J-1 Scholar Initial Request

• This first individual eform submission will trigger 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.

• • Exchange Visitor Department and UCSD Appointment Title: Choose the appropriate selection from the drop down lists provided.

  • Appointment Start and End Dates: It is key that appointment start date and end date matches the appointment letter uploaded within this eform.

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

  • Second 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.

    • If the position is tenured or tenure-track, 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 pursue

    • There is not character limit within this text field.

  • Insurance Coverage Information: A drop down list will allow you to indicate if the scholar is eligible or ineligible for UCSD benefits. 

    • 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.

• Remote Worksite: If the scholar will perform remote work at their private residence it may be entered within this e-form as an "Other" site.

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

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

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

A drop down list will allow you to select which of the following methods of English proficiency assessment applies to the scholar.

• Interview by Individual from UC San Diego: If the scholar was interviewed an individual at UC San Diego, such as a Professor, you will enter their name and email information. 

  • An email will be sent to the interviewer with a link to complete a second approver e-form.

  • Once the interviewer provides the required verification, department contacts are notified via email that the e-form has been completed

  • NOTE: The next e-forms in the group will be LOCKED until the interviewer submits the required information. 

• English Language Test: Upload documentation of the following types of  English language tests with scores meeting minimum the requirements below.

  • IELTS band 6 or higher; or

  • TOEFL 61 (IBT), 173 (computer-based); or

  • 500 (paper based); or

  • PETS level 5 or higher

  • NOT Accepted: TOEIC and TOEFL ITP

• English Language Program Completion: This certification may be issued by the scholar's Institution or an English language school.

  • Must be in English, on letterhead, with school official signature, and issued within past six months to verify that Exchange Visitor possesses English proficiency high enough to function daily with the UCSD position and local community.

• Diploma from Institution delivering curriculum in English: Diploma with scholar's name for graduates of U.S. schools; or International schools that teach in the English language.

  • Schools in the UK, Australia, and New Zealand 

  • Schools in Canada - A Canadian diploma can be used as proof of English proficiency. However, if the school is located in Quebec, we will require supplemental documentation showing the primary language is English or other proof of English Proficiency.

•  Medical Degree Confirmation: Whether the scholar has a medical degree or not, indicating yes or no this item is is required.

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

  • Once the faculty sponsor submits the second approver form, department contacts are notified via email that it has been completed and the information they have indicated. 

The "New J-1 Department Incidental Patient Contact" eform will be LOCKED until the faculty sponsor submits the required information. 

• 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.