J-1 Visa Procedures & Regulations BY Julie Zamoyski, Director, International Medical Licensing & Visas (310)825-7050 Denise Burnett, Senior J-1 Visa Analyst (310)825-2906 Visa and Licensing Office Office of the Dean, David Geffen School of Medicine at UCLA 10833 Le Conte Avenue, 17-078 CHS Los Angeles, CA 90095 Website: http://medschool.ucla.edu/visa-information Talk about UCLA and LA BioMed History Jan 2018

Responsibilities of the Department /Divisional Visa Coordinator Department VISA Coordinator—responsibilities Department is responsible for their EV Review and familiarize yourself with our website: http://medschool.ucla.edu/visa-information Communicate with your department on all cases i.e., with faculty sponsor, Department Manager Report to the Visa and Licensing Office any red flags or serious issues Check your EV’s status periodically – including health and repatriation/evacuation insurance Must submit complete & accurate applications Check DS-2019 before completing I-9 for “EV reported to UCLA” stamp EV should see department coordinator FIRST before anyone else Jan 2018

…continued responsibilities of the Department/Divisional Visa Coordinator Department Coordinator must meet with their EV prior to check-in Department Coordinator must contact the Visa and Licensing Office for a check-in appointment for their EV Request from EV proof of insurance & repatriation/evacuation within 30 days of employment. Notify our office if not in compliance Notify our office of any changes in: Funding Location Activities Early departures Transfers Jan 2018

J-1 Exchange Visitor Categories Research Scholar/Professor – Maximum 5 years * Initial sponsorship for 3 years * May extend for 2 additional years Short Term Scholar – 6 months or less Minimum 1 month Non-degree Grad Student (VGR) – 2 year max. Jan 2018

Qualifications All J-1 Exchange visitors Must have an Advanced Degree! Exception: Visiting Graduate Researcher (VGR) Note: These are not employment Visas, but they can be used for employment. Jan 2018

Involved Government Agencies Department of State (DOS) U.S. Department of Homeland Security (DHS) U.S. Customs and Border Protection (CBP) U.S. Citizenship and Immigration Services (USCIS) U.S. Immigration and Customs Enforcement (ICE) Jan 2018

Visa Check-In Documents 3 Documents your EV must have in their position when they come to the Visa & Licensing office; DS2019, Passport & I-94 Jan 2018

Visa Denials Section 214 (b) –Unable to show strong ties to your country Visa Waivers Section 212(e) No Objection Waiver Jan 2018

State Department Recommendation Letter Jan 2018

I-612 USCIS Waiver Approval Notice Jan 2018

J-I Application Process Check website for processing fees and updates for J-1’s Input all visa requests into ViTS (internal visa tracking system) Department submits application to Visa Office at UCLA. (Allow approx. 3 weeks processing time) All incomplete applications submitted will slow down processing time. Visa office will produce DS-2019 – Certificate of Eligibility The department is required to pick up the DS2019 The department is responsible for mailing the documents to the E.V. Be sure to use a mail tracking system for international mailing. The department must notify the Visa & Licensing Office if the E.V. entry into the U.S. will be delayed If E.V. is to be appointed as a VGR with the Graduate Division, be sure to register your E.V. with the Graduate Division prior to submitting the J-1 visa application to our office, and include the Graduate Division Provisional notice with your J-1 application. If the EV will have a “Visiting Scholar Appointment” be sure to include Dean’s Approval Letter with your J1 Application Differentiate Rick’s J-I and Jan Kiernen Application must be complete upot receopt by Visa Office Jan 2018

Supporting Documentation Mandatory Insurance requirement certification Alien Physician Form (required for MD degree only) Any financial documents i.e., Original bank statements, letter from employer Anja Paardekooper letter/memo Passport ID page/picture CV Processing fees: See website fee schedule. Additional J-2 fee for dependents now required. Application Checklist Jan 2018

Break Time Jan 2018

Maintaining J-1 Status Must have valid UCLA issued DS-2019 at all times. I-94 Arrival/Departure record shows authorized period of stay (D/S). Do not take paid employment off-campus without an authorization letter from the Visa & Licensing Office. Must have Medical, Repatriation and Evacuation Insurance at all times. This includes J-2 dependents in the US Jan 2018

