these criteria are met the SHIP office will file an automatic waiver on your behalf.
Summer: within 31 days of the first day of class. Note: Automatic waivers are not processed for Summer.
J-1 Scholar Compliance Deadlines
New J-1 Scholars: within 31 days of the later of the DS-2019 start date, arrival date, or visa transfer date
Renewing J-1 Scholars: within 31 days of the waiver/SHIP coverage end date
Extending J-1 Scholars: within 31 days of the waiver/SHIP coverage end date
International students and J-1 Scholars who fail to file a qualifying waiver or enroll in SHIP by the compliance
deadline will be charged a late fee of $100. Note: International students who meet the criteria for an automatic waiver
will not be subject to any late fee charges.
All completed Waiver Applications must be submitted along with a copy of the front and back of the health insurance ID
card and/or written verification of coverage in person at the SHIP office at 333 East Campus Mall, 7th Floor, or by fax to
(608) 265-5668. Incomplete Waiver Applications will not be accepted. If your documents are not in English, you will
be required to have them translated. Once your Waiver Application has been reviewed a decision notification will be
e-mailed to you.
I acknowledge that by submitting this form, I am waiving out of SHIP and certify that:
I satisfy one of the criteria listed under the Insurance Section of the Waiver Application for the required period.
I understand that if there is a gap of 31 days or less between the beginning of the SHIP compliance period and the
effective date of my qualifying insurance coverage, I will not be required to enroll in SHIP for that period, but I may
do so if I wish.
I understand that if there is a gap of greater than 31 days between the beginning of the SHIP compliance period and
the effective date of my qualifying insurance coverage, I will be required to pay SHIP premiums from the beginning
of the compliance period up until the effective date of the waiver. I understand that waivers are effective from the
15 th of the month following the active qualifying insurance coverage start date.
I understand that if I purchase SHIP and then file a qualifying waiver that covers part or all of the same period, I will
only be eligible for a refund of SHIP premiums from the 15 th of the month following SHIP office verification of active
qualifying insurance coverage.
I understand that if my qualifying insurance coverage ends during the waived period I must enroll in SHIP or file
another qualifying waiver within 31 days of the insurance end date. I understand if I do not qualify for another waiver
and fail to enroll in SHIP within 31 days, a $100 late fee will be payable in addition to any required SHIP premiums.
I understand that it is my responsibility to file a new Waiver Application by the compliance deadline following the
waiver expiration date, if I still have active qualifying insurance coverage at that time.
I will be solely responsible for all medical expenses, and neither UW-Madison nor SHIP, will be held responsible for
any medical expenses that I incur.
I understand that information provided herein is confidential and will be used for the sole purpose of documenting my
decision to waive out of SHIP and will not be made available to any third party.
I understand that UW-Madison may verify this information through an auditing process. I understand that all waiver
approval or denial decisions are made at the sole discretion of University Health Services. If it is determined that the
information provided on this form is invalid, I understand that I will be enrolled into and billed for SHIP coverage for
the relevant semester/coverage period and a $100 late fee will be payable in addition to any required premiums.
Page 1 of 2 08/12a

The Exchange Visitor Program
WELCOME BROCHURE
Bureau of Educational and Cultural Affairs
Private Sector Exchange
United States Department of State
The Department of State welcomes you to the United States. We are pleased to
receive you as an exchange visitor. As an Exchange Visitor Program participant,
you will acquire an experience in the United States and as an ambassador of your
country you will help educate the American people about your home country and
culture.
This brochure will help you understand the purpose of the Exchange Visitor
Program and introduce you to some of the major requirements of the Exchange
Visitor Program regulations that are most relevant to you.
THE EXCHANGE VISITOR PROGRAM
THE U.S. DEPARMENT OF STATE administers the Exchange Visitor Program
under the provisions of the Mutual Educational and Cultural Exchange Act of
1961, as amended. The Act promotes mutual understanding between the people of
the United States and other countries by means of educational and cultural
exchange. The Exchange Visitor Program provides foreign nationals opportunities
to participate in exchange programs in the United States with the expectation that
on completion of their exchange program, they will return home to share their
experiences.
