The information below will assist departments needing to bring a new J-1 scholar, amending an incoming scholar’s DS-2019, extending a current J-1 scholar, and understanding Export Control requirements.
U.S. export control laws prohibit the release of controlled technology to foreign persons, even within the U.S. Severe penalties will be applied to the University, sponsoring department, and faculty host for export control regulations violations. The Office of Research Compliance oversees all export control regulations and should be contacted with any questions.
Export Control screening is included in the J-1 Scholar Request Process and departments must upload the scholar’s passport, CV/resume, offer/invite letter, and the Visiting Scholar Acknowledgment to the J-1 Request.
Departments should ensure their J-1 Scholars understand the Visiting Scholar Acknowledgment as it binds them to the identified policies, rules, and regulations (e.g., Intellectual Property Policy; all UMass Amherst Rules and Regulations).
Three to four months prior to the requested start date of the J-1 Exchange Visitor's program, the department should submit the DS-2019 request to ISSS by completing the Amherst J-1 Request Process in UMass VIP (Visa Information Portal) (log in and go to Departmental Services on the left).
Please allow enough processing time (at least 90 days) for ISSS to process the incoming scholar’s DS-2019 so the scholar can schedule their visa appointment, have their visa interview, and enter the U.S. Start dates that are too soon will need to be changed and will cause a delay in processing.
How to Submit a Request:
- Once you have access to UMass VIP, add a new person. Note the TEMP ID that is generated.
- If the scholar has been at UMass Amherst before, please contact @email if you need the correct ID.
- Start the Amherst New J-1 Request, add the TEMP ID, and date of birth to start your request.
- Submit the required E-Forms. You will need the documents below and should have them ready when you start your request.
- Scholar Passport (Bio Page)
- Scholar CV/Resume
- Signed Scholar Acknowledgement
- Department Speed type (if a paid employee or the department is paying the ISSS Processing Fee) or Scholar Receipt for ISSS J-1 Scholar Fee
- Scholar Invite/Offer Letter
- Review the Acceptable Titles for J-1 Scholars here.
- Scholars employed by UMass will follow the standard HR template.
- Unpaid Scholar’s invite letters should follow this format.
- Hosting Undergraduate Research Visitors (if scholar is an undergraduate student)
- Scholars must upload:
- Proof of Legal Permanent Residence (passport, etc.)
- Financial Documentation (if not paid by UMass)
- If employed by their home country employer, they must upload official verification of employment in English.
- Use the Scholar Expenses Cheat Sheet to ensure their financial documentation meets our minimum funding requirements. (The cheat sheet will download an excel spreadsheet to a device).
- Proof of enrollment if currently a student at home institution
- Dependent Passport(s) (if applicable, for each dependent)
- To request J-2 sponsorship for more than one dependent, after submitting the first Dependent Information E-Form, click on the "Dependent Information" link again. Repeat for each dependent.
DS-2019 start date reminder emails will be sent to both the department contact and their scholar about their arrival to UMass. Occasionally, a J-1 Scholar’s arrival is delayed for a variety of reasons resulting in a DS-2019 start date amendment. If the scholar cannot arrive within 21 days of their start date, the department should submit the New J-1 Scholar DS-2019 Amendment Request.
Please review the process below to request a DS-2019 amendment.
Scholar delayed by:
- Lack of visa appointment availability or due to other personal delays (i.e., travel, research, changes, etc.)
- The department and scholar should determine a new start/end date.
- Administrative processing of the visa
- U.S. Consulates occasionally need more time to award a visa and will put the scholar’s visa application in administrative processing, which can often take 3+ months to process. The department and scholar should determine a new start/end date that is at least 3 months beyond the current start date. We do not need a new offer letter until the visa is approved.
Please log into UMass VIP to submit a New J-1 Scholar DS-2019 Amendment Request in Departmental Services.
A complete request for an extension includes:
- Reason for delay
- Updated Offer Letter/Invite Letter
- New start/end dates
Contact ISSS if there are any issues with the forms or you have questions.
A DS-2019 Extension may be requested if a current J-1 Scholar needs more time to complete their research activity or studies. Academic departments are responsible for submitting the extension request to the ISSS at least 2 weeks prior to the end date listed on the scholar's DS-2019.
Please log into UMass VIP to submit a Current J-1 Scholar DS-2019 Extension Request in Departmental Services.
The Current J-1 Scholar DS-2019 Extension Request is a two-part E-Form process. Once the department submits their E-Form, the scholar will receive access to their part of the request. ISSS will not receive notification until the scholar has submitted their Extension Request.
Department provides:
- Updated Offer Letter/Invite Letter
- Reappointment Letter (if a paid employee of UMass)
- Unpaid Scholar’s invite letters should follow this format.
- New end date (must match extension letter)
Scholar provides:
- Current U.S. physical address and phone number
- Funding Documents (if unpaid OR the employee’s salary does not cover the funding minimums)
- Scholars should use the Scholar Expense Cheat Sheet if they meet the funding minimums
- Funding documents must be in English and no older than 6 months old
- Insurance Documentation (for the J-1 and their J-2 dependents, if applicable)
- Paid J-1 scholars should provide a letter of confirmation from the insurance agency or their insurance card
- Unpaid J-1 Scholars must upload their insurance card or documents (preferably in English) from their private insurance company. The information must have the dates of coverage and their name.
- List of Cultural Activities Attended
- 212e Waiver Documents (if applicable)
- ISSS cannot extend a DS-2019 if the Scholar’s 212e waiver application has been approved by the Department of State or USCIS (United States Citizenship and Immigration Services).
Important notes:
- For all unpaid J-1 scholars, the NENS will be extended once the extension request has been processed.
- The extension cannot go beyond the maximum period for the designated J-1 category.
- J-2 DS-2019s are attached to a J-1 record and are automatically extended when the J-1 is. A separate request is not required.
Contact ISSS if there are any issues with the forms or you have questions.
Quick Links
Explore the links on the right for relevant information about hosting J-1 scholars.