J-1 Exchange Visitors/Scholars: Miller School of Medicine

• Read the Exchange Visitor Program Policy and Procedure Manual for the Miller School of Medicine - 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.

• Also, 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.
  
  Please contact Claudia Zitzmann, Director, Scholar Services, at czitzmann@miami.edu or at 305-284-2932 if you have any questions regarding requesting a Form DS-2019 for a J-1 exchange visitor/scholar to begin a new program at the Miller School of Medicine.

• Read the Exchange Visitor Program Policy and Procedure Manual for the Miller School of Medicine - click here
• Complete and submit the electronic Form DS-2019 Request for Scholars in J-1 Status with electronic signatures to International Student and Scholar Services (ISSS) with the required attachments (all attachments must be in English; if an attachment is not available in English, the attachment must be accompanied by a certified translation):
  • Copy of passport biographical data and expiration date page(s) for the exchange visitor/scholar
  • Copy of the exchange visitor's/scholar's J-1 visa page (foil issued by U.S. consular officer and located in passport; for Canadian citizens, upload copy of passport page bearing stamp from most recent entry to U.S.)
  • Copy of the exchange visitor's/scholar's Most Recent I-94 (downloaded by exchange visitor/scholar and provided to UM Host Department)
  • 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 exchange visitor/scholar will receive from the funding source during their 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 (ECC) 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 J-1 exchange visitors/scholars must be screened and cleared by Export Control Compliance prior to any extension of the J-1 exchange visitor program.  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 two months prior to the expiration of the expiration of the exchange visitor/scholar's current Form DS-2019.

  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 exchange visitor/scholar is deemed eligible for an extension of the J-1 exchange visitor program, ISSS will extend the program, issue extension Form(s) DS-2019 for the exchange visitor (as well as any accompanying dependent spouse and minor children), contact the exchange visitor/scholar via email, and send Form(s) DS-2019 to them via the U.S. Postal Service or FedEx.

  Please contact Claudia Zitzmann, Director, Scholar Services, at czitzmann@miami.edu or at 305-284-2932 if you have any questions regarding requesting a Form DS-2019 for a J-1 exchange visitor/scholar to extend an ongoing J-1 exchange visitor program at the Miller School of Medicine.

• Read the Exchange Visitor Program Policy and Procedure Manual for the Miller School of Medicine - click here 
• When identifying a candidate as a potential J-1 exchange visitor/scholar, the following factors that should be considered: (1) qualifications, (2) English language proficiency, (3) eligibility for the position, (4) funding, (5) category, and (6) J-1 status versus H-1B 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.

• Also, issue an offer 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 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 Form for Scholars in J-1 Status with electronic signatures to International Student and Scholar Services (ISSS) with the required attachments (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
  • Copy of the exchange visitor's/scholar's J-1 visa page (foil issued by U.S. consular officer and located in passport; for Canadian citizens, upload copy of passport page bearing stamp from most recent entry to U.S.)
  • If the exchange visitor/scholar has any J-2 dependent(s), copy of the J-2 visa page(s) of the J-2 dependent(s) (foil issued by U.S. consular officer and located in passport; for Canadian citizens, upload copy of passport page bearing stamp from most recent entry to U.S.)
  • Copy of the exchange visitor's/scholar's Most Recent I-94 (downloaded by exchange visitor/scholar and provided to UM Host Department)
  • If the exchange visitor/scholar has any J-2 dependent(s), copy of the J-2 dependent(s)' Most Recent I-94 (downloaded by exchange visitor/scholar and provided to UM Host Department)
  • Copy of exchange visitor's/scholar's Form(s) DS-2019 issued by previous J-1 exchange visitor program sponsor(s)
  • If the exchange visitor/scholar has any J-2 dependent(s), copy of the J-2 dependent(s)' Form(s) DS-2019 issued by previous J-1 exchange visitor program sponsor(s)
  • 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 two months prior to the requested date of transfer to UM's Exchange Visitor Program.

Upon receipt of all required documents, 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 contact the exchange visitor/scholar's current J-1 exchange visitor program sponsor and request their release to UM's J-1 exchange visitor program at the requested transfer release date. Upon notification by the current J-1 exchange visitor program sponsor that the transfer release has been approved, ISSS will notify and provide instructions to the exchange visitor/scholar via e-mail. Form(s) DS-2019 for the exchange visitor/scholar (as well as any accompanying dependent spouse and minor children) will be issued on the transfer release date and mailed to the exchange visitor/scholar via the U.S. Postal Service or FedEx.

Please contact Claudia Zitzmann, Director, Scholar Services, at czitzmann@miami.edu or at 305-284-2932 if you have any questions regarding requesting a Form DS-2019 for a J-1 exchange visitor/scholar to transfer to UM's J-1 exchange visitor program at the Miller School of Medicine from a different J-1 exchange visitor program.

• Read the Exchange Visitor Program Policy and Procedure Manual for the Miller School of Medicine - click here.
• Complete and submit the electronic Form DS-2019 Request for Scholars in J-1 Status with electronic signatures to International Student and Scholar Services (ISSS) with the required attachments (all attachments must be in English; if an attachment is not available in English, the attachment must be accompanied by a certified translation):
  • Required attachments depend on the reason for the amendment.  Please see the drop-down menu in the electronic Form DS-2019 Request for Scholars in J-1 Status for further information.

Deadline for submission of all required documents listed above is as soon as you become aware of the need for an amendment of the exchange visitor's/scholar's current Form DS-2019.

Upon receipt of all required documents, ISSS will review the request for Form DS-2019. If the exchange visitor/scholar is deemed eligible for an amendment, ISSS will amend the J-1 exchange visitor program, issue Form(s) DS-2019 for the exchange visitor (as well as  any accompanying dependent spouse and minor children), and mail Form(s) DS-2019 to the exchange visitor/scholar via the U.S. Postal Service or FedEx.

Please contact Claudia Zitzmann, Director, Scholar Services, at czitzmann@miami.edu or at 305-284-2932 if you have any questions regarding requesting an amended Form DS-2019 for a J-1 exchange visitor/scholar at the Miller School of Medicine.