International Student and Scholar Services

Western Michigan University (WMU) is a designated sponsor under the U.S. Department of State J-1 Exchange Visitor Program (also known as J-1 Scholars), allowing visiting professors, research scholars, short-term scholars, and specialists to participate. 

General Information

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.

Key aspects of the program include:
  • Participants enter the U.S. on J-1 visas as exchange visitors.
  • Primary activities include teaching, lecturing, observing and conducting research.
  • The program strengthens connections between U.S. and international educational institutions.
  • Visiting professors, research scholars, short-term scholars and specialists are eligible to participate.

Participants are accepted into the program under the following categories:

  • J-1 Research Scholar: 

    An individual primarily conducting research, observing or consulting in connection with a research project. They may also teach or lecture. The minimum program duration is three weeks, with a maximum stay of five years. Subject to the Two-Year bar.

  • J-1 Professor: 

    An individual primarily teaching, lecturing, observing or consulting. They may also conduct research. The minimum program duration is three weeks, with a maximum stay of five years. Subject to the Two-Year bar.

  • J-1 Short-term Scholar:

    An individual whose program does not exceed six months (no extension is possible). They may lecture, observe, consult, as well as participate in seminars, workshops, conferences, study tours, professional meetings or similar types of educational and professional activities.

  • J-1 Specialist:

    An expert in a field of specialized knowledge or skill coming to the United States for observing, consulting or demonstrating special skills.

  • J-1 scholar appointments are temporary, even if the position itself is permanent.
  • Exchange visitors cannot be candidates for tenure-track positions
  • Professors and research scholars may:
    • Give occasional lectures.
    • Conduct short-term consultations incidental to primary activities.
  • For remunerated activities, scholars must obtain prior written authorization from International Student and Scholar Services (I3S).
12-Month Bar on Participation:

Foreign nationals, including spouses and dependents, are ineligible for the Professor/Research Scholar exchange program if they held J nonimmigrant status within 12 months before the program's start date.

Two-Year Bar on Repeat Participation:

Immigration regulations impose a two-year bar on repeat participation in the J-1 Professor/Research Scholar Exchange Program category. This restriction applies immediately after completing a J-1 Professor/Research Scholar program, regardless of its length.

Key Points:

  1. The bar applies to both J-1 principals and J-2 dependents.
  2. The 24-month period starts when the SEVIS record becomes inactive.
J-1/J-2 Waiver and Program Limitations:

J-1/J-2 exchange visitors who receive a waiver approval notice from U.S. Citizenship and Immigration Services (USCIS)/Department of Homeland Security (DHS) or a waiver recommendation from the State Department are no longer eligible for:

  • Program extensions.
  • Transfers.
  • Other changes to their program.
Important Considerations:
  • Waiver recipients may complete their current program until the DS-2019 end date but are no longer considered bona fide exchange visitors by the Department of State.
  • Plan waiver application timing carefully to avoid disruptions, as no further extensions are granted after a waiver is approved.

Step 1: Invitation Process for Host Departments

A. Letter of Intent

The scholar must submit a letter on institutional letterhead to the WMU department they wish to visit, including:

  • Nature and duration of the proposed visit.
  • Specific activities (e.g., research collaboration, classroom observation, lectures).
  • Financial support details (fellowships, grants or other resources for expenses).
B. Curriculum Vitae (CV)

The scholar must submit their CV electronically to the WMU host department.

The International Visitor Registration Form, completed by the host department, will notify the WMU Export Control Officer as well as International Student and Scholar Services of your interest in sponsoring a scholar. 

  1. Review the following J-1 categories:
    • Research Scholar
    • Professor
    • Short-term Scholar
    • Specialist
  2. Select the most appropriate category based on the scholar's intended activities and duration of stay.
  3. If unsure, contact the Coordinator of International Student and Scholar Services (I3S) for guidance.
  • Amount: $300
  • Payment options:
    1. WMU host department (through fund and cost)
    2. Scholar (via electronic payment)

Determine who will be responsible for covering this fee before proceeding with the application process.

