The purpose of the Exchange Visitor program is to promote mutual understanding between the people of the U.S. and other countries by means of educational and cultural exchange. The program provides foreign nationals with opportunities to participate in exchange programs in the U.S. and then return home to share their experiences. University of Alaska Fairbanks is authorized to participate in the U.S. Department of State Exchange Visitor program in the Professor, Research Scholar, Short-term Scholar and Student categories.

This is an exchange program under a U.S. non-immigrant visa category. The intent of the individual is to come to the U.S. temporarily and leave the U.S. at the conclusion of the program. As such, participants are not eligible for tenure-track positions. The goals of the sponsoring department should be to encourage and support collaborative research and study through the exchange of ideas and information.

In order for individuals to participate in the Exchange Visitor program at UAF, they must be invited and sponsored by a UAF School, Institute or Department. Before inviting prospective Exchange Visitors, please read the category descriptions at the end of this information to make sure your prospective visitor has the credentials necessary to participate in this program. Once all requirements are met, the UAF Office of International Programs, by authority of the U.S. Department of State, will issue the form DS2019 to prospective Exchange Visitors. On receipt of the DS2019 and payment of the $180 SEVIS fee, individuals may apply for the J-1 visa at the U.S. embassy or consulate in their home country.

NOTE: See the document checklist following the form instructions for everything that must be submitted along with the Authorization Request form. Due to the number of requests received for processing, incomplete submissions will be returned to the sponsoring department, institute, school or college for completion.

Select the visa category desired. Definitions of the J categories, follow the document checklist.

Section 1 : Applicant Information

• Complete the name section as the names appear on the passport. The gender is required for document issuance. If the “home country residence address” is the same as the “Present Address,” write “Same.” A home country residence is required by regulation.

• Birth date, City & Country of Birth, Country of Permanent Residence and Country of Citizenship are required fields on the DS-2019; these may be different.

• Description of intended courses and/or activity: The individual needs to explain what they will do and where they will be while in the U.S. under this visa category. For example: Research in geophysics-sea ice, Geophysical Institute, UAF; Attend AGU, San Francisco; Present paper and lecture at MIT from mm/dd-mm/dd/yy. All locations where participation will occur in the U.S. must be included. For example, if the individual will be participating in research at MIT as part of the UAF sponsored program, that name and physical location must be included in the request.

• List major area of study at home university if a current student, and list academic degrees , with the major area of study included. The J-1 subgroups of professor, research scholar and short-term scholar require at least a bachelor’s degree or the equivalent of a U.S. bachelor’s degree. Field of study is a required field on the DS-2019.

• Applicant’s Present Occupation: If the individual is not currently employed (e.g., a student who has graduated but has not yet been employed) please have the individual enter “Not applicable” and if the individual is still a student, enter “student.” 

• Transferring from other U.S. Institution: If this is marked “yes”, it means that the person is already in the U.S. on a visa. The International Advisor needs copies of all U.S. immigration documents to process the transfer. The UAF International Student/Scholar Transfer Form will need to be completed by the prospective visitor and the international advisor at the current program location.

• Has the applicant previously been in the U.S.: If the individual has been in the U.S. previously, please provide information on when, where and the visa status. This can be done on a separate sheet if the individual has been in the U.S. multiple times. Canadians should be as specific as possible for the preceding seven (7) years.

• Dependent information: Required if the dependents will need documents to accompany the primary visa holder or an extension of the current documents.

Section 2 : Program Information to be completed by the UAF sponsoring department and signed by the Department Head and appropriate Dean or Director.

• SEVIS fee payment: mark if the department is or is not paying the $180 SEVIS fee on behalf of the individual. The fee must be paid at least 3 days before the individual attends their consular visa appointment. If the department is paying the fee, the receipt must accompany the DS2019. The fee can be paid over the web using a credit card (Visa, Master Card, American Express). Instructions and information needed to make the payment will be included with the DS2019.

