Information for Departments
WHAT IS A J-1 RESEARCH SCHOLAR?
This category is for a foreign national who enters the United States for the primary purpose of conducting research, observing or consulting with faculty at Kansas State University. A research scholar may also teach or lecture although research must be the primary activity. The scholar must either be pursuing an advanced degree at an institution outside the U.S. or have earned an advanced degree. Those who are in a bachelor's degree program cannot participate in the J program as a research scholar. (However, it may be possible to bring that person as a Student Intern. See below for criteria.)
The Research Scholar's appointment to a position shall be temporary and the visitor may not be in a tenure-track position.
A Research Scholar can be granted J status for a maximum of 5 years.
This category is subject to the 24-month bar.
WHAT IS A J-1 PROFESSOR?
The Professor category is for a foreign national who enters the United State for the primary purpose of teaching or lecturing.
The Professor's appointment to a position shall be temporary and the visitor may not be in a tenure-track position.
A Professor can be granted J status for a maximum of 5 years.
This category is subject to the 24-month bar.
WHAT IS A SHORT TERM SCHOLAR?
This category is similar to the Professor or Research Scholar. However, the maximum duration is 6 months with no possibility of extension. Short-term Scholars are not subject to the 24-month bar.
WHAT IS A STUDENT INTERN?
The J-1 Student Intern Program is a "structured and guided work-based learning program that reinforces a student's academic study, recognizes the needs for work-based experience, provides on-the-job exposure to American techniques, methodologies, and expertise, and enhances the Intern's knowledge of American culture and society." Note that the regulations and procedures for the Intern category are quite different than those for other categories of the J-1 Visitor, such as Student, Research Scholar, Professor, or Short-term Scholar. If all the criteria for participation are met, International Student and Scholar Services (ISSS) can issue the DS-2019 immigration document for the student intern to obtain a J-1visa under this subcategory. Students who are in Master’s or PhD programs should apply for the J-1 Research Scholar category.
What are the criteria for a college student intern?
- The student intern is a foreign national enrolled in and pursuing a degree at an accredited post-secondary academic institution outside the U.S.
- The student intern has verifiable English language skills to function in the internship environment.
- The student intern must be engaged full-time (32 hours/week) in the internship at K-State which will lead to fulfulling the educational objectives for student's current degree program at his/her home institution.
- The student intern is maintaining satisfactory advancement toward completion of his/her internship program.
- The student intern is primarily in the U.S. to engage in the intern program rather than to engage in employment or provide services to K-State.
- The student intern must be in good academic standing with his/her post-secondary institution overseas where s/he is enrolled and pursuing a degree.
- The student intern has adequate finances to support himself/herself and dependents for their duration of stay in the U.S.
- The internship cannot duplicate the student intern's prior experience.
- The student intern must have sufficient health insurance coverage for the entire duration of their internship program.
- The student intern may participate in an internship program for up to 12 months for each degree/major. Extensions beyond 12 months are not possible.
- The student intern will return to his/her academic program and obtain a degree from their overseas academic institution after completion of the student intern program.
HOW DO I INVITE A RESEARCH SCHOLAR; SHORT TERM SCHOLAR; PROFESSOR; OR STUDENT INTERN?
You must complete and submit a “Request for a DS-2019.” This form must be signed by the sponsoring faculty, the department chair, the Dean and the Provost. It is best to allow 2 to 3 months from the time the Request form is initiated to the requested start date. Additional required information includes the following.
- The invitation letter (if scholar is externally supported) or offer letter (if supported by K-State). The offer letter must clearly state the terms and conditions of employment, which includes job duties, the number of hours the Exchange Visitor will be expected to work, and the waged and compensation. Click here for a Sample Invitation Letter. The original invitation or offer letter must be sent directly to the Exchange Visitor. A copy of the letter should be attached to the Request for the DS-2019;
- Verification of funding. Verification of funding includes one or more of the following. (Please note that the exchange visitor will need to demonstrate that he or she will have $1,700 for each month of his/her program. If dependents will be joining the J-1, then he/she will need an additional $750 per month for each dependent.
- If the department is offering a salary, then the offer letter will serve as verification of this funding.
- If Exchange Visitor is being funded by another source, e.g. their home university, then you must submit a letter from the source indicating the amount of the funding and the dates the funding will be available. The letter must be in English or translated into English but the currency need not be converted.
- If the K-State or other source of funding does not total the minimum amount needed (see above) then the Exchange Visitor will need to demonstrate that he or she has personal funds available. Acceptable documentation includes the following: Bank statements from checking, savings, stock holdings, and/or certificates of deposit; or a letter from the bank on bank letterhead stating the date the account was opened, the average balance, and the current balance.
- Affidavit of Support if scholar or intern is being supported by a family member.
Student Interns need the same as above plus the following which must be submitted with the "Request for the DS-2019".
- T/IPP form – The Department must complete appropriate section of the T/IPP. Please read these directions.
- Sponsoring faculty completes sections 2 and 4. Then scans and emails form to student.
- Student completes section 1 and signs as Intern in section 3. S/He then scans and emails form back to sponsoring faculty.
- Sponsoring faculty prints form and signs as Supervisor in Section 3. Note: Please be sure to sign as the "supervisor" NOT the "sponsor". On this form "Sponsor" refers to Kansas State University as the program sponsor. This portion will be signed by an advisor at ISSS.
- Original form should be attached to the Request for the DS-2019.
- Certification of Academic Status – This is completed by the student’s home institution.
