Temporary Scholar Employees

Departments can proceed with the J-1 Scholar Request process below if offering a postdoctoral scholar position.

If the department is requesting J-1 sponsorship for another temporary, full-time research, teaching, or specialized position, email the CGE J-1 Scholar Advisor, Jscholar@fsu.edu, and provide a description of the proposed responsibilities, length of stay, proposed remuneration, and job classification that will be in the offer letter. Then proceed with the J-1 Scholar Request process below after receiving approval from the CGE J-1 Scholar Advisor.

J-1 Scholar Request Process and Instructions

  1. Inform the prospective temporary scholar about the J-1 English language proficiency requirements as soon as possible.
  2. Create an offer letter (following your college’s procedures) and obtain university approval through the RAMP Export control process (using the “Visa” request type) https://ramp.research.fsu.edu/modules/export-control.
    1. Offer letter should clarify that the offer is contingent upon university approval. A sample offer letter for post-doctoral researchers can be found here.
    2. For other positions, due to J-1 requirements, the offer letter should include, at a minimum:
      1. a brief description of duties,
      2. the dates of employment (in month/day/year format),
      3. the minimum hours per week,
      4. compensation

      University Human Resources can assist with appropriate verbiage regarding employee insurance, the amount to be paid for a particular position, and information regarding background checks.

    3. Submit a J-1 Scholar Request to the CGE:
      1. Department representative or inviting faculty member logs into Nole Start (https://istart.fsu.edu) 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.
      2. After selecting “J-1 Scholar Request” e-form, the department completes and submits the department section of the form at least 60 days before the anticipated start date. See Step-by-Step Guide for FSU Departments – J-1 Scholar Request for more information on submitting the e-form.
        The inviting/hiring department will upload the following documents in their portion of the J-1 Request form:
        1. Screenshot of RAMP approval
        2. Offer letter
        3. If the temporary scholar employee has an MD degree, upload an additional letter from the Dean of the College of Medicine stating the following (required):

          Letter requirements:

          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.
      3. Temporary scholar employee automatically receives an email with a personal link to the J-1 Scholar Request form after the department submits their portion of the J-1 Scholar Request. The temporary scholar employee then completes their portion of the request form, uploading the following documents:
        1. Copy of their passport biographical information page
        2. Documentation of English language proficiency
        3. Curriculum Vita/Resume
        4. Documentation of required health insurance, including health insurance for any J-2 dependents. Insurance must meet U.S. Department of State J-1 Insurance requirements.
          1. The temporary scholar employee will be eligible for FSU health insurance that meets U.S. Department of State health insurance requirements but will need to upload documentation of temporary insurance coverage for themselves and all J-2 dependents that meets U.S. Department of State requirements and covers 90 days from the start date indicated on the employment offer letter.
          2. After starting employment, obtaining an SSN, and enrolling in a Standard HMO or PPO (not High Deductible), the employee must provide documentation of enrollment in the FSU employer insurance, plus separately purchased, required, medical evacuation and repatriation coverage, to the CGE scholar advisor.
        5. Copies of passport biographical information pages for a spouse and/or children who will join the visitor in J-2 dependent (spouse, children) status.
        6. Evidence of additional funding if salary offered by department does not provide the minimum financial resources required for dependents’ living expenses:
          Minimum Financial Resources for Living Expenses
          Principal Visitor (PV) alone PV + 1 Dependent PV + 2 Dependent PV + 3 Dependent PV + 4 Dependent
          $2,000/month $2,850/month $3,500/month $4,250/month $5,000/month
          $24,000/year $34,200/year $42,000/year $51,000/year $60,000/year
      4. CGE processes a DS-2019 Certificate of Eligibility for the temporary scholar employee and any accompanying dependents if the request is complete and meets requirements,
      5. CGE works with the department or scholar to ship the DS-2019/s along with comprehensive instructions. Federal regulations do not allow the CGE to transmit an electronic copy of a DS-2019 form.
      6. Scholar (if abroad) uses the DS-2019 form to apply for a J-1 visa (J-2 visas for dependents) to use to enter the U.S. If the scholar is currently a J-1 scholar in the U.S., the CGE scholar advisor will communicate with the current program sponsor to manage the transfer of J-1 sponsorship to FSU.
      7. After arrival in the U.S., J-1 scholars MUST check in with the CGE scholar advisor within 7 days of arrival in the U.S. The scholar advisor must validate the J-1 immigration record in the federal SEVIS database.
      8. The scholar must attend a scholar orientation (notification of time and dates sent to the scholar by the CGE).
      9. Departments must notify the CGE scholar advisor, Jscholar@fsu.edu, if a scholar cannot arrive by the requested program start date.
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