Immigration Support

J-1 Scholars

Western Michigan University is a designated sponsor under the U.S. Department of State Exchange Visitor Program. Visiting professors, research scholars, short-term scholars and specialists are eligible to participate in Western Michigan University's Exchange Visitor Program. WMU is honored to host our visiting scholars on our campus in Kalamazoo, Michigan pursuant to the Exchange Visitor Program.

Below is information, instructions, and requirements for inviting a J-1 scholar to WMU. Note that the WMU department inviting and hosting the scholar is responsible for compiling and submitting scholar applications to International Student and Scholar Services (I3S). For frequently asked questions, please visit the J-1 Scholar FAQ page.

General Information

Invitation and Application Process (for WMU Host Department)

Requirements for Export Control, Minimum Funding, Health Insurance, and English Language Proficiency

How to Apply for a J-1 Scholar Visa (for J-1 Exchange Visitors)

Roles and Responsibilities of a J-1 Exchange Visitor

J-1 Scholar Incidental Employment

J-2 Dependents

General information

Purpose of the Program

According to the United Stated Department of State, the purpose of the program is to foster the exchange of ideas between Americans and foreign nationals and to stimulate international collaborative teaching and research efforts. The exchange of visiting scholars promotes interchange, mutual enrichment and linkages between research and educational institutions in the U.S. with foreign countries. Participants in this program will enter the U.S. with a J-1 visa and be identified as exchange visitors. Their activities are primarily teaching, lecturing, observing or conducting research.

Appointment

The appointment to a position should be temporary, even if the position itself is permanent. The exchange visitor should not be a candidate for tenure in a tenure-track position (22 CFR 514.20d). Professors and research scholars may give occasional lectures and short-term consultations incidental to their primary activities. If such activities will involve wages or other remuneration, the scholar must obtain written authorization in advance from I3S.

invitation and application process (for the wmu host department)

PART 1: Making the Decision to Invite a J-1 Scholar to WMU

I3S recommends that the WMU host department and new J-1 exchange visitors begin the J-1 Scholar Application approximately six months before their intended program start date and complete the application process approximately no less than three months before their intended program start date. This will help to allow adequate time for the exchange visitor to obtain the DS-2019 (immigration document) and visa before traveling to the United States. J-1 exchange visitors must arrive in the United States prior to the program start date listed on their DS-2019.

Prior to officially inviting a J-1 scholar to WMU, host departments should complete the steps below.

1. Collect and review a letter of intent and curriculum vitae:

A) Letter of intent: A letter on institutional letterhead requesting the visit must be submitted to the WMU department the scholar is interested in visiting. The letter must include:

The nature and length of visit (e.g., research collaboration, observing classroom processes, delivering lectures on the scholar's area of expertise, etc.).
Method(s) of financial support (e.g., fellowships, grants or resources to support transportation, lodging and living expenses during stay).

B) Curriculum Vitae: A CV must be submitted in electronic format to the WMU department the scholar is interested in visiting.

2. Submit the International Visitor Registration Form to register with WMU's Office of Export Control. Contact the WMU Export Control Committee to obtain an export control determination letter at (269)387-8293 or via email at research-compliance@wmich.edu.

3. Determine the category for the J-1 Exchange Visitor. For assistance, contact I3S.

4. Determine who will cover WMU Visa Service Fee ($300) - WMU Visa Service Fee can be covered by WMU host department through fund and cost or by the scholar.

5. Consult with International Student and Scholar Services (I3S) and submit a copy of the WMU Letter of Offer of Employment (if scholar will be funded by WMU) or a copy of the WMU Invitation Letter (if scholar will be funded by source other than WMU) to I3S WMU's immigration officer will review the draft letter prior to sending it to the international scholar.

PART 2: Compiling and Submitting the J-1 Scholar Application

The WMU host department is responsible for compiling and submitting the application package to International Student and Scholar Services (I3S). Once all necessary application documents are received by I3S, a DS-2019 form (J-1 immigration document) will be issued within 10 business days. After the scholar receives the DS-2019 document, they will be able to apply for a J-1 visa.