• Insurance: Verify who will be paying for the insurance. Health insurance is a requirement of the U.S. Department of State for all individuals (both primary and dependents) in the J status. The health insurance must be effective from the date of arrival in the U.S. By U.S. Department of State regulation, proof of that insurance must be on file in the Office of International Programs. Insurance information must be in English. See Department of State regulations for specific policy requirements.

• Requested Dates of Stay: What date do you (the requesting department) want the individual to begin and when do you (the department) expect the individual to complete their stay. Short-term Scholars are limited to a maximum of 6 months, with no minimum program duration.
• University Title: If UAF is providing funding, indicate the UAF position title. Otherwise, J-1 category title may be used.
• Department or Division: Department sponsoring the visitor and requesting the documents.
• Total UAF Salary/Support for Requested Dates: If the requesting department will be paying a salary, please circle “Salary” and place the amount on the line. If the department will not be paying a salary, but will be providing office space, computer, etc., please list these items in the “Comments” section at the bottom of the page. An estimated value of the non-salary items must be provided. Housing expense and per diem amounts are considered “Support”.

Financial Information:

If the request is for an Exchange Visitor (J visa) professor, research scholar or short-term scholar, the University is not required to provide funding. However, the individual must show at least $1,500/month of financial support and $6,000/year for each dependent. Therefore, a scholar coming for 12 months must have a minimum amount of financial support of $18,000. If a spouse will accompany, the minimum amount is $24,000; spouse and one child, the minimum amount is $30,000.

If the UAF is not providing any support for the Exchange Visitor (J visa) enter the financial information the lines “Financial support other than UAF.” If the individual is self-funded, enter “self” under the “Name of supporting agency or organization.”

ALL FUNDING MUST HAVE SUPPORTING DOCUMENTATION: A UAF contract letter for salary; a letter of funding from the home government, agency or institution if the individual will be supported by an agency of the home country; or bank statements/letter(s) from U.S. or home country banks that the individual has sufficient funds to meet the financial requirements.

Processing Charge:   Departments are charged $300 by journal voucher for original, $150 for extension requests. This fee is the responsibility of the hosting department.

Contact information and signatures: Please use a contact person who will be available through the majority of the processing time. Include name, phone, fax, email address, and campus physical location. Department Chair and Dean or Directors’ signatures are required.

Certification of U.S. Government Funding: The dean or director must certify that U.S. government funds ( )have or ( )have not been received to specifically support this exchange visitor.

Please note : If a federal grant is being used to support the individual, it is specific supportonlyIF the grant proposal itemized support for the specific individualor support for an unnamed individual from a country other than the U.S. The dean or director would mark “( ) have been received.” If the federal grant does not include a request for the specific individual, or a request to bring an unnamed individual from a country other than the U.S. to participate, the dean or director would then mark “( ) have not been received.”

Comments are optional, except in the case of UAF non-salary support. Be aware that non-monetary support, e.g., room and board, may constitute taxable income to the exchange visitor.

UAF departments are not required to provide financial support for the professor/research scholar and short-term J-1 categories. However, they must provide some detail about usage of office space in the department, use of UAF computer facilities, department sponsorship to use the library for research (which would include sponsorship of a Polar Express Card), etc. in the comments section, and whether teaching or collaborative research may take place by the visitor.

Documentation needed:

With visa request form:

• Copy of the applicant’s passport identification page so that the internationally recognized English spelling of the visitor’s name will be used. Any discrepancies between the DS2019 and passport can be cause for denial or delay in the visa being issued by the U.S. Department of State.
• Individual’s resume/curriculum vitae.
• UAF letter of invitation.
• UAF contract letter if the department is providing full or partial support, OR bank statements, financial documents, letters of support from home organization showing support if the UAF department is NOT providing full funding.   Note:  A separate UAF contract letter is not necessary if the terms of the UAF funding are explicit in the UAF letter of invitation. .
• Proof of insurance in English 10 days before arrival. The individual must have insurance coverage for the entire duration of their stay by U.S. Department of State regulation. Specific insurance coverage amounts and terms are required. If the individual does not provide proof of adequate insurance in English, they will be required to purchase a policy in compliance with the J-1 regulations or return home immediately.