Sponsors – The U.S. Department of State designates U.S. organizations such as
government agencies, academic institutions, educational and cultural
organizations, and corporations to administer exchange visitor programs. These
organizations are known as sponsors. Sponsors screen and select exchange visitors
to participate in their programs based on the regulations governing the exchange
activity and stated in 22 CFR Part 62. Sponsors provide participants pre-arrival
information, an orientation, and monitor their activities throughout their exchange
program.

Sponsors offer or identify cross-cultural activities that will expose exchange
visitors to American society, culture, and institutions. Exchange visitors are
encouraged to participate in activities that provide them with an opportunity to
share their language, culture, and history with Americans.
Responsible Officers – Sponsors appoint individuals as responsible officers and
alternate responsible officers to advise and assist exchange visitors. These officers
issue the Certificate of Eligibility (Form DS-2019), and conduct official
communications with the Department of State and the Department of Homeland
Security (DHS) on your behalf. Should you have any questions about the
regulations or any aspect of your exchange program, your initial and primary
contact is the sponsor. Unless provided specific contact information by your
sponsor you should contact the person whose name and telephone number can be
found on your Form DS-2019.
Exchange Visitor – An exchange visitor is a foreign national selected by a sponsor
to participate in an exchange visitor program and who is seeking to enter or has
entered the United States temporarily on a J-1 visa.
Spouse and dependents - Some categories of the Exchange Visitor Program permit
a spouse and/or unmarried children, under 21 years of age, to accompany an
exchange visitor to the United States. These individuals are dependents of the J-1
and may apply for J-2 visas with the permission of your sponsor.
REGULATIONS - RULES
IT IS IMPORTANT THAT YOU understand and abide by the Exchange Visitor
Program regulations, U.S. laws and sponsor rules. Regular contact with your
responsible officer will help you keep current of any change which may affect your
J-visa status. Some requirements of the Federal regulations and where to find them
are indicated below.
Register with your sponsor – Your Form DS-2019 was created in a
computerized system known as the Student and Exchange Visitor Information
System (SEVIS). This System is administered by the Department of
Homeland Security and is used to collect and maintain information on the
current status of non-immigrants and their dependents in the sponsor’s
program during their stay in the United States.

When you arrive in the United States, you must contact your sponsor to
ensure that your data in SEVIS is accurate and updated. Failing to maintain
your status could result in serious consequences and may affect your ability to
remain in or return to the United States.
Activities and Program Provisions – You entered the United States in a specific
program category, and are required to engage in that category and the activity
listed on your Form DS-2019. You must comply with the specific program
provisions of the regulations relating to your exchange category.
Insurance – You are required to have medical insurance in effect for yourself (J-1)
and any dependents (J-2) for the duration of your program. Some sponsors provide
the required insurance for their participants. Other sponsors may allow you to
make your own arrangements or may help to identify insurance carriers. Consult
with your responsible officer before the start of your program.
(a) Minimum Insurance Coverage – Insurance shall cover: (1) medical benefits
of at least $50,000 per person per accident or illness; (2) repatriation of remains in
the amount of $7,500; and (3) expenses associated with medical evaluation in the
amount of $10,000.
(b) Additional Terms – A policy secured to fulfill the insurance requirements
shall not have a deductible that exceeds $500 per accident or illness, and must
meet other standards specified in the regulations.
(c) Maintenance of Insurance – Willful failure on your part to maintain the
required insurance throughout your stay in the United States will result in the
termination of your exchange program.
Maintenance of Valid Program Status – You are required to have a valid and
unexpired Form DS-2019. Sponsors may terminate an exchange visitor’s program
for violating U.S. laws, Exchange Visitor Program regulations, or the sponsor’s
rules governing their particular program.
Required Notifications to Sponsors – You must inform your sponsor if you
change your address (residence) or telephone number, or complete or withdraw
from your exchange visitor program early. Doing so assists your sponsor in
complying with their notification and reporting requirements to the U.S.
Department of State and the Department of Homeland Security. Failure to keep
your sponsor informed could result in the termination of your program status.

Current Regulations – The Exchange Visitor Program regulations are located in
the Code of Federal Regulations, (22 CFR, Part 62). The regulations are generally
available for review at the offices of your sponsor, universities, law schools, or
large public libraries. They are also available on the Internet at:
http://exchanges.state.gov/education/jexchanges
For Further Information – Additional requirements that may apply to you are set
forth in the Exchange Visitor Program Regulations. Review a copy of the current
regulations and consult with your responsible officer.
