J-1 Exchange Visitor Visa for Research or Short-Term Scholars

City of Hope’s exchange visitor program aims to foster a diverse intellectual environment of interaction among scholars working across disciplines, cultures and communities. International scholars may collaborate on scientific projects, share `knowledge with our faculty and investigators and learn and exchange cultures and diversity at our campus. The International Students and Scholars Office (ISSO) administers City of Hope’s exchange visitor program. ISSO staff are designated Responsible Officers (RO) and Alternate Responsible Officers (AROs).

City of Hope offers two J-1 categories listed below.

• Short-Term Scholar: Allows a stay of up to six months but not to exceed the DS-2019 validity, and no extensions are allowed
• Research Scholar: Allows a stay of up to five years but not to exceed the DS-2019 validity

The exchange visitor may be initially sponsored for a shorter period and extended later, but the overall period cannot exceed five years. No exceptions.

Eligibility

J-1 exchange visitor visa sponsorship is available to those interested in conducting research at City of Hope. Eligible positions include postdoctoral fellows, participants of the Global Scholars Program and other visiting scholars only.

Applicants must have at least a bachelor's degree in a relevant field of research, meet the English proficiency requirements, have sufficient financial support (through City of Hope or other sources) and must plan to live in the U.S. but with no intention to immigrate or pursue permanent residency (green card). J-1 visa holders must not be employed elsewhere during the sponsorship.

Applicants must not have previously pursued permanent residency, J-1 visa waiver or participated in a J-1 Research Scholar or Professor category within the last two years.

How to Obtain a J-1

Form DS-2019

Form DS-2019, or Certificate of Eligibility for Exchange Visitor Status, is the basic document for a J-1 visa application. ISSO processes this document for applicants once a formal postdoctoral fellow offer or a Global Scholar Program invitation is fully executed. The average DS-2019 processing time is three weeks. The Form DS-2019 will be sent to J-1 visa applicants via email with an electronic signature. Visa applicants must print and sign the document upon receipt.

J-1 visa processes and timelines

For Applicants Coming From Abroad

For applicants outside the U.S., allow at least 12-16 weeks for processing and entry. See the process below.

• Form DS-2019. Upon receiving the Form DS-2019 via email from City of Hope, applicants should print and sign the document before submitting it to the U.S. embassy or consulate, along with the GSP invitation/offer letter previously received from City of Hope, as part of their visa application (DS-160). Note that Form DS-7002 or Training/Internship Placement Plan only applies to J-1 visa applicants under the Trainee and Intern categories, not City of Hope’s J-1 Research Scholar or Short-Term Scholar visa applicants.
• Student and Exchange Visitor Information System (SEVIS) record fee. Upon receiving a new DS-2019, the J-1 applicant must pay the SEVIS record fee before proceeding with the visa application.
• Visa application (DS-160). Please check the U.S. embassy or consulate website for details on how to apply for a J-1 visa. City of Hope is unable to assist with the DS-160 processing.
• Visa interview. Scheduling for appointments varies, depending on the U.S. embassy or consulate location. Check wait times online. Applicants may be subject to additional administrative processing after the interview and before the visa can be issued. Typically, this takes three to six weeks, but in rare cases, it might take longer than three months. Unfortunately, there is no expedited option.
• Traveling to the U.S. J-1 visa holders may travel to the U.S. as soon as 30 days before the DS-2019 start date. City of Hope strongly encourages arrival at least two weeks before the start date for onboarding or clearance processing. They must complete the registration process and begin the academic program no later than 30 days after the DS-2019 start date. Please inform City of Hope’s International Students and Scholars Office of your arrival plan.
• Form I-94 record retrieval. Form I-94 admission number or record is an important document that serves as evidence of legal and valid immigration status in the U.S. Upon arrival to the U.S., J-1 visa holders should retrieve the Form I-94, review for accuracy and keep it on file for the program duration.
• Validation. Complete the J-1 validation process. See below.

For Applicants Transferring Within the U.S.

