J-1 for Departments

The J-1 visa category was created for the purposes of cultural and educational exchange. Therefore, it is best for primarily visiting research and teaching positions and any visiting lecturers coming to Northwestern for more than nine days.

Funding

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.

Periods of Stay:

  • Research Scholar/Professor – Minimum: three weeks; Maximum: five years
  • Short-term Scholar – Minimum: Recommended nine days; Maximum: Six months

Category Definitions

  • Research Scholar: Primarily conducting research, observing, or consulting in connection with a research project.
  • Professor: Primarily teaching, lecturing, observing or consulting.
  • Short-Term Scholars: Primary purpose of lecturing, observing, consulting, training or demonstrating special skills, coming to the U.S. for a short-term visit (i.e. six months or less).

DS-2019 Certificate of Eligibility

The DS-2019 is the certificate of eligibility created by the IO for the FN to use in obtaining his/her J-1 visa stamp at the U.S. embassy/consulate outside the U.S. The DS-2019, in combination with a J-1 visa stamp, are required for proper entry to the U.S.

Applying for a J-1

If your department would like to apply for a J-1/DS-2019 for a foreign national:

  • Outside the U.S. or in another visa category, you must apply for an Initial J-1.
  • Who already holds this visa category at Northwestern University and would like to extend his or her employment end date, you will need to apply for a J-1 Extension.
  • Who already holds this visa category at Northwestern University or at another University and will be joining your department, you would apply for a J-1 Transfer.
  • Who is finishing his or her employment in your department (either returning to his or her home country or transferring to another department or institution), please complete the J-1 Departure Notice.

Changes in J-1 exchange visitor status ending their term at NORTHWESTERN

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

Applying for a Change of Status Initial J-1

Initial J-1 applications are for foreign nationals (FN) either outside the U.S. or currently in the U.S. in another visa category such as F-1 or B1/B2. This type of application is referred to a Change of Status (COS) within the U.S.

Processing Time for Outside the US Applications

  • International Office: Complete applications require two weeks processing time.
  • Consular processing time: Times vary by Embassy or Consulate. Please check the local embassy/consulate website for processing time and procedures.

Processing Flow for Outside the US Applications

  1. IO receives complete application from University department 
  2. IO creates DS-2019
  3. University department picks up DS-2019 from IO and sends it to FN

Processing Time for COS Application

  • International Office: Complete applications may take 3 to 4 weeks to process.
  • USCIS: A receipt notice is sent approximately 3 to 4 weeks after submission. Approval is sent approximately 3 to 4 months after receiving petition from the International Office. Keep in mind that USCIS Processing Times are subject to change.

Processing Flow for COS Applications

  1. IO receives complete application from University department
  2. IO creates DS-2019
  3. University department picks up DS-2019 from IO and sends it to FN
  4. FN completes Form I-539 for the COS and sends it to USCIS. FN is eligible for employment after receiving the COS approval notice from USCIS.

Dependents: If the FN is currently outside the U.S. he/she should add his/her dependents to the J-1 EV Personal Data form. The International Office will create a DS-2019 for each of the dependents listed on the form.

Department Application

  1. Complete the following Initial/Transfer J-1 Department Request Form
  2. Collect the documents on the Initial/Tranfer J-1 Department Check-List.
  3. Please direct the FN to complete the Initial J-1 EV Personal Data Form
  4. Please direct the FN to collect the documents on the Initial J-1 EV Check-List

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J-1 Extension

J-1 extension applications are for J-1 Exchange Visitors (EV) at Northwestern University who are receiving an extension of their employment.

Processing Time

Complete applications will be processed by the IO in two weeks. Exchange Visitors will have to obtain a new visa stamp only if they travel outside the US after their current DS-2019 and visa stamp have expired.

Processing Flow

  1. IO receives complete application from University department
  2. IO creates DS-2019
  3. University department or EV picks up DS-2019 from IO

Dependents: Dependent J-2 DS-2019s will automatically be generated when the J-1 DS-2019 has been extended.

Department Application

  • Complete the following J-1 Extension Department Request Form
  • Collect the documents on the J-1 Extension Department Checklist.

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J-1 Transfer

J-1 transfer applications are for J-1 Exchange Visitors (EV) at Northwestern University who are coming to your department from another NU department or another non-profit academic institution.

Processing Time

Complete applications will be processed by the IO in two weeks. Exchange Visitors will have to obtain a new visa stamp only if they travel outside the US after their current DS-2019 and visa stamp have expired.

Processing Flow

  1. IO receives complete application from University department
  2. IO coordinates and approves transfer with EV's current department/institution
  3. IO completes transfer on effective date and creates NU DS-2019
  4. If transferring from another institution, EV meets with IO advisor to check in and obtain new NU DS-2019

Dependents: Dependent J-2 DS-2019s will automatically be generated when the J-1 DS-2019 has been transferred.

Department Application

  1. Complete the following Initial/Transfer J-1 Department Request Form
  2. Collect the documents on the Initial/Tranfer J-1 Department Checklist
  3. Please direct the FN to complete the Transfer J-1 EV Personal Data Form
  4. Please direct the FN to collect the documents on the Transfer J-1 EV Checklist

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