J-1 Students | International Students & Scholars Services | West Virginia University

J-1 Students | International Students & Scholars Services | West Virginia University
J-1 Visa
The
J-1 visa
is for educational and cultural exchange programs (BridgeUSA) designated
by the Department of State, Bureau of Consular Affairs. The J-1 Student Visa will
allow you to stay in the United States for the duration of your program (designated on your DS-2019). In order for prospective students to obtain this type of visa,
they will have to show evidence that after completing studies, the individual will
return to the country of their permanent residence.
After the student is admitted to WVU, the student must request a Form DS-2019 after
being invited by ISSS to the International Student Request Portal.
If you have not received the invite e-mail with the link from ISSS within 3 business
days after receiving confirmation of admission, please email isss-students@mail.wvu.edu
to inquire about how you may be invited to the request portal to begin the DS-2019
process.
ISSS cannot guarantee turnaround times for processing a DS-2019, but strive to complete
requests within 15 business days. After receiving a completed request, a DS-2019
is mailed directly to the student. (Be sure to read the entire DS-2019 before signing
the first page.) The student will then pay the
I-901 SEVIS fee
. Once the fee has been paid and the student has a receipt of
payment, the Form DS-2019 is then used to
apply for a J-1 visa
from an American embassy or consulate abroad.
To be admitted to the US, it is necessary to have the Form DS-2019, a valid J-1 visa,
and a valid passport (valid at least 6 months beyond the date of entry).
More information concerning J-1 visas can be found here -
Important J-1 Documents
Passport
Your passport must be valid at all times. Keep your passport and other important
documents in a safe place, such as a bank safe-deposit box. Report a lost or stolen
passport to the police because your government may require a police report before
issuing a new passport. To renew or replace your passport, contact your country’s
consulate in the U.S. Also, be sure to inform us well if your immigration documents are lost or stolen at
isss-students@mail.wvu.edu
Visa (Foil)
The visa is the foil (sometimes called a sticker or stamp) that the U.S. consular
officer placed on a page in your passport. The visa permitted you to apply for
admission into the U.S. as a J-1 student, and does not need to remain valid while
you are in the U.S. Visas can only be obtained outside of the U.S. at a U.S. consulate.
Note: Neither citizens of Bermuda nor Canada are required to have a visa.
If your visa expires while you are in the U.S., the next time you travel abroad you
must obtain a new J-1 visa
before
returning to the U.S. You
do not
need to depart the U.S. due to visa expiration.
Please remember:
If your visa expires while you are in the U.S., the next
time you travel abroad you must obtain a new J-1 visa
before
returning to the U.S. You
do not
need to depart the U.S. due to visa expiration.
Please Note:
Automatic Revalidation
DOES NOT
renew your visa. This is a temporary measure for trips less than
30 days to adjacent North American countries and nearby islands when the visa is
expired and WILL NOT renew your visa. Please see
Automatic Revalidation
for further info and we highly recommend contacting
isss-students@mail.wvu.edu before attempting this maneuver for complete information
and advising.
Form DS-2019 "Certificate of Eligibility for Exchange Visitor Status"
Issued by WVU, this document allows you to apply for an J-1 visa if you are outside
the U.S, apply for J-1 status within the U.S., enter and reenter the U.S. in J
-1 status, and prove your eligibility for various J-1 benefits. The DS-2019 indicates
the institution in which you are permitted to study, your program of study, and
the dates of eligibility.
The DS-2019 must remain valid at all times.
Request an extension
prior to its expiration date. Allowing the DS-2019 to
expire before you complete your academic program may be a violation of J -1 status.
The DS-2019 is a printout from your
SEVIS (Student Exchange Visitor Information System)
record. SEVIS is an internet-based
database that allows schools and federal immigration agencies to exchange data
on the status of international students. Information is transmitted electronically
throughout an J-1 student’s academic career in the U.S. Each student has a unique
SEVIS ID number, which is printed on your DS-2019 in the top right corner.
I-94 (Arrival/Departure Form)
Paper Form I-94
If you have a paper Form I-94, regulations require that those individuals holding
non-immigrant (temporary) status turn their I-94 arrival/departure record
card when leaving the U.S. if you have an I-94 that was attached in your passport.
