Welcome to the University of Wisconsin–Madison! We are happy you arrived. We hope your time in Madison is productive, rewarding and enjoyable.
At International Faculty and Staff Services (IFSS), we are happy to provide assistance to you during your program. Your host department will also serve as a valuable resource during your stay. Please review the below information to ensure your program is started smoothly–there are a few items you will need to complete to be compliant with your J-1 status. You can use this checklist to help you get started.
Check-in Process and Documentation
When you arrive in Madison, please virtually check-in with our office through Terra Dotta. Please review the instructions on how to check-in.
You will need to submit the following documents as part of the check-in process:
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I-94 Arrival Record
The I-94 arrival record shows when you last entered the U.S., which status you entered the U.S. in, and how long you may stay in the U.S. in that status.
It is needed for your I-9, Social Security Number, driver’s license, and requests from IFSS.
To access this record, visit CBP’s website. Your electronic I-94 record should be printed immediately after arrival.
Please check your I-94 after each entry into the United States to confirm you entered in the correct status and the correct admit until date is listed. The status will be listed under “Class of Admission”. Class of admission should list “J-1”. The admit until date should read “D/S”. D/S means duration of status. This means you may remain in the U.S as long as you properly maintain your J-1 status.
If you see a mistake on your I-94, please contact IFSS immediately.
Visa Page/Stamp
Visa stamps are obtained at a U.S. embassy or consulate abroad. Visas cannot be obtained within the United States because it is an “entry” document only.
Although your visa stamp has an expiration date (right circle), it does not determine how long you can remain in the U.S. Once in the U.S, you can remain in the U.S. until the end date on your DS-2019.
Your visa will also list the number of times you can leave and re-enter the U.S. on that visa stamp. If you visa lists “M” under entries, that means you can enter the U.S multiple times before the expiration date of the visa stamp.
The DS-2019 start and end dates may not be the same as the issue and expiration date on the visa stamp. They do not have to be the same dates.
Consular signed DS-2019
An exchange visitor’s DS-2019 will be marked by the consular officer during the visa interview. It is important our office receives the consular signed version of your DS-2019.
The DS-2019 represents your immigration status and allows you to legally work in the U.S. You can only work at UW-Madison during the dates listed on your DS-2019. You cannot work for any other employer while in the U.S. on your J-1 program.
It is important to keep a copy of all your DS-2019s. If your document is lost, stolen or damaged, please report to IFSS and we can generate a new DS-2019.
Health Insurance
All J-1 Scholars and their J-2 dependents are required to have UW-Madison approved health insurance coverage for the duration of their J-1 program. J-1 Scholars must purchase SHIP for themselves and any visa dependents or file a qualifying waiver. Failure to maintain compliance with the UW-Madison insurance requirement can jeopardize your J-1 program status. Program requests (such as extensions or travel signatures) may also be denied by the International Faculty Staff Services office until SHIP compliance is achieved.
Individual and private insurance plans (including Marketplace and travel plans) DO NOT qualify.
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Student Health Insurance Plan (SHIP)
All unpaid J-1 scholars and their J-2 are required to enroll in the SHIP insurance the duration of their J-1 program. Inquiries about the billing cycles, coverage of services, and other insurance information should be directed to the SHIP office at shipmail@uhs.wisc.edu. The SHIP Office currently has limited in-person access due to building renovations. Please contact them via email for assistance or to set up an appointment.
You must register yourself and any J-2 dependents within 31 days of either the DS-2019 start date or entry date (whichever is later). If you miss this deadline, there is a $100 administrative fee.
Employer Sponsored Health Insurance (State Group Health (SGH))
Scholars who have a paid appointment from UW–Madison may qualify for employer sponsored health insurance. Please contact your department administrator or HR representative for information on how to sign up for employee benefits.
Please file a waiver with the SHIP office if you sign up for employee sponsored health insurance.
If your J-2 dependents are arriving in the U.S. after you, please refer to this chart to learn about when you should enroll your J-2 dependents in state group health coverage. If you have questions regarding this, reach out to benefits@ohr.wisc.edu
Mandatory J-1 Orientation
All J-1 scholars are required to join one of our orientations. Orientations are currently hosted every Tuesday at 10 am over Zoom.
Scholars will receive a link to the orientation once they have completed the IFSS check-in process.
If you are not able to attend orientation due to a teaching conflict, please email our office to schedule an alternate time.
For helpful information to refer to throughout your time here at UW–Madison, please view our During your Program page.