J-1 Visiting Professors and Scholars

J-1 Scholar Application Instructions and Requirements

Rowan faculty and administrators interested in inviting an exchange visitor (foreign visiting scholar, professor, researcher, or a consultant) to Rowan University can follow the instructions for exchange visitor (EV) application process. The United States Exchange Visitor Program is governed by the U.S. Department of State, using the Student & Exchange Visitor Information System (SEVIS) provided by the Department of Homeland Security (DHS). The International Center provides regulatory advice to Rowan faculty and staff and EVs and has approval from DHS to issue DS-2019, the certificate of eligibility to apply for a J-1 exchange visitor visa.

What is the J-1 Visa Category?

A J-1 visa is a non-immigrant visa issued by the United States to exchange visitors participating in programs that promote cultural exchange, especially to obtain educational, medical or business training within the U.S. All applicants must meet eligibility criteria and be sponsored either by a private sector or government program.

J-1 Categories:

• Professor: For teaching, observing, and lecturing. 3-week minimum, 5-year maximum with a 24-month bar on repeat participation.
• Research Scholar: For conducting research, observing, or consulting. Should hold a minimum of a bachelor’s degree. 3-week minimum, 5-year maximum with a 24-month bar on repeat participation.
• Short-term Scholar: Lecturing, conducting research, observing, or consulting. No minimum, 6-month maximum, no extensions. 6-month bar on repeat participation 
• Specialist: Observing, consulting, or demonstrating his/her highly specialized knowledge or skills). 3-week minimum, 1 year maximum but not subject to 24-month bar.

Note: J-1 status is not appropriate if the scholar will engage in any position that does not require the minimum of a Bachelor’s degree, hold tenure-track or tenured faculty appointments, enter the US to participate in a medical residency program, or engage in clinical activities (click here for more info), pass through the formal recruitment and hiring process with the Office of Human Resources, or pursue US Permanent Residency (Green Card).

What is a DS-2019?

The form DS-2019 is a Certificate of Eligibility that allows the EV to apply for a J-1 visa and, if the visa is granted, remain (for up to 5 years) in the United States to conduct research, teach, etc. The DS-2019 indicates the start and end dates of the EV program, a description of the research that will be conducted, and financial documentation to ensure the EV's visit is sufficiently funded.

The Process for Inviting an Exchange Visitor (EV) to Rowan University

The process for inviting a J-1 exchange visitor should begin at least 4 months prior to the proposed start date. This is to ensure that there is ample time for HR background check, Export Control screening, and J-1 visa application. The International Center may take 5 business days to complete the processing of the Form DS-2019 once a complete application is received. 

1. The hosting faculty member/department emails a completed and signed Department Request Form to the International Center at Rowanic@rowan.edu.

2. The International Center invites both the hosting professor and the EV to Rowan’s International Student & Scholar Portal (ISS Portal) via email. The hosting faculty member/department logs in with Campus ID (Single Sign-on), and the EV logs in with Portal account.   

3. On the ISS Portal, the hosting faculty member uploads the Department Request Form, a formal invitation/job offer letter* signed by the dean, the Uncompensated Employee Form (if applicable), and completes the English Language Proficiency Verification Form.

4. The hosting faculty member emails the invitation/job offer letter and uncompensated employee form (if EV does not receive any compensation from Rowan) to Rowan HR at hr@rowan.edu and CC the International Center, rowanic@rowan.edu, in the email. This email is sent to HR to request a Banner ID # and a background check.

Invitation/Job Offer Letter must include the following info: (1) Start and end dates of the program, (2) type of invitation: scholarly/research/teaching/consultation, etc., (3) a description of the research (if applicable), courses to be taught (if applicable), and responsibilities of the EV, and (4) any scholarship, fellowship, honorarium, stipend, or salary offered.

If EV will receive compensation, the hosting department must work with Rowan's Human Resources Department to ensure that all employment paperwork is completed if the EV will be compensated.  

If the EV will not receive any compensation,  the hosting department must review Rowan's policy regarding uncompensated employees. Both the hosting department and incoming international scholar should complete this form. The form must be signed by the EV, a Rowan representative (the person who ordinarily signs employment letters for part-time staff employees for the employing division, school, or office), and the Provost and Senior Vice President for Academic Affairs (Division Approval). Completed form can be submitted to the Office of Human Resources at hr@rowan.edu.