Failure to do that will result in the departure not being recorded properly in
Department of Homeland Security (DHS) system and the individual being regarded
as overstaying his/her authorized stay. This can have serious consequences on future
entry into the U.S.
Online Form I-94
The issuance of I-94 arrival/departure record cards is now electronic for air and
sea travelers. Once a student enters the U.S, a paper I-94 card will not be issued
at the point of entry (for air and sea travelers). Students will have to access
the U.S. Customs and Border Protection (CBP) website to print out the paper copy
of their I-94 card for their records. The Form I-94 is required for processing
social security cards and Driver Licenses. To obtain your I-94, you can visit
CBP's I-94 website
, click on "get most recent I-94," enter your passport information,
and print.
More information concerning the Form I-94 can be found on the
CBP website
US Immigration Regulations for J-1 Students
After being admitted to the US in J-1 status, the student is then eligible to stay
in the US for “duration of status” (D/S on the Forms
I-94
and the Form DS-2019). Duration of status (or to be “in status”) means
the time during which the student is in compliance with J-1 regulations. Upon completion
of studies, the student has an additional 30-days grace period to depart the US.
Students in J-1 status are responsible for learning, understanding, and complying
with U.S. federal laws and regulations governing their J-1 status.
Failure to do so will violate the scholar’s legal status in the United States.
Summaries for many of the rules and regulations for J-1 students can be found
on back of the Form DS-2019. Additional information about maintaining your J-1
status here
Due to recent US Department of Homeland Security guidance, we cannot send or give
DS-2019s to extended family members, friends, or third parties. They must sent
or given directly to the primary beneficiary (J-1) or dependent (J-2). If you
wish to pick up your DS-2019, you must bring an ID.
Maintaining Your Status
This section will cover:
Full-time Enrollment Requirements for J-1 status
Extension of the DS-2019 Program End Date
Reduced Course Load Requests
Online Class Limits
Requesting to Withdraw Entirely From the Semester
Physical U.S. Address Requirement and Changes
Reporting Changes to your Program or Major
Changing Educational Levels
Abiding by Employment Regulations
Obtaining a Travel Endorsement on the DS-2019 for Travel Outside of the U.S.
Transferring your SEVIS Record to Another Institution to Continue Your Studies
Departure Requirements and End of Your Program Options
Please scroll down to the appropriate section needed, but it is recommended that
you read and familiarize yourself with all policies and regulations for maintaining
your J-1 status.
ISSS Disclaimer
Students in J-1 status are responsible for learning, understanding, and complying
with U.S. federal laws and regulations governing their J-1 status.
Failure to do so will violate the student's legal status in the United States.
Summaries for many of the rules and regulations for J-1 students can be found
on the last page of the Form DS-2019. Additional information about maintaining
your J-1 status here
Full-time Enrollment
To maintain in good standing with your student status at WVU you must take at
least 12 credit hours per the fall/spring semesters at the undergraduate level
and meet all the WVU requirements. At the graduate level full course of study
is defined by your college but usually 9 credit hours per the fall/spring semesters.
Please note: If you begin your studies at the beginning of the summer semester
(May), you must be enrolled full-time for the summer semester (12 credit
hours for undergraduate & 9 credit hours for graduate). If you begin
your studies during the second half of summer, you must be enrolled for 6
credit hours undergraduate/graduate to be considered full-time.
Authorization to register less than or drop below full-time (see below) must
be obtained through International Students and Scholars Services (ISSS) prior
to less than full-time enrollment or dropping below full-time.
Dropping below full-time without prior authorization is considered a violation
of status that would result in your J-1 status being terminated if not corrected.
YOU MUST REMAIN ENROLLED FULL-TIME AT ALL TIMES UNTIL YOU RECEIVE AUTHORIZATION
ONLY FROM AN ISSS INTERNATIONAL ADVISOR AFTER PLACING A REQUEST TO DROP BELOW
FULL-TIME. APPROVAL FOR SUCH REQUESTS ARE NOT GURANTEED. Further info can
be found below.
