J-1 Scholar Initial Request

The submission of this initial individual e-form will trigger an automated email to the scholar, providing them with access to log into iServices.

The scholar can then start completing their e-forms simultaneously while you work on the departmental e-forms.

Appointment Data

Exchange Visitor Department: Select the appropriate option from the dropdown menus provided.

Appointment Start and End Dates: Ensure the start and end dates match those stated in the appointment letter uploaded in this e-form, as these dates will be printed on the DS-2019.

UC San Diego Appointment Title/Second Appointment Title: Select the appointment title and title code from the dropdown menu. Only one title can be added in this section. If the scholar holds a second appointment, you may upload an additional appointment letter and mark “yes” to the second title when prompted.
Note: Postdoctoral appointment letters usually list all titles in a single document.

Paid Position: Indicate if this position will be paid by UC San Diego.

Full Time or Part time: Indicating full-time or part-time will populate different instructions to processing within the eform. Please note: Staff appointments in J-1 status should be full-time. Please reach out to ischolars@ucsd.edu for further discussion if you desire to employ a J-1 Exchange Visitor in a staff position at less than full-time.

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. 

J-1 Exchange Visitor Categories

J-1 Exchange Visitor program and the categories listed below are usually the most appropriate classification for international visitors who come to UC San Diego temporarily to teach or engage in research. 

For a list of UC San Diego appointment titles for which the J-1 can be requested, see PPM 200-16 "Supplement 1" (PDF).

Note: We will not support J-1 Staff Volunteer appointments for persons who would normally be appointed as Postdocs if they had sufficient funding or for Visiting Graduate Students who have exhausted their 2-year time limit, as this would be circumventing other institutional policies.

Description of the Research Activity:Provide a clear description of the research the scholar will undertake. There is no character limit for this text field.

Insurance Coverage Information

A dropdown menu will allow you to indicate whether the scholar is eligible or ineligible for UCSD benefits. The J-1 category requires Exchange Visitors to maintain minimum levels of insurance coverage.
Note: The UCSD CORE plan does not meet J-1 coverage requirements.

Primary Worksite: A dropdown menu provides the three most common sites of activity, with the option to select "Other" and enter the worksite address.

Note: A J-1 Exchange Visitor is required to be onsite at least 60% of the time to meet the objectives of the exchange program.

Secondary Site of Activity: This e-form can be submitted multiple times based on the number of additional worksites. Each form allows for only one address per submission. If a scholar has three secondary worksites, submit this form three times, one for each location.

• Remote Worksite: If the scholar will work remotely from their private residence, it may be listed as an "Other" site in this e-form.

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

Acceptable Evidence of English Proficiency

• An email will be sent to the interviewer with a link to complete a second approver e-form to attest to the following:
  
  • Interview date (if interviewed over multiple dates, indicate just one date)
  • Interview duration in minutes (minimum of 15 minutes; use only digits)
  • Interview modality (In-person, Videoconference, Teleconference)  
  • Attestations (respond Yes or No) to the following questions:
    • Was the interview conducted entirely in English, and was the scholar able to understand the questions and provide appropriate responses?
    • Did the scholar demonstrate adequate proficiency in speaking, listening, and comprehension to meet the objectives of their program?
    • Does the scholar have sufficient English language proficiency to effectively engage in daily life within the UC San Diego community and the greater San Diego area?
    • Does the scholar have sufficient English proficiency to communicate effectively in the event of an emergency?
• Once the interviewer submits the required verification, department contacts will be 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.  

• IELTS band 6 or higher
• TOEFL 61 (IBT), 173 (computer-based), 500 (paper based)
• PETS level 5 or higher
• Duolingo English Test (DET) score of 115 or higher

**English Language Tests other than the above are not accepted at this time**

• • The certification must be in English, on official letterhead, signed by a school official, and issued within the past six months, confirming that the Exchange Visitor has sufficient English proficiency to function in their UCSD position and interact with the local community.

• Schools in the UK, Australia, New Zealand, and Canada (excluding Quebec) are acceptable. For Canadian schools located in Quebec, additional documentation is required to confirm that English is the primary language of instruction or to provide alternative proof of English proficiency.

Medical Degree Confirmation: 

Indicate whether the scholar has a medical degree by selecting "Yes" or "No." This item is required regardless of the scholar’s medical degree status.

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 form, department contacts will be notified via email that it has been completed, along with the provided information.

Note: The "New J-1 Department Incidental Patient Contact" e-form will be locked until the faculty sponsor submits the required information. 

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

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 five-point statement will be prompted for confirmation. The signer of the five-point statement is determined based on if the appointment is an academic appointment or a clinical observer through Medical Education appointment.

You can find more information on the five-point statement at : Medical Scholars: Five-Point Statement .