Planning Ahead for the Visa Process
One of the most important things a visiting scholar can do to ensure that s/he will be able to arrive in time for the start of their research program in the United States is to plan well in advance. You may begin the visa request process up to 90 days before your program start date to request and receive the visa-qualifying document, DS-2019 Form. This form will be sent to you by your program supervisor at WesternU well in advance of your planned departure to the United States. You will also need to make an appointment for your visa interview with your homeland U.S. Embassy or Consulate. Please consult the U.S. Embassy or Consulate nearest you at http://usembassy.state.gov/ to find out how long it may take to get an appointment.
Delays & Security Clearance
Be aware, if you are in a research field that may be considered of US national security interest, you may face serious delays receiving a visa while a background check is being conducted. It is impossible to predict how long a background check might take (one week to 6 months), and it is not possible for any agency to intervene to expedite the background check.
Scholars should always get the decision from the Consular officer in writing. The consula section is required by law to give the decision in writing. While we understand that this is a stressful time, it is important that prospective scholars remember to request the decision in writing. The reason for this is that we will not be able to tell if someone has a delay or denial without looking at the wording on the written decision. Delays are much more common than denials, though both are possible.
Host Department Request Form (DRF)
To initate the invitation process, the host department will complete their section of the The Department Request Form (DRF) a request for issuance of a DS-2019 Form (the Certificate of Eligibility issued through SEVIS). The department will forward the DRF to the prospective scholar for review and to complete the scholar's section. The scholar will sign, date and return the DRF with required documentation to the host college. The completed DRF, including required documentation (see J-1 Application Documentation below) will be forwarded to the J-1 Responsible Officer (RO) at WesternU. The J-1 RO will enter the information on the DRF into SEVIS to prepare the DS-2019 Form that is required by the home country consultate for a J-1 visa application.
Two copies of all listed documentation are required. Unless otherwise stated, you should provide the original document and a photocopy. For items that are already a "copy", please provide "two" copies - the original document is not required.
- A copy of your passport identification page - only the pages(s) with your photo, biographical information, and the passpost issuance and expiration dates are required.
- Your Current CV
- Evidence of Financial Support
If you will be paid by your academic department here at WesternU, you do not need to submit any additional evidence of "financial" support. If you will receive funding from another source, you must submit documentation (in English) showing that you will be supported financially while at WesternU, either by a scholarship, home country employer, personal funds, or other funding source.
If the funding comes from an individual other than yourself, that person must also complete the Certification of Financial Responsibility which you will receive attached to your Department Request for DS-2019 Form.
J-1 Application Documentation
The J-1 RO/ARO at WesternU will require the completed documentation listed below before issuance of a Form DS-2019:
- A completed College/Department Request for J-1 Visa/DS-2019 application form
- Description of Exchange Visitor's Program Objective
- Copy of Exchange Visitor's passport photo page and accompanying dependents
- Sufficient Financial Documentation
- Copy of all diplomas earned by the Exchange Visitor
- Copy of the Exchange Visitor's current CV/resume
- An Invitation/Employment Offer Letter approved and signed by the inviting College dean.*
- Copies of immigration documents - if the Exchange Visitor is already in the U.S.
The Letter of Invitation from the College dean will assist the scholar in obtaining the J-1 visa at U.S. Consulate or Embassy, therefore, it should describe the dates, academic field, proposed activities, and source of financial support for the exchange visitor.
It is important to provide all information requested. Missing information will cause unnecessary delays. The visiting scholar and the host department must comply with the US Department of State regulations. Plans to invite an individual in the J-1 visa category must begin early as it may take anywhere from one to four months for the entire Exchange Visitor process.
If the scholar has participated in a J-1 Program within the past twenty-four months may not be eligible for a DS-2019 Form. The J-1 RO/ARO must review all historical DS-2019 forms before determining eligibility for a new program.
Questions about the invitation process should be directed to Jeannette Fitzpatrick, J-1 RO, firstname.lastname@example.org or 909-469-5642 or you may contact Sasha Bates, J-1 ARO email@example.com 909-706-3751.
What is SEVIS?
SEVIS (the Student/Scholar Exchange Visitor Information System) is used to process visa documents, report changes, request benefits, add dependent, make transfers, and facilitate many other visa related tasks. The J-1 RO/ARO is the designated individual at WesternU to use SEVIS, a web-based information system operated by US Immigration and Customs Enforcement (USICE) is an agency under the Department of Homeland Security. Upon receipt of the visiting scholar's completed/signed documentation, the J-1 RO/ARO will enter the scholar's information into the SEVIS program to initiate the DS-2019 Form Certificate of Eligibility for Exchange Visitor (J-1) status required for J-1 visa application process.
Upon receipt of the DS-2019 Form, the scholar will need to pay the SEVIS Fee ($180). See instructions "how to pay" the SEVIS fee below.
SEVIS I-901 Fee $180 (how to pay)
Upon receipt of your visa-qualifying document, the DS-2019 Form from the J-1 RO at WesternU, you will need to pay the SEVIS fee of $180 which can be paid online at https://www.fmjfee.com/i901fee/ The fee must be paid prior to submission of visa application. All new J-1 International Scholars applying for a J-1 visa or requesting a change of status to J-1 are required to pay a SEVIS fee. The sponsoring Department may pay the fee for the International Scholar, but is not required to do so.
The SEVIS I-901 fee is mandated by Congress to support the program office and the automated system that keeps track of students and International Scholars and ensures that they maintain their status while in the United States. Each student or International Scholar issued an initial Form I-20 or DS-2019 on after September 1, 2004 is responsible for paying this fee to SEVP.
NOTE: The International Scholar and any Dependents (J-2s) must possess their own separate SEVIS documents, however, only the J-1 must pay the SEVIS 1-901 fee. A receipt of payment of the fee must be included with the application of the J visa stamps.
After you pay the SEVIS fee, you will need to go to the US Embassy or Consulate that has jurisdiction with respect to your place of residence. When you apply for the entry visa you will need the following items:
- Form DS-2019 Proof of SEVIS (I-901) fee payment (and a DS-2019 for each dependent that will be joining you now)
- Financial Documentation Letter of Invitation from Western University
- Form DS-156 (Nonimmigrant Visa Application) available at http://travel.state.gov/visa/frvi/forms/forms_1342.html
- Your marriage certificate and birth certificates for dependents (spouse and any children) that plan to come with you to the U.S.
Online Nonimmigrant Visa Application Fee $160 (new visa fee effective 4/13/2012)
To assist you in expediting the visa application process, you may complete the online application at https://ceac.state.vov/gennniv
Consular Processing (Applicant is outside the U.S.)
Please contact the U.S. Embassy/Consulate http://www.usembassy.gov/ where you will be getting the visa and find out what documentation is required at the time of application and how far in advance you must make an appointment.
Visa wait time:
U.S. Department of State, Bureau of Consular Affairs
As a visa applicant, the DOS, Bureau of Consular Affairs will expect you to:
- Plan your travel and visa application as far in advance as possible.
- Complete your application fully and accurately.
- Be forthcoming about your purpose and plans.
- Prepare for your interview by being able to clearly and concisely describe your intentions.
For detailed information, please visit this website at: http://travel.state.gov/visa/visa_1750.html