Please Note:
A grade of "W" (for withdrawal) does not count towards full-time enrollment
Neither the "Winter Intercession" nor the "Maymester" count towards full-time
enrollment
Apply for an Extension Prior to the DS-2019 Expiration
If the student will not be able to complete their program by the program end
date listed on their Form DS-2019, they will need to apply for a DS-2019 extension.
Please note: A student may not apply for a DS-2019 extension after their DS-2019
expires (after the program end date on the Form DS-2019).
The DS-2019
must
remain valid at all times. You may request an extension prior to the DS-2019
expiration date by
logging into your request portal
, going to "Requests and Documents", selecting
the Extension of DS-2019 icon, completing all required fields, and submitting
the request to ISSS.
When completing the DS-2019 extension request, the student will need to:
certify continued financial ability to meet expenses.
submit a recommendation via the Approver Request field to their academic
advisor who will explain why you need an extension, etc. and answer the
other questionnaires required***.
Please Note:
if the need for an extension is due to medical reasons,
an additional letter from an MD/DO/Licensed Psychologist/Licensed Clinical Psychologist explaining
the situation will need to be provided
Once we have reviewed your completed request, we will e-mail you about your newly
updated DS-2019 and how you may access it.
DS-2019 may only be extended up to one (1) additional year per extension request.
***For non-degree seeking students (or exchange students), our office simply
needs approval from the Education Abroad office that the partner school has
approved the change in study plans
Further Important Information About I-20 Extensions:
Allowing the DS-2019 to expire before you complete your academic program
is a violation of J-1 status.
ISSS CANNOT EXTEND
> your DS-2019 past your program end date
and
YOU MUST
request an extension from our office if you believe you
will need additional time to earn your degree or finish your exchange.
If for any reason you feel you will need an extension (not sure if you
will pass a course or complete program requirements by the time your DS-2019
expires), please place the extension request as a precautionary measure
prior to your DS-2019 expiring
and within the semester in which
it will expire.
If there is a chance you may fail a course that will lead to needing more
time in your degree and delay graduation, it is advised you place the extension
request prior to taking the final for the course(s). If you do pass the
course and do not need the extension, ISSS can then assist with withdrawing
your request.
If you allow your DS-2019 to expire and do not request an extension in a
timely manner, you most likely will be required to depart the U.S. after
DS-2019 completion/termination, will need to request a new DS-2019 with
new SEVIS number in order to return to the U.S. to complete your program
or seek reinstatement, pay a new SEVIS fee, and if your visa is expired,
obtain another or renew the visa prior to returning to the U.S. to finish
your studies.
Allowing your DS-2019 to expire without requesting an extension for more
time in your program is a serious matter and
you should always be aware of your program end date
on your DS-2019
and communicate needs for an extension with ISSS at isss-students@mail.wvu.edu
prior to expiration of your DS-2019.
Although ISSS does its best to provide information about the DS-2019,
it is ultimately the student’s responsibility to understand when their
program end date is approaching and communicate the need for an extension
to an ISSS staff member
>. After a program end date has passed,
an extension of the DS-2019 is unlikely and you may need to depart the
U.S., complete the onboarding process again, and re-enter on a new DS-2019/SEVIS
record if you failed to request an extension in time or seek reinstatement.
ISSS can be contacted at isss-students@mail.wvu.edu with questions.
Reduced Course Loads: Request to drop below full-time & Obtaining Prior Authorization
Pursuing a "full course of study" is one of the cornerstones of maintaining status.
A student must continue to pursue that full course of study throughout each
semester in order to maintain status and be in good standing.
The maintenance of status is principally the responsibility of the student.
If you feel that you will need to drop below full time, you must first request
permission to do so and have been notified by an Alternate Responsible Officer
("ARO") within ISSS that you have received authorization prior to enrolling
in less than a full course of study or prior to dropping any courses during
the semester.
International students must have authorization for a "Reduced Course Load" ("RCL")
and have this information updated in SEVIS prior to reducing their course load.
Dropping below a full course of study without the prior approval of a ARO in
the ISSS office will be considered a violation of status.
To obtain permission to drop below a full course of study for academic or medical
reasons, you must complete a request for a
Reduced Course Load
. The request for a reduced course load in a final semester
should be made
before
the beginning of the semester for which you are requesting it. If the request
to drop below full-time occurs during the semester, it must be authorized before
dropping any courses.
