The J-1 visa category was created "To increase mutual understanding between people of the United States and the people of other countries by means of educational and cultural exchanges." -U.S. Department of State. 

The J-1 category is suitable for scholars coming to Northwestern University as visiting researchers, professors, and lecturers.

J-1 exchange visitors may receive a salary or stipend from various parties. They can receive funding from Northwestern, the government, private organizations, their current place of employment (outside the U.S.), or personal funds but it must meet the current living expense requirements.  This requirement is $1,765/month or $21,180/year as of February 2011.

Staff positions hired through human resources cannot hold J-1 visa status; please see the H-1B for Departments page for more information on hiring scholars for staff positions.

The information on the following pages has been created specifically for NU Departments hiring individuals in the J-1 visa category. Information can be found regarding:

Types of J-1 Scholars
212e (Two-year Home Residency Requirement) and the 24 Month Bar
Applying for a J-1
J-1 Paperless Process
Useful Information for departments sponsoring J-1 scholars

TYPES OF J-1 SCHOLARS

There are different types of J-1 categories that NU departments may request from the International Office for incoming visiting scholars.  Brief information can be found below regarding each. For comprehensive information regarding each category, please review the Types of J-1 Visas Table.

Short-Term

• For individuals coming to NU to lecture, observe, consult, train staff, demonstrate special skill(s)
• For individuals who held one the following positions in their home country: Professor, Researcher, Post-doc or Pre-doc/Graduate Student, Similar credentials (Doctors, attorneys, etc.)
• Duration of visit is somewhere between 1 day and 6 months
• Individual may return in this category an unlimited number of times

Research

• For individuals coming to NU to conduct research, observe, consult, teach, or in connection with a research project
• For individuals who held one the following positions in their home country: Professor, Researcher, Post-doc or Pre-doc/Graduate Student, Similar credentials (Doctors, attorneys, etc.)
• Duration of visit is somewhere between 3 weeks and 5 years
• Individual cannot return in this category before fulfilling the 24 month bar. (Please see below for more information.)

Professor

• For individuals coming to NU to teach (primary focus), lecture, observe, consult, research
• For individuals who held one the following positions in their home country: Professor, Researcher, Post-doc or Pre-doc/Graduate Student, Similar credentials (Doctors, attorneys, etc.)
• Duration of visit is somewhere between 3 weeks and 5 years
• Individual cannot return in this category before fulfilling the 24 month bar.  (Please see below for more information.)

Undergraduate Researchers and Interns

• If a department will be bringing an individual who is currently in an undergraduate program in his/her home country, please access the J-1 Intern/Trainee page.

212 (e) - 2 year Home Residency Requirement and the 24 Month Bar

212 (e) - 2 year Home Residency Requirement

What does it mean to be subject to 212 (e), two-year home residency requirement?

• Scholar is not eligible to obtain an H or L visa at a U.S. consular office, or to change to these visa categories within the U.S. before fulfilling this requirement
• Scholar is not eligible for lawful permanent residence status before fulfilling this requirement.
• Scholar is not eligible to change status from J-1 to any other nonimmigrant status from within the U.S. before fulfilling this requirement. Any change of status must be done by exiting and re-entering the U.S. in the new status.
• Please note that 212(e) will still apply to your record until the requirement has been waived or fulfilled.

What does a scholar have to do to fulfill this requirement?

• After the completion of the J-1 program in the U.S., J-1 scholars subject to the 212(e) must spend two years physically present in your country of citizenship or last legal permanent residence. Time does not have to be continuous.

Which J-1 scholars are subject to 212e?

• Any scholar whose field of study is on the Exchange Visitor Skills List through the Department of State. Please be advised that the IO recommends that all scholars check the Skills List even if your documentation does not reflect subjectivity.
• Any scholar receiving U.S. or home government funding.
• Any scholar receiving graduate medical education or training.

Can a scholar have this requirement waived?

• Yes, the waiver process should be initiated and filed by the EV and not by the International Office. More information on this waiver process can be found on the Department of State site.

**If an scholar was subject to 212(e) and has received a written waiver recommendation from the US Department of State, then he/she is not eligible for an extension beyond the current end date of the DS-2019.**

24 Month Bar

Who is subject to the 24 month bar?

• Scholars who are currently in the J-1 Research Scholar or Professor category, or who have been in the J-1 Research Scholar or Professor category in the past 24 months.

What does it mean to be subject to the 24 month bar?

• The 24 month bar is meant to bar individuals from repeat participation in the J-1 exchange program.
• After the end of the J-1 program, the scholar cannot return to the U. S. in the J-1 Research Scholar or Professor category for 24 months.
• This does not bar scholars from entering in the J-1 Short-term category, or in other nonimmigrant statuses.

When does the 24 month bar go into effect?

• The 24-month bar will apply to you regardless of whether you were in status for only a few months or for the full five year limit of the J-1 program.
• The 24 month bar goes into effect when your J-1 program finishes and your record in SEVIS goes inactive.
• To take advantage of the full five years of the -1 Research Scholar or Professor category, you would need to have an appointment of five continuous years to keep your SEVIS record active.

Which EV's are subject?

• All EV's in the Research Scholar, Professor category
• Trainees may participate in additional training programs only after residing outside the United States for at least 2 years following your last training program.

Important note regarding the 24 Month Bar:

It may be possible to bring a J-1 Research Scholar or Professor back before 24 months using the Out of U.S. Request form. Out of U.S. authorizaiton must be applied for while the scholar is still in valid J-1 status before the end of his/her DS-2019.

