What is a J-1 Scholar?

REQUESTING A J-1 EXCHANGE VISITOR  

The J-1 classification for Exchange Visitors (EVs) is authorized for those who intend to participate in an approved program for the purpose of teaching, instructing, or lecturing, studying, observing, conducting research, consulting, demonstrating special skills, receiving training, or to receive graduate medical education or training.  

In carrying out the responsibilities of the Exchange Visitor Program, the Department of State designates public and private entities to act as exchange sponsors. J-1 nonimmigrants are therefore sponsored by an exchange program that is designated as such by the U.S. Department of State. These programs are designed to promote the interchange of persons, knowledge, and skills, in the fields of education, arts, and science.  

Examples of EV categories include, but are not limited to: 

• Professors or scholars
• Research assistants
• Students 
• Trainees 
• Teachers 
• Specialists 
• Au Pairs
• Camp Counselors

At Rutgers University, J-1 categories generally include professors or scholars, research assistants, students, and teachers, with scholars being the primary category for Rutgers-Camden sponsoring departments.  

Categories and Maximum Lengths of Stay  

•  Professor or Research Scholar: Five year (this includes postdoctoral associates and fellows)
  • Short-term scholars: Six months
  • Visiting research student (non-degree): Two years 
  • Student intern: One year 

Sponsorship: J-1 visa holders must be primarily funded by either Rutgers, their host university, government agencies, or other legitimate agencies for the duration of their stay. Only 25% of funding requirements may come from personal finances. 

Status Document: DS-2019 Certificate of Eligibility 

Families: Spouses and unmarried children under the age of 21 who will accompany J-1 visa holders during their time in the United States must obtain a J-2 visa. 

Special conditions: Exchange Visitors may only be employed by their sponsoring department at Rutgers. Occasional lecturing and consultation outside of Rutgers is allowed only with vetting and permission in advance by Rutgers Global–International Student and Scholar Services. 

All Rutgers University-Camden visiting scholars (EVs) are “sponsored” by an applicable host academic department/center.  J-1 Exchange Visitors (and their dependents) must receive a form Ds-2019 to apply for a J-1 Exchange Visitor Visa.  

The sponsorship process is initiated by the faculty sponsor in that department/center at Rutgers-Camden. Rutgers-Camden departments (and faculty) sponsoring a J-1 exchange visitor should follow the process below. 

Department administrators are the main controller of requests made for issuance of form DS-2019 for a J-1 EV. They will initiate most processes and their actions in the portal should direct the necessary actions to other involved parties, including the department’s faculty, deans, and chairs, as well as the J-1 Exchange Visitor. The Departmental Administrator will be able to view all E-Forms required in the E-Form group and their status.  

The purpose of this workflow is for DS-2019 for research and scholar categories. Faculty or departments seeking to bring in student interns should contact Rutgers Global- International Student Services. 

Faculty/departments hiring EVs should ensure the position has been posted and the scholar has been hired prior to initiating a request for a DS-2019. Department admins should work with Camden Human Resources regarding the hiring process. 

Sponsoring a J-1 Scholar

Becoming a J-1 Scholar takes numerous steps. Our office and your host department will guide you through each step, including pre-arrival, visa documents, home tasks, and maintaining your status.

Requesting a Form DS-2019

Step 1: Request Access to Sunapsis  

To begin the DS-2019 request process, department admins who do not currently have access to Sunapsis should contact Gina Antonatos at gantonatos@global.rutgers.edu to request access to Sunapsis, our University-wide processing portal. 

Step 2: Letter of Invitation  

Department admins should work with the faculty sponsor in creating an official letter of invitation. This letter should detail the nature of the research the EV will conduct, and specifically what the department will be able to offer. It should explain whether or not the department will be able to offer office space, staff assistance, departmental facilities, salary and or stipend, and the agreed length of stay/dates scholar will be on campus. The invitation letter should be signed by the host faculty member and the college dean.  

Step 3: Collect Supporting Documentation 

In advance of completing the J-1 Scholar Request, the academic department/center should collect the following documents: 

• Letter of invitation or signed university employment agreement  
• Determine scholar’s insurance for those not receiving employee insurance by the University 
• Proof of English proficiency for those not citizen of a country where English is an official language. The following are acceptable for proof of English language proficiency.  
• Transcript evidence that the exchange visitor attended university for at least one year in a country where English is an official language.  
• Official test of English language proficiency with scores as follows:  
  • IELTS: 5.5 overall 
  • TOEFL iBT: 65 
  • TOEFL CBT: 183 
• Live Zoom/Skype or similar interview with faculty sponsor to determine that EV’s English proficiency is sufficient to perform their jobs or complete their academic programs 
• Departments should also determine from which account the J-1 Fees will be paid. Departments must submit a journal entry for payment of fees. (Fees are determined after you have begun the request for a form DS-2019 in Sunapsis and depend upon the EV’s length of stay and any dependents, where applicable.)  

Step 4: Completing DS-2019 Request in Sunapsis 

Once the department admin has been granted access to Sunapsis, a DS-2019 request can begin by logging in with your NETID and password here:  https://sunapsis-admin.rutgers.edu/istart/controllers/admin/AdminEngine.cfm 

 Admins should use the documents collected in Step 3 to begin the process. Applications are able to be saved as drafts and returned to at a later time.  

1. During this step, admins should enter the scholar’s email address.  
2. The scholar will receive an automatic email notification to login and upload the following documents 
3. Passport biographical page 
4. Dependent(s) passport(s), where applicable   
5. Resumé or CV  
6. Finances (Bank statements, funding letters, etc.) 
7. Proof of health insurance that meets the minimum requirements  

Step 5: Complete and Submit the DS-2019 Request  

Once a request for the EV’s DS-2019 has been completed and submitted, the Office of International Students & Global Programs (OIS) will receive a notification. It will be reviewed by OIS. OIS will contact the department administrator if there is additional information/documentation needed to prepare form DS-2019. 

Step 6: OIS creates form DS-2019  

Once a submitted application is completed, the OIS will create form DS-2019. It takes approximately five business days to for the department to receive the completed form Ds-2019.  The form will be ready for pickup at the OIS or sent via campus mail.  

Step 7: DS-2019 pre-arrival packet 

The host department receives a copy of the DS-2019 and pre-arrival packet from OIS. It is the responsibility of the department to mail the DS-2019 and pre-arrival package to the EV. The EV must receive and sign the original form DS-2019 needed for their non-immigrant visa interview with a U.S. consulate or embassy abroad.   

Step 8: Exchange Visitor Arrival 

Stay in touch with the scholar throughout the process and keep OIS informed of the EV’s arrival date. It is recommended the EV arrives prior to their start date. 

Be aware the EV may arrive up to 30 prior to the program start date but must not arrive more than 30 days after the program start date 

Assist the scholar or research student with their check-in process through RGlobal with their NETID and password to ensure that program objectives are being followed.