The completed application packet (checklist items listed below) can be submitted via email to the Coordinator of I3S or forwarded as a paper package to the following address:

WMU International Student and Scholar Services (I3S)
Attention: Coordinator of I3S
1903 W Michigan Ave
Kalamazoo, MI 49008-5246 USA

A) Export Control Decision Letter from the WMU Export Control Committee at the Office for Research and Innovation

An export control determination should be completed before a formal/written WMU invitation is extended. Contain the WMU Research Compliance Coordinator in the Office of Research and Innovation to obtain an export control determination at (269)387-8293 or via email at research-compliance@wmich.edu. For more information, visit the export control page of the research website. A copy of the export control determination letter must be submitted with the application materials to I3S.

B) Affiliate Status Request Form - provided by I3S (to be completed by Exchange Visitor and WMU Host Department). This form will be submitted to the Registrar's office by the Coordinator of I3S. Please leave Affiliate Start Date, Affiliate End Date and WIN fields blank.

C) Immigration Services J-1 DS-2019 Request Forms (located on the I3S Forms Page)

I3S DS-2019 Request Form Part A (to be completed by the WMU host department)
I3S DS-2019 Request Form Part B (to be completed by the exchange visitor)

D) Copy of the WMU Letter of Offer of Employment, if funded by WMU.

E) Copy of the WMU Invitation Letter, if funded by a source other than WMU (view Sample Invitation Letter in I3S Forms Page)

F) Certified financial document, if funded by a source other than WMU (attach English translation).

G) Copies of previous DS-2019/IAP-66s, if any.

H) Copy of scholar's curriculum vitae.

I) Copy of scholar's diploma in related field, minimum of bachelor's degree required (attach English translation).

J) Copy of scholar's passport identification page.

K) Exchange Visitors Insurance Acknowledgement Form (located on the I3S Forms Page)- also view J-1 Health Insurance Guidelines

L) Proof of English language proficiency (located on the I3S Forms Page)

M) WMU Visa Service Fee ($300; Paid by host department via fund and cost or by scholar via electronic payment).

N) Signed GDPR Privacy Notice and Consent Form- If from a European Union Country (located on the I3S Forms Page)

O) If requesting J-2 dependent DS-2019(s), please also submit the following items:

Copy of dependent's passport identification page.
Proof of relationship for each dependent, such as marriage certificate or birth certificate (with English translation).

Requirements for export control, minimum funding, health insurance and english language proficiency

Export control requirements

J-1 scholar requests first require clearance from the WMU Export Control Committee in the Office of Research and Innovation. The sponsoring department must contact the committee at research-compliance@wmich.edu or (269) 387-8293 for an export control decision. For more information, visit the Office of Research and Innovation.

Minimum funding requirements

These figures will help determine the minimum financial support required to host an exchange visitor and any dependents. These funds may come from WMU or an organization, or the individual may be supported by their own resources and should be equal to or greater than $1750 per month ($21,000 per year). An additional $4000 per year will be required if the scholar plans to bring a dependent. For a J-1 stay of less than an academic year, the amount will be pro-rated based on the 12-month funding requirements. Exchange visitors must also be prepared to meet increasing costs due to inflation and other economic conditions on a continuing basis.

If the exchange visitor is not a salaried employee at WMU, WMU International Student and Scholar Services (I3S) needs to confirm the exchange visitor has sufficient funding to cover the entire period of stay.
If the exchange visitor is funded by an organization, the funding promise letter from the organization should list the entire funding required or the annual funding, in addition to the length of its financial sponsorship.

If the funding is not adequate, I3S will issue the Form DS-2019 for the period which could be covered by the funding available at the time of the DS-2019 issuance. The exchange visitor can later apply for an extension with a new financial document that is less than six months old.