Contacting the Department of State – The Exchange Visitor Program is
administered under the oversight of the Deputy Assistant Secretary for Private
Sector Exchange, Bureau of Educational and Cultural Affairs (ECA). The Office of
Designation and the Office of Exchange Coordination and Compliance are located
at:
Bureau of Educational and Cultural Affairs
Department of State
State Annex SA-5, Fifth Floor
Washington, DC 20522-0505
The office of Designation is organized under two divisions. The Academic and
Government Programs Division, and the Private Sector Program Division.
Contact information and the exchange categories for the divisions are identified
below:
Academic and Government Programs Division (ECA/EC/AG)
Categories of exchange: Government Visitor, International Visitor, Professor,
Research Scholar, Short-Term Scholar, Specialist, Student (College and
University)
Telephone: 202 632-9310 Fax: 202 632-2701
Private Sector Program Division (ECA/EC/PS)
Categories of exchange: Alien Physician, Au Pair, Camp Counselor, Intern,
Secondary Student, Summer Work Travel, Teacher, Trainee
Telephone: 202-632-2805 Fax: 202-632-2701
The Office of Exchange Coordination and Compliance is responsible for
monitoring designated sponsors for regulatory compliance. Inquiries regarding
sponsors and the Program can be emailed to Compliance by using
JVisas@state.gov.

INITIAL EXPENSES
You should plan to arrive with enough money to meet the substantial initial expenses of your first weeks in the
United States. These expenses could include hotels, food, registration fees, and housing costs. Until you are
living in a dormitory, house or apartment, you should expect to spend from $20- $40 per day for meals at
moderately priced restaurants and from $100-$400 per night for off-campus accommodations. You should have
some U.S. currency on hand when you arrive.
NOTE: If you will be paid a salary from UW-Madison, you will not receive your first paycheck until the
beginning of the second month of employment. Therefore, it is especially important that you bring with you
sufficient funds for all start up costs as well as your living expenses for the first month. Please consult with
your department payroll person regarding your salary and benefits.
You should have some U. S. currency on hand when you arrive, since there is not a currency exchange office in
Madison. To avoid delays and cash-flow problems, you may want to open an account in a bank with a branch
in the U.S. This would assist in avoiding long delays (4-8 weeks) required to process a check issued in a
foreign currency from a foreign bank. It is very important for you to be familiar with your government’s
regulations for transferring funds to the United States. You should also check with your bank in your country
regarding fees charged for transferring funds to the United States.
BRINGING MONEY TO THE U.S. FROM ABROAD
All U.S. paper money is the same size and color. Denominations are $1, $5, $10, $20, $50 or $100. U.S.
currency is based on a decimal system, with 100 cents per dollar.
Do not bring large sums of cash! There are many safer options available, these include: traveler’s checks,
electronic banking/ATMs/check cards, international credit cards, bank checks/crafts, debit cards and wire
transfers.
Please contact your bank for details.
BANKING IN THE U.S.
Many of you will wish to establish a U.S. bank account. Before you open an account, be sure to do some
preliminary research to compare services and fees. There are many different local banks and credit unions
conveniently located near the Madison campus. We suggest searching the Internet to find the locations of local
banks and credit unions.
There are two basic kinds of accounts which you should discuss with the banking institution:
Checking accounts.
Savings accounts
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1

INTERNATIONAL TAX TREATIES
If you are going to receive a University of Wisconsin-Madison salary with benefits
during your stay on the J-1 Exchange Visitor Program; the length of your program may
have an impact on your International Tax Treaty, if your country has one.
Please consult with a university Payroll Specialist for information on whether your home
country has a Tax Treaty with the United States and how it may affect your payroll.
To contact a Payroll Specialist, E-mail:
payroll@ohr.wisc.edu
International Tax Walk-in Sessions:
http://www.bussvc.wisc.edu/ecbs/itx-walkinschedule4web.pdf
Tax Information for International Visitors:
http://www.bussvc.wisc.edu/ecbs/emp-taxes-menu.html
S:\OHR\DEPT\JScholars\PRE-arrival packets\begin packet\Tax Treaties.doc
Revised on 03/16/2009

SEVIS and Scholar Responsibilities
What is SEVIS:
The U.S. government is seeking more efficient ways of collecting information on international scholars and
students in the United States. We have prepared this handout to help you better understand the information
that the University of Wisconsin-Madison and all colleges and universities in the U.S. must maintain on
international scholars as well as how this information is shared with the U.S. government, in a manner
prescribed by law. Moreover, this handout details each scholar’s responsibilities for maintaining SEVIS
requirements.
