TXST Department J-1 Information

Extended Roles of the Department

Steps on How to Invite a J-1 Exchange Visitor

• 1. Confirmation of Secured Position by Faculty and Academic Resources

  To invite an international scholar, the sponsoring department must first submit the “Visiting Scholar & Export Control Screening” form under the drop-down title “Export Control Form” on the FAR webpage linked below.

  If the appointment is approved by FAR, please submit the documents mentioned in the “Get Started” section mentioned below under the “Departments” icon.

  You will then need to provide a copy of the email or memo of the position approval from Faculty and Academic Resources at Texas State University, via the form via the red button after step 10, stating the position has been secured.

   

• 2. Complete the J-1 Exchange Visitor Form (Steps 2-10 are documents to be uploaded in the form)

  The TXST sponsor will complete and sign the “Request for J-1 Exchange Visitor” form at the bottom of the page. We do not accept request via email; the request to invite a scholar must be submitted via the form below. 

  Please do not forget to indicate if the student will be “self-paying” for his/her processing fees or if the TXST sponsor will be funding other “faculty/department paying”.

• 3. Invitation Letter from the Sponsor Addressed to the Exchange Visitor

  An invitation letter from the sponsoring department, on the sponsoring department's letterhead, addressed to the prospective Exchange Visitor must include: 

  • A description of the program, research, work, or field of study
  • A description of costs likely to be incurred by the visitor in the U.S. (ie. Housing, transportation, health insurance)
  • The program start and end dates (Must exactly match the dates requested on the J-1 DS-2019 form)
  • The total amount and source of funding,
    • If the sponsoring department financially sponsors or pays the Exchange Visitor. The original letter should be mailed to the Exchange Visitor as it will be required at the J-1 visa interview

  Sponsors may use the following template as a guide: J-1 Invitation Letter Template

• 4. Proof of Financial Support

  Original financial documents should guarantee the equivalent of at least $1800 per month for the duration of their approved stay. This information can be included in the invitation letter if the sponsoring department at Texas State is providing a salary or stipend to the Exchange Visitor.

  Proof of financial support documents are:

  • A letter of support from the J-1 Exchange Visitor's financial sponsor such as home government, U.S. government, Texas State University, or an international organization.
  • A bank statement or a letter from the J-1 Exchange Visitor's own financial institute.
    • For the dependent $500 must be shown per month charge dependent upon the length of the J-1 Exchange Visitor.
    • Bank statements that are older than 6 months from start of program will not be accepted.
  • If the J-1 Exchange Visitor is self-paying for his/her program with Texas State, please refer them to the “Becoming a J-1 Visitor” webpage that highlights proof of funding options that need to be provided before we are able to issue a DS-2019.

• 5. Exchange Visitor's Passport ID Pages

  • A scanned color copy of the Exchange Visitor's unexpired passport ID pages.
  • Include color copies of the passport ID pages for any accompanying spouse or dependents (under the age of 21).
  • Additional information needed is the city of birth for the Exchange Visitor and dependents if this is not mentioned on the passport ID pages.

• 6. The Exchange Visitor's Curriculum Vitae (CV) or Resume

  The exchange visitor's curriculum vitae (CV) or resume (not necessary for the student internship category).

• 7. Proof of the Exchange Visitor's English Proficiency

  A method must be identified that determines the English level of the prospective J-1 Exchange Visitor is sufficient for the activities in which he or she will participate in.

  The following are methods of determination provided by the ISSS Office:

  • Adequate scores on English proficiency tests such as IBT, IELTS, TOEIC, or other standardized test in English such as GRE and GMAT according to the TXST admission criteria.
  • Interview(s) with the Exchange Visitor by faculty at Texas State who determines that the Exchange Visitor has sufficient English proficiency. This could be done virtually.
    • Faculty member should provide a letter attesting the Exchange Visitor has sufficient English proficiency to engage in activities at Texas State University.
  • Evidence from the Exchange Visitor's professional experience and accomplishments that indicates a sufficient English proficiency, such as
    • publications written in English,
    • number of courses taught in English, or
    • number of presentations given using English

• 8. Copies of Previous DS-2019s (if applicable)

  Copies of previous DS-2019s for the Exchange Visitor (J-1) and any accompanying dependent (J-2) issued by any other US institutions.

  Note: Only applicable if the Exchange Visitor has previously been in the US in J-1 Exchange Visitor status.

• 9. J-1 Exchange Visitor in the US (if applicable) - Transfer-in to Texas State

  If the Exchange Visitor is in the US, submit copies of the following:

  1. Current DS-2019
  2. I-94 record
  3. J-1 visa

  Also, submit the ISSS Office Transfer-In Form

• 10. Dependents (if applicable)

  Prospective J-1 Exchange Visitors with dependent(s) (J-2 status) should indicate whether or not they plan to have any family members accompany them. If so, they must complete the relevant section on the second page of the J-1 Exchange Visitor Information Sheet and supply copies of the passport ID pages for each dependent via the form provided.