Health insurance requirements

Unlike other immigration categories, the U.S. Department of State federally mandates that all J-1 and J-2 status holders carry adequate health insurance coverage. The exchange visitor must purchase insurance immediately upon arrival in the U.S. for themselves and any J-2 dependents. An exchange visitor's SEVIS record will not be validated until the I3S has reviewed proof of your health insurance. If the exchange visitor and any dependents fail to maintain the mandatory health insurance coverage, they will be in violation of federal immigration regulations, will be subject to termination as a participant, and must leave the U.S. immediately.

Note: WMU's employee health insurance plan does not include repatriation and medical evaluation insurance. The scholar must purchase it separately and provide proof to I3S.

For more information, please contact the I3S International Insurance Coordinator at ias-insurance@wmich.edu. Be sure to mention that you are a J-1 scholar, not a student.

Insurance coverage must:

Cover the entire period of participation in the Exchange Visitor Program.
Provide a minimum of $100,000 per accident or illness.
Provide a minimum amount of $50,000 coverage for medical evacuation for emergency transportation back to the home country.
Repatriation must be covered in the amount of $25,000, minimum. If death occurs, repatriation insurance covers the cost of transporting the body back to the home country.
The deductible must not exceed $500 per accident or illness.
COMING FALL 2024 - Effective Fall 2024, WMU is instituting new health insurance policy requirements and procedures (See Health Insurance Rules and Regulations below). WMU international students and scholars on F and J visas must be enrolled in GeoBlue Health Insurance plan. For additional information, please see below:
GeoBlue Member Guide
Pre-Departure Program
FAQs
Health Insurance Rules and Regulations for WMU International Students and Scholars - Effective Fall 2024

For additional health insurance information and detailed requirements, please reference the I3S Health Insurance page.

English language proficiency requirements

The U.S. Department of State requires exchange visitors to have enough sufficient English language proficiency to perform their jobs or complete their programs; to navigate daily life in the United States; to read and comprehend program materials; to understand fully their responsibilities, rights, and protections; and to know how to obtain assistance, if necessary.

Verification of sufficient English language proficiency is mandatory, and sponsors must ensure that J-1 exchange visitors have verifiable English language skills sufficient to function on a day-to-day basis and in their program environment before issuing a DS-2019.

Sponsors must use one of the following objective measurements of English language proficiency:

1. A recognized English language test

A) Test of English as a Foreign Language (TOEFL) score of 80ibt, 550 PBT minimum

B) International English Language Testing System (IELTS) score of 6.5 minimum

C) Michigan English Language Assessment Battery (MELAB) score of 77 minimum

D) International Baccalaureate (IB) grade of 5 in English at a higher level

2. Signed documentation from an academic institution or English language school

3. A documented interview conducted by the sponsor either in person or via videoconferencing (or telephone if videoconferencing is not a viable option). A letter is required summarizing the interview findings, including an attestation by the sponsor verifying sufficient English language proficiency to participate in the program and to navigate daily life in the United States.

Please provide certification of the above to I3S.

How to apply for a j-1 scholar visa (for j-1 exchange visitors)

J-1 exchange visitors, except those from Canada, are required to have a valid visa to enter the U.S. The visa is obtained at the U.S. embassy/consulate by presenting Form DS-2019. The visa will show an expiration date and the number of entries it can be used for during that time. It is not important if your visa expires while you are in the U.S. If is only important to have a valid visa if you want to reenter the U.S. after a trip abroad. If your visa has expired you will need to apply for a new visa.

J-2 dependents: If your dependents (spouse and/or children under the age of 21) will be accompanying you, they will need separate J-2 visas, and you should take their passports and J-2 DS-2019s with you to the consulate and be prepared to show proof of marriage to your spouse and proof of parenthood of each child.

Please visit the U.S. Department of State website for further information about visa application and the most recent documentation requirements.

1. Receive the DS-2019 Form from I3S

After your completed J-1 Scholar Application has been received, reviewed, and accepted by I3S, you will be issued a DS-2019 immigration form.
The DS-2019 document invites you as a J-1 exchange visitor and identifies your sponsor, your program number, your activities, and the dates of your visit and other important information.
The DS-2019 form will allow you to apply for the J-1 Exchange visitor visa.
Information on the J-1 Exchange Visitor visa is available on the U.S. Department of State website.

