BEFORE THE SCHOLAR ARRIVES AT FIU
Bringing an exchange visitor to FIU
How does the process work?
- An FIU Faculty/Administration member decides to host/invite an Exchange Visitor under one of the J-1 Categories sponsored by FIU. This is done either by inviting the individual, partnering with an international organization; or through other international links that may result in an international scholar visit.
- FIU Faculty/Administration member works with the appointed liaison (generally an HR Liaison) within their departments/colleges and together, they prepare the documentation to submit to ISSS (see list below). Due to the intricacies of J-1 immigration processing, the ISSS recommends that departments submit completed forms to ISSS at least 90 days prior to the proposed start date of the academic activity to enable sufficient time for processing.
- During this process, the prospective Exchange Visitor communicates directly with the Faculty/Administration member and the College/Department liaison who are preparing the packet to be sent to ISSS.
- Please read the Health Insurance Information instructions very carefully. This is one of the main requirements for a DS-2019 to be issued. The hosting college/department/liaison is responsible for processing the payment and sending the payment receipt to our office.
- Once ISSS receives all the required documents (see instructions for submission below) and evaluates all of the forms and supporting documentation, a DS-2019 form is issued to assist the prospective scholar in obtaining the J-1 visa in his/her home country.
- The ISSS Officer contacts the FIU College liaison when the DS-2019 is ready.
- The FIU Department/College sends the documents to the Exchange Visitor.
Note: As of April 27, 2023 our process now includes the processing of DS-2019s using digital signatures and electronic transmission in response to the U.S. Department of State ruling permitting designated sponsors for the Exchange Visitor Program (EVP) to digitally sign and electronically transmit the Certificate of Eligibility (J-Nonimmigrant) (Form DS-2019).Step 1
- Export Questionnaire. Please access this form and follow all instructions. You will be notified via email when approved. Include approval email with your submission to ISSS. DS-2019 process cannot be started without this approval.
Step 2
New DS-2019 Online Application Portal (Read Instructions here)
DS-2019 Application Checklist: Compile the following documents and submit them using the ISSS Portal.
- DS-2019 Initial Application Request (Read Instructions here)
- Copies of all previous DS-2019s (if applicable)
- FIU Offer letter
- Funding information or Letter from Sponsoring university, organization, or government agency in English indicating funding in US dollars or Personal Bank Letter indicating funding in US dollars
- Resume or Curriculum Vitae
- Copy of Biographical page of the prospective scholar (and dependents) passport
- Export Questionnaire email confirmation of clearance
- English Language Proficiency Form
- Department Acknowledgement (Process cannot be started without this form)
- Health Insurance Purchase Receipt
SCHOLAR COMPULSORY HEALTH INSURANCE:
Visiting Scholars MUST hold a valid and FIU approved Health Insurance Policy for them and their dependents for the duration of their stay at FIU. The hosting department will ensure that scholars are insured by including the RECEIPT FOR INSURANCE PAYMENT to the application packet.
FOR SCHOLARS PAYING FOR THEIR OWN INSURANCE OR WHOSE INSURANCE WILL BE FUNDED BY THE HOSTING DEPARTMENT:
Please use this link to choose a vendor and be guided through the process. Scholar may purchase their insurance and submit their RECEIPT for payment to the hosting department or they may start a requisition for the hosting Department to then handle the communication directly with the insurance company. The hosting department will include ONLY the proof that the insurance has been purchased and paid in the application submitted to ISSS.
FIU Approved Alternative Insurance Options
IF SCHOLAR WISHES TO USE OWN INSURANCE
If a prospective scholar has his/her own policy, he/she will need to have the insurance company complete an International Scholar Health Insurance Compliance Form. The Hosting Department will review the form and if applicable, ISSS will allow the insurance to be used.
ONCE THE J-1 SCHOLAR HAS ARRIVED AT FIU
RESPONSIBILITIES OF THE OFFICE OF INTERNATIONAL STUDENT AND SCHOLAR SERVICES (ISSS)
The ISSS Office is responsible for the immigration processes that brought the scholar to the United States as well as maintaining the scholar's immigration status current while he/she is at FIU.
- Once the Visiting Scholars arrives at FIU, he/she MUST complete their Immigration Check-in. This will allow our office to validate their record in our immigration database and the US Government database (SEVIS). Scholars can access the access the ISSS Portal through normal login or limited access to upload their required documents. An FIU User Name and password, or TEMP ID is required for accessing the portal. Additional instructions are on the F-1 & J-1 Check-in page.
- Scholars are invited to attend an ISSS Welcome Session that provides useful information about campus, their responsibilities, and related matters. ISSS contacts the scholars for date/location/time.
- ISSS can provide information on short-term housing, securing a bank account, driver’s license, transportation upon arrival and during stay, as well as general information for the scholar and dependents.
- ISSS will work with the scholar on any immigration process or question he/she may have during their stay.
- ISSS will ensure that scholars are complying with the J-1 Visiting Exchange Program requirement of working/doing research/teaching in person and on campus due to the cultural and knowledge exchange nature of this program. J-1 scholars cannot be designated as fully remote.
RESPONSIBILITIES OF THE HOSTING DEPARTMENT/COLLEGE/FACULTY
The FIU Host department or faculty should establish contact with the visiting scholar before arrival to campus to answer any initial questions or concerns. Please provide this Pre-Arrival Information for the scholar's preparation to come to the United States. Once the visiting scholar arrives, the College/Department must assist the scholar as follows:
- Arrange for an FIU email account and an FIU ID Number (Panther ID).
- Provide appropriate office space, computer and library access
- Assist the scholar in obtaining an FIU OneCard
- Provide a tour of campus or encourage the scholar to take advantage of the tours offered through FIU.
- Introduce the visiting scholar to all members of the hosting department and/or college, including a personal introduction to the college administration (dean/associate dean).
- Encourage the scholar to attend events around campus offered by ISSS or the many other groups and/or offices.
- Introduce the scholar to department staff and colleagues and discuss an appropriate work schedule
- Maintain frequent contact with the scholar throughout the duration of his/her stay on campus
- Assist or provide guidance on the related HR processes that the scholar will have to complete, including the processing of their Social Security Card, to start their appointment and payment cycle. It is the hosting department's/college's responsibility to assist the scholar with this process as their employer. HR processes MUST be overseen by the hosting college/department in order to provide a smooth and rapid transition for the scholar.
- Ensure scholar and dependents are covered by FIU approved Health Insurance for the duration of their stay (Lack of coverage can result in immigration issues for the scholar and family)
- Ensure the scholar has a base/office/workspace/assigned classroom ON CAMPUS to perform his/her activities IN PERSON as the US Department of State's J-1 Exchange Visiting Scholar Program requires. J-1 scholars cannot be designated as fully remote.
