Rowan University faculty and administrators interested in hosting an Exchange Visitor (EV) can follow these instructions for the Exchange Visitor Invitation 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 faculty, staff, and EVs and has approval from DHS to issue DS-2019, the certificate of eligibility to apply for a J-1 visa. 

The process for inviting an Exchange Visitor should begin at least 4 months prior to the proposed start date to ensure ample processing time. It is the hosting department's responsibility to provide all of the requested documents and information, as well as insuring the EV completes all required steps in a timely fashion. 

If you should have any questions during this process, please contact rowanic@rowan.edu. 

The hosting faculty member should begin the process by downloading the Exchange Visitor Packet via the link below. Please carefully review the information included in this packet: 

• Page 1 contains critical information about the Invitation Process. 
• Page 2 is the Department Request Form, which is necessary to gather important information.
• Page 3 highlights the terms of appointment and needs to be signed by the host, department head, dean, and the Provost/Provost's designee. 
• Page 4-6 are required for Export Control purposes. 
• Please also attach a copy of the scholar's CV, passport, and the invitation letter/job offer letter.

After the packet is completed with all necessary signatures, please email it to rowanic@rowan.edu to proceed with the next steps.

Exchange Visitor Packet for Hosting Departments 

After the request has been received by the International Center, the host and the EV will be invited via email to Terra Dotta (the International Scholar Portal) to access the scholar's profile. The host and EV must both fill out the required information in the scholar's profile.

J-1 Transfers: For EVs who currently have an active J-1 visa at another university in the US, a J-1 Transfer-In Form must be completed. 

• If EV’s SEVIS record is Inactive (Terminated, Completed, No Show, or Invalid), EV should NOT ask his or her current school to transfer his or her SEVIS record to Rowan. An ARO or RO from the current school should contact the International Center at rowanic@rowan.edu to discuss EV’s record.

The International Center sends an invitation by email to the hosting faculty member and the EV to access Terra Dotta, Rowan's portal for International Student & Scholar Services.

• The hosting faculty member logs in with their campus ID (NetID) and will complete the form under the “Department” section.
• The EV will be prompted to create a password to log in with their portal account and will complete the form under the “Exchange Visitor” section.
  • The EV must upload all required documents, including their proof of financial support during the duration of their program. Financial support documents include:
    • A job offer letter from Rowan University
    • Proof of funding from a third party organization
    • Personal bank statements that show the most recent balance of the bank account (if the bank statement is from someone BESIDES the EV, then that person must write and sign a letter of financial support)

Please contact rowanic@rowan.edu if you have any questions about the scholar portal. The hosting department and EV should work together to get the required information for this step.

After the scholar's profile has been completed in Terra Dotta, the hosting faculty member must work with HR to complete the next steps. 

The hosting faculty member will email hr@rowan.edu, cc'ing rowanic@rowan.edu, to request the mandatory background check. The email should include the scholar's name and email address. 

The hosting faculty member should alert the scholar to be on the lookout for an email from TrueScreen. TrueScreen is Rowan's background check provider, and an automated email will be sent to the scholar's email address containing instructions on how to complete the background check. It may also be sent to the scholar's spam folder. We cannot issue the DS-2019 until we receive confirmation that the background check has been completed. 

For unpaid/externally funded scholars: Also email hr@rowan.edu with the scholar's passport, invitation letter, and the completed Volunteer Form to request the creation of the EV's banner ID. After the banner ID is issued, please alert the International Center so the EV can be given affiliate access. 

For scholars who will be on Rowan University’s payroll: Please work with HR to complete the onboarding process. 

An International Center advisor will initiate the Export Control screening by emailing the Export Controls office with the forms included in the Exchange Visitor Packet and the scholar's CV. 

The scholar should be informed to monitor their inbox for an email from the Export Controls office containing instructions on how to complete Rowan’s CITI training. We cannot issue the DS-2019 until we receive confirmation that this has been completed.

After the Background Check and Export Control screening have been completed, and the International Center confirms that they have received all required documents, then an advisor will proceed with issuing the scholar's DS-2019. 

A confirmation email will be sent to the scholar and the hosting faculty member. The DS-2019 will be uploaded to the scholar's profile in Terra Dotta, where it can be downloaded. The scholar will also receive a copy of the J-1 Handbook, which has information that will be useful throughout their time at Rowan.

Exchange visitors applying for a J-1 visa are required to pay the I-901 SEVIS fee prior to visiting the U.S. Embassy. ​​​​​​​The I-901 SEVIS fee is different from the fees for visa services issued by the Department of State, which is illustrated in the next step!

Go to fmjfee.com. It is extremely helpful to watch the included video tutorial​​​​​​​. This tutorial guides you through each step of the required I-901 SEVIS fee payment process, highlighting the information you must input and what you must do once you have completed payment. The tutorial also clarifies instructions for making payments through the Western Union payment process.

