J-1 Exchange Visitor Program

The purpose of the J-1 Exchange Visitor Program is “to increase mutual understanding between the people of the United States and the people of other countries by means of educational and cultural exchanges.”  [Mutual Educational and Cultural Exchange Act (Fulbright - Hayes Act) of 1961]

As a J-1 Program Sponsor, Florida State University can invite J-1 Exchange Visitors, often referred to as scholars, to the university for the purpose of teaching, lecturing, conducting research, observing, or demonstrating special skills. The exchange visitor’s program must include components of cultural and educational exchange. Exchange visitors can be supported by external or personal funds, or they can be employed by FSU. Although J-1 status allows employment, the primary purpose of the program is not employment, but rather, cultural, and educational exchange.

After the department and the proposed exchange visitor complete all steps of the invitation process, the Center for Global Engagement issues the DS-2019 form that invited individuals use to obtain a J-1 visa (J-2 visa for dependent family members) for entry to the U.S. or for transfer to FSU from another J-1 program sponsor.

Florida State University hosts the following types of J-1 scholars. The invitation process depends on the purpose of the visit, funding, and proposed length of stay.

Visiting Scholars

Collaboration and connections with a wide range of scholars from across the globe and nation are vital to advancing the research and education missions of the University. For this reason, FSU established the Visting Scholar Program to provide opportunities for FSU faculty members to invite unpaid researchers from the U.S. and around the world to FSU for more than 14 days to participate in collaborative research. There is no application process to become a Visiting Scholar. The invitation process is initiated by the FSU faculty member.

If your FSU academic department wishes to employ an international employee who requires a J-1 visa to enter the U.S., go to the Temporary Scholar Employee page.  If your FSU academic department is hiring a permanent full-time international employee needing sponsorship for a work visa, please contact Leslie Crosdale for more information.

Inviting a visiting scholar requires the approval of the academic department’s Chair, the College Dean, and the Office of Research through the RAMP Export Control process. There also must be a clear benefit to FSU and the academic department detailed in the RAMP Export Control request. No official invitation should be extended to the scholar before the scholar is approved to come to FSU through an extensive screening process.

In accordance with Florida law, international visiting researchers must complete a required screening before their visit can be approved. Please note that, at this time, prospective visiting scholars who are deemed foreign principals of foreign countries of concern (FCOC) as defined in section 288.860 of the Florida Statutes, are not being considered. In order to determine if a prospective visitor is a principal of an FCOC, enter that person into RAMP. Please read STEP ONE below for more information about RAMP.

The length of time from completing the RAMP export control request to the arrival of a Visiting Scholar on a J-1 visa can be nine to 12 months. 

  • The timeline for screening through the RAMP Export Control process could take up to three to six months.
  • If a RAMP Export Control request is approved, the department can submit a J-1 Scholar Request if a J-1 visa is needed.  
  • The scholar will receive their DS-2019 in approximately two to three weeks after all parts of the request are completed and the scholar meets all eligibility requirements for J-1 status. 
  • Allow an additional 60-90 days for international visitors who will need to schedule and attend a visa interview at a U.S. consulate for the J-1 visa. Visa interview appointment wait times vary significantly by country.

 Step One: Review before starting a RAMP Export Control Request:

  1. Read about using the Export Control section in the Research Administrative Management Portal.
  2. If inviting an international visiting scholar who will need a J visa, please review the J-1 Visa Restrictions to ensure that the planned activities, timing of the visit, and the visitor’s background will allow a visit in J-1 status.
  3. If inviting an international visiting scholar who will need a J visa, ensure the scholar meets the FSU English proficiency requirements before beginning the J-1 Scholar Request process.
  4. Complete a Foreign Government Talent Recruitment Program form.
  5. Scan or save a pdf copy of the CV for the visiting scholar.
  6. If the CV does not contain the visitor’s legal name, email address, date of birth, gender, country or countries of citizenship, country of birth, and country of permanent residence, collect that information from the visitor or request a copy of the passport biographical information page for later steps. If the visitor has previously attended FSU as a student, has been employed by FSU, or has been a visiting scholar, you will also need their previous EMPLID and FSUID for later steps.
  7. Additional documentation may be required for the screening process.
  8. Time Limits for visiting scholars:
    Visiting Scholar Category Maximum Time for Visiting Program
    Researcher/Professor/Specialist Two years (One year for VS using personal funding/private sponsorship)
    Graduate Student (not enrolled at FSU) 12 months
    Undergraduate Student (not enrolled at FSU) Six months