  • Prepare the appropriate letter:
    • WMU Letter of Offer of Employment (if scholar will be funded by WMU).
    • WMU Invitation Letter (if scholar will be funded by another source) - See "Sample WMU Invitation Letter" in I3S Immigration Forms Page.
  • Submit a draft of the letter to the Coordinator of I3S for review.
  • WMU's immigration officer will review the draft letter.
  • After approval, send the final letter to the international scholar.
  • This step ensures proper documentation and compliance with immigration regulations before extending a formal offer or invitation to the scholar.

Step 2: Review Requirements for J-1 Scholars

An export control determination should be completed before a formal/written WMU invitation is extended. Complete the International Visitor Registration Form or contact the WMU Export Control Officer at 269-387-5933 or @email to initiate this process. For more information, visit the export control page at the Office of Research and Innovation. A copy of the Export Control Determination must be submitted with application materials to I3S.

To host an exchange visitor, it is essential to meet specific minimum funding requirements. The financial support needed should be at least $1,750 per month, totaling $21,000 per year. If the scholar intends to bring a dependent, an additional $4,000 per year is required. For J-1 stays shorter than an academic year, this amount will be pro-rated based on the 12-month funding requirements.

The funding can come from various sources, including WMU, external organizations or personal resources. If the exchange visitor is not a salaried employee at WMU, the International Student and Scholar Services (I3S) must confirm that they have sufficient funding to cover their entire stay. If funded by an organization, a funding promise letter must detail the total required support and the duration of sponsorship.

In cases where funding is inadequate, I3S will issue the Form DS-2019 only for the period covered by available funding at that time. The exchange visitor may later apply for an extension with updated financial documentation that is less than six months old.

The U.S. Department of State mandates that all J-1 and J-2 status holders carry adequate health insurance coverage. Key points include:

  • Exchange visitors must purchase insurance immediately upon arrival in the U.S. for themselves and any J-2 dependents.
  • SEVIS records will not be validated until I3S has reviewed proof of health insurance.
  • If exchange visitors or their dependents fail to maintain mandatory health insurance coverage, they will violate federal immigration regulations, will be subject to termination as a participant, and must leave the United States immediately.
  • WMU's employee health insurance plan does not include repatriation or medical evacuation insurance. The scholar must purchase it separately and provide proof to I3S.

Insurance coverage must:

  • Cover the entire period of participation in the Exchange Visitor Program.
  • Provide a minimum of $100,000 per accident or illness.
  • Include at least $50,000 for medical evacuation.
  • Cover repatriation costs of at least $25,000.
  • Have a maximum deductible of $500 per accident or illness.

You can find the "J-1 Scholar Insurance Acknowledgement Form" in the I3S Immigration Forms Page.

I3S recommends that scholars purchase a health insurance plan with GeoBlue. This plan meets all federal requirements for J-1 and J-2 visa holders.

Additional GeoBlue Insurance Details

The U.S. Department of State mandates that exchange visitors possess sufficient English language proficiency to perform their jobs effectively and navigate daily life in the United States. This includes reading and comprehending program materials and understanding their rights and responsibilities.

Verification of English language proficiency is necessary before issuing a DS-2019 form. Sponsors must ensure that J-1 exchange visitors have verifiable English skills sufficient for day-to-day functioning and program engagement. Acceptable methods for verifying proficiency include:

  1. Recognized English Language Tests:
    • Test of English as a Foreign Language (TOEFL): Minimum score of 80 (iBT) or 550 (PBT).
    • International English Language Testing System (IELTS): Minimum score of 6.5.
    • Michigan English Language Assessment Battery (MELAB): Minimum score of 77.
    • International Baccalaureate (IB): Grade of 5 in English at a higher level.
  2. Documentation from Academic Institutions: Signed proof from an academic institution or language school verifying proficiency.
  3. Documented Interview: Conducted by the sponsor either in person or via videoconferencing (or telephone if necessary). A letter summarizing interview findings, including an attestation verifying sufficient proficiency, is required.

