Note: this process has recently been updated, so it is important that you carefully read over the instructions to ensure you do not miss anything. We are working to streamline this process as best as we can. If there is anything that needs clarification, feel free to reach out to us.

Rowan University faculty and administrators who are 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 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.

It is the hosting department's responsibility to provide all requested documents and information, as well as ensuring the EV completes the necessary paperwork in a timely fashion.

The hosting faculty member/department emails the following documents to the International Center at rowanic@rowan.edu, cc'ing corroda@rowan.edu and greenetj@rowan.edu: 

• Department Request Form (found here), completed with all necessary signatures - if the provost's signature is pending, make sure the updated document is sent to the International Center as soon as it is received.
• EV’s CV/resume.
• Photocopy of EV’s passport.

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. 
• 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.

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.

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

The hosting faculty member contacts HR at hr@rowan.edu, cc’ing rowanic@rowan.edu, to request a background check AND create the EV’s banner ID. The email should include:

• EV’s full name & email address
• A copy of the EV’s passport
• A copy of the invitation letter/job offer letter to the EV
• If the EV will NOT receive compensation from Rowan, include the Volunteer Form (completed by the hosting department and EV)

Note:

• One of the biggest bottlenecks for this process is the EV missing the email from TrueScreen to initiate the background check. As soon as the background check is requested, the hosting department should contact the EV and inform them to be on alert for an email from TrueScreen - it may be sent to the spam folder. We cannot issue the EV’s DS-2019 until this is completed.
• If the EV will receive compensation for their work, the hosting department will have to work with HR to ensure all proper paperwork is completed before the EV comes to Rowan.

After the banner ID is issued, please alert the International Center so the EV can be added to RIMS and given affiliate access. Once the EV’s background check is complete, a confirmation email will be sent. If the International Center is not included in this confirmation email, please forward it to rowanic@rowan.edu.

The EV will complete the Export Control Form (found here) and email it to rowanic@rowan.edu, cc’ing advisors corroda@rowan.edu and greenetj@rowan.edu.

An International Center advisor will initiate the Export Control process by emailing lyonsp@rowan.edu and econtrols@rowan.edu with the following:

• Department request form (signed by all authorities)
• The EV’s CV or resume
• The completed Export Control Form

The EV should be informed to monitor their inbox for an email from lyonsp@rowan.edu containing instructions on how to complete Rowan’s CITI training.

• This is another roadblock for an EV to obtain their DS-2019. Many EVs miss the CITI Training email, so it is important that they check their inbox and spam folder to ensure it is not missed.

Once the Export Control screening is finished, a confirmation email will be sent to the International Center.

Once the International Center receives confirmation that the background check is completed, the Export Control screening is finished, the EV has a banner ID and affiliate access, and all documents are uploaded to Terra Dotta, we can proceed to the next step.

The International Center will issue the EV’s DS-2019 and provide them with an information packet.

The EV can now begin the visa application process.

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

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 (coming soon) for important information regarding your arrival at Rowan, maintaining your J-1 status, and life in the United States.

Upon arrival to the US, you must contact the International Center to arrange a check-in meeting. Please bring the following documents to this meeting:

• Your DS-2019 (and dependents’ DS-2019s if applicable)
• Your passport and visa
• Your I-94, which you can download here - if you do not have this, International Center advisors will help retrieve it
• Your U.S. address
• Your U.S. phone number

Once you are checked in, there is nothing else we need from you! We are always here if you need anything. We hope you have a great time in the United States!