Information for J Visa Scholars with Active Programs

(after check-in with Global Engagement)

Visiting scholars can manage program information and submit requests to the Office of Global Engagement (Global Engagement) on the International Scholar Portal. They may also contact Global Engagement directly.

Remote/ Field Work

Visiting scholars must report the physical site where program activities occur. Be sure to notify Global Engagement if this occurs at a site other than what is listed on the Form DS-2019.

The exchange visitor program does not allow for remote work as the primary purpose of the program is to increase mutual understanding between program participants.

Employment

Visiting scholars are only authorized for employment with the department sponsoring their exchange visitor program. Any other employment, including occasional lectures or consultation, requires written permission from the Responsible Officer (Global Engagement) beforehand and must be related to program objectives.

Facilities Access

Global Engagement creates the A-number when issuing the Form DS-2019 Certificate of Eligibility for the J-1 visa for a visiting scholar. The scholar receives this number when they check-in for the mandatory orientation.

Visiting scholars who are benefitted employees have access to campus facilities, including IT and library services, as part of their employment benefits.

Departments may request such access for visiting scholars who are not benefitted employees. To do so, the department representative (not Global Engagement) must submit the Visiting Scholars Fee Authorization Form to the Registrar’s Office (reg.specialfee@usu.edu). This is the mechanism to obtain a USU email address. Other services provided through this mechanism are noted in the ServiceNow article "IT Services by User Groups (Banner Roles)".

• The Registrar’s Office will notify the department when they process the form.
  - Visiting scholars will need to pay for the services at the Registrar’s Office (Taggart Student Center 246) if the department did not cover these fees.
• Visiting scholars can then go to the Card Office (Taggart Student Center 212) to obtain the ID card. They will take the visiting scholar's picture and issue the card.

Refer to the workflow on the bottom of the Visiting Scholars Fee Authorization Form.

Access to services ends at the end of the semester indicated on the fee authorization form the department submits to the Registrar's Office. The department representative must submit the Visiting Scholars Fee Authorization Form to the Registrar's Office (reg.specialfee@usu.edu) approving access for the new semester. 

Contact the USU IT Service Desk for assistance to access IT services if there are problems after the Registrar’s Office processes the fee authorization form. Visit the service desk for ways to make this contact (e.g. phone, online chat).

Travel

Visiting scholars are to submit the "Travel Signature" request in the Scholar Portal when traveling outside of the USA during the exchange visitor program, even if they have a valid travel signature. This serves as documentation of the leave during the program.

Visiting scholars cannot leave the country or take a leave of absence > 30 days. They may travel for a longer period of time if working directly on program objectives as part of their travels. Visiting scholars must report this travel to the Responsible Officer in Global Engagement, who is required to update the SEVIS record.

• If traveling for work outside the USA: Submit the "EV Out of Country" request in the Scholar Portal
• If traveling for work in the USA: Submit the "Add Site of Activity" request in the Scholar Portal 

Documents needed for travel outside the USA during the exchange visitor program. They must hand-carry these items and not put them in their checked baggage. 

• A valid travel signature on the Form DS-2019. Be sure to print and carry the physical Form DS-2019 to present at the port of entry.
• < 1 year old by the time the visiting scholar re-enters the USA (< 6 months for short-term scholars)
• Visiting scholars may request a travel signature through the Scholar Portal.
• Program end date must be a date later than the intended return date.
• Passport and visa with end date beyond the time of re-entry into the U.S.A. 
  • Scholars who travel only to Canada, Mexico, or adjacent islands for < 30 days may be eligible for automatic revalidation of their visa.
• The visa should have “M” marked under “Entries” as this allows for multiple entries. “S” indicates a single (one-time) entry on the visa.
• If needed, a new entry visa must be obtained from a U.S. embassy/ consulate (outside the USA). 

• A printed copy of the letter of invitation or a letter from the faculty host indicating they are aware of the visiting scholar travels, and the scholar will return to the USA to continue with program objectives.
• The Customs and Border Patrol agency officials do not want to see images on a phone or other electronic device.

Visiting a third country-seminar, etc., may require an entry visa. Check information for that specific country.

Visiting scholars should download the new Form I-94 after returning to the USA. They are to upload this to the Scholar Portal through the "General Document Upload" request for Global Engagement to assure they are re-admitted in the correct visa status (do not email to protect personally identifiable information). 

J Visa Insurance Requirements

All J-1 visa holders and their accompanying dependents are required by law to be insured the entire duration of their program regardless of whether or not they are physically present in the United States.

Minimum coverage must provide:

1. Medical benefits of at least $100,000 per accident or illness
2. Repatriation of remains in the amount of $25,000
3. Expenses associated with the medical evacuation of exchange visitors to his or her home country in the amount of $50,000
4. Deductibles not to exceed $500 per accident or illness

Visiting scholars on the J-1 visa should wait until after they have the visa and made travel plans to purchase the required insurance. This should be done BEFORE traveling to the USA.

