Body
University Procedure
Title
University of North Carolina at Chapel Hill Procedure for New J-1 Exchange Visitor Requests
Introduction
Purpose
This Procedure provides an overview of UNC-Chapel Hill's J-1 Exchange Visitor request process for new J-1 requests.
Scope
This procedure applies to UNC-Chapel Hill departments, employees, and individuals involved in sponsoring, managing, mentoring, working, or will conduct approved J-1 EV activities in J-1 status.
Definitions
- EC: Export Control
- FM: Faculty Mentor
- HR: Human Resources
- ISSS: International Student and Scholar Services
- J-1 EV: Exchange Visitor
- 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 3 months prior to the proposed start date. 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: Recruitment
- Hosting Unit identifies need & capacity to host J-1 EV.
- Confirm Faculty mentor.
- Confirm position duties & activities.
- HUH & HR confirm position & pay.
- Confirm position requires at least a bachelor's degree.
- Post position to PeopleAdmin.
- Select & screen candidate(s).
Step 2: Background Check and PID Creation
- HR conducts background check.
- HR provides guest ID & invites J-1 EV to complete background check.
- J-1 EV clears background check.
- HR processes hiring or affiliate system actions.
- PID is created. The process cannot continue until PID is created.
Step 3: Additional Screening
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 final submission e-forms via 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 4: J-1 EV Request via ISSS Portal
- HUC initiates request in ISSS Portal using J-1 EV PID.*
- J-1 EV completes personal info e-forms.
- HUC completes Hosting Unit e-forms and submits EC/S&S approvals.
- HUC submits final submission e-forms.
- FM reviews, completes, & approves e-forms.
- HUH reviews and approves request.
- J-1 EV request is submitted to ISSS.
Step 5: ISSS Review
ISSS confirms the request is consistent, complete, and meets regulatory requirements.
If the Request Is Complete
A complete New J-1 EV Request includes the following documents:
- Letter of invitation
- Funding documents
- Proof of English proficiency
- Passport ID page
- CV or resume
- Immigration history
ISSS issues Form DS-2019 within 3 weeks of receiving a complete request. J-1 EV receives documents from ISSS.
If the Request Is Incomplete or Inconsistent
ISSS contacts the Hosting Unit and/or J-1 EV to complete the request. The Hosting Unit and/or J-1 EV submits additional required and/or outstanding documents.
Step 6: Visa Application
- J-1 EV receives documents from ISSS.
- J-1 EV pays SEVIS & DS-160 fees & books visa interview.
- J-1 EV attends a visa interview at the US consulate.
- Visa is approved.
- J-1 EV notifies HUC of visa approval & travel plans; HUC notifies ISSS,** HR, and FM.
- J-1 EV enters the US at a US port of entry.
Step 7: Arrival and Orientation
- J-1 EV connects with FM & HUC.
- J-1 EV completes check-in with ISSS.
- J-1 EV is registered in SEVIS by ISSS.
- If the position is paid, J-1 EV completes I-9 and payroll processes and attends new employee orientation.
- J-1 EV attends ISSS Exchange Visitor orientation.
- J-1 EV starts program; Hosting Unit 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.
- ** HUC must notify ISSS immediately of any changes to J-1 EV's program dates.
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