2. Pay the SEVIS I-901 Fee

Visit the SEVIS I-901 fee website to pay the I-901 fee.
Make sure to print the receipt to take to the visa interview.

3. Review embassy/consulate requirements and complete the DS-160 Online Online Nonimmigrant Visa Application

All exchange visitors applying for visas should review the requirements of the individual embassy or consulate at which they will be applying. A complete list of consulates can be found on the U.S. Department of State Website.
Complete the DS-160 Online Nonimmigrant Visa Application. For Questions regarding the DS-160, visit the question section of the U.S. Department of State website. (Note: the DS-160 replaces the DS-156, DS-157 and DS-158).

4. Pay the Visa Application Fee

Pay the visa application fee.
Pay the visa issuance fee, if applicable.

5. Schedule a visa interview appointment with the U.S. embassy/consulate

Once you receive the DS-2019 from WMU, you must follow the U.S. embassy/consulate instructions to schedule an interview for the J-1 visa. It is important to apply for the Visa early.
Visa wait times vary from country to country. View a list of visa wait times by country on the U.S. Department of State website.
Appointments are generally scheduled no sooner than 120 days before the program start date listed on the DS-2019.

6. Attend the J-1 exchange visitor visa interview appointment

Attend the visa interview with the necessary documents.

Roles and responsibilities of an exchange visitor

J-1 scholars on WMU's DS-2019 should be aware of how the federal immigration regulations will affect them. This information is not exhaustive and is subject to change without notice. Scholars should contact the immigration officer in international Student and Scholar Services (I3S) by email or by phone at (269) 397-5865 to arrange an appointment to discuss any change in program or concerns related to the scholar's legal status in the U.S.

Arrival of a J-1 Scholar (Immigration Orientation)

The scholar must make an appointment to visit WMU International Student and Scholar Services (I3S) for Immigration Orientation, including check-in, upon arriving in the United States. This includes all J-1 scholars (paid or unpaid by the University). If the scholar's SEVIS record is not activated within 30 days of the program start date, the scholar will be out of status and must leave the country. The start date can be found on the DS-2019 issued by WMU.

If the scholar is unable to make the arrival date listed on the DS-2019, the host department must contact I3S so that the entry date can be deferred in SEVIS. If this is not done, and the scholar checks in beyond 30 days, there will be no way to activate the record in SEVIS. It is critical for the scholar to be in contact with the host department and I3S to confirm the arrival date.

During immigration orientation, the scholar must provide I3S with a U.S. address. This address must be a local residence. It cannot be a P.O. Box or an office address. It can be a "care of" address. Bring the DS-2019, arrival/departure records (I-94), passport, and proof of health insurance for the scholar and any J-2 dependents to check-in.

While in the U.S.

The scholar and any dependents must have current passports and arrival/departure records (I-94) at all times. An expired passport or arrival/departure record will mean that the scholar is out of status. If the scholar is out of status, so are the J-2 dependents.
Always be in possession of a valid DS-2019, which accurately reflects the purpose for being at WMU. If it is about to expire, the scholar should request an extension from the host department to submit an extension request to I3S (no earlier than three months in advance, but no later than thirty days in advance).
The scholar and any J-2 dependents are required to maintain health insurance and repatriation/medical evacuation coverage (which is not covered by health insurance provided through employment with WMU and must be purchased separately) during the J-1 exchange visitor program in the U.S.
If traveling, the scholar must come to I3S to have the DS-2019 signed for travel. In addition, a notice of absence form will need to be filled out each time the scholar is leaving the United States. If this is not done, the J-1 immigration status may be in jeopardy.
Any event that may affect the scholar's immigration status must be reported. Examples include the birth of a child, marriage, change of legal name, divorce, or death. The rule extends to J-2 dependents.
The scholar must report any change of address to I3S within 10 days.
If working at WMU, the scholar will need a social security number. Please contact I3S for further information.