Please remember:
You must maintain full-time enrollment at all times.
If seeking to drop a course then add a course that will place you at full-time
again, it is best practice to add the course first to ensure there are no issues
before dropping a course. Withdrawals, or W's", do not count toward full-time
enrollment.
Please note
that some university scholarships may require full-time
enrollment. Be sure to speak to the appropriate office managing your scholarship(s)
for more information on how it may be impacted by dropping below full-time.
***DO NOT DROP ANY OF YOUR COURSES TO BE BELOW FULL TIME UNTIL YOU RECEIVE
NOTIFICATION FROM ISSS THAT A REQUEST HAS BEEN AUTHORIZED.
If you have dropped a course(s) in error or prior to authorization and cannot
add the course or another course in STAR, please e-mail
registrar@mail.wvu.edu
IMMEDIATELY and indicate the error and ask to be
added back into the course(s) after discovering the error. Permission to be
added back is not guaranteed, so this should be done as soon as possible. E-mail
isss-students@mail.wvu.edu
immediately if you have dropped below full time
without authorization and cannot fix the error and we can further advise; however,
this may still be considered a violation of status that would result in the
termination of your J-1 status.
If you are enrolled full time and would still like to proceed with a reduced
course load request, eligibility requirements can be found here as well -
j1visa.state.gov
Directions for making a Reduced Course Load (RCL) request:
Be sure you are enrolled full-time.
Complete a request for a
Reduced Course Load
by logging into your student request portal, going
to the "requests and documents" section, selecting the icon for a reduced
course load, completing all questions and uploading all documents, and
submitting the request to ISSS once complete. When you make the request,
you will need to:
Remain enrolled full-time before and during the time you are making the
request and not drop below full-time until approved.
Obtain a recommendation from your Academic Advisor. To get your academic
advisor's approval, you will need to add your advisor name and correct
e-mail to the "Approver Review" section of the request. The recommendation
from the academic advisor (approver) must be completed before we can
review the request. You are responsible for following up with your
academic advisor to whom you sent the request to alert them that it
needs to be completed.
If the request is for a Medical Reduced Course Load you will also need
a completed
Medical RCL Form
from your licensed medical doctor (MD), licensed doctor of osteopathy (DO), licensed psychologist, or licensed clinical psychologist explaining the need for you to drop
below full-time or withdraw from all classes and upload this form to
your request.
After the request is made,
you must wait to be notified by ISSS that your request has been authorized
before enrolling in less than or dropping below full-time.
An international
advisor will communicate with you about any issues regarding meeting the regulations
for a reduced course load or inform you of authorization via MIX email.
Please Note: RCL requests for academic reasons still require a student to be
enrolled in
at least six credit hours
(or half the clock hours for IEP).
Consequences of not Enrolling in or Dropping Below a "Full Course of Study"
Without Prior Authorization:
You will be considered out of status
and your SEVIS record will be terminated. You will need to depart the U.S.
immediately if you cannot regain a full-time course load. To regain status,
you would need to apply for
reinstatement
through ISSS with the Department of State. Please e-mail
isss-students@mail.wvu.edu
for any questions related to maintaining full-time
status.
Online Classes (Distance Education) Limits
It is best practice to enroll in all in-person courses if possible to maintain
full-time regulatory requirements for J-1 status. However, if you do need to enroll
in an online (including hyflex) course, please note that you may enroll in a maximum of
one
online/distance
education class per session/semester.
Request to withdraw from the semester
To withdraw from the entire semester, you must:
Email both
isss-students@mail.wvu.edu
and
copy ("cc") the
registrar@mail.wvu.edu
that you wish to completely withdraw from the
semester.
Please note, refund requests are processed through
Student Accounts
. Please inquire with their office at
the Mountaineer Hub
to discuss the possibility or eligibility for
any refund of payment already made toward tuition, fees, or other university
billed expenses.
Your SEVIS record & DS-2019 will be shortened.
You must depart the US
within 30 days
of your request to withdraw.
Send us a PDF copy of your
I-94 travel history
(click "view travel history") to evidence your
departure from the US.
At least 2 months before you intend to return to the US to resume your studies,
contact International Admissions (
internationaladmissions@mail.wvu.edu
) to see whether you need to be
readmitted into your academic program.