Insurance plans which MAY meet the J-1 Visa insurance requirement: 
- IMG
- Meridian
- HCC Atlas
- Seven Corners
- Visit Insurance
- ISO International Student Insurance
- International Student Insurance
- Student Secure
- iNext International Insurance

USU Insurance

Visiting scholars are only eligible for USU insurance if the department employs them in a benefitted position. The department’s Business Services personnel can provide visiting scholars with information about the process to enroll in the USU insurance, along with other employee onboarding processes. Information is also available on the Human Resources’ websites:

• https://www.usu.edu/hr/new-employee
• https://www.usu.edu/hr/benefits/health-care/index 

NOTE: The benefits offered to employees of Utah State University do not provide the full coverage required to maintain the J-1 visa status. The High Premium (Blue) plan meets the $500 deductible required for the J-1 visa insurance. The exchange visitor must also purchase an additional plan from an outside vendor to provide the required minimum coverage of $25,000 for repatriation of remains and $50,000 for medical evacuation.

• One option for supplemental insurance for medical evacuation and/or repatriation of remains is Betins (866-552-8834).

Connecting with Others

Below is a list of some resources and groups to guide visiting scholars to engage in the community. This is not a comprehensive list, and we encourage scholars to find a variety of ways to engage. 

• USU Events Calendar
• USU International Student Council (ISC)
• International Friends Programs (IFP)
• IFP hosts a variety of activities and programs for international students and scholars at USU
• Logan City and Cache Valley Events Calendars

Program Extension

Visiting scholars may be able to extend their program if the extension does not exceed the maximum program duration limitation.

A faculty member must initiate the Exchange Visitor Extension Request in ServiceNow and upload a letter using the Letter of Extension template. The faculty member is responsible to provide the letter to the visiting scholar.

Visiting scholars do not need to extend their visa in order to remain in the USA with the program extension. The Form DS-2019 with the program end date plus the 30-day grace period dictates the period they are authorized to stay in the USA - even if the J visa expires. This is because the Form I-94 indicates they were admitted until: D/S. This stands for duration of status (refer to the U.S. Department of State for more information). They would only need to apply for a new visa outside the USA if their visa expires and they travel, returning on the J visa to continue the current program.

Program Transfer

Visiting scholars submit a request to transfer their program to another institution through the Exchange Visitor Transfer-Out Request Form. They will need to upload a copy of the letter of invitation/ appointment from the new institution, and provide the new program sponsor number and sponsor representative contact information. The faculty host at USU will receive notification to review the request before Global Engagement evaluates the request.

Program End

USU departure procedure: Visiting scholars are to complete the "Scholar Departure Request" in the Scholar Portal under the Requests tab. They must also submit a final "EVP Quarterly Report" request. This should be done within the last 30 days of the program.

Visiting scholars are able to remain in the USA until the program end date, plus a 30-day grace period. They cannot participate in work or program activities during the grace period, but can travel and wrap-up personal affairs.

The U.S. government records the scholar’s departure from the USA on the Form I-94. This is done automatically from the passenger manifest if departing on an airline flight. Visiting scholars may download this record a day or two after their departure from the Customs and Border Protection.

The Office of Global Engagement does not provide a certificate of completion. The Form DS-2019 serves as such for our responsibilities as sponsor. Visiting scholars should ask their faculty host if the department can provide proof of completion for this purpose e.g. a letter indicating the program objectives and activities completed during the program at Utah State University. 

Returning to USU for Another Program in the Future

Visiting scholars in the Research Scholar or Professor categories are subject to a 24-month bar after their program end date. This means no exchange visitor program may sponsor this individual for the same category until 24 months after the program end date.

Scholars may be eligible for another J-1 visa category if there new and meaningful collaboration. We cannot use a new category as a way to work around the maximum program duration period of previous exchange visitor program category. The U.S. Department of State tends to be vague in their guidance regarding multiple programs (see citation below) as they want to foster, rather than hinder, mutually beneficial collaboration with international partners.

Q: It is our understanding that Exchange Visitors pursuing a program in the Short-Term Scholar category cannot return immediately to start a new J-1 program with the same program objectives. Is there any guidance as to how long a J-1 Short-Term Scholar must be outside the U.S. between Short-Term Scholar stays?

A: The Department expects Short-Term Scholars to participate in the exchange visitor program and return home for the period of time necessary to share their experiences prior to returning to begin a new program. Another short-term scholar program is expected to have a new objective. Back to back programs is not a work-around during the repeat bar for previous research scholars.

Ultimately, it is the consular officer who determines if they will issue another J visa to the prospective exchange visitor. Visiting scholars returning for a new program at USU should be prepared to articulate how this is new collaboration and not ongoing work from their previous program. They should also address how they will share the knowledge gained from the new project with their home institution/ colleagues.

Exchange Visitor Program (EVP) Emergency Hotline

1-866-283-9090

This is a 24/7 toll-free telephone number which allows exchange visitors to directly contact the U.S. Department of State in emergency and urgent situations. Exchange visitors also need to follow up with Global Engagement as soon as possible.