• Note:    For prospective Exchange Visitors who are currently enrolled in a master's degree program at a non-U.S. university, you must complete a statement that details 1) the specific role at UAF, 2) the specific tasks and activities to be completed during the program, the specific goal/objectives of the program, 3) the knowledge or skills the Exchange Visitor will gain during the program, and 4) the method for evaluating/assessing whether the goals and objectives were met.  The only exception to this policy is for people specifically hired in a research technician or similar position with a clearly defined position description.    Students who have not completed a U.S. bachelor's degree or equivalent are not eligible for the Research or Short-term Scholar categories. They may be eligible to participate as a J-1 Student Intern.   

Required insurance coverage (no exceptions, as this is per US Federal Regulations):

1. Medical benefits of at least $50,000 per accident or illness;
2. Repatriation of remains in the amount of $7,500;
3. Expenses associated with the medical evacuation of the exchange visitor to his or her home country in the amount of $10,000; and
4. A deductible not to exceed $500 per accident or illness.
5. An insurance policy secured to fulfill the requirements of this section:
   a .  May require a waiting period for pre-existing conditions which is reasonable as determined by current industry standards;
   b.  May include provision for co-insurance under the terms of which the exchange visitor may be required to pay up to 25% of the covered benefits per accident or illness; and
   c.  Shall not unreasonably exclude coverage for perils inherent to the activities of the exchange program in which the exchange visitor participates.
6. Any policy, plan, or contract secured to fill the above requirements must, at a minimum, be: Underwritten by an insurance corporation having an A.M. Best rating of ``A-'' or above, An Insurance Solvency International, Ltd. (ISI) rating of ``A-i'' or above, a Standard & Poor's Claims-paying Ability rating of ``A-'' or above, a Weiss Research, Inc. rating of B+ or above, or such other rating as the Department of State may from time to time specify; or is backed by the full faith and credit of the government of the exchange visitor's home country.

Reminders:

• Verify who will be paying for the insurance (the UAF  host department or the Exchange Visitor). Health insurance is a requirement of the U.S. Department of State for all individuals (both primary and dependents) in the J status. The health insurance must be effective from the date of arrival in the U.S. By U.S. Department of State regulation, proof of that insurance must be on file in the Office of International Programs. Insurance information must be in English. See Department of State regulations for specific policy requirements.
• Proof of insurance in English before arrival. The individual must have insurance coverage for the entire duration of their stay by U.S. Department of State regulation. Specific insurance coverage amounts and terms are required. If the individual does not provide proof of adequate insurance in English, they will be required to purchase the policy available through UA Risk Management or return home immediately.

UAF Departments or Exchange Visitors may purchase insurance from any provider who meets the minimum coverage and insurance rating requirements.  The companies listed below offer plans that meet J-1 mandatory health insurance requirements:

The UAF Office of International Program does not endorse any plan or insurance provider, nor do we make any guarantees about the quality of coverage.  Please verify that any plan you select meets the insurance requirements, and evaluate options carefully.

Gateway USA:
http://www.gatewayplans.com/individuals/business-or-sponsored-travel/gateway-usa

International Student Protection: 
http://www.intlstudentprotection.com/insurance_plans/temp_visitors.php

ISO Med Platinum/Gold/Silver:
http://www.isoa.org/iso_med_main.aspx

An individual primarily teaching, lecturing, observing, or consulting at post-secondary accredited educational institutions, museums, libraries, or similar types of institutions. A professor may also conduct research, unless disallowed by the sponsor. (22 CFR 64.2(e))