If you are readmitted, please contact ISSS at isss-students@mail.wvu.edu
to re-invite you back to the request portal and activate your ability
to sign in and place a request for a new DS-2019
If Admissions does not need to readmit you to your program, please still
contact our office (
isss-students@mail.wvu.edu
) to re-invite you back to the request
portal and activate your ability to sign in and place a request for
a new DS-2019.
Complete the request to obtain a new DS-2019 with a new SEVIS number using
the
Request Portal
Pay the SEVIS fee ($220) at
fmjfee.com
once your new DS-2019 has been issued.
Apply for a new J-1 visa at a US embassy/consulate abroad.
Complete Pre-Arrival Orientation, a Contact Information Update, and SEVIS
Check-in upon your return to Morgantown by placing the three separate requests
through your
Student Request Portal
Note: A leave of absence follows the same basic procedures. Please be sure to
coordinate with your department about any assistantship requirements before
departing and what requirements you may need to meet before returning.
Report any Address changes to ISSS within 10 days
U.S. federal regulations require all J-1 students to report a change of address
within 10 days (of the address change) to an international student advisor
in ISSS. You may do so through a "Contact Information Update" request in the
Student Request Portal
U.S. federal regulations require all J-1 students to report a change of address
within 10 days (of the address change) to an international student advisor
in ISSS. You may do so through a "Contact Information Update" request in the
You may update your U.S. physical address by signing into your
Student Request Portal
, going to the "Requests and Documents" tab, choosing
the "Contact Information Update" icon, providing the new address and info needed,
and submitting your request to ISSS within 10 days of the change.
Report Changes in Program to ISSS
Students must notify ISSS whenever there is a change in their academic program
or program dates. To notify ISSS to add/change your major, please login to
your
Student Request Portal
, go to the "Requests and Documents" tab, select
the "Add/Change Major" icon, complete the required fields, and submit the request
to ISSS. We will then need to confirm the change in your official WVU academic
record and may need to reach out to your academic department or advisor if
the major change is not currently reflected in your academic record. Please
ensure that this change is reflected in your academic record by speaking with
your academic advisor in your college/major when placing the request. If you
have questions, please contact us at
isss-students@mail.wvu.edu
Change of Education Level (Matriculation)
To change education levels (e.g. Bachelor’s degree to Master’s degree) while
remaining at WVU, a new DS-2019 with the new educational program noted needs
to be issued after the student has been admitted.
Please note:
Federal regulations do not allow for students to move
from the category "Student Non-Degree" to a degree-seeking student or vice
versa. In addition, it is not possible to "reverse matriculate" (e.g. Masters
to Bachelor's)
A CHANGE OF EDUCATIONAL LEVEL MUST BE COMPLETED PRIOR TO THE END DATE ON YOUR
MOST RECENT DS-2019.
If graduating early, your DS-2019 will be shortened to reflect your new program
end date and your 30 day grace period will begin after that date. You must
complete a change of educational level BEFORE your program end date.
Student should allow for at least 15 business days for ISSS to process the change
of educational level and should make the request as soon as they have received
acknowledgement from international admissions that they have been accepted
into their new program.
A change of educational level cannot be made after the program end date and completion
of your DS-2019/SEVIS record. If a request is made after the program end date
you will need to complete onboarding requirements for a new DS-2019 and SEVIS
record while paying a new SEVIS fee and must depart the U.S. and return 30
days prior to the start of your new program in order to activate your record
or request reinstatement from USCIS.
To apply for a change of education level DS-2019, login to the
Student Request Portal
, go to the "Requests and Documents" tab, select
the "Matriculate" icon, complete all required fields and upload
all required documents, and submit the request to ISSS.
Abide by Employment Regulations
J-1 student status permits you to
work on campus
for no more than 20 hours/week while school is in session
and full-time during university breaks (winter, spring, summer). These 20 hours
include the work you do for an assistantship (if you have one).
You must request permission to work on campus in yearly increments. This must
be approved
before
you start any employment and must be renewed yearly.
