J-1 Students

• Application for DS-2019
• Application for Dependent DS-2019
• Academic Training General Information
• Academic Training Application Form
• Invitation Letter (sample letter for students inviting family to U.S.)
• J-2 Request for Employment Authorization
• Program Extension Request Form
• Social Security Letter (for on-campus employment)
• Student Intern General Information
  • Checklist
  • Department Request Form
  • English Proficiency Form
  • Intern Application
  • Training Internship Placement Plan, Form DS-7002
• Transfer In Form (Transfer to Stevens)
• Transfer Out Form (Transfer from Stevens)

Academic Training

Academic training is a period of authorized, off-campus employment directly related to a J-1 student’s field of study. Students may participate in academic training prior to or after completion of study for a total maximum period of 18 months, inclusive of any prior academic training as an exchange visitor. Students who are sponsored by institutions other than Stevens should check with that sponsor for information on academic training.

Students may work part-time (20 hrs. or less) during the academic year or full-time during vacation or after graduation. Part-time academic training is deducted from the total academic training at a full-time rate (e.g., any part time employment, even if just a few hours, is counted as full time for the purpose of academic training).

Students must apply for work authorization prior to engaging in academic training by submitting an application to the ISSS office. You must apply for academic training before the end date on your DS-2019, and the employment must commence within 30 days of the program completion. Academic training requires written approval from the sponsoring institution before starting any kind of employment. Working without the proper authorization is a violation of your status. Processing time is approximately five days.

Academic Training Eligibility

• The primary purpose for being in the United States is to study rather than engage in academic training
• The proposed employment is directly related to your field of study at Stevens
• You must be in good academic standing
• You must continue to carry sufficient health insurance during the training program for yourself and any J-2 dependents
• Show proof of financial support, if the proposed training is unpaid
• Obtain written permission from ISSS prior to engaging in any off – campus work, training, or experience whether paid or unpaid

General Limitations

Your employment may be authorized for the length of time necessary to complete the goals and objectives of the training, provided that it is approved by the academic advisor and the ISSS office. The typical degree seeking student may be eligible to engage in a total of 18 months of academic training, with the following exceptions: doctoral students may be eligible for a total of 36 months, and non-degree seeking students may only engage in academic training for a maximum period equivalent to their time spent in a full-time course of study.

Application Process

Complete and sign the J-1 Academic Training Application Form. You are also required to obtain a job offer letter from the prospective employer, and a letter of recommendation from your academic advisor.

Job Offer Letter

The job offer letter must include the following information:

• Job title
• A brief description of the "goals and objectives" of your "training program" (your employment),
• The dates and location of the employment, the number of hours per week, salary,
• The name and address of your "training supervisor" (the quotations come from the regulations).

Academic Advisor Recommendation Letter (Submit a copy of the job offer letter to assist your academic advisor when composing the recommendation letter.)

The academic advisor’s letter of recommendation must include:

• A description of the training program, including its location, the name and address of the training supervisor, number of hours per week, and dates of the training;
• Explain how the training relates to the student's major field of study; and
• Why the academic training is an integral or critical part of the student’s academic program

The Department of State Bureau of Educational and Cultural Affairs has oversight of the Exchange Visitor Program and must be notified whenever there is a change of J-1 program sponsorship. J-1 Exchange Visitors (EV) may transfer from one program sponsor to another if the purpose of the transfer is to complete the academic objective for which he or she was admitted. The transfer process requires coordination between the current institution’s International Office and Stevens International Student and Scholar Services office (ISSS).

The first step in the transfer process is to notify the current J-1sponsor of the Exchange Visitor’s intent to transfer to a new program. The EV must obtain the proper clearance from its current sponsor to effectuate a transfer.

Transfer Process to Stevens

• EV meets with current J-1 sponsor to discuss the transfer process and the transfer “effective date”. The transfer out date should be no later than the end date of the DS-2019 issued by the current sponsor.
• EV completes Part I of the J-1 Transfer Form, and current J-1 program sponsor processes Part II of the Form. The Form is e-mailed or faxed to the Stevens ISSS office by the current sponsor.
• Stevens processes the DS-2019 once the current J-1 sponsor has processed an electronic transfer of the SEVIS record.
• Once the transfer becomes effective, the EV must immediately report to the ISSS office located at the Wesley J. Howe Center, 5th floor. ISSS is required to report an EV’s participation under Stevens J-1 program in SEVIS within 30 days of the program effective date.

Transfer Eligibility Issues

• If an EV has applied to the U.S. Department of State for a waiver of the two-year home residency requirement, and the waiver has been approved, she/he is not eligible to transfer.
• If an EV has violated her/his immigration status, she/he will not be eligible to transfer. An EV who violates her/his immigration status must leave the U.S. and reenter to regain valid status. In the alternative, and EV may apply to the Department of Homeland Security for “reinstatement” to J-1 status.

Travel

To travel outside the U.S. before start date of the new J-1 program, the EV must travel and reenter the U.S. with the DS-2019 issued by Stevens. In addition to the DS-2019, the EV must also have a valid J-1 visa stamp in the passport and be prepared to document the source of funding noted on the DS-2019. Travel outside the U.S. while the transfer process is pending is highly discouraged.

Assistantship Awards

Exchange Visitors awarded Assistantships may not work at Stevens until the transfer and check in process are complete. The transfer process is not complete until a DS-2019 is issued by ISSS office, and the EV is enrolled for classes.