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Process:

*Please notify TIEC immediately if an exchange visitor cannot arrive within 30 days of the program start date. TIEC will have to amend the exchange visitor’s DS-2019 by deferring the start date and issuing a revised DS-2019, which has to be mailed to the exchange visitor.   Pre-arrival Information   Campus Reps or inviting faculty members should provide the following information to EVs prior to arrival.  A description of the program in which the exchange visitor is participating;  Rules that the exchange visitor is expected to follow under the program  Fees EV will need to pay  Estimated monthly living expenses in your city  Help and resources available to the EV, both at university and in the city   Communicating with EVs   If the visitor’s entry is delayed by more than 2 weeks, please contact us so that we may produce a new DS2019 with a later start date.   Post-arrival Check-in   Upon arrival, the visitor will report to your office to check in, give you copies of important paperwork to forward to us, and receive a basic orientation from your office, similar to that you provide to other international visitors. Visitors will likely need assistance securing housing and health insurance, and may require help getting a social security number. The most important duty of our on-campus representative is to ensure that visitors fill out the required   arrival forms   providing TIEC with proof of insurance, emergency contact, and current US address, which you must send to us no later than 25 days after their entry so that our office can validate program participation in SEVIS.

*Please notify TIEC immediately if an exchange visitor cannot arrive within 30 days of the program start date. TIEC will have to amend the exchange visitor’s DS-2019 by deferring the start date and issuing a revised DS-2019, which has to be mailed to the exchange visitor.

Pre-arrival Information

Campus Reps or inviting faculty members should provide the following information to EVs prior to arrival.

A description of the program in which the exchange visitor is participating;

Rules that the exchange visitor is expected to follow under the program

Fees EV will need to pay

Estimated monthly living expenses in your city

Help and resources available to the EV, both at university and in the city

Communicating with EVs

If the visitor’s entry is delayed by more than 2 weeks, please contact us so that we may produce a new DS2019 with a later start date.

Post-arrival Check-in

Upon arrival, the visitor will report to your office to check in, give you copies of important paperwork to forward to us, and receive a basic orientation from your office, similar to that you provide to other international visitors. Visitors will likely need assistance securing housing and health insurance, and may require help getting a social security number. The most important duty of our on-campus representative is to ensure that visitors fill out the required arrival forms providing TIEC with proof of insurance, emergency contact, and current US address, which you must send to us no later than 25 days after their entry so that our office can validate program participation in SEVIS.

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*Failure to validate EV’s record within 30 days of the listed SEVIS start date will result in automatic cancellation of the record.

Orientation

All exchange visitors and any accompanying family members (spouse and/or unmarried, minor children) must be provided information to assist them in settling into the local

community. Orientation must include, but is not limited to:

Life and customs in the United States

•Read about a wide variety of exchange visitor experiences

Local community resources

  • Public transportation

  • Medical centers

  • Schools

  • Libraries

  • Recreation centers

  • Banks

During EVs’ Program

Campus Reps help coordinate the following services during an EV’s program.

  • Travel Signatures: TIEC RO or ARO must sign the EV’s DS2019 allowing them to travel outside of the USA and return. This can be done by sending the papers to our office, or if local, by making an appointment to meet in our offices in Austin.

  • Visa Extension: Submit extension requests to TIEC at least one month before the end date of the current DS-2019. There are no extensions for the Short-term Scholar category.

  • Leaving the Country (temporarily): Submit “Out of Country” requests to TIEC in advance if the exchange visitor will be outside the U.S. during his or her program for more than 30 days.

  • Leaving the Country (permanently): Notify TIEC immediately if the exchange visitor or any of his or her dependents leave the U.S. permanently before the program end date on the exchange visitor’s DS-2019.

  • Transferring out: EVs may transfer to another school to continue their program as long as they have time remaining on their category and the new program is in line with the original purpose of their program. Please complete the transfer out form and send to us. \\TIEC-DC-FS\Users\SSS\J Files\AAA new forms here\Transfer out form

  • Program Completion: Inform TIEC when visitors complete their program and leave the U.S.

