Information for WHOI Sponsors

Procedures

Incoming Short-term or Research Scholar as a J-1 Exchange Visitor

• WHOI sponsor hosting exchange visitor prepares an "Authorization for Personnel Action" or Authorization to Invite Guest Investigator/Student" with supporting memo and curriculum vitae. Indicate if visa arrangements are required. Due to increased visa processing time, it is strongly recommended that this be done at least two to three months in advance of the anticipated program start date. Exchange visitors can be issued visas 90 days or less in advance of the program start date. However, as of January 1, 2003, exchange visitors can enter the U.S. no more than 30 days prior to the program start date on the Form DS-2019.
  
  
• The Form DS-2019 Certificate of Eligibility for Exchange Visitor (J-1) Status is issued by the Foreign National Advisor after determining that the prospective exchange visitor meets certain eligibility requirements. Documents are sent directly to the incoming foreign national by Federal Express.
  
  
• The foreign national applies for a J-1 Exchange Visitor Visa by submitting the Form DS-2019 to the U.S. Consulate or Embassy with jurisdiction over their place of permanent residence. Visa applicants may apply at any U.S. consular office abroad; however, it may be more difficult to qualify for the visa outside the country of permanent residence. The Consular Officer will evaluate the documents and will schedule an interview to determine eligibility for a J-1 visa. If the consular officer approves the visa, a J-1 visa will be affixed in the foreign national's passport.
  
  
• Upon arrival at the U.S. port of entry the foreign national presents the passport, visa and DS-2019. If the admission is approved, a Bureau of Customs and Border Protection official will endorse the Form I-94, Record of Arrival-Departure, which notes the permitted duration of stay.
  

Required Documentation:

• Each applicant for an exchange visitor visa must pay a nonrefundable US$100 application fee and submit:
  
  
• An application Form DS-156, together with a Form DS-158. Both forms must be completed and signed. Some applicants will also be required to complete and sign Form DS-157. Blank forms are available without charge at all U.S. consular offices and on the Visa Services website under Visa Application Forms;
  
  
• A passport valid for travel to the United States and with a validity date at least six months beyond the applicant's intended period of stay in the United States. If more than one person is included in the passport, each person desiring a visa must make an application;
  
  
• One (1) 2x2 photograph. See the required photo format explained in nonimmigrant photograph requirements.
  
  
• A completed Form DS-2019.

Extension of J-1 Exchange Visitor

The Foreign National Office will send a notice to the department prior to the expiration of the exchange visitor's Form DS-2019. However, it is the exchange visitor's responsibility to be aware of the expiration date on the Form DS-2019

• WHOI sponsor hosting exchange visitor prepares "Authorization for Personnel Action" or Authorization to Invite Guest Investigator/Student" with supporting memo. Indicate funding source/amount. The request for a program extension must be requested, and if approved, issued prior to the expiration date on the current Form DS-2019.
  
  
• SEVIS is updated with the extended program information including new end date and financial information. The revised Form DS-2019 Certificate of Eligibility for the Exchange Visitor (J-1) Status is printed, signed and given to the exchange visitor.

Transfer of J-1 Exchange Visitor

J-1 visa holders already in the United States may transfer from one designated program to another designated program. Transfers will not extend the maximum duration of their category in which they are currently participating. Sponsors are required to verify current status and eligibility to transfer and ensure an uninterrupted transfer and continuous status of the nonimmigrant. The transfer process must take place before the current DS-2019 expires.

• After being notified by the exchange visitor that he/she intends to transfer programs; the Foreign National Advisor must first determine that the WHOI sponsor hosting the exchange visitor concurs with the transfer out, that the transfer is consistent with the goals of the exchange visitor program; that the exchange visitor is currently in valid program status; that the transfer will not extend the exchange visitor's stay beyond the permissible time for the category and communicate with the receiving program sponsor to ensure an uninterrupted transfer, continuous status of the exchange visitor and proper change of address.
  
  
• The transfer-out program (WHOI) enters into SEVIS, the date that the transfer will be effective, the receiving program number and receiving program sponsor.
  
  
• The receiving program sponsor verifies the information in SEVIS, prints and signs the new Form DS-2019 to give to the exchange visitor and any accompanying dependents.
  
  
• An exchange visitor may also leave the U.S. and return to the U.S. in a new exchange visitor program.