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Scholar Services » J-1 Scholar


J-1 Scholar Information

Overview of J-1 Scholar Status

For many international scholars coming to The University of Tennessee for a short period (up to five years), the most appropriate visa is a J-1 [Exchange Visitor] visa. This visa or immigration status is appropriate for someone who will be teaching or conducting research at UTK (or under the supervision of UTK), coming directly from his/her home country, and planning to return to his/her home country upon completion of the teaching or research project. In most cases, J-1 Scholars should have an advanced degree (equivalent to Masters or Ph.D.) In some cases, the J-1 visa can also be used for non teaching/research activities, if the Scholar qualifies as a Specialist (a person with an area of expertise) and will spend one year or less at UT, in order to demonstrate that expertise, consult with colleagues, or observe professional activities.

Note: The J-1 visa is not appropriate for a person to be employed in a tenure-track or long-term position (longer than five years)

J-1 Scholars may be paid by the UT Host Department for the primary research/teaching/specialist activity, or they may be funded by their home governments, employers in home country, or other agencies. In most cases, they may not be primarily supported by personal savings. The J-1 Scholar category is generally not appropriate for those who wish to take classes. Although a Scholar may want to attend an occasional class in the host department, UT policy does not permit a person to audit a course without registering and paying tuition.

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Length of Stay and Other Rules for Various Categories of J-1 Scholar

Research Scholar or Professor

In most Research Scholar is a scholar who will be conducting research full-time in a particular field. However, a Research Scholar is also permitted to teach classes in his/her area of research. A Professor is any scholar whose primary responsibility is teaching classes for credit at UTK. (The actual title used by UTK can be Instructor, Lecturer, or other non-student teaching title). A Professor is, likewise, permitted to conduct research in his/her field, in addition to the teaching.

The initial DS-2019 for the Research Scholar will usually be issued for the period of the invitation, as long as there is documentation of funding for the entire period. The J-1 program (permission to stay in the U.S. ) can then be extended up to five years. When the funding will come from a non-UT source, the DS-2019 will usually be issued for one year or less. After one, the scholar may apply for an extension showing updated financial documentation.

Although a Research Scholar/Professor may transfer directly to another academic institution (or government laboratory), once the J-1 program has ended, the Scholar may not begin another J-1 program as a Research Scholar/Professor for two years. (Note: It may be possible to return for a short visit, as a J-1 A Short-term Scholar.)

Specialist

A Specialist is a person who is an expert in his/her field and will be coming to UTK to observe, improve, discuss or demonstrate this expertise, but who will not be doing research or teaching classes for credit. A Specialists program is limited to a one year. After completion of the program, a Specialist may not return to the U.S. as a Research Scholar/Professor for 12 months. However, there is no prohibition on a return as a Specialist or in any other J category.

Short-term Scholar

A Short-term Scholar is a person coming to the U.S. for research or teaching (or similar activity in an area of expertise) for a short visit. The visit may be extended up to six months. After completion of the program, there is no prohibition on a return to the U.S. in any J-1 category.

IMPORTANT: Normally, the Center for International Education (CIE) will choose the most appropriate and advantageous category, based on the information provided on the J-1 request form. If the host department or Visitor has a preference for a particular category, please inform CIE.

For more information on the provisions of this visa and some alternatives, see separate CIE handout entitled, “Most Common Visa Options for International Visitors and Employees at The University of Tennessee,” or call the Center for International Education to discuss a particular situation (974-3177).

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Department Responsibilities

If a department agrees to sponsor an International Scholar under the J-1 program, they must initiate the visa paperwork using a Request Form, as described below. One faculty member (or, in a non-academic department, staff person) should serve as the primary host for the Scholar. In most cases, this will be the department head or a faculty member who will be conducting collaborative research with the Scholar. The host professor and/or department head should communicate with the Scholar before arrival; arrange for airport pick-up and UT housing (unless the Visitor prefers to make arrangements off campus); arrange for office space in the department , telephone, library privileges and computer use as appropriate; and ensure that the Scholar is integrated into the activities of the department. Even if the Scholar will not be employed by UTK, the host professor is expected to provide some assistance for the Scholar’s research or other project, and to be aware of the Scholar’s activities while at UTK.

If the Scholar leaves UT more than 30 days early, or if he/she is absent from the department for more than 30 days, the Host Professor or Department Head must notify the Center for International Education.

