J-1 Scholars/Exchange Visitors

Requesting a Scholar

If your department would like to invite a visiting international researcher, professor, intern, or expert (coach, choreographer, artist, dancer, conductor, etc.) for the purpose of collaborative research, lecturing, observing, demonstrating specialized knowledge or skills, or training, the following procedures for requesting a J program should be followed:

1. Request a temporary ID number from Chenelle Carette. This number is required.
2. Draft a formal offer/invitation for the visitor to come to FSU. Include a very brief layman's description of the activity to be pursued, the name of the inviting faculty member or Department Director with whom the visitor will collaborate, the dates of the stay, compensation to be provided (if any), and the visitor's temporary ID number. This letter will be used for several purposes.
3. Instruct the visitor to complete Part II of the Request for J-1 Status at Request for Immigration form - DS-2019, and return the form to you by faxing or e-mailing a scanned version, along with a copy of their passport information page, and the passport information pages of any immediate family members traveling with them, their funding information (if not receiving FSU funding), their notice of approved leave from their home institution (if not receiving FSU funding), and their CV.
4. While waiting for Part II to be returned, the academic department may proceed with completing Part I of the Request for J-1 Status at Request for Immigration form - DS-2019, and the Supplemental Form (if FSU is not providing funding).
5. If a scholar is not being paid by FSU, an initial PPAF for a courtesy appointment should be generated to be completed once the visitor arrives in the U.S.
6. Once all Parts have been compiled, the department should forward the complete Request, along with all supporting documentation to the Exchange Visitor Advisor at the CGE.
7. The Exchange Visitor Advisor will evaluate the Request to determine eligibility for the J-1 status and will process the Request through the federal government's SEVIS system to produce a Certificate of Eligibility for Exchange Visitor Status (DS-2019 form). Normal processing time of a complete Request is approximately one week.
8. The Exchange Visitor Advisor will inform the department when the completed form is ready for pick-up and delivery by FedEx, or the Exchange Visitor Advisor will use the department's budget number for FedEx delivery, as instructed on the Request. The visitor must have an original DS-2019 form for their visa interview with the U.S. Consulate. Faxed, scanned, or copied documents are unacceptable, and making electronic copies of the DS-2019 form is prohibited by federal law.
9. The academic department must request on-campus housing for their visitor, as the Housing office must have documentation of the visitor's affiliation with FSU and send a pdf version of the housing application by e-mail to the visitor. Click Here to get instructions regarding requesting housing.
10. After a visitor has obtained their U.S. visa and has arrived in the U.S., the academic department must inform the visitor to immediately follow check-in procedures with the CGE. If a scholar does not check-in with the CGE, their immigration record will automatically become invalid within 30 days after the start date on the DS-2019 form. This check-in procedure must occur for each J-1 visit in the U.S., even if a visitor comes to FSU frequently.
    
    Please note that the scholar will receive a packet of information regarding various elements of getting settled on campus and in their housing. This packet will help the scholar and departments avoid unnecessary delays and frustration with these processes.
    
    
11. Ensure that the scholar will have two hours available at 11:00am on the first or second Friday after arrival in order to attend an important immigration orientation session at the CGE. The scholar must be notified of important rules and requirements associated with their immigration status and any recent changes to the law governing their status or to bureaucratic procedures in the U.S. This orientation will help the scholar avoid unintentional violations of federal immigration law.

If a scholar finds that they are unable to come to FSU, their plans change, or their travel is delayed for any reason, it is very important that you inform the Exchange Visitor Advisor at the CGE, so that we may update the immigration record in a timely manner. Exchange Visitor immigration records automatically expire at 30 days beyond the program start date indicated on the DS-2019 form, and the visitor will be unable to enter the U.S. after that record expiration has occurred.