Department Support

International Student Services& Programs (ISSP) supports academic units in bringing some of the world’s most experienced students to UCSC. ISSP facilitates and monitors immigration compliance within a complex, ever-changing regulatory environment.

According to the Department of State (DOS), the purpose of the J-1 Exchange Visitor Program is to increase mutual understanding between the people of the U.S. and the people of other countries by means of educational and cultural exchange.

The exchange of international visitors promotes the interchange of knowledge and skills, mutual enrichment, and stronger links between research and educational institutions in the U.S. and foreign countries. The J-1 status is a temporary, nonimmigrant status. Participants are expected to return to their home country upon completion of their program.

J-1 Exchange Visitors

Information for departments and divisions about the J-1 exchange visitor categories, the most common status for visiting students.

J-1 Visitor Categories at UCSC

Prospective Exchange Visitors must be invited by a UCSC academic department that will serve as the visitor’s host department. The host department is responsible for choosing the J-1 category for its incoming visitors.

J-1 categories are not the same as UCSC academic appointment titles. When selecting one of the categories below for an incoming visitor, departments should consider the following: 

  • Exchange Visitor’s academic background
  • Exchange Visitor’s immigration history
  • Exchange Visitor’s possibility of repeat visits to the US
  • Exchange Visitor’s anticipated length of stay
  • UCSC program objective

J-1 Student Intern

The J-1 Student Intern program is a structured, full-time internship opportunity for foreign students who are currently enrolled in and pursuing a degree at a post-secondary institution abroad and who are invited to do an internship on campus with a UCSC faculty supervisor. The internship must fulfill the educational objectives of the student’s degree program at their current institution abroad. Student interns may participate in a student internship program for up to 12 months for each foreign degree/major. Wages or other compensation is optional, however, student interns must meet the minimum J-1 Exchange Visitor funding requirements.

Students are responsible for finding their own internships or research opportunities (ISSS is not a placement agency). The internship must consist of work-based learning, rather than ordinary employment or unskilled labor. The internship cannot serve to fill a labor need, nor displace American workers.

  • Program length not to exceed 12 months
  • Individuals who participate in this category become subject to the 12-month bar for future J-1 Research Scholar/Professor categories after completing their program
  • Individuals may be subject to the Two-Year Home Country Physical Presence Requirement

Changing J EV Categories

Changing J categories within the U.S. is usually not permitted. The procedure to change categories is complicated, time-consuming, and must be approved by the Department of State. A change of category may be possible by departing the U.S., obtaining a new DS-2019, and re-entering in the new category. An exception can be made to alternate between a Professor and Research Scholar category. Please consult with an International Scholar Advisor if you are considering changing your program objective.

Eligibility Criteria
  • Intent to pursue appropriate activity (research, teaching, etc.)
  • Intent to return to home country (as determined by consular officer)
  • Sufficient funding for program duration
  • Appropriate background for program activity
    • Professors, Research Scholars, and Short-Term Scholars require the equivalence of a U.S. bachelor’s degree or higher
  • English language proficiency

The UCSC department must extend an academic appointment to the prospective J-1 Exchange Visitor prior to requesting a DS-2019. J-1 Exchange Visitor status is limited to those who hold temporary, “visiting” academic positions. The J-1 status cannot be used for tenure-track faculty positions, regular faculty or support positions, administrative positions, or staff positions. The following titles are eligible for J-1 Exchange Visitor status:

  • All Visiting Appointments
  • Visiting Scholar, Visitor (Graduate Student), Visitor (Undergraduate Student)
  • Research Associate and Research Fellow
  • Postdoctoral Scholar
  • Jr. Specialist

Please reference Recruitment and Appointment of Non-Citizens for more information.

Process Timeline
  1. Department Invites J-1 Exchange Visitor
    Before submission to ISSS
  2. Submit DS-2019 Request to ISSS
  3. ISSS Processes DS-2019
    7 business days
  4. Visitor Makes Visa Appointment
    2-4 weeks
  5. U.S. Embassy/Consulate Processes Visa
    1-12 weeks
  6. Visitor Arrives in the U.S. and Completes ISSS Orientation Process*
    2-4 weeks

*Must complete no later than 30 days from the start date

UCSC Department and Faculty Responsibilities

The UCSC department and hosting supervisor are responsible for providing assistance to the Exchange Visitor upon arrival to UCSC and must comply with the following reporting requirements:

  • Monitor the J-1 Exchange Visitor’s arrival dates and inform ISSS of possible delays or cancellations by submitting the J-1 Scholar Deferral and Cancellation e-form through iGlobal See Recommendations (opens dialog).
  • Inform J-1 Exchange Visitors that they are required to have health insurance for themselves and their J-2 dependents that meet the Department of State’s requirements for the J program.
  • Remind the J-1 Exchange Visitor to complete the mandatory ISSS orientation process no later than 30 days after their start date.
  • Notify ISSS by submitting an amendment request if the J-1 Exchange Visitor will experience any of the following at least 30 days in advance:
    • program activities end two weeks or more before the program end date on the DS-2019
    • change/add UCSC compensation (only if it is a significant change, such as a new source of funding; there is no need to report regular annual salary increases)
    • change departments or labs within UCSC
    • change faculty supervisor within UCSC
    • New or additional site of activity (new location where activities will be conducted)

Hiring International Students

Hiring International Students

SSN vs. ITIN

International students in F-1 or J-1 status are only eligible for a Social Security Number (SSN) if they have an official job offer in the U.S. AND the employment start date (or EAD start date for students on OPT) is no more than 30 days in the future. Information on SSN application process and timeline can be found here.