J-1 Research Scholar or Short-Term Scholar visa holders under the sponsorship of another institution with a valid Form DS-2019 and have not obtained a waiver of the two-year home residency requirement can request a transfer of their current J-1 records to City of Hope without leaving the U.S. Allow at least four weeks for processing. J-1 visa holders planning to travel overseas during the transfer process should inform City of Hope as soon as possible.

• Start and end dates. ISSO coordinates with the J-1 visa holder to identify the last day at the current sponsor and the start date at City of Hope.
• Student and Exchange Visitor Information System (SEVIS) record transfer processing. After City of Hope confirms the effective transfer date (usually the same as City of Hope start date) and provides our J-1 program number, the J-1 visa holder should ask the current sponsor to initiate the SEVIS record transfer/release. City of Hope recommends requesting the transfer as early as four weeks before the effective transfer date. City of Hope doesn’t require a transfer-in form, but applicants needing assistance with transfer-out forms can contact us at international@coh.org.
• Medical Insurance. J-1 and J-2 holders must maintain active medical insurance coverage, meeting their visa requirements during the transition and relocation. See the Medical Insurance Requirements below. City of Hope’s medical insurance coverage will not begin until the first day of appointment.
• Validation. Complete the J-1 validation (see below).
• Form DS-2019. After City of Hope gains access to the SEVIS record, it issues the new DS-2019 via email on the same day. City of Hope cannot issue the new DS-2019 until it can access the SEVIS record on the effective transfer date.

For Applicants Changing Status Within the U.S.

If in the U.S. with another nonimmigrant status, allow three to six months for a change of status. City of Hope cannot assist with the change of status; please consult the USCIS website or an immigration attorney. See the requirements and processes below.

• Form DS-2019. Upon receiving the DS-2019 via email from City of Hope, those with another visa type can apply for a change of status without leaving the U.S.
• Form I-539. To change your status to a J-1 visa, submit Form I-539 application to extend or change your nonimmigrant status. To expedite processing, submit Form I-907 request for premium processing.
• Validation. After the change of status is approved, complete the J-1 validation process.

J-1 Validation

Before the DS-2019 start date, City of Hope emails new J-1 visa holders about the validation process. All J-1 holders must review the Scholar Orientation and complete the quiz as part of the J-1 validation process. Other required documents include Form I-94, J-1 visa stamp page, Form DS-2019, Scholar Orientation Quiz confirmation page and personal and emergency contact information. Global Scholars and other visiting scholars must also submit proof of valid medical insurance for themselves and J-2 dependents. See the medical insurance requirements below.

Upon receipt of the completed validation documents and questionnaire, ISSO will review and validate the J-1 record in SEVIS, which may take up to five business days. This process may be done upon arrival in the U.S. and no later than 30 days after the DS-2019 start date. Only the J-1 principals need to be validated. Once they complete the validation process, the J-1 and J-2 records will become active. This concludes the J-1 visa process.

Medical Insurance Requirements

Both J-1 principal and J-2 dependents are required to have medical insurance coverage with the following minimum benefits for the entire program participation period:

• Medical benefits of at least $100,000 per accident or illness
• Repatriation of remains for $25,000
• Expenses associated with the medical evacuation of the exchange visitor to their home country for $50,000
• A deductible not to exceed $500 per accident or illness

Postdoctoral fellows on a J-1 visa will automatically receive medical insurance coverage on the first day of their postdoctoral fellows appointment. City of Hope's medical insurance plan meets the minimum visa requirements. Please enroll your J-2 dependents on your plan, as the coverage is not automatic for dependents. For more information and assistance, see Gallagher Benefit Services or contact their representatives at UniversityServices.GBS.cohbp@ajg.com.

Because the medical coverage for postdoctoral fellows becomes effective on the first day of the City of Hope appointment for health and safety, we strongly recommend that newly arrived postdoctoral fellows and families obtain additional short-term medical insurance coverage during the travel and pre-appointment period.

Global scholars and other visiting scholars on J-1 visas and their J-2 dependents must enroll in the Global Scholar Program Medical Coverage Plan. Individuals with other medical coverage may opt out of the Global Scholar Program Medical Coverage Plan by submitting a waiver request and receiving approval from Gallagher Benefits Services. For health and safety, we ask that the coverage start upon arrival in the U.S. and end upon departure from the U.S. We highly recommend obtaining medical insurance in advance to ensure coverage during your trip.