 

Step Two: Start Your RAMP Export Control Process

  1. Access RAMP Portal (RAMP icon in MY.FSU.EDU log in), select Export Control, then select Create Export Control. This information allows for a review to meet federal export control requirements.
  2. Select “Visitor” in #3.  Select Visiting Scholar for more than 14 days under #5 and complete the rest of the form. Upload completed and scanned documents (Foreign Talents form, visitor CV) as needed. If you are inviting a visitor for less than 14 days, select “Short Term Visitor less than 14 days” in #5
  3. Enter the Chair/Director and Dean as ancillary reviewers in the form. Make sure to notify your department Chair and college Dean directly and ensure they support the invitation before beginning the RAMP process.
  4. Once entered into RAMP, please double check the case every few days to make sure that the RAMP case is proceeding properly. Many times, the case was not fully submitted properly (the submission process is a little tricky). Also, RAMP personnel will reach out to you through the RAMP portal for additional evidence. It’s important to keep on top of your RAMP requests, advocate for your scholar, and update your scholar about the progression of the RAMP process. Please note that the RAMP request is not officially approved until you see a date populate next to the words “Date Approved” (top left corner of the screen, under date submitted). For example, just because it says “Screening Result: Cleared” does not mean that the RAMP request has been approved.
  5. Once RAMP review is completed you will receive a notification email from RAMP Export Control Support informing you whether the visit has been approved or denied.

Step Three: Complete an Invitation Letter

If RAMP approval is received, proceed with sending the invitation letter to the visiting scholar. Please use the appropriate invitation template letter below as they include required language:

 

Step Four: Human Resources Appointment

The HR rep should begin processing the courtesy job offer, indicating that the appointment is for a Visiting Scholar, and attach the screenshot of the RAMP approval from the Office of Research. Human Resources may require a background check on the Visiting Scholar/Researcher. CGE will approve the courtesy appointment after the J-1 Request Form is completed, submitted, and reviewed, and the DS-2019 is issued.

Step Five: Immigration Services, Center for Global Engagement 

If the visitor does not need a DS 2019 form, necessary to apply for a J-1 visa (consult the CGE), then the host department may proceed with the visit. Fulbright researchers do not require a DS-2019 from FSU, but review the Fulbright information page for additional procedures.

If the visitor will require a J-1 visa sponsored by FSU, the departmental HR rep will submit a J-1 Scholar Request to the CGE (see the Step-by-Step Guide for FSU Departments -- J-1 Scholar Request for more information on creating and submitting the e-form). 

