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J-1 Scholar Initial Request

J-1 INITIAL REQUEST: J-1 status for a paid or unpaid researcher at UC San Diego who is not currently in J-1 status, and who will not be enrolled as a student full-time in classes at UC San Diego.

J-1 TRANSFER-IN REQUEST: J-1 status for a paid or unpaid researcher at UC San Diego who is currently in J-1 status but not on UC San Diego's Exchange Visitor program (such as Fulbright, or another academic institution)

Create a New Scholar Record

If the scholar is not currently at UCSD in a previous status (i.e. F-1/F-1 OPT) or is a transferring their program in from another institution, the department must create a new scholar profile record by completing the "Add New Person" e-form. See the 'Why am I receiving an error message in iServices?" FAQ.

Begin J-1 Scholar Initial Application:

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

NOTE: Always click the link at the top of each eform 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.

New J-1 Scholar Request Initiation

  • 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.

New J-1 Department Program Information

    • 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.

New J-1 Department Site of Activity

  • 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.

New J-1 Department Additional Site of Activity

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.

New J-1 Department Scholar English Language Proficiency

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.

New J-1 Department Faculty Sponsor Certification

  •  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. 

New J-1 Department 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 Initial/Transfer-In requests

ISEO Rush Fees:

  • Initials that require a start date in less than 45 days (excluding holidays) will also require a rush fee. This policy reflects the processing time of our federal agencies, which include lengthy background checks required by the U.S. Dept of State for visa applications.

  • J-1 rush fee is required for any transfer-in or extension requests that require processing under 15 business days.

 Review and Submission

Complete Financial Information Review

When a prospective scholar submits the "J-1 Initial Financial Information and Submission" eform, a second approver email is automatically sent to the departmental contact with an embedded link to the "Funding Information Review" eform. 

  • 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

Review all Scholar eForm Submissions

Underneath the title of the J-1 Initial Request eform group page, clicking the link listed as  View/Save/Print E-Form Group will open a PDF to view all data submitted by the department user and scholar. 


New J-1 Dept Submit Request to ISEO

NOTE: 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 e-form. 

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

ISEO Review and Approval

This new system of submission requires that the request be fully complete by department and scholar before reaching the ISEO team for processing.

  • 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.