An individual primarily conducting research, observing, or consulting in connection with a research project at research institutions, corporate research facilities, museums, libraries, post-secondary accredited educational institutions, or similar types of institutions. The research scholar may also teach or lecture, unless disallowed by the sponsor. (22 CFR 62.4(f))

A professor, research scholar, specialist, or a person with similar education or accomplishments coming to the United States on a short-term visit for the purpose of lecturing, observing, consulting, training, or demonstrating special skills at the research institutions, museums, libraries, post-secondary accredited educational institutions, or similar types of institutions. (Regulation 22 CFR 62.4(b).) Short-term scholars may also participate in collaborative research. Note: for definition purposes only, as UAF is not authorized the Specialist category, a Specialist is an individual who is an expert in a field of specialized knowledge or skill coming to the United States for observing, consulting, or demonstrating special skills. (22 CFR 62.4(g))  

Note:    For prospective Exchange Visitors who are currently enrolled in a master's degree program at a non-U.S. university, you must complete a statement that details 
1) the specific role at UAF, 
2) the specific tasks and activities to be completed during the program, the specific goal/objectives of the program, 
3) the knowledge or skills the Exchange Visitor will gain during the program, and 
4) the method for evaluating/assessing whether the goals and objectives were met.  

The only exception to this policy is for people specifically hired in a research technician or similar position with a clearly defined position description. Students who have not completed a U.S. bachelor's degree or equivalent are not eligible for the Research or Short-term Scholar categories. They may be eligible to participate as a J-1 Student Intern.   

An individual who is studying in the U.S. enrolled in a full course of study at a secondary accredited educational institution and admitted into in a degree program culminating in a degree or non-degree program with a predetermined educational objective. College and university students are eligible for the Exchange Visitor Program only if at any time during their studies in the U.S. , they meet one of the following four criteria:

• They or their program are financed directly or indirectly by the U.S. Government, the participant’s home government or an international organization of which the U.S. is a member by treaty or statute;
• The exchange program is carried out pursuant to an agreement between the U.S. Government and a foreign government;
• The exchange program is carried out pursuant to a written agreement between:
  • An American and foreign educational institution
  • An American educational institution and a foreign government
  • A U.S. state or local government and a foreign government;

Or

• The exchange visitor student is supported substantially by funding from any source other than personal or family funds.

Academic Credentials for Professor, Research Scholar and Short term Scholar categories:

Professors and Scholars are expected to have appropriate academic or similar credentials. Generally a prospective exchange visitor in these categories should have at least a bachelor’s degree with appropriate experience in the specific field.

A student is required to be enrolled as a full-time student, either 12 undergraduate or 9 graduate credits. Non-degree students attending UAF are limited to 24 months of participation.

A professor or research scholar has a maximum period of five (5) years with no possibility of extension. The program must be at least 3 weeks in duration. The authorization is issued on a per-year basis, to ensure that the health insurance requirement is maintained. This category requires the minimum of a bachelor’s degree and extensive experience.

A short-term scholar has a maximum of six (6) months or less with no minimum duration of stay. There is no extension beyond the 6-month limit. This category requires the minimum of a bachelor’s degree and extensive experience.

While universities are not required to complete export control certifications for J-1 Exchange Visitors, we must comply with any and all export control regulations when hosting international scholars who may have access to regulated technologies.  This form is a tool for working with OIP and the Office of Research Integrity to determine if an export control license is required, and then provides documentation for the exchange visitor during the visa granting process to show that all regulatory requirements are being met.

J-1 Export Control Certification Form

Fact sheet about export control

The individual must reside at UAF, unless another or multiple sites are listed on the DS-2019.

All categories are subject to the two-year home residence regulation if 1) they receive funding specifically for the exchange from their home government or the U.S. government, or 2) their field or study or specialty is on the home country skills list.

Following participation in the professor and research scholar categories, visitors must wait 24 months before returning in either of these categories.

The UAF J-1 Visa Request form must be received by the Office of International Programs with original signatures and all supporting documentation before the DS-2019 can be prepared.