SEVIS stands for “Student and Exchange Visitor Information System”. The U.S. Department of Homeland
Security (DHS) has created this internet-based record keeping system to maintain an up-to-date database on
non-immigrant visitors (including J-1 scholars). SEVIS has been created to comply with federal law and
facilitates the collection of required data.
The DHS will audit the University’s compliance with these new regulations every two years. Failure to
comply with SEVIS regulations could result in the loss of the UW’s ability to invite international scholars.
While we support the need for government monitoring of individuals entering and exiting the U.S., we deeply
appreciate the contributions international scholars make to the UW-Madison campus and the entire
educational community.
Scholar Responsibilities:
Register with IFSS as soon as possible after arrival on campus. IFSS needs to make copies of your DS-
2019 form, I-94 card, passport identity page and U.S. visa stamp.
Make sure you and all dependents with the mandatory Student Health Insurance Plan (SHIP)
requirements.
Engage only in work stated in your appointment or invitation letter for your current J-1 program.
For any activities outside your original agreement please refer to the handout on incidental activities on
our website.
‣ Here is the link: http://www.ohr.wisc.edu/ifss/imminfo/JScholar/J-1%20Payment.pdf
Notify IFSS of any changes in your and/or dependent’s name, address and telephone number within 10
days of that change.
‣ Here is the link: http://www.ohr.wisc.edu/ifss/SEVIS/ChangeofNameAddressTelephone.htm
Apply for any extensions of stay at least three weeks in advance of your program end-date.
Notify IFSS, within 10 days, when you complete your program or if your program is terminated.
‣ Here is the link: http://www.ohr.wisc.edu/ifss/SEVIS/ExchangeVisitorNoticeDeparture.htm
Failure to comply with these responsibilities could result in termination of the scholar’s program and loss
of valid immigration status, requiring immediate departure from the U.S.
For more information or questions please contact the International Faculty and Staff Services
Office (IFSS): Phone: (608) 265-2257 Fax: (608) 265-6547 Email: Ischolars@ohr.wisc.edu
Website: http://www.ohr.wisc.edu/ifss/index.htm
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Exchange Visitor Arrival Deadline
The International Faculty and Staff Services office (IFSS), at the University of Wisconsin-Madison, is
required to report to the Department of Homeland Security (DHS) when a J-1 scholar does not arrive to
the UW-Madison within 30 days of their program start date, as listed on their DS-2019 form. IFSS must
terminate your DS-2019 and you would not be eligible for a J-1 visa nor entry into the U.S. in J-1 status.
DO NOT attempt to enter the U.S. more than 30 days after the start date on the DS-2019; you would
likely be denied entry to the U.S.
If you are unable to arrive to the UW-Madison to start your program within this 30 day window or if you
have decided not to pursue your J-1 exchange visitor program at the present time, please notify IFSS
immediately. We must either notify DHS and cancel your request for a J-1 visa with the UW-Madison or
issue you a new form with a later start date. This also applies to those who are transferring to UW-
Madison from another J-1 program. Failure to notify IFSS of your inability to or decision not to enter
the U.S. within 30 days of your program start date could jeopardize your current immigration status as
well as your ability to pursue future visa applications.
Please notify the International Faculty and Staff Services office (IFSS) IMMEDIATELY if you
know that you will not be able to meet the start date, as indicated on your DS-2019 form.
Phone: (608) 265-2257, Fax: (608) 265-6547, e-mail: Ischolars@ohr.wisc.edu
http://www.ohr.wisc.edu/ifss/index.htm
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About IFSS
The office of International Faculty and Staff Services (IFSS) provides comprehensive assistance to the
University of Wisconsin-Madison on all aspects of non-student immigration. The office acts as the
liaison between the University and all government agencies involved in immigration matters, and assists
both the institution and individuals in complying with immigration laws and regulations. We do not
work for U.S. Department of Homeland Security (DHS) or any other part of the U.S. government.