Applying for a J-1 

J-1 Requests are processed internally with the International Office. Once the NU department has gathered the documentation required on the J-1 Request Form, the IO advisor will create a DS-2019 for the Exchange Visitor (EV) to obtain his/her J-1 visa stamp at the U.S. embassy/consulate outside the U.S. The DS-2019 and the J-1 visa stamp are required for proper entry to the U.S.

During the J-1 request process there will be three main points of contact:

1. An advisor from the IO assigned to your case;
2. the contact person in your hiring department handling the paperwork; and
3. the Exchange Visitor. 

Timeline information:

Internal Processing Time:
International Office processing time for DS-2019's are currently two weeks.

External Processing Time:
Varies depending on current situation of Exchange Visitor.   

For EV's currently outside the U.S.- processing time varies by embassy or consulate. Please make sure the EV checks the local embassy/consulate website for processing time and procedures.

For EV's applying for a Change of Status (COS) within the U.S.- EV will file Form I-539 with USCIS and wait for the Change of Status Approval Notice before the EV can begin employment.  Note: The Receipt notice is sent approximately 3 to 4 weeks after submission and the Approval is sent approximately 3 to 4 months after receiving the petition. 

Please keep in mind USCIS processing times are subject to change based on processing volume. 

J-1 Paperless process:

**NOTE: Whether you are applying for a new J-1, an extension, or transferring a J-1 to NU, the following steps and documents are required:

Step 1: Collect documents

• Access the J-1 Exchange Visitor Request Form and send to scholar for completion (electronic copies are acceptable)
• Obtain approved Visiting Scholar Health Insurance Application (VSHIA) through the Office of Risk Management.
  • EV provides insurance coverage and policy to NU department
  • NU department accesses the Office for Risk Management's website and downloads the VSHIA, obtains signatures from the dean, director or department head, attaches coverage information, and faxes it to the Office of Risk Management (847-467-7475)
  • The Office of Risk Management approves the VSHIA and returns it to the NU department.
  • NU department includes approved VSHIA with the additional J-1 Request materials.

• Obtain EMPL ID for J-1 if they are not a returning scholar.
  • Use the EMPL ID Request Form to request EMPL ID from Payroll office. All J-1 Requests sent to the International Office must have an EMPL ID.
• Obtain official university position confirmation such as Research Staff Appointment form (research positions), Postdoctoral Research Appointment form (postdoctoral positions) or Faculty Appointment letter (faculty positions)
• Obtain funding documentation if not already included on official university position confirmation above. When submitting bank statements, institutional letters of support or bank letters please use the following guidelines:
  • Must have been issued within the last 3 months.
  • Name of J-1 scholar as account holder or recipient of the letter of support
  • Account balance with currency or statement that they have at least $1765 (not including dependents) of support per month
  • The letter must be in English or notarized English translation
  • If the funding information is an institutional letter of support, the dates of coverage and total amount of support must be present

• Access the J-1 Department Request Form and obtain internal department signatures
• Collect all documents on the J-1 Request checklist, located on the 4^th page of the J-1 Department Request Form.

Step 2: Scan/email request to IO

• Place page 1 of J-1 Department Request Form at the beginning of the J-1 request packet and scan and save J-1 request as one PDF file with the format: Family name, First Name, Department.pdf
  • Email PDF file directly to new J-1 request email address: j1requests@northwestern.edu
  • Email subject line: Family name, First Name, Department
  • If the request is a rush: RUSH Family name, First Name, Department

• Once the IO receives the request, you will receive an email from the IO. 
• The request will be forwarded to the appropriate advisor, who will be in contact with the Department and/or the scholar with any questions or missing paperwork.

Step 4: IO Advisor issues DS-2019

• The advisor will email the SEVIS ID number, along with other pertinent information, to the EV. Both the department contact, the department’s HR Consultant and Payroll will be cc’d on this email.
• For incoming scholars- once the document is issued the department contact will pick up the DS-2019 and send it to the EV. We strongly recommend that departments use FedEx, UPS, or another courier service. 
• For extension/transfer scholars- EV's will be asked to pick up the DS-2019 themselves at the International Office.

Step 5: Scholar arrives and Checks-In with the IO

• Scholars will now have a personalized check-in form waiting for them at the IO when they come to Check-in and will need their EMPLID to complete Check-In.  The IO will be unable to complete a Check-In procedure without this information.

USEFUL INFORMATION FOR DEPARTMENTS SPONSORING J-1 SCHOLARS

J-1 Extension applicants
Please refer to the Types of J-1 Visas table to learn the maximum an EV can remain in their current J-1 category. Note: The maximum for Research Scholar/Professor categories is five years, while the maximum for the Short-Term category is 6 months. Filing an extension for a current J-1 scholar in your department follows the same steps as filing a new J-1 application, therefore please see above for information. 

J-1 Transfer applicants:
If the J-1 Exchange Visitor (EV) is transferring to a Northwestern department from another NU department or another non-profit institution, the EV must complete the J-1 Transfer Form and submit it to the IO with the J-1 Request Form. Note: The IO can only produce the DS-2019 from Northwestern on/after the day that the previous institution transfers the DS-2019 record.

J-2 Dependent(s) applicants:
If the J-1 Exchange Visitor is bringing dependents with them to NU, the IO will create a DS-2019 for each dependent listed on the J-1 Request Form. If the J-1 is being extended, the J-2 dependents will also be extended. If you have a J-1 scholar in your department who later decides to bring dependents, please refer him/her to the J-2 Request Form and have them submit it directly to their IO Advisor.

Changes in EV's status:
If there are any changes in your J-1 Exchange Visitor's status that will end their J-1 term at Northwestern such as obtaining permanent residency, changing to another status, employment with another institution, resignation, or termination, please submit the J-1 Departure Notice to our office.  Upon receipt, the IO will update the EV's SEVIS record within 7 days of the end date confirmed on the notice.