Regulation requires all prospective scholars to pay the I-901 SEVIS fee before the Department of State issues them a visa to work in the United States.

Scholars must print their I-901 SEVIS fee payment receipt to present as proof of payment at their visa interview and to enter the United States at a U.S. port of entry. A digital receipt is not sufficient.

The SEVIS ID on the payment confirmation receipt must always match the SEVIS ID on the student’s most current DS-2019, unless the J-scholar is considered a border commuter.

If the SEVIS ID is different, please email sevis@ice.dhs.gov to confirm if a new I‑901 fee payment is required.

Reminders:

• ​​​​​​​You MUST have a DS-2019 in order to complete the Form I-901.
• Be sure that you enter your personal information exactly as it appears on the DS-2019. If you notice the information on your DS-2019 is incorrect, contact the International Center immediately.
• To complete Form I-901, you must enter the Rowan University Program Number: ​​​​​​​P-1-10199.
• You must also enter your SEVIS ID number, which is printed on the top-right corner of the first page of your DS-2019. It starts with the letter "N".

​​​​​​​You must submit a completed DS-160 Online Nonimmigrant Visa Application for the J visa category. Carefully review the details about exchange visitor visas.

You should have your passport and SEVIS ID numbers available while completing the DS-160.

All answers must be in English, using English characters only, with the exception of providing your full name in your native alphabet. If you submit your application in any language other than English, it will be denied, and you may be required to submit a new application.

Please read the Frequently Asked Questions for further details.

Reminders:

• After you have completed the DS-160, you will need to print and keep the DS-160 barcode page.
• For Canadian citizens: ​​​​​​​You may ignore any information about applying for the J-1 visa since you are visa exempt. Please note you will still need to pay the SEVIS I-901 fee. For information on what you need as a Canadian J-1 Exchange Visitor, see this website.

Apply for your visa as soon as possible to ensure ample processing time! Please schedule an appointment at your local U.S. Embassy/Consulate in your home country to obtain your J-1 visa.

• Locate a U.S. Embassy 
• Understand Visa Appointment Wait Times

Please read information about nonimmigrant visa application fees. This fee is different from the I-901 fee. Applicants must pay these fees as directed prior to their visa interview, and they must bring the receipt to their interview.

Read through all information provided online by the U.S. Embassy or Consulate that you will be visiting prior to your interview.

What to bring to your embassy appointment:

• Job Offer Letter/Acceptance Letter
• Supporting Financial Documentation
• I-901 SEVIS Fee Receipt
• Signed I-20
• Valid Passport
• DS-160 Confirmation Page
• Photo

Please carefully read all the details of required and additional documentation.

Notes:

• Be sure to present the original documents, not copies. To better prepare for your visa interview, please read through the “10 Points to Remember When Applying for a U.S. Visa” prepared by NAFSA..
• You must NOT use your student visa to enter the U.S. more than 30 days before the start of your program. Also, DO NOT enter the U.S. on a B-1 or B-2 status (tourist) as it is considered fraudulent entry
• If you are a Canadian citizen, you may ignore any information about applying for the F-1 visa since you are visa exempt. Please see information for what Canadian F-1 students need to bring with them when entering the U.S. here. Please note you will still need to pay the SEVIS I-901 fee.

Federal regulations state that all J-1 visa holders and accompanying J-2 dependents are required to carry medical insurance. See the regulation here [22 CFR 62.14] for a full list of requirements for the insurance. Minimum required coverage includes, but is not limited to, the following: 

• 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. 
• Insurance must cover the entire period of participation in the Exchange Visitor Program. 

Scholars who will be on Rowan University's payroll will automatically be given access to Rowan University Employee Insurance after 60 days. However, scholars MUST have health insurance during that 60-day waiting period. ISI and ISO provide short-term health insurance to J-1 scholars. 

The willful failure to maintain insurance coverage will result in a termination of the program and visa.  

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 they have paid the bills. 

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. 

Before coming to the US, it would be wise to review the Pre-Arrival Handbook for J-1 Exchange Visitors for important information regarding your arrival at Rowan, maintaining your J-1 status, and life in the United States.

As a J-1 scholar, you may enter the U.S. up to 30 days before the start date printed on your Form DS-2019. However, you CANNOT start working until the start date. 

At the U.S. port of entry, you will be asked to present your DS-2019 Form, passport, SEVIS I-901 Fee receipt, and visa to the immigration officer. Carry these documents in your carry-on bag and not in your checked luggage! 

Be sure to examine the stamp in your passport before leaving the immigration desk to verify that it has been marked “J-1” and “D/S.” These markings indicate that you have entered in J-1 immigration status (or J-2 immigration status for your accompanying dependents) for the duration of your status (“D/S”). If the immigration officer does not stamp your passport, you may check your electronic I-94, which is your official entry record to the U.S., to make sure it is marked J-1 and D/S. You will also be asked to provide a copy of your I-94 to the International Center during immigration reporting in your early days after arrival at Rowan University.