You are not permitted to work off-campus without
prior
authorization. Off-campus employment is allowed with prior permission from
ISSS during and/or after the completion of your studies. These off-campus employment
types are
Academic Training (AT)
and unforeseen
Economic Hardship
Additional Information Concerning Worker's Rights
Know Your Rights (Wilberforce Pamphlet) from the Department of State
. An
information pamphlet describing your rights while working in the United States.
Receive Transfer Authorization Prior to Leaving WVU (for current WVU students
only)*
*Please Note:
If you are seeking to
transfer-in
your SEVIS record to WVU from another institution, please
see the ISSS
New Student Onboarding webpage
under
"Are you transferring from another U.S. institution...?"
To Transfer-Out your SEVIS record from WVU to another SEVP approved school:
Students must receive authorization from ISSS before leaving WVU in order to
transfer your SEVIS record (DS-2019) out to another institution before your
program end date.
Please note:
you
must
maintain your J-1 status at the school that holds your SEVIS
record (WVU) until your transfer out is completed.
For example, if you request to transfer out at any time during a required semester,
you must remain enrolled full-time until the transfer is approved.
Please also note:
The purpose of a J-1 transfer must be to complete
the original educational objective for which you first came to the U.S. as
a J-1 Exchange Visitor. If you are making a change to your field of study,
you are not eligible for a J-1 transfer.
You will then need to coordinate with your new school your full-time enrollment
as well and their "Transfer-In" procedures for your SEVIS record. It is recommended
that you contact the new school's ARO to keep them updated of your plans and
alert them when the transfer out is completed.
Please be in contact with an ARO at your new institution when placing a "Transfer
Out" request. You will need them to provide you with information for questions
within our transfer out request.
To transfer your SEVIS record out of WVU, please login to the
Student Request Portal
, go to the "Requests and Documents" tab, select
the "Transfer Out" icon, complete all required fields and information for the
new school, upload all required documents including
proof of admission to the new school, and submit the request to ISSS.
Please allow at least 15 business days for processing and monitor your WVU MIX
e-mail for updates. An international advisor at WVU will alert you once your
SEVIS record has been transferred.
***Please note that you are responsible for all other requirements for transferring
out of WVU including, but not limited to, contacting your academic department
and being aware of policies regarding student accounts and dropping/withdrawing
from courses.
If needing to order an official transcript for your transfer, please see:
End of Program Departure from the U.S. and 30-Day Grace Period
Depart the U.S. within 30-day grace period (30 days from the program end
date) or completion of program/degree requirements (if not applying for
Academic Training), whichever is earlier.
Report departure date and reason to ISSS
Sometimes, and for a variety of reasons, students leave the university early
or unexpectedly. Some of these reasons include early graduation, completion
of practical training, leave of absence, suspension, or expulsion.
U.S. federal regulations require J-1 students to inform ISSS if they plan to
leave the university before the expiration date of their DS-2019 form as well
as the reason for doing so. Please send us an email at
isss-students@mail.wvu.edu
Other Obligations To Consider:
Strive to understand and tolerate a host country’s educational and cultural
setting, including standards of conduct, law, respect for others, honesty
and integrity.
Respect the rights of self-determination of others.
Observe the laws and respect for culture of the host country.
Participate as fully as possible in the life of the host university and country.
Seek to participate in joint and cooperative ventures of an educational,
social or cultural nature with citizens and students of the host country
and with other international students and scholars.
Individually and in groups, act with respect for the rights of persons from
other countries, cultures and subcultures, without abridging those rights
even in pursuit of one’s own rights.
Academic Integrity
The American classroom culture and expectations are very different from most of the other countries. Plagiarism, (taking someone else’s ideas and claiming them to be your own) is considered "cheating" and can lead to suspension or expulsion, any of which would prevent you to enroll full-time. Using someone else’s ideas in written work may be permitted as long as you give the originator of the idea their due credit through proper citation. Please visit the link for
WVU's Office of Academic Integrity
for more information. To learn more about plagiarism and how to avoid it, visit the
Plagiarism Avoidance Tutorial
Prospective Students
New Student (On-boarding)
F-1 Students
J-1 Students
J-1 Academic Training (AT)
Travel
Student Employment
Finishing Your Program
Unpaid vs. Paid Work
Scholarships
ISSS Disclaimer