- Read the Exchange Visitor Program Policy and Procedure Manual for Coral Gables/RSMAS - click here
- When identifying a candidate as a potential J-1 exchange visitor/scholar, the following factors should be considered: (1) qualifications, (2) English language proficiency, (3) eligibility for the position, (4) funding, (5) category, and (6) J-1 exchange visitor status versus H-1B (specialty occupation) status. Departments should also consider any funded projects that the candidate would be assigned and whether there are any restrictions to dissemination of information or foreign national participation. The Office of Research Administration will be able to assist with this inquiry and can be reached at 305-284-3871.
In addition, if the foreign national will need to have access to export-controlled technology (such as high-energy-lasers, GPS, sonar, sensors, satellite images, etc.), the Department considering the candidate should speak with the University of Miami’s Director of Export Control Compliance William J. Collins, who can be reached at 305-243-9558.
All candidates must be screened through the University of Miami’s Restricted Party Screening (RPS) tool and cleared prior to any offer or invitation being extended. Requests for screening must be submitted using DS-2019 Applicant Review Form (EXPORT-F-006). The Department must complete the form electronically, submit it to the Export Control Compliance (ECC) mailbox ( exportcontrol@miami.edu), wait for ECC to return the form with the orange box on the bottom completed, and upload it as an attachment to the electronic Form DS-2019 Request for Scholars in J-1 Status being submitted to ISSS for processing.
- Issue an intent letter for prospective exchange visitors/scholars who will receive payment from UM or a courtesy invitation letter for prospective exchange visitors/scholars who will not receive payment from UM. For the template for J-1 paid appointment intent letter - click here. For template for the J-1 courtesy appointment invitation letter - click here.
- Complete and submit the electronic Form DS-2019 Request for Scholars In J-1 Status with electronic signatures and required attachments to ISSS (all attachments must be in English; if an attachment is not available in English, the attachment must be accompanied by a certified translation):
- Prospective exchange visitor's/scholar's curriculum vitae
- Certification of English Language Proficiency (completed by UM Host Department Faculty Member)
- Copy of passport biographical data and expiration date page(s) for the prospective exchange visitor/scholar and any dependents listed on the DS-2019 Request
- J-1 paid appointment intent letter (for UM exchange visitors/scholars with UM funding) or J-1 courtesy appointment invitation letter (for UM exchange visitors/scholars without UM funding), signed by the UM Host Department Faculty Member
- Copy of University of Miami offer letter (only for UM exchange visitors/scholars with UM funding)
- Financial support documents (if funding is from a source other than the UM, with funding listed in U.S. currency; proof of funding must be on letterhead and indicate the amount of funding the prospective exchange visitor/scholar will receive from the funding source during his/her time at UM)
- DS-2019 Applicant Review Form (EXPORT-F-006), completed electronically by the UM Host Department, submitted to the University of Miami’s Export Control Compliance Office mailbox (exportcontrol@miami.edu), and returned to the UM Host Department by Export Control Compliance with the orange box on the bottom completed. All prospective J-1 exchange visitors/scholars must be screened and cleared by Export Control Compliance prior to any offer, intent or invitation letter being extended. Requests for screening must be submitted to Export Control Compliance through Form EXPORT-F-006.
Deadline for submission of all required documents listed above is no less than three months prior to the requested start date of the exchange visitor's/scholar's J-1 exchange visitor program.
Upon receipt of the electronic Form DS-2019 Request for Scholars in J-1 Status with all required attachments and electronic signatures, ISSS will review the request for Form DS-2019. If the prospective exchange visitor/scholar is deemed eligible and qualified to participate in UM's exchange visitor program, ISSS will issue Form DS-2019 for the prospective exchange visitor/scholar (and Forms DS-2019 for any accompanying dependent spouse and minor children) and send Form(s) DS-2019 to the prospective exchange visitor/scholar via FedEx, along with prearrival information, Form I-9 completion reminder (only for exchange visitors/scholars with UM funding), Health Insurance Requirement Certification, and Form I-901.
The prospective exchange visitor/scholar is required to pay the Student and Exchange Visitor Information System (SEVIS) fee and visa fees prior to scheduling the J-1 visa interview appointment with a U.S. consular office abroad. Visa processing by a U.S. consular office can take anywhere from several days to several months, depending on the U.S. consular office and possible mandatory security clearances.
Provided the prospective exchange visitor/scholar obtains a J-1 visa from a U.S. consular office, they must enter the U.S. and complete arrival procedures, including program validation in SEVIS, with ISSS within a certain period:
- Up to 30 days before the expected program start date indicated in item #3 of Form DS-2019; and
- No later than 30 days after the expected program start date indicated in item #3 of Form DS-2019.
Form DS-2019 and the prospective exchange visitor's/scholar's SEVIS record automatically deactivate if they do not enter the U.S. and complete arrival procedures with ISSS within this time frame.