Annual Reporting

Once a year, the U.S. State Department asks all J-Visa sponsors to complete a comprehensive report of their program, participants, and highlights. TIEC relies on our Campus Representatives to compile this report for their universities and forward them to us for submission. We collate reports from our universities and must submit the report in July of each year. This means that in June, TIEC will ask you to begin collecting the data needed, write your report, and send it to us by early July .

Here is a template (which will also be mailed) as an example.


TIEC is honored to provide J-Visa services to your campus.

In general, TIEC’s J-Visa services include issuing immigration documents for exchange visitors and their dependents, maintaining the J-Visa Exchange Visitors’ records, amending program information, authorizing employment, extending their program within the regulations, transferring, requesting reinstatement, and conducting any other procedures necessary.

Effective June 1, 2019, TIEC charges a fee of $495 per visitor to provide these services. This is a one-time fee. No additional fees will be charged except for fees payable to the U.S. government (such as SEVIS I-901 Fee and J-1 visa fee) and for express mail service when requested.

TIEC usually sends an invoice to an official to whom the visitor will be responsible at the educational institution. However, the fee may be paid prior to issuance of the DS-2019 by check, money order, or credit card (credit card authorization form). TIEC can usually process DS-2019s and mail them to the educational institution within one week of receipt of all required information.

TIEC relies on selected Campus Representatives as primary points of contact for help in administering our J-Visa Program. Campus Reps help bridge the communications pathway on their campuses between inviting faculty members, Exchange Visitors, and other contact people, and relay important information between the EV and TIEC as well.

1- Inviting EVs, compiling and submitting application materials

Campus Reps work with inviting faculty members to compile a complete application packet, which is forwarded via email to our office for processing.

2- Applying for DS2019s

When you are ready to apply for a DS2019 for a new Exchange Visitor, you should begin gathering the required application materials, which usually include the following:

(1) their resume or cv

(2) copies of their passport ID pages

(3) copies of their accompanying dependents’ passports, if applicable, and dependents’ information including city of birth

(4) proof of his/her English proficiency

(5) proof of financial support, minimum of $1800 per month (this is an increase effective May 1, 2019). If a scholar/student is sponsored by his/her university or government, we require a financial letter from them. If your university will pay a salary or provide a stipend, please include that letter as well.

(6) a completed J-1 Exchange Visitor Information Sheet.

(7) an invitation letter on your institution’s letterhead, addressed to the prospective scholar/student from the inviting department, that includes

(A) the description of the program, research, work, or field of study

(B) the description of costs likely to be incurred by the visitor in the U.S. (ie. Housing, transportation, health insurance)

(C) program start and end dates

(D) the total amount and source of funding, if your institution financially sponsors or pays the visitor. The original letter should be mailed to the scholar/student as it will be required at a visa application.

(8) copies of his/her current DS 2019, J-1 visa, and I-94 Departure Record, if they are in the U.S. as a J1 visitor, along with a transfer-in form.

*Additional supporting documents or forms may be required.

Please email these items to Angelique@tiec.org when complete. We will review the documents and contact you if we have questions.

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Available health care and emergency assistance

These will vary by location, so please prepare your own list of community resources. It is likely that your university already provides this information to incoming international students.

Medical insurance is a requirement for all EVs and a copy of coverage should be sent to TIEC. Acceptable insurance policies must include the following coverage.

REQUIRED MINIMUM INSURANCE COVERAGE

  • Major Medical Coverage $100,000            

  • Medical Evacuation $50,000

  • Repatriation of Remains $25,000

  • Maximum Deductible per $500

Accident/illness

MINIMUM POLICY RATING (Must Comply With One)

  • A.M. Best rating of “A-” or above;

  • Insurance Solvency International Ltd., rating of “A-”

  • Standard and Poor’s rating of “A-” or above

  • Weiss Research, Inc. rating of “B+” or above

  • **All policies must fully comply with the Patient Protection and Affordable Care Act**

We look forward to a long and fruitful partnership!