Certification of English proficiency must be submitted to I3S as part of the application process.

I3S reserves the right to conduct an additional English-language interview with potential scholars to verify their ability to communicate effectively and navigate daily life in the United States.

Step 3: Compile and Submit Application

The WMU host department is responsible for compiling and submitting the application package to the Coordinator of International Student and Scholar Services (I3S). Once all necessary documents are received, I3S will issue a DS-2019 form (J-1 immigration document) within 10 business days. The scholar can then apply for a J-1 visa after receiving the DS-2019.

Below is a list of documents you may need to complete and submit. Please note that several required forms are available on the I3S Immigration Forms Page, including a Checklist for your convenience.

Required documents:
Required Documents for DS-2019 Application
DocumentLocation
J-1 Scholar Application Checklist (not required)On I3S Immigration Forms Page
Export Control Decision LetterProvided by Export Control Officer
J-1 Scholar Affiliate Access Request Form (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.)On I3S Immigration Forms Page
J-1 Scholar Request Form - Part A (WMU Host Department)On I3S Immigration Forms Page
J-1 Scholar Request Form - Part B (Exchange Visitor)On I3S Immigration Forms Page
WMU Letter of Employment: if funded by WMUProvided by Host Department
WMU Invitation Letter: if funded by source other than WMUJ-1 Sample WMU Invitation Letter On I3S Immigration Forms Page
Certified Financial Document: if funded by a source other than WMU (provide English translation)Provided by Scholar
Copies of Previous DS-2019sProvided by Scholar
Copy of Scholar's Curriculum VitaeProvided by Scholar
Copy of Scholar's DiplomaProvided by Scholar
Copy of Scholar's Passport Identification PageProvided by Scholar
J-1 Scholar Insurance Acknowledgement FormOn I3S Immigration Forms Page
Proof of English Language ProficiencyJ-1 Scholar English Proficiency Guidelines On I3S Immigration Forms Page
WMU Visa Service Fee Payment: $300 USDPaid by host department via fund and cost or by scholar via electronic payment
Signed GDPR Privacy Notice and Consent Form (only if scholar is from European Union country)On I3S Immigration Forms Page

For J-2 Dependents:

  • Copy of dependent's passport identification page
  • Proof of relationship for each dependent (e.g., marriage or birth certificate)
Provided by scholar

When you have all the necessary documents, submit them via email to the Coordinator of International Student and Scholar Services (I3S) or by mail to:

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

Additional Information for J-1 Scholars

J-1 exchange visitors (except Canadians) must obtain a valid visa to enter the U.S. Follow these steps:

  1. Receive DS-2019 Form from I3S
    • I3S will issue this form after reviewing and accepting your J-1 Scholar Application.
    • The DS-2019 identifies your sponsor, program details and visit dates.
    • 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 SEVIS I-901 Fee
  3. Complete DS-160 Online Nonimmigrant Visa Application
    • Review embassy/consulate requirements.
    • Fill out the DS-160 form online.
  4. Pay Visa Fees
    • Pay the visa application fee.
    • Pay the visa issuance fee (if applicable).
  5. Schedule Visa Interview
    • Follow U.S. embassy/consulate instructions to schedule an appointment.
    • Appointments are typically scheduled within 120 days of your program start date.
    • Check visa wait times for your country on the U.S. Department of State website.
  6. Attend Visa Interview
    • Bring all necessary documents.
Important Notes:
  • Your visa will show an expiration date and number of allowed entries.
  • It is 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.
For J-2 Dependents:
  • Spouse and children under 21 need separate J-2 visas.
  • Bring their passports, J-2 DS-2019s and proof of relationship to the consulate.

For more information, visit the U.S. Department of State website.

J-1 scholars on WMU's DS-2019 must adhere to federal immigration regulations. This information is subject to change; scholars should contact the immigration officer at International Student and Scholar Services (I3S) for specific concerns.

