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Initial DS-2019 Request Procedure for J-1 Exchange Visitors

The Initial DS-2019 request involves multiple processes and input from various offices at Virginia Tech, government agencies, and institutions and individuals abroad.  Because some steps might take several weeks or months, it is important that complete J-1 requests are submitted to GSS at minimum two months in advance of the intended start date. The steps that the hosting departments need to complete for initial requests include: 

  1. Verify the potential exchange visitor meets the eligibility criteria.
  2. Obtain an export review from OESRC and a conviction check from HR (these processes can take some time so do them first and start them early).
    *Important Change: there is no longer a need to obtain an updated OESRC review when there is program dates change due to e.g. visa issuance delay, personal reason, as long as the dates change is within six month.
  3. Prepare the other requirement documents besides the export review and conviction check
  • Copy of passport biographical page for J-1 and any dependents.
  • J-1's CV: Do not include publications list (make sure it indicates the current position back home clearly – employee or student)
  • Copies of J-1's DS-2019s from last 4 years, if any.
  • Copy of VT host's invitation letter to J-1
  • Funding documents: Funding documents must be in English and specify an amount, and the total funding must meet the minimum funding. requirements as listed on GSS's Funding Requirements page
  • Proof of sufficient English proficiency: Must be in the form of one of accepted options as outlined on GSS's English Requirement page
  • For student-interns only: Training Internship Placement Plan (DS-7002 form), and a good standing letter from the student’s school abroad

4.  Log into IntlHokies portal with your VT credentials, then:

Submit “Add New Person” request to start a new profile for the J-1 Exchange Visitor

  • *If it is your first time using the portal, you will be asked to submit a request for Departmental User access before you can complete the step above.
  • *If you know the J-1 Exchange Visitor’s 9-digit ID number and PID, please add those as “Institutional university ID” and “network ID” in the step above to allow them log in with PID in the future.

Either

  1. Go to “My Department’s Employee & Scholars” under “Lists”, find the profile, then submit “J-1 Initial Application Request” from there,
    or
  2. Go to “J-1 Application Request” under “Tasks”, look up by someone’s ID & Birth date then submit the request.

Make sure all the required fields are completed in the E-form, please double check:

  1. All the spellings (names, city names etc.), leave the middle name blank if there is none;
  2. All dates (DOB, start/end date etc.);
  3. Their current position at home, if it is student or employee.

 5.       Allow 1-5 business days for GSS to process the new DS-2019. The department contact who submitted the request will be copied on the email with the new DS-2019

After the J-1 Exchange Visitor/J-2 dependent receives the Initial DS-2019, they will need to:

  1. Check the information on the DS-2019 and reach out to GSS if there is misspelling or incorrect information;
  2. Pay for SEVIS fee;
  3. Make a visa appointment with U.S. consulate/embassy:
  4. Follow the instruction from the U.S. consulate/embassy to gather needed documents and attend the visa interview appointment;
  5. Schedule the flight after you receive the visa stamp. If there is arrival delay (due to delay in obtaining visa appointment or visa stamp, or delay in obtaining flight) and you cannot arrive within 30 days of the program start date on the DS-2019, please contact GSS at vtgss@vt.edu as soon as possible. 
    *See more details about the information above in Pre-Departure Handbook enclosed in the email with the initial DS-2019.

After the J-1 Exchange Visitor/J-2 dependent arrives in the U.S.:

  1. Log into IntlHokies portal to complete the “Immigration Check-in”, and J-2 dependent check-ins (if applicable);
  2. In IntlHokies portal, also complete the “J-1 Scholar Health Insurance” to submit prof of the health insurance for J-1 and any J-2 dependent, for the whole period of program.