Inviting a J-1 Scholar

Prospective Scholars

Prospective UCLA international scholars require a DS-2019 Certificate of Eligibility Form from DGSOM Visa and Licensing Office to apply for a J-1 Visa Stamp at the U.S. Embassy or Consulate. UCLA academic departments are expected to initiate and submit the DS-2019 Request Application to DGSOM Visa and Licensing Office on behalf of the scholar. New DS-2019 requests should be submitted at least 3 months prior to start date of program to give scholar enough time to apply for the J-1 visa at the U.S. Embassy and make travel arrangements.

Notice to Department Coordinators prior to completing DS-2019 Request Form

  • The minimum educational level required is a master's degree or bachelor's degree with one or more years of full-time research experience following completion of undergraduate studies, and currently enrolled in the second year of the master's program within the same filed in which the research is to be conducted.
  • A fully or predominantly virtual program is not permitted.
  • If the visitor had been in a previous J program (except in a Research Scholar or Professor Category) which lasted for more than 6 months and seeks to begin a new program, on J-1 Research Scholar or Professor category, there must be a 12-month gap between the end date of the previous J program and the starting date of the new program before they can be eligible to enter the US to start the new program.
  • If the visitor had completed a previous J program in the U.S. as a Professor or Research Scholar, they are subject to a 24-months bar (gap) to start a new J-1 program as a Professor or Research Scholar.
  • If the visitor has applied for an H class visa or U.S. Permanent Resident status (‘green card’) they are NOT eligible to apply for a DS-2019 form for J visa status.
  • If the visitor had applied for and received a Waiver of the Two-Year Home Residence Requirement from the State Department or USCIS, they are NOT eligible to extend their current DS-2019 form.
  • If the position is tenure track, visitor is not eligible for J-1 status. Cannot be a candidate for a tenure track position.
  • Visitor's primary site of activity must be UCLA, unless visitor is conducting activity at an off-campus institution as part of a collaborative project with UCLA and is maintaining their UCLA appointment. There must be a written agreement between UCLA and the other institution in relation to the visitor's activity. If the visitor is only working remotely from a residence and will not be present at UCLA, they are NOT eligible to apply for a DS-2019 form for J visa status.

Please note, the Dashew Center does not oversee scholars at the UCLA School of Medicine. The David Geffen School of Medicine Visa and Licensing Office handles ALL J-1 visa related matters for visitors in the School of Medicine and other affiliated hospitals.

EVs who enter the U.S. on a tourist or personal business visa (B-1/B-2) will face difficulty in changing their status to J-1 visa. It may take over 6 months to obtain J-1 status in the U.S., or they have to leave the U.S. and re-enter on a J-1 visa status. EVs on B-1/B-2 or Visa Waiver status will not be permitted to participate as an Exchange Visitor during this period, nor can they receive any U.S. monies. EVs on Visa Waiver status will not be permitted to change their status within the U.S.

Prospective Exchange Visitors currently in the U.S. on another visa type (e.g. F-1) may apply for a change of status to J-1. The first step would be to request a DS-2019 from the DGSOM Visa and Licensing Office.

Once the Exchange Visitor receives the DS-2019 form, they will need to complete one of the options below to change their visa status to J-1:

  • Leave the U.S., apply for the J-1 visa stamp at the U.S. embassy, and re-enter the U.S. to begin the Exchange Visitor (J-1) Program (recommended).
  • If Exchange Visitor is unable to leave the U.S., they can apply for a change of status by submitting an I-539 Application to U.S. Customs & Immigration Services (USCIS). It could take several months to receive the approval of the change of status to J-1 from USCIS. Applicants have experienced wait times of up to 6 months. The approval notice does not come with a J-1 visa stamp. The Exchange Visitor will need to apply for the J-1 visa stamp at a U.S. Embassy if they make plans to travel outside the U.S. after receiving the approval notice from USCIS. Please note, the DGSOM Visa and Licensing Office does not assist with the I-539 application. Consultation with an immigration attorney is recommended if assistance is needed.

Department sponsors need to determine English proficiency for J-1 Scholars in one of 5 ways:

  • A UCLA recognized English language test taken within the past 2 years: IELTS overall band score of 7 or higher or TOEFL test score 560 (paper based) or 87 (iBT);
  • Certification by home academic institution where English is used;
  • Certification by English Language School where English training was completed within the past 2 years;
  • Copy of signed diploma or signed transcript from U.S. universities or universities in countries where English is the native language; or
  • A documented interview conducted by the UCLA faculty advisor either in-person or by videoconferencing, or by telephone if videoconferencing is not a viable option.

An applicant whose first language is English and is a citizen of a country in which English is the primary spoken language of daily life (e.g., Australia, Barbados, Canada, Ireland, Jamaica, New Zealand, United Kingdom) is exempt from this requirement.