Arrival and Check-In
  • Schedule an Immigration Orientation appointment with I3S upon arrival.
  • The Immigration Orientation is mandatory and is required for activation in SEVIS.
  • If SEVIS is not activated within 30 days of the program start date, the scholar will be out of status and must leave the country.
  • If scholar is unable to make the arrival date listed on DS-2019, the host department must contact I3S to defer entry date in SEVIS.
  • Provide a local U.S. address (not a P.O. Box or office address).
  • Bring DS-2019, I-94, passport and proof of health insurance to check-in.
Maintaining Status
  • Passports & I-94 Records:
    Always keep your passport and arrival/departure record (I-94) valid. If either expires, you and your dependents will be out of status.
  • DS-2019 Form:
    Always have a valid DS-2019 form that matches your program at WMU. If it’s about to expire, ask your department for an extension (no earlier than 3 months, no later than 30 days before it expires).
  • Health Insurance:
    You and your dependents must have health insurance and special repatriation/medical evacuation coverage during your stay. WMU employee health insurance does not cover this; you must buy it separately.
  • Travel:
    Before leaving the U.S., get your DS-2019 signed for travel at I3S and fill out a notice of absence form. Not doing this can risk your immigration status.
  • Reporting Changes:
    Report any important life changes (like marriage, divorce, birth of a child, name change or death) to I3S. This applies to both you and your dependents.
  • Program Details:
    You must follow the program described on your DS-2019 (location, funding, etc.). Any changes must be approved by I3S in SEVIS in advance. An updated DS-2019 will be issued upon approval.
  • Address Changes:
    If you move, report your new address to I3S within 10 days.
  • Social Security Number:
    If you work at WMU, you’ll need a Social Security Number. 
  • Report incidents:
    Contact I3S for incidents such as theft, accidents, loss of documents or anything involving emergency services or law enforcement.
Program Extensions
  • Host department must request extensions and submit extension paperwork at least 30 days before current DS-2019 end date
  • Required documents for extension:
    • Updated Export Control Decision Letter (if applicable)
    • Updated DS-2019 Request Forms (Part A and B)
    • Updated employment offer or invitation letter
    • Updated financial documents (if non-WMU funded)
    • Proof of continuing insurance coverage
    • WMU Service Fee for Extension ($150)
Program Completion and Departure
  • Check out with I3S upon program completion.
  • Report actual program end date to I3S. I3S will update SEVIS as needed.
Transfers to another J-1 Program
  • Inform I3S of intent to transfer before leaving WMU.
  • Complete transfer out form from I3S.
Important Notes
  • This information is not exhaustive and is subject to change. 
  • WMU cannot sponsor changes to H-1B or labor visa status.
  • Failure to maintain status may require leaving the U.S.
  • Contact I3S for any questions or concerns about J-1 status.

For specific inquiries, contact I3S at (269) 387-5865 or via email.

If a scholar cannot arrive by the date listed on their DS-2019, the following steps must be taken:

  1. The host department must contact I3S to defer the entry date in SEVIS.
  2. This deferral must be done before the scholar's arrival and within 30 days of the original program start date.
  3. If the deferral is not completed and the scholar checks in more than 30 days after the original start date, their SEVIS record cannot be activated.

It is crucial for the scholar to maintain communication with both the host department and I3S to confirm their arrival date.

Failure to properly defer the start date may result in automatic cancellation of the scholar's SEVIS record, requiring them to request a new DS-2019.

To ensure a smooth process:

  • The scholar should notify the host department as soon as they know they cannot arrive by the original start date.
  • The host department should promptly request a deferral through I3S.
  • I3S will update the SEVIS record and issue a new DS-2019 with the adjusted start date ($50 processing fee will apply).
  • The scholar must enter the U.S. no more than 30 days before the new program start date.

By following these steps, scholars can maintain their visa status and avoid complications with their J-1 program participation.

