Information for the Exchange Visitor

You must notify our office that there will be a delay in your arrival. Please email Helen Robson with updated travel plans. If your arrival will be delayed by more than 15 days, a new DS-2019 will be issued.

Exchanges Visitors (EV) must check in with International Student and Scholar Services (ISSS). You must have health insurance and complete an Insurance Compliance Form. (See "What are my responsibilities as an Exchange Visitor" below for information on Health Insurance.) In addition, you must bring the following:

• Manhattan residential address. A departmental address is not acceptable;
• DS-2019;
• Passport;
• Print out of the I-94. You can retrieve your I-94 at https://i94.cbp.dhs.gov/I94/#/home. If you are unable to do this prior to checking in with ISSS, our staff will assist you.

• Report address changes to International Student and Scholar Services (ISSS). U.S. federal regulations require that all J-1 scholars report a change of address within 10 days. To comply, you must notify ISSS in writing via email. ISSS will provide this information electronically to USCIS through SEVIS.
• Report departure date and reason for departure to ISSS. There are times when a scholar will leave the university prior to the Program End Date listed on the DS-2019. The scholar must notify the ISSS of the date of departure and the reason for ending their program at Kansas State University. J-1 Professors or Research Scholars will be unable to re-enter the U.S. as a J-1 Professor or Scholar for 24 months after the completion of their program at Kansas State University. If the scholar is not maintaining a continuous and collaborative relationship with Kansas State University and is not transferring to another J-1 program, the 24-month bar to re-enter the U.S. in the J-1 Professor or Research Scholar category will be triggered. Therefore, it is very important for the scholars to keep ISSS informed of future plans and intentions.
• Report the early departure of dependents. If your dependents depart the U.S. before the end date on the DS-2019 and do not plan to return, their departure must be reported to ISSS.
• Report changes in Program to ISSS. Scholars must notify ISSS whenever there is a change in their program. These changes include new locations, new funding sources, new laboratory or department.
• Abide by employment regulations. J-1 scholars and professors may conduct research or teach only at Kansas State University unless specifically authorized in advance and in writing by ISSS to give a lecture or consult at another institution. Therefore, scholars must contact ISSS if invited to speak or consult at another institution. Interns may only participate in the activity described on the DS-2019 in the department listed on the DS-2019.
• Maintain adequate health insurance. J-1 scholars must maintain adequate health insurance for themselves as well as their dependents throughout their entire stay in the U.S. Failure to do so renders the scholars and their dependents "out of status" and the scholars may be removed from the J-1 program. Minimum insurance requirements are show in the table below. Please note that the requirements will change as of May 15, 2015.

• Obtain travel signature prior to traveling outside of the U.S. Scholars and their dependents must obtain the signature on their DS-2019 from a Responsible/Alternate Officer at ISSS prior to traveling outside the U.S.
• Apply for a program extension prior to the DS-2019 expiration date Extensions are granted if the scholar is eligible for the additional time requested and the funding is adequate. Research Scholars and Professors are limited to 5 years; Short Term Scholars are limited to 6 months; and Student Interns are limited to 12 months.
• Receive transfer authorization prior to leaving. Scholars must notify ISSS of plans to transfer in advance. In order to process the transfer, the scholar must complete and submit the J Transfer Out form. It is recommended that this be submitted at least two weeks prior to the date of transfer.
• Depart the U.S. within the 30-day grace period. All Exchange Visitors and all their dependents must depart the U.S. within 30 days of the Program End Date listed on the DS-2019 or the date the program is completed if prior to the end date listed on the DS-2019.

If you need to purchase health insurance…

A list of insurance providers can be found here.

If you will receive health insurance through Kansas State University…

The only insurance plan offered through Kansas State University that meets the minimum requirements of the Department of State is plan J.

The insurance provided by Kansas State University does not include Evacuation [1] and Repatriation [2], which is required by the U.S. Department of State. Therefore, you must purchase this coverage separately. Click here for a list of insurance providers that offer Medical Evacuation and Repatriation as a stand-alone policy.

[1] The medical evacuation coverage provides benefits for transportation in the event the insured suffers a medical emergency and adequate medical facilities are not available nearby. It’s important to understand that this coverage is not medical coverage. Instead, it is coverage for medically necessary transportation.

[2] Repatriation coverage means that the insurance company arranges for and handles the transportation necessary to return a covered person’s body to his or her home in the event of death.

As a benefits-eligible employee of K-State, you will have the option to obtain health insurance through the State Employee Health (SEHP). The only insurance plan offered through K-State that meets the Department of State’s minimum medical benefits is Plan J.

Your insurance with the State Employee Health Plan will not begin until your first day of employment. Since there may be a gap between the start date on the DS-2019 and your actual first day of employment, you may need to purchase medical insurance to bridge the gap.

In addition the insurance provided by Kansas State University does not include Evacuation and Repatriation, which is required by the U.S. Department of State. Therefore, you must purchase this coverage separately.

The medical evacuation coverage provides benefits for transportation in the event the insured suffers a medical emergency and adequate medical facilities are not available nearby. It’s important to understand that this coverage is not medical coverage. Instead, it is coverage for medically necessary transportation. Repatriation coverage means that the insurance company arranges for and handles the transportation necessary to return a covered person’s body to his or her home in the event of death.

Below is a listing of additional insurance providers that have plans for J-1 Scholars/Professors.

ACSA-Travelsolutions
BETiNS
International Medical Group
International Student Insurance

These companies offer a separate plan for just Repatriation and Medical Evacuation.

You are eligible to apply for a Social Security Number (SSN) only if you will be employed by K-State. If you will not be paid by K-State, then you cannot apply for an SSN. Dependents can only apply for a SSN if they have been approved for work authorization. (See dependents page for more information on applying for work authorization.)

J-1 Exchange Visitors must check in with International Student and Scholar Services AND be in the U.S. for 10 calendar days before applying for a Social Security number. Please take the following documents.

1. A letter from your employing department that states you will be employed at K-State. The letter must specify your start date.
2. Your passport
3. Your I-94. You can print this out at https://i94.cbp.dhs.gov/I94/#/home.
4. Your DS-2019

Only the spouse and unmarried minor children (under 21 years of age) of the exchange visitor are eligible for J-2 status. If you are already in the U.S. and would like to request a DS-2019 for a dependent, you must submit to the ISSS a Request for J-1 Services and a Request for a Dependent DS-2019. Please be aware that you will need to demonstrate that you have the funding to support additional dependents.

Please see our page, Information for Dependents.

If you will return to the U.S. within the program period on the DS-2019 and will continue your work at K-State, you (and your dependents, if applicable) must obtain a travel signature on the DS-2019s from a staff member at ISSS prior to traveling outside the U.S. Please bring your document in at least 2 weeks prior to traveling.

Visit our web page, Driver's License in Kansas

U.S. federal regulations require that all J-1 scholars report a change of address within 10 days. To comply, you must notify ISSS in writing and then ISSS will provide this information electronically to USCIS through SEVIS. To notify ISSS, email Helen Robson at arobson@ksu.edu.

For more information on how to file U.S. income taxes, go to our web page, Income Taxes

To request a transfer, you should submit our J-1 Transfer-Out Request Form . On your transfer release date, your SEVIS database record will be moved from Kansas State University sponsorship to your new institution. After that, your new school will be able to prepare an updated, "transfer" DS-2019 reflecting your new sponsorship. Once your SEVIS record has been transferred, you will no longer be affiliated with our institution from an immigration perspective, so you should no longer work here unless given authorization from your new sponsor.