Departure

When the program is finished, the scholar must check out with I3S. This is required to report the program end date to the federal government. This could be the end date on the DS-2019 or it could be a prior date if the program is completed early.

Extension of stay

Request for extension must be made by the host department.
The program must be extended before the end date on the current DS-2019. If the end date lapses, no extension is possible and the scholar must leave the U.S.
To ensure the extension process runs smoothly, the host department should send I3S the extension paperwork at least 30 days prior to the program end date, but no earlier than three months prior to the current program end date. I3S will then verify if the scholar is eligible for an extension and process the request.
If you are an Exchange Visitor at WMU, WMU will not be able to sponsor you for a change of status in the United States to an H-1B or labor visa.

A) Updated Export Control Decision Letter (if any changes in scope).

B) Updated I3S DS-2019 Request Form Part A (to be completed by the WMU host department)

C) Updated I3S DS-2019 Request Form Part B (if any changes)

D) Updated copy of WMU's letter of offer of employment (if applicable).

E) Updated copy of WMU's invitation letter, if funded by source other than WMU (view sample Invitation Letter).

F) Updated financial document, if funded by source other than WMU.

G) Proof of continuing insurance through new program end date.

H) WMU Service Fee for Extension ($150; Paid by host department via fund and cost or by scholar via electronic payment).

Transfer to another J program

J-1 scholars who plan to transfer to another institution must inform I3S of their intent to do so prior to transferring so that this can be properly noted in SEVIS. The scholar will need to pick up and complete a transfer out form from I3S. Through SEVIS, the current J program and the transferring J program will work together to complete the transfer process.

J-1 Scholar Incidental employment

In general, J-1 scholars shall conduct their exchange visitor activity only at their sponsoring department at WMU. An exception exists for occasional or incidental lectures and short-term consultation in the field of endeavor, known as incidental employment. All incidental employment must be approved by the immigration officer in I3S in writing before the employment takes place.

Proposed incidental employment must meet the following criteria:

Be directly related to the objectives of the exchange visitor's program.
Be incidental to the exchange visitor's primary program activities.
Not delay the complete date of the exchange visitor's program at WMU.

In order to receive written approval for J-1 scholar's incidental employment, the scholar must present the following two documents to the immigration officer:

A) A letter from the prospective employer or host setting forth the terms and conditions of the offer to lecture or consult, including the duration, number of hours, field or subjects, amount of compensation, and detailed description of such activity.

B) A letter from the WMU host department chair or supervisor recommending the incidental employment and explaining how it would enhance the scholar's program.

After receiving the above documents, the immigration officer will note the approval in SEVIS and issue an approval letter to the scholar prior to the start of activity. Please allow 10 business days for processing.

Note: If the J-1 visa is sponsored by an organization other than WMU, I3S cannot approve incidental employment. Please contact the sponsoring organization that issued the DS-2019 with questions concerning incidental employment authorization.

J-2 Dependents

A dependent spouse and children of J-1 exchange visitors enter on J-2 visas. Children must be unmarried and under the age of 21 to enter on J-2 status. Dependent children over the age of 21 are no longer eligible for J-2 status and will need to change to another status such as F-1 (for full time students) if they wish to stay in the U.S.

J-2 dependent work authorization

Having J-2 status does not give the J-2 the permission to work, but it gives the person the ability to apply for work authorization from the U.S. Citizenship and Immigration Services (USCIS). Earnings of the J-2 must not be used to support the J-1. Please consult I3S for instructions and forms needed for the application. The application processing time may take 1-4 months or longer. The J-2 does not have legal permission to work until the approval is given in the form of the Employment Authorization Document.

J-2 dependent studies

Currently there are no regulatory restrictions on study for J-2 dependents. To enroll your child in Kalamazoo Public Schools (KPS), please contact the KPS Administrative Building by calling (269) 337-0100, visiting their website, or visiting them at 1220 Howard Street, Kalamazoo, MI 49008