Once all the documentation is received by ISSS, the DS-2019 will be issued. It will then be sent back to the department to be forwarded to the EV or it will be sent directly to the EV. For Student Interns the original T/IPP form will be included as well. Scanned copies of the DS-2019 CANNOT be emailed. The EV must have original documents.
After the EV receives the document, he/she will pay the SEVIS fee (see fmjfee.com) and make the visa appointment.
HOW MUCH FUNDING IS NEEDED?
The Exchange Visitor (EV) must have at least $1,700 for each month of stay. In order to invite dependents, the EV must have an additional $750 per month for each dependent.
WHAT SERVES AS VERIFICATION OF FUNDING?
- If the department is offering a salary, then the offer letter will serve as verification of funding.
- If Scholar/Professor is being funded by another source, e.g. their home university or government, then a letter from the source indicating the amount of the funding and the dates the funding will be available must be submitted. The letter must be in English or translated into English but the currency need not be converted.
- If the K-State or other source of funding does not total the minimum amount needed (see above) then the scholar will need to demonstrate that s/he has personal funds available to support himself/herself and any accompanying dependents for the period of stay. Acceptable documentation includes the following: Bank statements from checking, savings, stock holdings, and/or certificates of deposit or a letter from the bank on bank letterhead stating the current balance. Documentation must be either written in English or translated into English. Include the original documentation as well as the English translation. Please do not convert the currency. It will be done at the time the DS-2019 is issued.
- Affidavit of Support if scholar or intern is supported by another individual (e.g. family member or friend).
WHAT ARE THE RESPONSIBILITIES OF THE SPONSORING FACULTY?
The sponsoring department is responsible for providing:
- Cultural and professional exchange opportunities for the exchange visitor as required by 22 CFR 62.8 (d).
The Exchange Visitor Program brings true global value to American public diplomacy. People-to-people programs provide unlimited opportunity for exchange visitors and Americans to engage with each other, to break down prejudices and misunderstandings, and in the long-term expand and strengthen the relationships between Americans and the rest of the world. In accordance with the Fulbright-Hays Act of 1961, these cultural, educational and professional exchanges are intended to build mutual understanding.
The cross-cultural component of the exchange visitor program gives participants the opportunity to learn about U.S. society and culture outside of their placement; to share their own culture, traditions and views with Americans; to help see the world from another perspective; to be more tolerant and respectful of differences; and to appreciate similarities that bring people together.
ISSS is asking departments who sponsor exchange visitors to incorporate at least one cross cultural program into the visitor's stay. This might include attendance at a relevant conference, a round table discussion with fellow colleagues and/or students, inclusion in a holiday celebration, or a departmental social event. Remember, the goal is to introduce them to American culture and help them gain a better understanding of U.S. society.
In addition, we encourage hosting departments to help their exchange visitors to find opportunities to share their own culture and expertise with Americans. This might include inviting a scholar to speak in your classroom or assisting them in offering a lecture to the wider University or local community on an area related to their own culture and society.
The staff in ISSS is ready to assist with questions you or your scholar may have about this requirement. Your assistance in helping us to maintain compliance with this important regulation is appreciated.
- Campus privileges (such as use of the library, computing, parking, etc). These benefits can be extended to exchange visitors who will not be paid by K-State by offering them a courtesy or affiliate faculty appointment. Go to HCS Contracts for the Visiting Scholar Appointment form (Use the Adjunct Appointment template). Courtesy and affiliate appointments for visiting scholars should follow the same processes as domestic appointees.
- Assist the scholar with locating housing.
- Ensure that the exchange visitor checks in with ISSS upon arrival. (See section below, "What must the Exchange Visitor do upon arrival?")
- If your visitor is a Student Intern you are required to submit an evaluation of the student prior to the completion of the intern program.
WHAT MUST THE EXCHANGE VISITOR DO UPON ARRIVAL?
Exchanges Visitors (EV) must check in with the ISSS Office. S/He must have health insurance and must complete the Insurance Compliance Form. In addition, the EV must bring the following to check in:
- Manhattan residential address. Departmental addresses are not acceptable.
- Print out of the I-94. To do this, go to https://i94.cbp.dhs.gov/I94/#/home. If EV is unable to do this prior to checking in with ISSS, the staff will assist EV in getting the I-94.
WHAT DO WE DO IF THE EXCHANGE VISITOR IS IN THE U.S. IN J STATUS AT ANOTHER INSTITUTION? WHAT IS THE PROCEDURE TO TRANSFER THE J RECORD IN?
An Exchange Visitor may only transfer if his/her objective is the same. In other words, the research or classes being taught must be very similar.
The procedure is the same as inviting any Research Scholar/Professor. In addition to the Request for a DS-2019 and funding verification, a Transfer In form must be submitted. This form must be completed by the Exchange Visitor and by the international scholar advisor at his/her current school.
IMPORTANT: Be aware that there cannot be a break between the end date at the current school and the begin date at K-State. For example, if the end date at the current school is 6/30, the begin date at K-State must be 7/1. The Exchange Visitor must report to our office no later than 14 days from the begin date at Kansas State University.
HOW DO WE GET AN ID CARD AND/OR EID FOR OUR EXCHANGE VISITOR?
For the ID, the Exchange visitor must bring the following to the ID Center in the Student Union
- the DS-2019
- a letter from the department that indicates the exchange visitor is a "visiting scholar".
For the eID, a special access form must be completed by a personnel officer. This form can be found at https://www.k-state.edu/its/forms/. This form will take 2 to 3 days to process.