International students who will receive a Fellowship/Scholarship payment, but have not secured employment in the U.S. can apply for an Individual Tax Identification Number (ITIN) in order to receive payment. Current ITIN applications take approximately 6 weeks to process. UCSC cannot pay the individual until an ITIN number is received. More information on ITIN and ITIN applications can be found on the IRS website.


F-1 Students

F-1 students studying at UCSC are allowed to engage in on-campus employment for up to 20 hours per week cumulative during school terms and may work full-time during vacation breaks. Teaching or research assistantships, working as a library aide or at the university bookstore, or, in general terms, receiving a UCSC paycheck are all considered on-campus employment.

Work authorization from an International Student Advisor or the U.S. Citizenship and Immigration Services is not required as long as the student is in valid F-1 student status and pursuing a full-course of study. Students may produce the following documents to identify them as an F-1 student in valid status:

  1. Certification of Eligibility (Form I-20) with a future end date (see section 5 of the form), AND the student is currently enrolled/will be enrolled in full-time units;
  2. Arrival/Departure Record (Form I-94), or print-out of Form I-94 from the CBP website denoted F-1 D/S;
  3. Entry/Admission stamp in passport marked F-1 D/S;
  4. F-1 visa stamp (can expire as long as I-20 is valid and the student is maintaining status).

F-1 Students on Optional Practical Training

F-1 students who will soon complete their course of study may apply for employment authorization from the U.S. Citizenship and Immigration Services (USCIS) to conduct Optional Practical Training (OPT) after graduation. F-1 students on OPT may only work in positions that directly relate to their field of study. The length of employment authorization is typically 12 months, but may vary due to amount of time requested by the student or the amount of time determined by USCIS, as indicated on their Employment Authorization Document (EAD). Students may produce the following documents to identify them as an F-1 student on OPT:

  1. Certification of Eligibility (Form 1-20) that states “OPT Employment Requested”, or “OPT Employment Approved” on 3rd page of the form;
  2. Valid EAD;
  3. Arrival/Departure Record (Form I-94), or print-out of Form I-94 from the CBP website denoted F-1 D/S;
  4. Entry/Admission stamp in passport marked F-1 D/S;
  5. F-1 visa stamp (can expire as long as the student is maintaining OPT status).

F-1 Students on Optional Practical Training STEM Extension

F-1 students who are on Optional Practical Training (OPT) may apply for OPT STEM Extension if the degree they have applied for OPT on is in certain STEM (Science, Technology, Engineering and Mathematics) fields AND their employer is enrolled in E-Verify. F-1 students on OPT STEM Extension may only work in positions that directly relate to their field of study. The length of OPT STEM Extension is 24 months, as indicated on their Employment Authorization Document (EAD). Students are authorized to work up to 180 days following their original EAD expiration date while their OPT STEM Extension application is pending with USCIS. Students may produce the following documents to identify them as an F-1 student on OPT STEM Extension:

When OPT STEM Extension application is pending:

  1. Certification of Eligibility (Form 1-20) that states “OPT Extension Requested/Pending” on 2nd page of the form;
  2. Expired EAD;
  3. Arrival/Departure Record (Form I-94), or print-out of Form I-94 from the CBP website denoted F-1 D/S;
  4. Entry/Admission stamp in passport marked F-1 D/S;
  5. F-1 visa stamp (can expire as long as the student is maintaining OPT STEM Extension status).

When OPT STEM Extension application is approved:

  1. Certification of Eligibility (Form 1-20) that states “OPT Extension Requested”, or “OPT Extension Approved” on 2nd page of the form;
  2. Valid EAD;
  3. Arrival/Departure Record (Form I-94), or print-out of Form I-94 from the CBP website denoted F-1 D/S;
  4. Entry/Admission stamp in passport marked F-1 D/S;
  5. F-1 visa stamp (can expire as long as the student is maintaining OPT STEM Extension status).

J-1 Students

UCSC-sponsored J-1 students are eligible to engage in on-campus employment for up to 20 hours per week cumulative during school terms and may work full-time during vacation breaks. Teaching or research assistantships, working as a library aide or at the university bookstore, or, in general terms, receiving a UCSC paycheck are all considered on-campus employment.

Work authorization must be granted from an International Student Advisor from ISSS before employment can begin. J-1 on-campus employment authorization application process can be found here.