J-1 scholars are generally expected to conduct their exchange visitor activities solely within their sponsoring department at WMU. However, an exception exists for occasional or incidental lectures and short-term consultations in the scholar's field of expertise, known as incidental employment. All such employment must receive written approval from the immigration officer at International Student and Scholar Services (I3S) before commencement.

Criteria for Incidental Employment

Proposed incidental employment must:

  1. Be directly related to the objectives of the exchange visitor's program.
  2. Be incidental to the exchange visitor's primary program activities.
  3. Not delay the completion date of the exchange visitor's program at WMU.
Approval Process

To obtain written approval for incidental employment, the J-1 scholar must submit the following documents to the immigration officer:

  1. A letter from the prospective employer or host detailing:
    • Terms and conditions of the offer
    • Duration and number of hours
    • Field or subjects
    • Amount of compensation
    • Detailed description of the activity
  2. A letter from the WMU host department chair or supervisor:
    • Recommending the incidental employment
    • Explaining how it would enhance the scholar's program

The immigration advisor will review the documents, note the approval in SEVIS, and issue an approval letter to the scholar prior to the start of the activity. Please allow 10 business days for processing.

Important Note

If the J-1 visa is sponsored by an organization other than WMU, I3S cannot approve incidental employment. In such cases, scholars should contact their sponsoring organization (the issuer of their DS-2019) for questions concerning incidental employment authorization.

J-2 visas are available for:
  • Dependent spouses of J-1 exchange visitors.
  • Unmarried children of J-1 exchange visitors under the age of 21.
  •  Dependent children over the age of 21 are no longer eligible for J-2 status.
  • Children over 21 wishing to stay in U.S. must change to another status, such as F-1 for full-time students.
Dependency on J-1 Status
  • J-2 Status is dependent upon the J-1 scholar maintaining their immigration status.
  • J-2 dependents are not permitted to stay in the U.S. if J-1 visa holder has departed.
  • The J-2's legal stay in the U.S. is tied to the J-1's program duration and extensions.
J-2 dependent work authorization
  • J-2 status does not automatically grant permission to work.
  • J-1 status allows application 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 required forms.
  • The application processing time may take 1-4 months or longer. 
  • The J-2 does not have legal permission to work until the Employment Authorization Document (EAD) is approved.
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), contact their administrative building:

  • Phone: (269) 337-0100
  • Website: Visit the KPS website
  • In-person: 1220 Howard Street, Kalamazoo, MI 49008

J-2 dependents can enroll at WMU:

  • Part-time or full-time
  • Degree or non-degree seeking programs

For WMU enrollment, contact the I3S office at @email for assistance.

Sandwich Program

Sandwich Program Hero

Graduate Research Program "Sandwich Year"

The Graduate Research Program “Sandwich Year” at Western Michigan University connects international graduate students with WMU departments, professors and faculty of interest to complete research during the student’s research abroad or “sandwich” year.

 

The Graduate Research Program “Sandwich Year” at Western Michigan University (WMU) provides opportunities for international graduate students to engage in research collaboration with WMU departments and faculty. This program is designed for students who wish to spend a period – often referred to as a “sandwich” year – conducting research at WMU as part of their graduate studies abroad.

1. Explore

2. Apply

  • The graduate researcher completes the International Graduate Researcher Intake Form. This form outlines their research interests, scope, desired length of stay, and available funding sources such as scholarships, fellowships or grants.
  • The information provided enables WMU departments and faculty to assess eligibility and suitability for research collaboration.

3. Department Review

  • WMU departments review submitted intake forms and contact eligible applicants to discuss potential collaboration and next steps.

4. Export Control Review

  • Complete the export control review process through WMU’s Office of Research and Innovation to ensure compliance with university and federal research regulations.
  • Hosting departments may choose to negotiate terms before initiating this review.

5. Negotiate Terms

  • Departments and faculty, in coordination with the Haenicke Institute for Global Education (HIGE), work with selected international graduate researchers to finalize terms and fees for the research stay.

6. J-1 Scholar Visa Application