FAQ Responses Application should be submitted at least 8 weeks before entry date If the EV is coming from a middle east country three months or more Change of status (C.O.S.) in U.S. i.e., J-2 or F-1 to a J-1 four months in advance of start date. Also, please highlight C.O.S. on the application. We are asking you to please check for accuracy and completion before submitting your application and supporting docs. to our office. We do not expedite or rush any applications -- must submit application with a realistic start date! Financial support If the EV is bringing personal funds we must have the original bank letter i.e., signed and/or stamped by the bank Convert the foreign dollars into US dollars (use currency converter online) The letter must be current (no more than 90 days old at time of submittal to visa office). Please be sure to complete all P-39’s with the correct amount for fees Report in Before you I-9 any EV please have them report to us to check in! If your EV is not here at least 15 days after their start date please give us a status report of their arrival date. Our office hours are by appointment Only during the hours of 11 am to 12 pm and 1 pm to 4pm unless otherwise posted-please inform your EV(s). You should try to walk your newly arrived EV(s) to our office, or appoint a lab manager to assist. Jan 2018

FAQ Responses continued… Leaving the country Please inform your EV to get a travel signature at least two weeks before leaving EV should never leave the country without getting a travel signature –repercussions later on Reiterate to your EV to read the Summary of important information for J-1 Visa Holders (they sign this form when they report in and a copy is given to each EV) Dependents If dependents enter the country after the J-1 arrives – they do not have to report in but EV should show us their passports and DS-2019(s) to review for correct notations. Dependents are not held to an arrival date--can arrive anytime after the J-1 has reported in CV Read CV carefully! It can give you a better idea of their degree status i.e., MD and Ph.D. If an EV is coming as a researcher (Ph.D.) and also has a M.D., the P.I. still must complete the alien physician form. The EV must have at least a bachelor’s degree with some related research experience (approx. 2 years). Jan 2018

FAQ Responses continued…. Transfer EV DS-2019 is not issued until the day of the transfer. Department must communicate with EV prior to submitting application to clarify date of transfer. Be sure to check with the P.I. Wait until you receive notification from the Visa office before you bring the EV in to finalize the transfer, generally between the hours of 1pm and 4pm. Supporting docs Make sure the Anja Pardeekooper memo states the duties or responsibilities of the EV On the J-1 application, be sure to complete section D. (keep summary to a minimum). Alien physician form is required for any EV that is a M.D.– complete option 1 unless the EV is pursuing a 2111. Please keep in mind if your application is incomplete, we will request what is needed but we also move on to the next application in our queue; and in a timely manner we will review the incomplete file again. If your application is missing at least 2 of the key documents we will return the application to you and it will have to be re-submitted with a new receipt date. Jan 2018

Visiting Graduate Researcher (VGR) Domestic or international Enrolled as degree-seeking graduate student at his/her home institution and Maintaining satisfactory advancement towards the completion of his/her academic degree and Invited to conduct short-term research: Doctoral Mentored or independent project Master’s collaboration Jan 2018

VGR Eligibility Must be sponsored by UCLA faculty who is a member of the Academic Senate (Professor, Associate Professor, or Assistant Professor). Duration: minimum of three weeks to a maximum of two years. The initial appointment period is for up to one year. Reappointment for up to one additional year. Enrolled as degree-seeking graduate student at his/her home institution. Maintaining satisfactory advancement towards the completion of his/her academic degree. Jan 2018

The Visa Process International VGRs must hold a J visa, “non-degree student” status The host department and appropriate campus visa office facilitates the visa process The visa processing may begin after the Graduate Division has provisionally approved the application All initial VGR J-1 visa fees must be paid through the Graduate Division Jan 2018

The Visa Process (continued) International visitors must present evidence of financial support that covers the minimum financial amount for program fees and living expenses for the duration of their program activity. At least 51% of their funding must come from a source other than personal or family funds. Such funds may be identified as a scholarship, fellowship, or a grant/award from another organization. Employment (Paid) time in lab cannot exceed 20 hours per week. Jan 2018

Q & A’s Jan 2018