Two-Year Home Residency Physical Presence Requirement

This requirement is also called the 212(e) or Two-Year Rule. This rule requires J-1 and J-2 visa holders to reside and be physically present in the country of the last legal permanent residency listed on the DS-2019 for an aggregated two years after the J-1 program ends. As a general practice, ISSO will list the country of citizenship as the country of last legal permanent residency on the DS-2019 unless J-1 applicants request and present documentation otherwise. J-1 applicants wishing to list another country as the country of last legal permanent residency must provide proof of legal permanent residency to ISSO during DS-2019 creation. Note that staying in another country on a temporary visa status (such as study or work) is not considered a legal permanent residency status for this purpose.

Only some J-1 visa holders are subject to this requirement. J-1 visa holders become subject to the two-year home-country physical presence requirement for one of the following reasons:

• Government-funded exchange program
• Graduate medical education or training
• Specialized knowledge or skill (based on the country of last legal permanent residency)

J-1 holders subject to the two-year home residency physical presence requirement cannot change to another immigration status (such as an H-1B visa and a green card) until the home residency physical presence is fulfilled or waived. Staying outside the U.S. but in another country, not the country of last legal permanent residency listed on the DS-2019 for two years, will not fulfill this requirement.

J-2 dependents automatically become subject to this requirement if the J-1 principal is subject to it. J-2 dependents will be waived of this requirement if the J-1 principal receives a waiver, but J-2 dependents may not pursue a waiver on their own. However, J-2 dependents can fulfill the requirement on their own. See the U.S. Department of State website to learn more about waivers.

24-Month No-Repeat Participation (Also Known as J Research Scholar Bar)

All J-1 holders in the Research Scholar category and their J-2 dependents are subject to this bar, regardless of citizenship. This bar is also known as the 24-month Research Scholar bar on repeat participation. It is triggered when the J-1 Research Scholar program ends (max-out time or leaves early). This bar is not a home residency physical presence requirement. To fulfill this bar, J-1 and J-2 holders are not required to leave the U.S. or return to their last country of legal permanent residency. For example, they may be eligible for an F-1 student visa if they pursue an academic program in the U.S. Under this bar, the only visa they may not obtain for two years is a J-1 visa in either the Research Scholar or Professor category. There is no waiver available for this bar.

J-2 Dependents

Spouses or unmarried children under 21 are eligible for a J-2 dependent visa. J-2 dependents will receive their Form DS-2019 for their visa process. They may apply for a visa together with the J-1 principal or subsequently. J-2 dependents may travel to the U.S. at the same time as the J-1 principal or later and may stay in the U.S. for the same period as a J-1 principal. They may also work or study in the U.S.

The primary purpose of a J-2 dependent visa is to accompany the J-1 principal to the U.S. Individuals seeking full-time employment in the U.S. may want to consider getting their own J-1 visa sponsorship instead of using a dependent visa before arriving in the U.S. Switching from J-2 to J-1 or another visa can be complicated and time-consuming.

J-2 Employment Authorization

Once in the U.S., J-2 holders will be eligible for an unrestricted employment authorization document (EAD). However, incomes from J-2 employment must not be used to support the J-1 holder. J-2 holders may apply for EAD by completing the Form I-765 and submitting it to the U.S. Citizenship and Immigration Services. Processing time may take several months, so it is important to apply ahead of time. Please note that ISSO is unable to assist with the EAD application. We recommend carefully reviewing information on the USCIS website or consulting an immigration attorney for complex situations.

Typically, the validity of the EAD will match the DS-2019 end date. However, USCIS, at its discretion, may approve it for a shorter period. If needed, J-2 holders may apply for an EAD extension with USCIS as early as 180 days before the expiration date. Unfortunately, there is no automatic extension or a grace period for J-2 EAD. The EAD extension process may take several months, and expedited processing is currently unavailable for this type of application. Therefore, we strongly advise J-2 EAD holders to apply for an EAD extension as soon as they become eligible.