1. J-1 Visa Procedures & RegulationsBY
Julie Zamoyski, Director, International Medical Licensing & Visas (310)
Denise Burnett, Senior J-1 Visa Analyst (310)
Visa and Licensing Office
Office of the Dean,
David Geffen School of Medicine at UCLA
10833 Le Conte Avenue, CHS
Los Angeles, CA 90095
Website:
Talk about UCLA and LA BioMed History
Jan 2018

2. Responsibilities of the Department /Divisional Visa Coordinator
Department VISA Coordinator—responsibilities
Department is responsible for their EV
Review and familiarize yourself with our website:
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

3. …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

4. 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

5. 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

6. 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

7. 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

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

9. State Department Recommendation Letter
Jan 2018

10. I-612 USCIS Waiver Approval Notice
Jan 2018

11. 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

12. 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

13. Break Time
Jan 2018

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. Q & A’s
Jan 2018