University Procedure
Title
University of North Carolina at Chapel Hill Procedure for J-1 Exchange Visitor Extension Requests
Introduction
Purpose
This Procedure provides an overview of UNC-Chapel Hill's J-1 Exchange Visitor extension request process.
Scope
This procedure applies to UNC-Chapel Hill departments, employees, and individuals involved in the J-1 process.
Definitions
- EC: Export Control
- FM: Faculty Mentor
- HR: Human Resources
- ISSS: International Student and Scholar Services
- J-1 EV: Exchange Visitor
- HU: Hosting Unit
- HUC: Hosting Unit Contact
- HUH: Hosting Unit Head
- S&S: Science & Security
Procedure
A complete J-1 request must be submitted to ISSS at least two (2) months prior to the J-1 EV's program end date to ensure that the J-1 EV can remain in the U.S. and at UNC. The J-1 Exchange Visitor process involves reviews and clearances from multiple University offices (Human Resources, Export Control, and Science & Security) prior to submission to ISSS. Hosting Units should include additional lead time for these offices to complete the necessary clearances.
Step 1: Notify HR of Extension / Update
- FM identifies need to adjust J-1 EV program dates & any updates.
- FM works with HUC & HR to satisfy HR requirements.
- HR reviews extension & updates.
- HR approves & updates appointment in ConnectCarolina.
Step 2: Export Control / Science & Security Review
The Hosting Unit completes the Export Compliance and Science & Security Review Form. Export Control (EC) and Science & Security (S&S) reviews proceed as follows:
Export Control Review
- EC approval: HUC can proceed with the final submission of e-forms via the ISSS Portal.
- EC denial: J-1 EV request cannot proceed.
Science & Security Review
- S&S approval: Feeds into EC review process.
- S&S denial: J-1 EV request cannot proceed.
Step 3: J-1 EV Request via ISSS Portal
- HUC initiates a request in the ISSS Portal.*
- J-1 EV reviews info & updates if needed.
- HUC completes HU e-forms and submits EC / S&S approvals.
- HUC submits final submission e-forms.
- FM reviews, completes, & approves e-form.
- HUH reviews and approves the request.
- J-1 EV request submitted to ISSS.
Step 4: Request Review by ISSS
ISSS confirms the request is consistent, complete, and meets regulatory requirements.
If the Request Is Complete
A complete J-1 EV Update Request includes the following documents:
- J-1 EV Update Request
- J-1 EV Update Letter
- Funding documents
- Proof of health insurance
- Updated immigration documents
- Updated CV or resume
ISSS issues Form DS-2019 within 3 weeks of receiving a complete request.
If the Request Is Incomplete or Inconsistent
ISSS contacts HU / J-1 EV to update. HU / J-1 EV submits additional documents.
Step 5: Continuation of J-1 EV Program
- ISSS emails Form DS-2019 to J-1 EV.
- If position is paid, J-1 EV completes I-9 & payroll processes.
- J-1 EV continues program; HU monitors & reports updates to ISSS to maintain compliance.
Notes
- * J-1 EV requests can be initiated in the ISSS Portal while waiting for EC & S&S clearances.
Related Requirements
External Regulations (if applicable)
- Is this Procedure connected to any Policies, Laws (federal, state, local, regulations), Accreditation requirements?
- Are there any related UNC system-wide policies, procedures or standards?
- Are there any other resources or materials readers of this Procedure might likely refer to or need to follow or understand this Procedure?
University Policies, Standards, and Procedures
Contact Information
Primary Contact
Name: International Student and Scholar Services
Telephone: 919-962-5661
Email: ISSS@unc.edu