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International Services and Engagement Office ISEO
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  3. iServices Instructions
  4. Scholar Services
  5. J-1 Extension Request

J-1 Scholar Extension Request

J-1 EXTENSION REQUEST: Reappointment of a paid or unpaid researcher at UC San Diego who is currently in J-1 status, and who will not be enrolled as a student full-time in classes at UC San Diego.
NOTE: If a scholar has filed an I-485 Adjustment of Status (green card) petition with USCIS, ISEO will NOT be able to extend thier nonimmigrant intent J-1 program.

Finding a Current Scholar's Record

Log into the iServices portal and select the "Departmental Services" page. 

  • Please note that there are two ways for a department user to access a scholar's profile.

  1. Select on my "My Current Cases" under the LISTS section. 

    • Clicking the scholar's name you are searching for will populate a page titled "Work on Application", which will list of all potential requests a departmental user can submit. 

  2. Locate the J-1 Scholar Extension Request under the TASKS section.

    • Connect to the scholar record by entering their iServices ID and date of birth.

      • NOTE: The iServices portal  does not have a scholar “search bar” function; instead, the scholar iServices ID and date of birth will be the data needed to search for a scholar. Currently the system is not loaded with UCPath IDs; if you not have a scholar ID saved you can either:

        • Reach out to ischolars@ucsd.edu to request the scholar iServices ID/DOB combination and we will provide it to you, or

        • Begin "Add New Person" e-form and input UCSD email and DOB; the system will recognize the duplication and will provide you with the current campus ID ("FS9999" is most typical); you can then use this ID with the DOB to call up the scholar's record.

Begin J-1 Scholar Extension Application

Departmental users are required to complete a series of eforms within the J-1 Scholar Extension Request group. 

NOTE: Always click the link at the top of each e-form listed as MAIN PAGE| TEMPID | SCHOLAR NAME to return the to other eforms within the group INSTEAD of pressing the back arrow in the web browser.

Extension J-1 Scholar Request Initiation

  • Submitting this first individual eform will send an automated email to the scholar with the access URL to the portal and a login.

  • The scholar can then begin completing their eforms in tandem with you completing the departmental eforms.

Extension J-1 Department Update Program Information

 


  • New Appointment End Date: It is key that the new program end date must match the appointment letter uploaded within this e-form.

    • The start and end dates will be printed on the DS-2019.

  • Appointment Title: If the scholar has a second appointment title you may upload an additional appointment letter if applicable.

    • Note: Postdoc appointment letters would indicate the different appointments on the same letter.

  • Paid Position: Indicating full-time or part-time will populate different instructions to processing within the eform, depending on the circumstances.

  • Tenure-Track: The J-1 Research Scholar and Professor categories prohibit their use for persons holding tenured or tenure-track positions.

    • You will need to request H-1B status instead for this individual.

  • Appointment Period: The appointment length informs the appropriate J Category Selection. 

    • If there is the expectation that the scholar will extend their program beyond six months, we recommend they come in the "Research Scholar" category rather than the "Short Term Scholar" category.

  • Description of the Research Activity: Please provide a clear description of the research activity the scholar will continue to pursue. (There is not character limit within this text field)

  • Insurance Coverage Information: 

    • The J-1 category requires the Exchange Visitor to have minimum levels of insurance coverage.

    • The UCSD CORE plan does NOT meet the J-1 coverage requirements.

Extension J-1 Department Update Site of Activity

  • Remote Worksite: If the scholar will perform remote work at their private residence must be entered as a "secondary site of activity" see form: "New J-1 Additional Site of Activitiy."

  • Primary Worksite: A drop down selection is provided with the most common sites of activity, or the option to provide an “Other” worksite and it's address information.

Extension J-1 Department Update Secondary Site of Activity

  • Secondary Site of Activity: This e-form may be submitted multiple times, depending on the number of appropriate additional worksites.

    • Only one address per form is allowed, so if a scholar has three secondary sites of activity, please submit this form three times for those different locations.

Extension J-1 Department Faculty Sponsor Certification

  • Medical Degree Confirmation: Indicating whether the scholar has a medical degree or not is required.

  • Faculty Sponsor: An email will be sent to the faculty sponsor with a link to complete a second approver e-form to provide confirmation.

    • Once the faculty sponsor submits the Second Approver form, department contacts are notified via email what information the faculty sponsor has submitted.

The "Extension J-1 Incidental Patient Contact" e-form will be LOCKED until the faculty sponsor submits the required information. 

Extension J-1 Incidental Patient Contact

  • If the scholar has a medical degree: Select if there will be incidental patient contact or not based on the previous email response by the faculty sponsor.

    • If there is incidental patient contact, a 5 point statement will be prompted for confirmation.

    • If the scholar does not have a medical degree select N/A.

Submit Recharge Fee

Processing Fee Submission Form (Aventri)

The form DS-2019 will not be issued until payment has been made. 

NOTE: Institutional policy requires that departments pay the service fee for all persons appointed in Postdoctoral appointments.

ISEO Processing Fee is required for J-1 Extension requests

ISEO Rush Fees:

  • Standard Processing:

    • 15 business days from submission of complete request.

    • Requested start date must be at least 15 days out from submission of complete request.

  • RUSH Processing:

    • 5 business days from submission of complete request.

    • Requested start date must be at least 15 days out from submission of complete request.

 Review and Submission

Financial Information Review

When a scholar submits the "J-1 Initial Financial Information and Submission" eform, a second approver email is automatically sent to you (the departmental contact) with an embedded link to the "Funding Information Review" eform. Check your inbox or an email titled: "ACTION REQUIRED: Review Financial Information."

Financial Approver Email

  • Confirming the scholar's funding sources: The scholar eform requires them to upload all documents pertaining to any funding, aside from USCD paid appointments; however, ONLY departmental contacts will input numeric funding values. 

    • Allowing only the departmental contact to submit total funding amounts ensures the scholar's reported funding meets J-1 Exchange Visitors requirements. 

J-1 Exchange Visitors are required to demonstrate minimum monthly funding as follows:

  • J-1 Principal: $2400/month

  • J-2 Spouse: $800/month

  • J-2 Child (each): $400/month

Extension J-1 Department Submit Request to ISEO

This final eform will remain locked until ALL previous scholar, department, and second approver e-forms have been submitted.

Final Sign off of Sponsorship:

  • Indicate if confirmation from a different departmental contact or a department chair is needed to complete this application.

    • If yes, provide the appropriate contact information so a second approver email may be sent.

    • If no, you may complete and submit this final eform. 

  • Upon submission, the status of the request will change form "In Progress" to "Pending Office Approval".

ISEO Review and Approval

 

  • Once submitted the assigned scholar advisor will review the submission. 

  • If additional information/documentation is required, the advisor will reach out to the departmental contact or scholar via email before approving.

    • If nothing additional is needed, they can process and approve the submission, attaching a DS-2019 as appropriate.

Department Processing Frequently Asked Questions