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New Incoming J-1 Request

The process of bringing an incoming J-1 exchange visitor to campus may involve coordination and input from various offices at Virginia Tech, other U.S. institutions, organizations and individuals abroad, and U.S. government agencies. Because some steps may take several weeks or even months, it is important that complete J‑1 requests are submitted to GSS at least two months before the intended start date. In the new GSS portal, the steps that the host departments need to complete for initial requests include: 

1. Verify the potential exchange visitor meets the eligibility criteria.
*It is imperative to determine if the incoming visitor has obtained a bachelor’s degree already. If not, the only appropriate category will be Student-Intern. If you have questions about the suitable J-1 category, please contact GSS. 

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 required documents besides the export review and conviction check, and inform the incoming J-1 to prepare the documents that need to be submitted by them:

  • Resume/CV
  • Diploma/Degree Certificate (Translated)
  • Good Academic Standing Letter by Home Institution (see instructions in request)
  • Passport
  • (If applicable) Funding Document: Foreign Organization Funding Verification (see template in the request)
  • (If applicable) Funding Document: personal bank statement (see instructions in the request)
  • (If applicable) J-1’s DS-2019 forms and/or past U.S. visa status documentation
  • (If applicable) For J-1 Scholars only: J-2 dependent’s passport, past DS-2019 forms, and/or past U.S. visa status documentation

4.  The host department hiring contact should log into the GSS portal to submit an application and required paperwork.

1. Click on “Requests” on the left bar

Screenshot of "requests" button found on the left bar in the GSS portal

2. Click on “Find/Add Profile” on the right upper corner

Screenshot of "Find/Add Profile" button found on the upper righthand corner of the GSS portal

3. Enter the incoming J-1’s last name, date of birth, and email address. The system will prompt you to add a new profile if no matching information can be found. 

Screenshot of "Add New Profile" form found on the GSS portal

When the new profile is created, click on the “Start a New Application,” select the application type.

* You must select the correct type, otherwise you will need to start whole application process over.

* If the incoming J-1 doesn’t yet have a bachelor’s degree, choose Student Intern

Screenshot of "requests" form found on the GSS portal

As soon as you initiate a new J-1 application, complete the “Intake Questionnaire” in “My To-Do List”

Screenshot of "My To Do List" section in the GSS portal

In the “Intake Questionnaire,” fill out the program dates (the start date must be at least two months out). Select the appropriate type of J-1 request (Change of Status, Initial, Transfer-In), funding source, and if the incoming J-1 will have

Screenshot of "Intake Questionnaire" form in the GSS portal

After you complete the initial questionnaire, other required forms and documents will show in “My To-Do List” for you to complete, as more will show in the incoming J-1’s to-do list. The completed items will move to your “Completed Items” list and the J-1’s completed items on the right respectively.

Screenshot of "Application Request" page in the GSS portal

When all outstanding items are completed, the progress bar on the top will move to “Office Review.” 

Screenshot of the progress bar" in the GSS portal

You can also review the progress of all your requests in “Requests.”

Screenshot of the Active Requests page in the GSS portal

5. Allow up to 10 business days for GSS to process the new DS-2019. The hiring unit contact will be copied on the email when the new DS-2019 is issued. Please note that for a J-1 transfer-in, GSS will not have access to the incoming J-1’s SEVIS record until the transfer effective date, which is usually the program start date. The new DS-2019 will not be issued until that day.

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 they 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. 

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

  1. Complete the J-1 Scholar/Student Intern Immigration Check-In in the GSS portal
  2. Complete the J-1 Scholar/Student Intern Health and Accident Insurance Verification in the GSS portal