  1. The department representative or inviting faculty member logs into Nole Start with their FSUID and password to “Add a New Person” for anyone who does not already have an EMPLID and FSUID from previous FSU enrollment or employment. If the scholar does have an EMPLID and FSUID, choose "J-1 Scholar". The EMPLID will be entered as the University ID.
  2. The J-1 Scholar Request must be submitted to the CGE at least 60 days before the proposed visit, longer, if possible, due to delays at the U.S. consulate, and must include the following documentation:
    1. Invitation letter
    2. Screenshot of RAMP approval
    3. Screenshot of the initial courtesy job offer
    4. If the visitor has an MD degree, upload an additional letter from the Dean of the College of Medicine stating the following (required):
      1. The program in which (name of physician) will participate is predominantly involved with observation, consultation, teaching, or research.
      2. Any incidental patient contact involving the alien physician will be under the direct supervision of a physician who is a U.S. citizen or resident alien and who is licensed to practice medicine in the State of Florida.
      3. The alien physician will not be given final responsibility for the diagnosis and treatment of patients.
      4. Any activities of the alien physician will conform fully with the State licensing requirements and regulations for medical and health care professionals in the State in which the alien physician is pursuing the program.
      5. Any experience gained in this program will not be creditable towards any clinical requirements for medical specialty board certification.
    5. If the visitor is currently pursuing a Bachelor’s degree at a university outside the U.S. and will not graduate before starting their program at FSU, an additional letter is required from the FSU faculty member who will supervise the intern stating the following (required):
      1. The student researcher will be engaged in research activities for at least 32 hours per week;
      2. No more than 20% of the work performed will be clerical in nature;
      3. The student researcher will not be placed in an unskilled or casual labor position, a position that requires or involves child care or elder care, a position in the field of aviation, a clinical position, or in any other kind of work that involves patient care or contact, including any work that would require student interns to provide therapy, medication, or other clinical or medical care (e.g., sports or physical therapy, psychological counseling, nursing, dentistry, veterinary medicine, social work, speech therapy, or early childhood education);
      4. The student will be in the U.S. primarily to engage in training, rather than employment or service to FSU;
      5. The training will expose the student researcher to American techniques, methodologies, and technology and expands the participant's existing knowledge and skills (the training does not duplicate prior experience);
      6. Our department has sufficient resources, plant, equipment, and trained personnel available to provide the specified training program;
      7. The position is not displacing any full-time or part-time, temporary or permanent U.S. worker;
      8. The student will be coming to FSU to fulfill an educational objective of their current degree program;
      9. The work will be directly related to their degree program at their home institution;
      10. Our department will adhere to the internship training plan as entered into the J-1 Request or will contact the CGE regarding any necessary amendments to the training plan; and
      11. I will provide to the CGE a copy of an evaluation completed prior to conclusion of the training/internship program signed by both myself and the student researcher.
  3. After the department submits their portion of the J-1 Scholar Request, a personal link to the J1 Scholar Request is automatically emailed to the visiting scholar who will upload the following documentation:
    1. A copy of their passport biographical information page.
    2. English proficiency documentation.
    3. Their most recent CV.
    4. Documentation of sufficient funding to support themselves and all accompanying family members, plus any fees charged by the FSU inviting department (as applicable):
      Minimum Financial Resources for Living Expenses
      Principal Visitor (PV) alone PV + 1 Dependent PV + 2 Dependent PV + 3 Dependent PV + 4 Dependent
      $2,322/month $3,151/month $3,981/month $4,810/month $5,639/month
      $27,861/year $37,814/year $47,767/year $57,720/year $67,673/year
    5. Documentation of insurance for the J-1 scholar and all J-2 dependents valid for the entire duration of the stay indicated in the invitation letter. The U.S. Department of State requires insurance that meets the following requirements: 
      1. Underwriter is rated not less than A- by Best, ISI, or Fitch Ratings, Inc. or AA by S&P or B+ by Weiss, or A3 by Moody's Investor Services, OR policy is an employee group plan or HMO, OR policy is backed by the full faith and credit of a foreign government.
      2. Policy offers medical benefits of at least $100,000 per accident or illness (not per policy period).
      3. Co-payment is 25 percent or less.
      4. Deductible is $500 or less per accident or illness.
      5. The policy may have a pre-existing conditions provision.
      6. The policy does not unreasonably exclude perils inherent to the visitor's program in the U.S.
      7. Medical evacuation to home country is provided in the amount of $50,000 or greater.
      8. Repatriation coverage is $25,000 or greater.
    6. Approved leave from the home institution, if maintaining an affiliation.
    7. If an undergraduate student not graduating before the start of the FSU program, a letter from the home institution certifying that the student is in good standing, the FSU visit will fulfill an educational objective of the degree, and the student is expected to return to the home university to complete their degree, plus a transcript copy.
    8. Additional identity, funding, and insurance documentation for a spouse and/or children who will enter the U.S. in J-2 dependent status.
  4. If the visitor is eligible for J-1 status, the Certificate of Eligibility for the J1 Visa (DS 2019)will be sent to the visiting scholar/researcher via email. This processing time is approximately two to three weeks. 

