Departments interested in inviting an international scholar to campus must receive approval from their department chair before sending the Scholar Request Form to IPE.
J-1 Exchange Visitors at Western New England University will generally be placed into one of the categories below:
Before bringing a scholar to campus, the host department and IPE must ensure they can meet the requirements and responsibilities set forth by the Department of State. The scholar must also comply with their own responsibilities.
Scholar Responsibilities
Scholars must maintain lawful J status while in the U.S. To maintain lawful J status, J scholars are required to:
- Keep a valid, unexpired DS-2019 and passport (passport must be valid at least 6 months into the future).
- Maintain continuous health insurance (see below) that meets the Department of State’s requirements for the duration of time in the U.S.
- Participate only in the activity listed on the DS-2019.
- Update physical address by emailing IPE within ten days of any change.
- Have a valid travel signature on your DS-2019 before leaving and re-entering the U.S.
- Complete an Income Tax Return as per IRS regulation by April 15th of every year.
- Notify IPE of any change to or addition of J-2 dependents.
- Get any incidental employment approved by IPE before the activity takes place.
Host Department Responsibilities
The host department must consider the following responsibilities and criteria before inviting a scholar in J-1 status:
The exchange visitor may only perform duties limited to the pre-established educational objectives as stated on the DS-2019. Any additional employment must be incidental to the visitor's primary program activities, must be directly related to their original objectives, and must be authorized in writing by IPE in advance.
Departments must ensure that their scholar has appropriate academic credentials (including English language proficiency) to be appointed to and benefit from their J-1 stay at the University.
The intent of the appointment/affiliation with the University must be temporary, and the visitor must plan to return home upon completion of the educational objective.
The exchange visitor must be in valid J-1 status and on University sponsorship before he or she can commence appointment and receive any payment or compensation.
Departments must provide scholars with adequate office space, administrative support, and complete the required HR paperwork to facilitate creation of an ID and access to university facilities and technology.
Departments will act as a contact to answer questions and assist with area housing and to provide airport pickup, if necessary. If arranging on-campus housing, the department will contact Residence Life with questions.
Departments should immediately notify IPE of terminations or departures of exchange visitors.
IPE Responsibilities
- IPE will create the DS-2019 and assist the scholar with any immigration related concerns prior to arrival and once on-campus.
- IPE does not arrange housing or airport transportation for the scholar.
- IPE will assist the scholar with the proper documentation needed to get a Social Security Number and Driver's License.
- The scholar and any accompanying dependents must have adequate financial support and health insurance coverage to be eligible for J-1 status. IPE will provide information on appropriate health insurance.
Scholars must maintain lawful J status while in the U.S. To maintain lawful J status, J scholars are required to:
- Keep a valid, unexpired DS-2019 and passport (passport must be valid at least 6 months into the future).
- Maintain continuous health insurance that meets the Department of State’s requirements for the duration of time in the U.S.
- Participate only in the activity listed on the DS-2019.
- Update physical address by emailing IPE within ten days of any change.
- Have a valid travel signature on your DS-2019 before leaving and re-entering the U.S.
- Complete an Income Tax Return as per IRS regulation by April 15th of every year.
- Notify IPE of any change to or addition of J-2 dependents.
- Get any incidental employment approved by IPE before the activity takes place.
Changing J-1 Exchange Visitor Categories
J-1 Exchange Visitors's approval to change to a different J-1 category is challenging within the U.S.; a change of J-1 category is possible by departing the U.S. and re-entering in the new category. However, there are many risks associated with this process.
Scholars entering on a J visa must obtain one prior to arrival.
Students and Scholars should view the Visa Application Process for more information.
Once your hosting department has completed all required paperwork, IPE will process a DS-2019 for you to use at a visa appointment.
When you are ready to apply for the visa, you must verify with the local consulate what procedures to follow because documentation requirements and procedures may vary. In-person interviews are required. More information can be found on the Department of State’s websites here.
Generally, scholars are required to submit the following documents during their visa interview:
- Passport valid for travel to the United States - Your passport must be valid for at least six months beyond your period of stay in the United States.
- Non-immigrant Visa Application, Form DS-160 confirmation page
- Application fee payment receipt, if you are required to pay before your interview
- Photo – You will upload your photo while completing the online Form DS-160.
- DS-2019 provided by IPE
- Financial Documents
For more information, please see Study in the States for more information on applying for a visa.
All Scholars must have proof of health and accident insurance coverage not only for themselves but for all accompanying family members. This insurance must meet Department of State standards. If the insurance requirement is not followed, J-1 status will be revoked, and the scholar will not be allowed to continue at Western New England University.
Scholars should complete the Post-Arrival J Scholar Health Insurance Compliance Form within seven (7) days of arrival.
IPE will assist exchange visitors needing assistance in locating companies that sponsor the appropriate insurance.
Starting May 15, 2015, all J scholars must have insurance coverage that meets the minimum guidelines listed below:
- Medical benefits of at least $100,000 per accident or illness
- Repatriation of remains in the amount of $25,000
- Expenses associated with the medical evacuation of exchange visitors to his or her home country in the amount of $50,000
- Deductibles not to exceed $500 per accident or illness.
- A policy underwritten by an insurance carrier with:
- an A.M. Best rating of ‘‘A-’’ or above;
- a McGraw Hill Financial/Standard & Poor’s Claims paying Ability rating of ‘‘A-’’ or above;
- a Weiss Research, Inc. rating of ‘‘B+’’ or above;
- a Fitch Ratings, Inc. rating of ‘‘A-’’ or above;
- a Moody’s Investor Services rating of ‘‘A3’’ or above
More information about the Department of State's health insurance requirement can be found
here.
