Hosting J-1 Exchange Visitors

As a host department, you are responsible for supporting J-1 visiting scholars and ensuring that all activities follow U.S. immigration regulations.

J-1 scholars come to the United States for a specific, temporary purpose, such as research, teaching, lecturing, or training. Your role is to help ensure their program is accurate, compliant, and properly maintained from start to finish.

Your Responsibilities as a Host Department

You must work closely with Visa and Immigration Services (VIS) to support your scholar and maintain compliance.

You are required to:

• Notify VIS before any changes to the scholar’s program or employment
• Ensure all activities match what is listed on the Form DS-2019
• Confirm the scholar only engages in authorized work and activities
• Provide appropriate workspace, resources, and supervision

Failure to follow these requirements may impact the scholar’s immigration status and the university’s compliance obligations.

Report Changes to VIS

You must inform VIS in advance of any changes to the scholar’s program, including:

• Changes in work location or site of activity
• Any employment or payment not listed on the DS-2019
• Changes to job duties or responsibilities
• Leave of absence (paid or unpaid)
• Early completion or departure

Requests for extensions or transfers must be submitted at least 30 days in advance.

Report Emergencies Within 24 Hours

You must notify VIS within 24 hours of any serious incident involving a J-1 scholar or their dependents.

Reportable situations include:

• Death or missing person
• Serious illness or injury
• Arrests or legal issues
• Safety concerns or threats
• Incidents involving abuse or misconduct
• Situations that may impact the scholar’s well-being or the university’s program

Timely reporting is required by the U.S. Department of State.

Employment and Activity Restrictions

J-1 scholars must follow strict employment rules.

You must ensure that:

• The scholar only works or participates in activities approved by VIS
• Any additional lectures, consultations, or outside activities receive prior approval
• No unauthorized employment occurs

Unauthorized work may result in termination of the scholar’s J-1 program.

Inform Your Scholar of Key Requirements

You should make sure your scholar understands their responsibilities, including:

• Maintaining required health insurance for themselves and any dependents
• Filing U.S. federal (and, if required, state) tax documents each year
• Following all J-1 program rules and timelines

Clear communication helps prevent misunderstandings and status issues.

Prepare Your Scholar for Success

Before and during the program, you should:

• Confirm the scholar has the appropriate academic background for the role
• Ensure the position is temporary and appropriate for J-1 sponsorship
• Provide necessary workspace, tools, and departmental support

J-1 programs cannot be used for permanent or tenure-track positions.

Important Reminder

You are responsible for ensuring that your department’s activities remain consistent with the approved J-1 program. Prompt communication with VIS and careful oversight will help protect your scholar’s status and keep your department in compliance.