REQUIRED FOR ALL J-1 VISITING SCHOLAR/RESEARCHERS UPON ARRIVAL

Do not begin program activity until on or after the start date on the courtesy appointment or other appointment entered OMNI.

Check in at the Center for Global Engagement within 7 days of arriving in the US, so that immigration record can be validated in federal database as required.

Attend Visiting Scholar orientation (notification of time and dates will be sent to VS by CGE).

Complete any required Environmental Health and Safety training as outlined in the Visiting Scholar/Researcher Agreement  submitted as part of the RAMP Export Control approval process before beginning activities.

Do not continue activities at FSU beyond end date on DS-2019.

Extension Requests for Visiting Scholars

The Visiting Scholar/ Researcher program supports limited-duration collaborations and visits. The time periods for different types of visiting scholars are outlined in the Visiting Scholar/Researcher Policy. Extensions are generally not permitted.

Contacts for Policy and Procedures

Export Control Forms, Scholar/Researcher Agreement:  Research Compliance – research-compliance@fsu.edu.

J-1 Visa or English Proficiency Requirements: Samantha Buckley at jscholar@fsu.edu.

Courtesy Appointment: Amy Walker at HR-CourtesyDocs@fsu.edu.

Temporary Scholar Employees

A temporary scholar employee is an individual selected by a department to fill a full-time, temporary, research, teaching, or specialized position. The most common positions included in this category are Postdoctoral Scholar and Professional Research Assistant. A J-1 temporary scholar employee appointment must be offered at a rate comparable to that of similarly employed researchers or instructors in the hiring department. The potential maximum duration of participation as a temporary scholar employee through the J-1 Exchange Visitor Program is five years depending on the offer extended by the hiring department. Under FSU policy, Postdoctoral Scholar positions are limited to four years. At a minimum, all Temporary Scholar Employees must hold at least a bachelor's degree.

If you are inviting a paid undergraduate researcher or part-time paid researcher, see the Visiting Scholar section above.

  • Go to our Temporary Scholar Employees page for information and instructions on the process of requesting J-1 sponsorship for a full-time paid Postdoctoral Scholar, full-time paid Professional Research Assistant, or full-time paid Visiting Faculty.
  • Email the CGE scholar advisor, Jscholar@fsu.edu, to inquire about FSU’s J-1 sponsorship of international candidates for other full-time, temporary research, teaching, or specialized positions. Include a description of the proposed duties, the length of stay, proposed remuneration, and job classification. After the CGE verifies that the proposed activity is appropriate for the J-1 visa, see instructions at our Temporary Scholar Employees page for information and instructions on the process of requesting J-1 sponsorship for a temporary scholar employee.

Departments must contact the Center for Global Engagement (Jscholar@fsu.edu) prior to changing an exchange visitor’s status from Temporary Scholar Employee to Visiting Scholar or vice versa.

Fulbright Researchers

Fulbright researchers are a subset of visiting scholars who receive funding from the U.S. State Department and whose immigration status is administered by the Institute of International Education (IIE). Go to the Fulbright page for more information.

J-1 Restrictions

U.S. Department of State regulations can restrict the CGE’s ability to issue a DS-2019 form for some proposed activities or programs. Certain regulations can also prevent a potential visitor from being eligible to successfully obtain a J-1 visa. Go to the J-1 Restrictions page for more information.

J-1 Insurance

U.S. Department of State Exchange Visitor regulations require participants and dependent family members to have continuous health insurance coverage from the program start date to the program end date. A prospective exchange visitor must provide evidence of health insurance that meets J-1 program requirements before the CGE can issue the DS-2019 form required for a J-1 visa or for a transfer from another J-1 program sponsor. Go to the J-1 Insurance page for more information.