NOTE: Scholars should normally receive an “Invitation Letter” from the host department before they apply for a visa. This letter should provide details about the expected activities of the Visitor, the dates of the visits, and the services and any funding to be provided for the visitor during his/her visit. This Invitation Letter is in addition to the standard “Welcome Letter” sent by the Center for International Education, and in addition to the standard job offer letter which may have been sent by Human Resources.

Note on UT Housing: Scholars are permitted to live in UT “married student housing” if space permits. However, this must be arranged by the host department. The Housing Office will not take requests from the Scholar or from CIE. Because space is limited (especially in the beginning of fall semester), we suggest making these arrangements as soon as possible.

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Insurance requirement

U.S. law requires that all J-1 Scholars and their J-2 dependents maintain adequate health insurance at all times while in the U.S. (from the day of entry). As Program Sponsor, The University of Tennessee is expected to facilitate and monitor the health insurance coverage. Although U.S. law does permit the Scholar to pay for his/her own insurance, CIE strongly urges the Host Department to pay for UT student insurance for the entire visit (if the Scholar will not be a regular employee) or for the first 1-2 months (if the Scholar will be a regular employee, eligible for employee insurance). If a department indicates willingness to pay for this insurance, on the DS-2019 Request Form, CIE will make all arrangements for enrollment and will bill the department. Current prices are available from CIE upon request.

Note: Scholars who will be regular employees are not eligible for the UT student insurance when they become eligible for the UT employee insurance.

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Procedures for Obtaining J-1 Scholar Status

With the exception of citizens of Canada and Bermuda, a prospective J-1 Scholar must apply for a J-1 visa at a U.S. Consulate in his/her home country or other location outside the U.S. Detailed instructions for visa application, are available at the website http://www.usembassy.gov/. In any case, all applicants for a J-1 visa will require a Form DS-2019, issued by the Program Sponsor. The UT Center for International Education (CIE) serves as the Program Sponsor for most J-1 Scholars coming to The University of Tennessee, Knoxville. [Note: Canadian and Bermudian Citizens coming as J-1 Scholars still require a Form DS-2019, but this form will be presented upon entry to the U.S.; they do not apply for a visa at a U.S. Consulate.]

The Form DS-2019 must be formally requested by the host department, using the form entitled AJ-1 Request Form (Scholar)" at least two months before the expected arrival date of the Scholar. If the Scholar will be employed by UT, this form must be approved by the Office of Human Resources before it is sent to CIE. If all information and documentation is complete, and if the Scholar and proposed activities appear to meet the eligibility criteria for a J-1 Scholar, CIE will issue the Form DS-2019 (normally within two weeks) and mail it to the Scholar, according to department instructions. After paying a $100 ASEVIS fee@ (usually with credit card on a website), the scholar may then apply for the visa. If a visa is granted, he/she may travel to the U.S. and may legally remain at UT for the period of time indicated on the DS-2019 (plus 30 days for traveling or personal activities).

Note: If the scholar will be conducting research in a sensitive area, the U.S. Department of State may conduct a background check before issuing the visa. This may delay the visa for 4-8 weeks. If the host department believes such a check may be conducted, they should request the DS-2019 at least 3-4 months before the intended visit.

Note on the SEVIS Fee: The $100 SEVIS fee may also be paid by the host department, if desired. If a department wishes to do this, please contact CIE for instructions before the DS-290189 is mailed to the scholar.

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Steps to be Completed by Host Department Before Arrival of J-1 Scholar

  1. If the Scholar will be employed by UT, obtain approval of employment by all necessary offices, including Dean’s Office (if appropriate) and the Office of Human Resources. Human Resources will then provide a Position Number.

  2. Get written documentation of any non-UT funding to be provided to Scholar.

  3. Confirm dates of UT visit with Scholar (within 30 days). (Remember to allow enough time for visa issuance) If length of entire stay is not yet determined, please use dates for currently confirmed time. The permission to stay can easily be extended after the Scholar's arrival, up to the maximum allowable period.

  4. Contact Scholar by phone or e-mail to obtain any biographical or other information needed for Request form. It is especially important to gather information about any J-1 visits in the last two years.

  5. Verify English language skills through personal/telephone interview, letter of recommendation, or TOEFL exam. (A letter or e-mail from the Scholar, or articles published in English, are often not accurate indications of actual English ability).

  6. Department representative (not the scholar) should complete Sections I - VI of the AJ-1 Request Form (Scholar); please answer all questions, except those marked optional.