Once the Exchange Visitor receives the DS-2019 form, they will need to complete one of the options below to change their visa status to J-1:

  • Leave the U.S., apply for the J-1 visa stamp at the U.S. embassy, and re-enter the U.S. to begin the Exchange Visitor (J-1) Program (recommended).
  • If Exchange Visitor is unable to leave the U.S., they can apply for a change of status by submitting an I-539 Application to U.S. Customs & Immigration Services (USCIS). It could take several months to receive the approval of the change of status to J-1 from USCIS. Applicants have experienced wait times of up to 6 months. The approval notice does not come with a J-1 visa stamp. The Exchange Visitor will need to apply for the J-1 visa stamp at a U.S. Embassy if they make plans to travel outside the U.S. after receiving the approval notice from USCIS. Please note, the DGSOM Visa and Licensing Office does not assist with the I-539 application. Consultation with an immigration attorney is recommended if assistance is needed.

Before a DS-2019 is issued, UCLA must be satisfied that prospective EVs have sufficient funds to carry out their primary activities at UCLA. The table below shows the current minimum amounts required to qualify for J-1 status at UCLA. Those who fail to comply with such requirement become ineligible for UCLA's J-1 sponsorship and will be terminated from the program.

  • Scholar : $30,300 per year / $2525 per month
  • Spouse : $6,000 per year / $500 per month
  • Each Child : $2,667 per year / $222 per month

These amounts include mandatory health insurance and allowance for supplies. Amount is subject to change.


 

A Visiting Graduate Researcher (VGR) is an individual, domestic or international, who is: (1) enrolled as degree-seeking graduate student at his or her home institution and maintaining satisfactory advancement towards the completion of his or her academic degree, and (2) invited to conduct short-term doctoral research or participate in a "prescribed course of study" such as a mentored or independent research project or master’s research collaborations with a faculty member at UCLA. Departments must contact UCLA Graduate Division for information regarding fees, application procedures and supporting documents. Complete application instructions are available online.

  • Once the department receives VGR approval notification from Graduate Division, the department can submit the DS-2019 request to the DGSOM Visa and Licensing Office.
  • The DGSOM Visa and Licensing Office needs 15 working days to process the DS-2019 form. Requests should be submitted at least 3 months prior to start date of program to give VGR enough time to apply for the J-1 visa at the U.S. Embassy and make travel arrangements.
  • Also note the following guidelines when requesting a DS-2019 for student researchers:
  • Student researchers will only be eligible for J-1 Short-Term Scholar or J-1 Research Scholar category.
  • Programs must be for a minimum 22 days.

For those wishing to bring Exchange Visitors into medically related areas, the J-1 program  provides  opportunities of an academic nature such as studying, observing, teaching or research.  Only incidental patient contact is permitted.   If the J-1 visitor will have any patient contact, the State Department requires a letter describing the incidental nature of the patient contact.  This letter will be provided by the Visa and Licensing Office. It will be signed by the Dean of the medical school or his or her designee.

Any medical student or foreign medical graduate pursuing a J-1 Research Scholar/Professor program in the United States that involves incidental patient contact must apply for their J-1 visa with the "Five-Point Statement" appended to their application materials.

The wording of the Five-Point Statement is prescribed by federal regulation at 22 CFR § 62.27(c) (iii), and is reviewed by consular officers at the time of visa application and by immigration inspectors at the port of entry to the United States.

If the foreign medical graduate will be involved in a clinical training program, you must contact the sponsoring department’s Training Program Liaison (TPL) or the Visa and Licensing Office’s Assistant Director to assist in submitting clinical J-1 visas for graduate medical education, which are issued by the Educational Commission on Foreign Medical Graduates (ECFMG).

Requesting an Amendment

Departments must request a change of program dates on the DS-2019 form if a visitor will not be able to enter the U.S. and report their arrival to the DGSOM Visa and Licensing Office within 25 days of their start date. Each request to change the start and/or end date can only come from the academic department (not the scholar).

A DS-2019 Amendment Request must also be submitted if changes in funding source is needed.

An additional fee and updated financial documents may be required if the new program dates constitute a longer program duration than originally planned.

Requesting an Extension

An extension of stay may be requested if the Exchange Visitor needs more time to complete his/her research activity or studies. Academic departments are responsible for submitting the DS-2019 Extension Application to the DGSOM Visa and Licensing Office at least 3 weeks prior to end date listed on the scholar's DS-2019.

Important notes:

  • The extension cannot go beyond the maximum period duration for the designated J-1 category.
  • J-2 DS-2019s attached to a J-1 record are always automatically extended with the J-1 DS-2019. A separate request is not required.
  • The DGSOM Visa and Licensing Office cannot extend a DS-2019 if an EV’s 212e waiver application is approved by the Department of State or USCIS.
  • The processing time for DS-2019 Extension Applications is 10 business days.

Requesting a Transfer-in

The DGSOM Visa and Licensing Office can accept a J-1 Transfer-In Request from another institution as long as the J-1 visa category remains the same at UCLA and the subject of activity is similar to previous work. UCLA departments must submit a DGSOM Transfer DS-2019 Request eForm through the MyBruin International Portal together with the following documents:

UCLA will not have access to a scholar's SEVIS record until the effective transfer date. Therefore, transfer DS-2019s can only be processed on or after the transfer date.