How to Sponsor or Extend a J-1 Exchange Visitor

Begin the process as early as possible, allowing sufficient time for the Exchange Visitor to apply for and receive the J visa and otherwise prepare to travel to the U.S. If complete information is submitted to ISO, the Form DS-2019 Certificate of Eligibility for Exchange Visitor (J-1) Status will be prepared and sent to the sponsoring academic department within approximately two weeks. We recommend sending the DS-2019 to the Exchange Visitor at least three months in advance of the start date of the exchange activity.

Departments are charged $145 by cost transfer invoice (CTI) for each DS-2019 form requested. If the validity dates of the DS-2019 form exceed one year, an additional $145 charge will be assessed for each year the form covers. Budget documentation will be sent to Budget Contact listed on the UW 1025-J Visa Request form. Departments may request reimbursement of the fee from the Exchange Visitor. Note: only non-federal grant budgets may be used to pay for the J-1 CTI processing fee. This is in accordance with OMB (Office of Management and Budget), Circular A-21, Cost Principles for Educational Institutions.

1. Review “Who is eligible for J-1 sponsorship?”
2. Work with your Dean's Office and Academic Human Resources to determine the appropriate academic appointment title
3. Review start date
4. Verify and retain evidence of sufficient funding from all sources for the duration of the appointment.
5. Prepare UW 1025-J Visa Request Form on-line. Print a paper copy to route for required signatures then click on "submit" to send an e-mail copy to Academic Human Resources.
6. Obtain the signature of the Department Chair.
7. Forward the Visa Request Form to Dean's Office for signature.
8. Forward the Visa Request Form, signed by both the Chair and the Dean, to ISO.
9. If Exchange Visitor is a foreign medical graduate, attach "patient care letter."
10. To extend an Exchange Visitor's stay, repeat steps 1 - 6. (If the Department of State has recommended a waiver of the two-year foreign residence requirement, the J-1 is ineligible for extension of stay.)
11. If the appointment is for a Visiting International Professional Scholar, follow the steps listed above but complete the UW 1025-VIPS form instead of the UW 1025-J form.
12. If you wish to confirm that ISO has received the 1025-J form, or to check on the status of the request, phone (206) 685-8847 or email millsb3@u.washington.edu
13. When you receive the DS-2019 from ISO, forward it to the Exchange Visitor. Keep a copy of the DS-2019 for departmental records. Notify ISO if the Exchange Visitor will not arrive in the U.S. prior to the start date on the DS-2019.

Upon receipt of the Visa Request Form and approval of the appointment by Academic Human Resources, ISO prepares the DS-2019 and sends it via campus mail to the administrator listed on the Visa Request Form. ISO will normally issue the DS-2019 to cover a period of up to one year (item 3 on the DS-2019). Extensions may be requested in one-year increments. The DS-2019 can be issued to cover a longer period, up to five years, if the sponsoring department commits to pay full salary to the Exchange Visitor for the entire duration of stay. Separate DS-2019s are issued for accompanying dependents. The sponsoring department forwards the DS-2019 "Certificate of Eligibility" to the Exchange Visitor.

The Exchange Visitor reads the J-1 Reference Guide, pays the SEVIS FEE, takes the DS-2019 to the nearest U.S. consulate, and applies for the J-1 visa. Accompanying dependents apply for J-2 visas. (Canadian citizens are visa exempt, and simply present the DS-2019 to the U.S. immigration officer at the port of entry.) Delays in visa approval should be anticipated due to security reviews that take into account the applicant's country of origin, the likelihood that the visa applicant will return to the home country following completion of studies, and field of research. The Exchange Visitor must enter the U.S. no later than the program start date listed in item 3 of the DS-2019 form. If entry is not possible within that time frame, a new DS-2019 should be requested. Upon arrival on campus, the Exchange Visitor must check-in with ISO.