Academic departments are the main point of contact for J-1 scholars who research, study, and teach at Michigan Tech. The J-1 Exchange Visitor Program promotes the mutual exchange of ideas between Americans and foreign nationals and to stimulate international collaborative teaching and research efforts. The exchange of research scholars and professors encourages interchange, mutual enrichment and linkages between research and educational institutions in the United States and those of other countries.
If you are interested in hosting a J-1 Scholar please refer to the information below. Before bringing a J-1 Scholar to campus, you need to get the position approved by the Provost Office.
Scholars funded through Michigan Tech funding sources (grants, departmental budgets, etc) are processed as an employee through Human Resources.
Scholars who are self funded or funded through their home institution need to gain approval from the Vice President of Research Office (see required documents).
Please email ips@mtu.edu if you have questions about official procedures.
- If scholar is self-funded or externally funded then a signed approval letter from the Vice President for Research Office for scholars funded through sources outside of Michigan Tech, as noted in the Foreign Visitor Approval Process .
- If the visitor is being put on payroll (supported under a grant, receiving a stipend, etc.) then they are considered an employee and do not need to go through the Foreign Visitor Approval Process
- A completed J-1 Exchange Visitor (Scholar) Department Head Approval and Eligibility form. (The department head should sign the from on page 1, and the sponsor should sign the verification of eligibility on page 2.)
- A clear copy of the photo page of the passport of each person entering the country (scholar and dependents, if any). Each name on the DS-2019 must be identical to the names on the passports. Having copies of the passports will avoid delays.
- A copy of the invitation letter from Michigan Tech indicating amount of support, and the specific project or work the scholar will be doing.
- Proof of other financial support, if support is not coming from Michigan Tech.
- Proof of English proficiency: International scholars who are applying for J-1 Exchange Visitor visas must comply with U.S. State Department requirements to demonstrate English language proficiency that is sufficient (1) to participate successfully in their exchange programs, and (2) to function on a day-to-day basis in the United States. Departments may request a Visiting Scholar English Language Assessment by contacting the Graduate School (gradschool@mtu.edu) or a documented J-1 English Proficiency: Interview Assessment Report conducted by the department's sponsor. Please note, during Summer (May-August), it may take up to two weeks to schedule, conduct, and rate the assessment. Please visit this page for further information about English proficiency requirements, and feel free to contact IPS if you have any questions.
- If the scholar is bringing one or more dependents, that information must be mentioned while filling the Google form (linked under the next section). Copies of the passports of the dependents (photo page plus personal information page) are also required in that case.
Please fill out this form and upload all necessary documents. IPS will process the DS-2019 and email the department when all documents are ready to be picked up. This can take up to 14 business days.
The government is now allowing electronic signatures on DS-2019s, so hiring departments can forward the electronically signed DS-2019 to the scholar once it is processed.
Please also advise the visiting scholars of the following mandatory steps that they must take:
- Arriving scholars must email ips@mtu.edu to set up their mandatory check-in and orientation.
- Proof of insurance and/or waiver must be submitted for the scholar and each dependent via email to IPS (ips@mtu.edu), AND to the Student Insurance Office (studentinsurance@mtu.edu).
- Scholars paid by Michigan Tech must check in with the Human Resources payroll office for necessary paperwork.
- Email IPS at ips@mtu.edu if the scholar will not arrive on time.
Departments will also need to arrange building, lab, and communication network access as needed.
If the J-1 Scholar is unable to arrive within 15 days of the program start date indicated on the DS-2019, an updated documentation is required to amend the start date in the governmental SEVIS records. A new DS-2019 will be issued in this case. In cases where there is not adequate time to ship the new DS-2019, the Scholar can enter the U.S. without the new DS-2019 as long as the SEVIS record reflects the updated start date.
- Reporting Responsibilities for Scholars: The Scholar is responsible for notifying their Department Host if they are unable to arrive and complete the check-in process within 15 days from the start date listed on the DS-2019.
- Reporting Responsibilities for Department Host: The Department Host needs to email the updated documentation in a single email attachment to IPS (ips@mtu.edu). The updated documentation will either be an updated invitation letter, or an addendum to the existing invitation letter which specifies the new start and end date. The dates selected should be for the same duration as in the initial DS-2019.
If the J-1 Scholar is unable to come to Michigan Tech for their appointment (change of plans / denied a visa), please notify IPS. Email ips@mtu.edu to CANCEL the scholar’s SEVIS record.
If the J-1 Scholar needs more time to complete their activities, they can request to stay longer. The DS-2019 may be extended up to the maximum period of participation for the respective J-1 category — 5 years for a Research Scholar or Professor, or 6 months for a Short-Term Scholar. For this, the Scholar must put in a request with their sponsor, and their academic department should also be in agreement with the extension. International Programs and Services can approve an extension of any duration up to the maximum period of participation.
The J-1 Scholar will be considered eligible to apply for an extension of status if:
- They are working toward the original program objective shown in section 4 of their most recent DS-2019.
- They are maintaining their status as a J-1 Exchange Visitor.
- They can show that they have adequate funding for themselves and any J-2 dependents during the proposed extension (minimum $18,000 per year).
- They (including J-2 dependents, if any) are currently maintaining and continue to maintain health insurance coverage that meets J-visa requirements.
Guidelines to extend a DS-2019
You will need: (1) A completed Department Approval Request for Extension of Program Form with the signature of the concerned department head, (2) A copy of the new offer letter showing amount and duration of support, and the new program end date.
Fill this Google form with all relevant information and upload both of the above-mentioned documents.
IMPORTANT THINGS TO NOTE:
- If the J-1 Scholar's I-94 is marked with a "D/S," this means that the extension is complete.
- If the I-94 is marked with a specific end date and not "D/S," please contact IPS immediately. The Scholar may need to travel outside the US to complete your extension.
- Processing the extension may take up to 14 working days, so please apply in advance.