We are here to assist you with immigration matters in every way possible. Remember, however, that
you are solely responsible for maintaining your legal status.
Specifically, IFSS:
1. Advises University departments and processes immigration-related documents for employmentbased
nonimmigrant and immigrant statuses
2. Offers regular workshops on processing H-1B and permanent resident petitions and the proper
procedures for completing the I-9 Employment Eligibility Verification form
3. Administers the University’s J-1 scholar Exchange Visitor Program, which includes issuing J-1
scholar documents, advising departments and visiting scholars, and providing bi-weekly J-1
scholar orientation sessions
Staff:
Jennie Taylor, Director
Area of Specialization: all non-student matters
Mary Schnetz, Assistant Director
Area of Specialization: H-1B petitions
Email: jtaylor@ohr.wisc.edu
Email: mschnetz@ohr.wisc.edu
Phone: 608-263-5689 Phone: 608-262-1742
Walk-in hours: Wednesday 1-3 PM
Walk-in hours: Wednesday 1-3 PM
Kim Maday, Program Coordinator
Ryan Redmer, Asst. Program Coordinator
Area of Specialization: J Scholars
Area of Specialization: J Scholars
Email: Ischolars@ohr.wisc.edu
Email: rredmer@ohr.wisc.edu
Phone: 608-265-5114 Phone: 608-262-3259
Walk-in hours: Tuesday 10:30-12:30 PM Walk-in hours: Thursday 2:15-4:15 PM
Location:
International Faculty and Staff Services
Office of Human Resources
21 N. Park Street
Suite 5101
Madison, Wisconsin 53715, USA
Telephone: 608-265-2257
Fax: 608-265-6547
Web: http://www.ohr.wisc.edu/ifss/index.htm
Office hours: 7:45 AM to 4:30 PM, Monday through Friday
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Orientations and Welcome Sessions
International Faculty & Staff Services (IFSS) offers a mandatory bi-weekly welcome/orientation session
for new visiting J-1 Scholars. Family members are also welcome to attend. The meeting lasts
approximately one hour and covers basic information about the J-1 program and its requirements, access
to campus services, background about the community and a variety of community programs, and
services of interest to many scholars.
The orientation sessions are held at 21 N. Park Street. Sign up for an orientation session in the IFSS
office, upon your arrival to the UW-Madison campus. E-mail Ischolars@ohr.wisc.edu or call IFSS at
265-2257 if you have any questions or need to change the date of your orientation session.
IFSS:
21 N. Park Street
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10 Points to Remember When Applying for a Nonimmigrant Visa
1. TIES TO YOUR HOME COUNTRY: Under U.S. law, all applicants for nonimmigrant visas,
are viewed as potential immigrants until they can prove otherwise. Therefore, you must be able
to show strong home country ties. "Ties" to your home country are things that bind you to your
home town, homeland, or current place of residence. Each person's situation is unique and there
is no standard explanation or single document, certificate, or letter which can guarantee visa
issuance. If you have applied for the U.S. Green Card Lottery, you may be asked if you are
intending to immigrate. A simple answer would be that you applied for the lottery since it was
available but not with a specific intent to immigrate. If you overstayed your authorized stay in
the U.S. previously, be prepared to explain what happened clearly and concisely, with
documentation if available.
2. ENGLISH: Anticipate that the interview will be conducted in English. One suggestion is to
practice English conversation with a native speaker before the interview, but do NOT prepare
speeches!.
3. SPEAK FOR YOURSELF: Do not bring parents or family members with you to the interview.
The consular officer wants to interview you, not your family. A negative impression is created if
you are not prepared to speak on your own behalf.
4. KNOW THE PROGRAM AND HOW IT FITS YOUR CAREER PLANS: If you are not
able to articulate the reasons you will participate in a particular program in the United States, you
may not succeed in convincing the consular officer that you are indeed planning to return to your
home country. You should also be able to explain how this exchange program relates to your
future professional career when you return home.
5. BE BRIEF: Because of the volume of applications received, all consular officers are under
considerable time pressure to conduct a quick and efficient interview. They must make a
decision, for the most part, on the impressions they form during the first minute of the interview.
Consequently, what you say first and the initial impression you create are critical to your
success. Keep your answers to the officer's questions short and to the point.
