Overview

WHAT IS THE J-1 SCHOLAR STATUS?

The J-1 status is a non-immigrant status that allows academic institutions to bring international scholars to the U.S. to participate in research, teaching and study in support of the objectives of public diplomacy and mutual educational and cultural exchange.

UW–Madison is approved by the U.S. Department of State (DOS) to serve as a J-1 sponsor for international scholars to participate in research, teaching and degree programs at UW–Madison. The J-1 scholar categories at UW–Madison are Research Scholar, Professor, Short-term Scholar, and Specialist. All decisions relating the employee’s J-1 program must be made by the department including choosing the category, the dates of the program, and the duties. IFSS, in partnership with the host department, are required to “ensure that the activities in which exchange visitors are engaged are consistent with the category and activity listed on their Forms DS-2019.” 22 CFR § 62.10(d)(1)

WHO IS ELIGIBLE?

To be eligible for J-1 scholar status, you:

Must hold a completed undergraduate degree.
Must have enough money for all living expenses, including additional financial support for any accompanying family members either from UW–Madison or any other sources.
Must maintain health insurance for sicknesses or accidents when you are in J-1 status. Failure to maintain health insurance coverage will jeopardize your J-1 status. You must have University health insurance, purchase Student Health Insurance Program (SHIP) insurance or have insurance that has been pre-approved by the University.
Must be invited or hosted by a UW–Madison faculty or staff member.
Must collaborate with a UW faculty or staff member.
Work must benefit the UW.
Work must primarily be performed on campus and can have up to 40% remote work authorization.
Must be in a terminal teaching or research position (not tenure track or annually renewable).

WHO IS NOT ELIGIBLE?

The J-1 is not appropriate for:

Tenure track positions or permanent annually renewable appointments.
Anyone who intends to provide clinical care or work.
Independent work.
Performing work for a faculty member’s start up company other similar entity.
Individuals who have already filed a permanent residency petition with USCIS. Evidence of the pending or approved I-140 or I-130 required for the University to file an H-1B.

UW–Madison cannot sponsor employees of affiliated entities. An exception is made when the individual is an employee of the Howard Hughes Medical Institute (HHMI) working in a UW–Madison faculty HHMI Investigator’s laboratory.

GRACE PERIOD

J-1s may enter the U.S. up to 30-days before the start date of their J-1 program and may remain in the U.S. for up to 30-days after their J-1 program, if the I-94, arrival departure record given to them by Customs and Border Protection when they enter the U.S., is marked D/S for duration of status.

J-1s cannot work or “volunteer” to work during the grace period.

IFSS TIMELINE

New J-1

The department initiates the J-1 request with IFSS at least three (3) months before the scholar’s anticipated start date. The timeline includes the department and IFSS processing time as well as the visa stamping process at a U.S. consulate and any potential delays.

Extension

Departments initiate the J-1 extension request at least one (1) month before the scholar’s current DS-2019 expiration date.

Shorten

Departments initiate the J-1 shorten request at least two (2) weeks before the scholar’s resignation date, revised appointment end date or date the scholar is departing the U.S.

Transfer a J-1 Program to UW–Madison (Transfer In)

Departments initiate the J-1 transfer in request at least one (1) month before the scholar’s start date at UW–Madison. The start date at UW–Madison must be on or before the scholar’s current DS-2019 end date.

Transfer the UW–Madison Program to another J-1 Sponsor (Transfer Out)

The scholar initiates the J-1 transfer out request at least one (1) month before the scholar’s end date at UW–Madison.

12/24 MONTH BARS ON REPEAT PARTICIPATION

Please check the following chart if the prospective J-1 has been in a previous J-1 category and wishes to become a Research Scholar or Professor. The chart lists the restrictions that the J-1 would be subject to if they were in one of the categories and for the durations listed.

Previous Category	6 months of less	More than 6 months
J-1 Research Scholar & Professor	24 months	24 months
J-2 Dependent of Research Scholar/Professor	24 months	24 months
J-1 Short Term Scholar	No Bar	N/A
J-1 Student Non – Degree	No Bar	12 months
J-1 Student	No Bar	12 months
J-1 Specialist	No Bar	12 months
J-2 Dependent of all categories except Short Term	No Bar	12 months

STATE DEPARTMENT INCIDENT REPORTING

As a designated J-1 program sponsor, UW-Madison is required to notify the U.S. Department of State of any incidents that could endanger the health, safety, or welfare of an exchange visitor (J-1) or otherwise could be expected to bring the DOS, the Exchange Visitor Program, or the sponsor’s exchange visitor program
into notoriety or disrepute. If you are aware that a J-1 scholar in your department is facing serious health issues, legal problems, harassment at work or at home, or involvement with the police, please inform us as soon as you can.

Resources

GENERAL PROCESS

The J-1 non-immigrant process is completed in-house by IFSS. IFSS has been granted the authority by the DOS to create the DS-2019, the J-1 immigration document. This process is a 3-way partnership between IFSS, the hiring department, and the scholar.

The hiring department is encouraged to contact IFSS with any questions about the J-1 process and to discuss procedures.

IFSS uses Terra Dotta System (TDS) for all J-1 requests. If you do not have TDS access, please contact your Dean’s office. The Dean’s office will find a TDS user in your hiring department who can help you, or the Dean’s office will ask IFSS to grant you access if you meet the eligibility requirements.

All J-1s must meet UW–Madison’s financial requirements and English proficiency requirements.

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J-2 Spouse & Children

A J-1 scholar’s immediate family members (spouse and unmarried children under the age of 21) are eligible to enter and remain in the U.S. as J-2 dependents during the J-1 Exchange Visitor’s Program.

To request a DS-2019 for a family member who wishes to apply for a J-2 dependent visa, please initiate the request through Terra Dotta. You will need to upload a copy of the biographical page of each dependent’s passport, a marriage certificate if you will bring a J-2 spouse (with translation if not in English), a birth certificate for any J-2 children (with translation if not in English), and proof of financial support to cover your family’s living expenses and health insurance for the duration of your program.

J-2 dependent status is reliant upon your J-1 Exchange Visitor status. Therefore, you cannot exit the U.S. and leave your J-2 dependents in the U.S. for long periods of time. Once your J-1 program is complete or if your program is terminated, you and your dependents must exit the U.S. together.

J-2 dependents may apply for employment authorization through U.S. Citizenship & Immigration Services (USCIS) after arriving in the United States. The J-2 cannot apply for work permission until they are in the U.S. Visit this page for application procedures and fees.

Once work permission is approved, the J-2 will receive an Employment Authorization Document (EAD) which will allow them to begin work. They must present the EAD to their employing unit before they can begin working. UW-Madison requires an EAD card even for unpaid positions in campus departments.

J-2 dependents may enroll in full-time or part-time study for the duration of your J-1 program.