  7. Attach any required documentation:
    1. Official documentation, in English, of financial support from any source other than host department [Letter or e-mail from Scholar is not sufficient]
      NOTE: Letter of financial support must include 1) source of support 2) dates of financial support 3) amount of support for entire period, or per month and 4) a statement that this support will be provided while the scholar is on the U.S. or at The University of Tennessee.

    2. If Scholar is in the U.S., copy of current I-94 for self and dependents

    3. Copies of all DS-2019 Forms issued for Scholar in last two years (even if Scholar is no longer in the U.S.)

    4. Dependent information for any spouse or minor children who will accompany Scholar [Names; date of birth; place of birth; gender; country of citizenship; country of legal permanent residence] (This can be provided on a blank sheet of paper.

    5. If UT funding was obtained specifically for this Scholar or for international exchange, include documentation or written explanation This does not apply to regular research grants)

  8. Obtain signatures from Host Professor and Department Head (Section VII)

  9. IF SCHOLAR WILL BE EMPLOYED BY UT: Complete Section VIII of Request Form. Obtain signature from Office of Human Resources, UT Conference Building

  10. Deliver Request Form to the Center for International Education, 1620 Melrose Avenue (3531). If Request Form must be approved by Human Resources, host department can arrange to pick up and deliver to UT, or request that Human Resources forward form to CIE.

  11. If CIE has questions or concerns about the request, the Host Professor and/or Department Head will be contacted. If all information is complete, and the visitor meets the criteria for a J-1 scholar, his/her name will be entered into the SEVIS database, maintained by the U.S. Department of Homeland Security. A Form DS-2019 can then be issued from the SEVIS database and will be mailed to the Scholar (according to host department instructions), along with a Welcome Letter. A copy of the form and letter will be sent to the Host Professor as a confirmation of the mailing.

  12. After the DS-2019 has been issued the scholar (or the host department) must pay a $100 SEVIS fee. If the host department wants to pay this fee on behalf of the scholar, it should contact CIE.

  13. If the host department will pay for UT student health Insurance through CIE, CIE staff will arrange for the transfer of funds through IRIS and will complete insurance enrollment forms for the Scholar.

  14. Host department should make arrangements to provide the Scholar with an office (or shared office space) and computer, to pick Scholar up at the airport, as necessary, and (in most cases) make housing arrangements with UT Housing. Although the Center for International Education is not able to make these arrangements, CIE staff is happy to advise host departments in these areas.

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Procedures After Arrival

  1. Host department should notify CIE of Scholar=s arrival. If Scholar will stay longer than one month, arrangements should be made for him/her to attend the CIE orientation program for international scholars.

  2. IMPORTANT: Copy visitor’s visa, I-94 and DS-2019 for department files.

  3. IMPORTANT: Scholar must report in person to the UT Center for International Education no more than 30 days after the starting date of the DS-2019. Scholar will be asked to report local address, and SEVIS record will be validated. This procedure can usually be completed at the scholar orientation program. Please ask Scholar to call for appointment before coming to CIE.

  4. About ten days after arrival in the U.S., scholar should apply for a Social Security Number as soon as possible if he/she does not already have one. Instructions about this process will be given during orientation. (We suggest that scholars not apply for the Social Security Number less than ten days after entry, unless the scholars will remain in the U.S. less than one month). SSN should be issued in 2-4 weeks.

  5. Complete a PIF for Scholar and submit to Human Resources. [If Scholar will not be employed by UT, a Guest Form should be completed, if visit will be longer than one month. Contact Human Resources for more information about this procedure. Note: if the Scholar does not yet have a Social Security Number, this field can be left blank. Human Resources will assign a number for UT purposes only. (Do not wait for the SSN.)

  6. After employees name appears in the UT phone directory, he/she should go to the VolCard Office to get a UT ID. (We suggest he/she call the VolCard Office first to make sure they are ready to issue the card) If he/she does not yet have a Social Security Number, he/she should ask for the temporary number assigned by UTK. This number will be required to access the NetID.

  7. If Scholar will be a regular employee, arrangements should be made for him/her to attend the orientation for new employees (in addition to the CIE orientation)

  8. IMPORTANT: If Scholar leaves The University more than 30 days early, or if the Scholar is absent for more than 30 days, host department must notify the Center for International Education.

For further information about the J-1 immigration status or the process of hosting an International Scholar, please contact the UT Center for International Education (974-3177). If the Scholar has questions about immigration regulations or any other issue before or after arrival, he/she may contact Wendy Syer - syer@utk.edu.

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Updated February 2008