5. On the ISS Portal, the EV submits Exchange Visitor Information Form and uploads a copy of his/her passport, current and past US visas, financial statement (e.g. bank statement) showing the EV has sufficient funds for the visit, and Export Control Form.

6. The EV emails the Export Control Form to the Office of Research Compliance at Econtrols@rowan.edu and CC the International Center, rowanic@rowan.edu, in the email.

7. Once the International Center receives all required documents and forms, the EV will be issued the Form DS-2019 and a J-1 Visitor Orientation Packet.

8. Upon receipt of the DS-2019, the exchange visitor pays the SEVIS I-901 fee.  A  narrated video tutorial, available on Study in the States, walks students and exchange visitors through the steps of paying the I-901 SEVIS fee and making an appointment to apply for a J-1 Visa at the U.S.A. Embassy in their home country. For instructions on making an embassy Visa appointment, and other important information, visit the U.S. Department of State website: http://travel.state.gov/content/visas/en/study-exchange/exchange.html

9. EV pays visa application fee and applies for a J-1 Visa using the DS-2019 issued by Rowan University.

10. Before flying to the U.S., EV reviews the Pre-arrival Handbook for J-1 Exchange Visitors for important information regarding your arrival at Rowan, maintaining your Visa status, and life in the United States.

11. Upon arrival, the EV must come to the International Center with his/her DS-2019, passport/visa and address in the U.S. to validate his/her arrival. The International Center will provide a brief orientation on J-1 visa rules and EV's responsibilities.

Exceptions

• J-1 Transfer:  If the exchange visitor is currently on a J-1 Visa at another university in the United States, they must also complete and submit a J-1 transfer application in order to ensure that their Visa status remains in good standing and that they are eligible for transfer:

J-1 Transfer-in Form

• If EV’s SEVIS record is Inactive: Terminated, Completed, No Show, or Invalid status, EV should not ask his or her current school to transfer his or her SEVIS record to Rowan. International Scholar Advisor (RO/ARO) should contact the International Center at 856-256-4292 or rowanIC@rowan.edu to discuss EV’s record. 

• If the EV is coming through a third-party/sponsored program, please inform the International Center before you submit any forms as there will be additional special arrangements that must be made.

Notes for Foreign Scholars

Documents: Please be prepared to upload the following documents to your online application once you receive an invitation email from Rowan’s International Student & Scholar Portal

• Proof of Sufficient Funding
• Copy of your passport (bio page)
• Copies of All US-Issued Immigration Documents (past visas & past Form DS-2019)
• Current CV/Resume

Health Insurance

EVs and any J-2 dependents (spouses and minor unmarried children under the age 21 of the J-1 Exchange Visitor) accompanying them are required to carry medical insurance at the minimum benefit levels stated in the program regulations. [22 CFR 62.14] The willful failure to carry the required insurance for yourself and, if applicable, your dependents, will result in the termination of your J program and legal status in the U.S. 

• Medical benefits of at least $100,000 per accident or illness
• Repatriation of remains in the amount of $25,000
• Expenses associated with the medical evacuation of the exchange visitor to his or her home country in the amount of $50,000
• A deductible not to exceed $500 per accident or illness.
• Medical Insurance must cover the entire period of participation in the Exchange Visitor Program.

When choosing an insurance policy, read the policy information carefully, and don't be afraid to ask questions before you buy. Once you purchase insurance, the company will provide you with an insurance identification card for use as proof of your coverage when you are seeking health care from a hospital or doctor. The company will also provide written instructions for reporting and documenting medical expenses (filing a claim). The company will evaluate any claim that you file and make the appropriate payment for coverage under your particular policy. In some cases, the company pays the hospital or doctor directly; in others, the company reimburses the policyholder after he or she has paid the bills.

The J regulations require that if a particular activity is a part of your exchange visitor program, your insurance must cover injuries resulting from your participation in that activity. Read the list of exclusions carefully so that you understand exactly what is not covered by the policy.

For more details about J-1 Visa regulations and eligibility requirements, visit the Department of State website.

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