  In addition to the $1800 per month for living expenses for the Exchange Visitor, proof of financial support is required for each J-2 Dependent spouse or child (Minimum $600 per dependent, per month) 

• How can I invite an international professor, short-term scholar, or research scholar to Texas State?

  The International Student & Scholars Services Office charges a fee of $500 to provide this service. This is a one-time fee and may be paid by the sponsoring individual, department, or scholar.

  Review the steps below to invite a J-1 scholar.

  1. Each J-1 category has a specific program objective. Review the J-1 Exchange Visitor Category website to identify which category is best for your international scholar.
  2. Once you have decided which category is best, review the Getting Started website to understand which documents are required when inviting a J-1 Exchange Visitor.
  3. Submit required documents to ISSS using the J-1 Exchange Visitor Request Portal to request a DS-2019.

• How can I have the option of being able to offer an international individual a permanent faculty position at TXST?

  Consider and be aware of the Two-Year Home-Country Physical Presence Requirement. and 12 and 24-month bars (see key J-1 regulations). Some J-1 Exchange Visitors have this requirement which prevents them from changing to another status, like H-1 or F-1.

  A J-1 can apply for a waiver of the Two-Year Home-Country Physical Presence Requirement. However, once the waiver is approved, no more J-1 program extensions are permitted and the J-1 must immediately apply for a change of status.

  Timing is a real consideration in this scenario. In this case, think of starting with the H-1, instead of the J-1. The H-1 status enables an international to remain in the US for as long as six years, as long as he or she is working with the entity indicated on his or her valid H-1 approval notice.

• How can I invite an international scholar back to Texas State each year after a re-occurring several years?

  For repeat participation, the J-1 short-term scholar category is the best option.

  Exchange visitor program periods must be less than six months. Otherwise, the exchange visitor must wait at least one year outside the U.S. before they may begin a new program.

  Review the 12 and 24-month bars for more information.

• How long may the J-1 Exchange Visitor Remain at TXST?

  Each J-1 category has a specific program objective with a defined limitation of stay. Review the J-1 Exchange Visitor Category website to identify which the limitation of stay per exchange visitor category.

• How early can the J-1 Exchange Visitor arrive to the U.S.?

  An Exchange Visitor may not arrive more than 30 days before the program start date stated on the Form DS-2019.

  Please note that if they arrive prior to 30 days, U.S. Customs and Border Protection may deny them entry into the U.S.

• What does the sponsor and scholar need to do when the exchange visitor program ends?

  If a J-1 Exchange Visitor completes the program on or before the program end date, the sponsor or Exchange Visitor must contact ISSS at internationalscholars@txstate.edu.

  ISSS will update the J-1 Exchange Visitor's immigration record upon program completion (making the record inactive) and permanent departure from the US. When this update is made, the J-1 Exchange Visitor will receive an update via email from SEVIS.

• How can a J-1 Exchange Visitor receive more time to complete his or her exchange visitor program?

  Each exchange visitor category has a limitation of stay. A program extension may be granted by the ISSS Office if the limitation of stay has not been exceeded.

  Review each program's limitation of stay on the J-1 Exchange Visitor category website.

  Request a J-1 Exchange Visitor Program Extension.

• Who should the J-1 Exchange Visitor contact with questions or concerns?

  The sponsoring individual or department serve as the first point of contact for a J-1 Exchange Visitor.

  International Student and Scholar Services (ISSS) serves as another point of contact.

  • Contact ISSS at internationalscholars@txstate.edu or 512-245-7966

• What is the Form DS-2019?

  The Form DS-2019 is a Certificate of Eligibility for Exchange Visitor Status (J-nonimmigrant) that is created by a Responsible Officer (ISSS Office) in the Student and Exchange Visitor Information System (SEVIS).

  The DS-2019 allows a prospective Exchange Visitor to apply for a J-1 visa interview at a U.S. embassy or consular office outside the US. The J-1 visa is necessary for an Exchange Visitor to be granted permission to enter the U.S.

  A sample Form DS-2019 can be viewed on the Study in the States website.

• What are the charges to host a J-1 Exchange Visitor?

  • $500 for new applications, including transfer-in exchange visitors, and $100 per additional dependent.
  • $200 maintenance fee. 
    • The application fee of $500 and annual maintenance fee of $200 covers any requests for program extensions; transfers; replacement of lost/damaged DS-2019's, and ISSS Office services.

• What if I want my scholar to come to TXST on different dates than originally proposed?

  You must notify the ISSS Office, and the TXST department will need to issue a new invitation letter with the updated dates. We cannot update the student’s immigration documents until the revised invitation letter exactly matches the new dates.