6. ADDITIONAL DOCUMENTATION: It should be immediately clear to the consular officer
what written documents you are presenting and what they signify. Lengthy written explanations
cannot be quickly read or evaluated. Remember that you will only have 2-3 minutes of interview
time.
7. NOT ALL COUNTRIES ARE EQUAL: Applicants from countries suffering economic
problems or from countries where many non-immigrants have remained in the US as immigrants
will have more difficulty getting visas. Statistically, applicants from those countries are more
likely to be intending immigrants. They are also more likely to be asked about job opportunities
at home after they complete their stay in the U.S.
8. EMPLOYMENT: The J-1 Program allows for a variety of financial sources including a salary
from your J-1 Sponsor. However, your main purpose in coming to the United States should be to

pursue your J-1 exchange program. J-1 Scholars are allowed to participate in incidental
activities with prior approval from IFSS.
9. DEPENDENTS REMAINING AT HOME: If your spouse and children are remaining behind
in your country, be prepared to address how they will support themselves in your absence. This
can be an especially tricky area if you are the primary source of income for your family. If the
consular officer gains the impression that your family will need you to remit money from the
United States in order to support themselves, your visa application will almost certainly be
denied. If your family does decide to join you at a later time, it is helpful to have them apply at
the same post where you applied for your visa.
10. MAINTAIN A POSITIVE ATTITUDE: Do not engage the consular officer in an argument. If
you are denied a U.S. visa, ask the officer for a list of documents he or she would suggest you
bring in order to overcome the refusal, and try to obtain the reason you were denied in writing.
Phone: (608) 265-2257, Fax: (608) 265-6547, e-mail: Ischolars@ohr.wisc.edu
http://www.ohr.wisc.edu/ifss/index.htm
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Housing
Considerations
You would be wise to allow a week or so to find housing before your program begins. Many
apartments within walking distance of campus cater to students and adults without children, and are
rented far in advance by students. Many more housing options are available further away from campus.
Parking in the campus area is very limited, but the public transportation system in Madison is very good
and there are many bicycle routes throughout the city.
University Housing (primarily for students, but occasionally available for scholars):
If you would like to live in University housing, or family & dependent housing write to University
Housing, Slichter Hall, 625 Babcock Drive, Madison, WI 53706, for an application form. Or, visit their
website at http://www.housing.wisc.edu/ for more information. Also, short-term housing may be
available with University Housing as well.
Private Housing
If you plan to live in privately owned apartments you may want to visit the Visitor and Information
Program’s (VIP) website for a listing of local apartments for rent as well as answers to frequently asked
questions about the housing situation in Madison. http://vip.wisc.edu/
Some apartments are available with furniture; others are rented unfurnished. Be careful to check whether
or not the rent includes heat and/or utilities. You will probably be required to pay one month’s rent in
advance and another month’s rent as a security deposit. To finalize the renting process, you will be
required to sign a lease. A lease is a contract, which outlines all the terms and conditions you as a renter
are responsible for. Be sure you understand what your lease says, you are legally responsible to observe
all the terms of the lease once you have signed your name to it. If you are unclear about any aspect of
the terminology in the lease ask someone else to view it before signing. Lastly, do not sign a lease until
you have seen the apartment in person.
Temporary Housing
Temporary housing (1-3 days) for new international scholars is offered, when available, by “Madison
Friends of International Students” (MFIS) and Madison area volunteers. If you contact MFIS please
include your name, address, arrival date, and gender. Their office is located in the International Student
Services (ISS) Office on campus at 217 Red Gym. Contact MFIS, Inc., preferably at least 6 weeks in
advance, at 217 Red Gym, 716 Langdon Dr., Madison, WI 53706; phone: 608-263-4010; fax: 608-262-
2838; e-mail: info@mfismadison.org; website: http://www.iss.wisc.edu/mfis/
The office is staffed by volunteers between 10:00 a.m. - 12 noon, Monday through Friday. When the
office is not staffed, volunteers continue to check e-mail and voice mail and they will get back to you as
soon as possible.
Visit the Madison Visitor’s Bureau website for a listing of local hotel and motel accommodations at
www.visitmadison.com/ Or contact the VIP for other options including hotels/motels and short course
dorms. For information on short course dorms call (608) 262-2270.
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