Some J-1 students are not sponsored by UCSC but by an outside agency like Fulbright. Employment authorization must be granted by the program sponsor before employment can begin.

Students may produce the following documents to identify them as J-1 students with work permission:

  1. Completed J-1 On-Campus Employment Authorization Form signed by an International Student Advisor from ISSS, or work authorization issued by the sponsoring agency if the student is not sponsored by UCSC;
  2. Certification of Eligibility (Form DS-2019) with a future end date (see section 3 of the form) AND the student is currently enrolled/will be enrolled in full-time units;
  3. Arrival/Departure Record (Form I-94), or print-out of Form I-94 from the CBP website denoted J-1 D/S;
  4. Entry/Admission stamp in passport marked J-1 D/S;
  5. J-1 visa stamp (can expire as long as DS-2019 is valid and the student is maintaining status).

J-1 Students on Academic Training

J-1 students who will soon complete their course of study may be eligible to apply for work authorization to conduct Academic Training after completion of study program. J-1 students on Academic Training may work on-campus as long as the work is related to their field of study.

Students may produce the following documents to identify them as J-1 students with work permission:

  1. Certification of Eligibility (Form DS-2019) with a future end date(see section 3 of the form) AND Academic Training authorization with employer name and valid dates (can be found on DS-2019);
  2. Arrival/Departure Record (Form I-94), or print-out of Form I-94 from the CBP website denoted J-1 D/S;
  3. Entry/Admission stamp in passport marked J-1 D/S;
  4. J-1 visa stamp (can expire as long as DS-2019 is valid and the student is maintaining Academic Training status).

Common Immigration Terms

Glossary of Common Immigration Terms

The U.S. Department of State divides foreign nationals into two categories:

  • Immigrant: those who come to the U.S. to stay permanently
  • Non-immigrant: those who come to the U.S. for a specific purpose for a limited amount of time and then leave the U.S.

There are many US visa categories labeled A-V. Each lettered visa represents a specific type of visitor based on their purpose for visiting the US. 

The terms below are commonly used by ISSS in communication with departments/divisions.

CIP Code

An Exchange Visitor’s field of study or research at UCSC is tied to a 6 digit code in SEVIS, known as the Classification of Instructional Programs (CIP) code. CIP codes provide a taxonomic scheme that supports the accurate tracking and reporting of fields of study and program activity. 

Department of Labor (DOL)

An abbreviation for the U.S. Department of Labor. Employers must attest to the Department of Labor that they will pay wages to the H-1B nonimmigrant workers that are at least equal to the actual wage paid by the employer to other workers with similar experience and qualifications for the job in question, or the prevailing wage for the occupation in the area of intended employment – whichever is greater. 

Form DS-7002

The DS-7002 is an immigration document that applies only to J-1 Student Interns at UCSC. It is a mandatory Training/Internship Placement Plan that describes what the Student Intern will do during their program, what skills they will learn, how cultural exchange will be encouraged, and how their performance will be measured. The DS-7002 must be completed by the UCSC faculty host and signed by the Student Intern, faculty host, and ISSS scholar advisor before the DS-2019 is issued. The signed DS-7002 is required at the Student Intern’s J-1 visa appointment abroad. 

Form DS-2019

The DS-2019 is an immigration document issued by UCSC, a U.S. government-approved institution or organization, certifying that an Exchange Visitor has been invited to conduct research or teach at UCSC and meets all eligibility requirements for the J-1 status. The DS-2019 is officially titled the “Certificate of Eligibility” because with it, Exchange Visitors are “eligible” to apply for a J-1 visa at a U.S. embassy or consulate abroad. Spouse or children each need their own DS-2019 to obtain J-2 dependent status, if desired. The DS-2019 allows visitors to physically be present in the US and conduct their activities at UCSC.

Getting the DS-2019 from UCSC is not enough to become a legal J-1 visitor and to start activities at UCSC; visitors must also be granted legal entry to the U.S. and enter in J-1 status, or be approved for an in-country change of status from another type of nonimmigrant status.

Form I-129

The form submitted to the United States Citizenship and Immigration Services (USCIS) with supporting documentation by ISSS to obtain (or amend the details of) a worker on a nonimmigrant immigration status, such as H-1B.

Form I-797

Form I-797, Notice of Action, is issued as a result of an application or a petition submitted to USCIS. For H-1B petitions, the Form I-797 is the approval notice of the petition in order to apply for or maintain one’s current H-1B immigration status.

In-Status

An individual is considered in valid status (“in status”) if they are complying with all terms and conditions of their visa classification. Please reference Maintaining J Status or Maintaining H Status for more information. 

submitted to USCIS for adjudication, USCIS’ review of a petition or application to determine if a petitioner or applicant is eligible for the immigration benefit for which they are applying.

Labor Condition Attestation (LCA)

The Department of Labor’s Form ETA-9035 is also a Labor Condition Attestation. This submission is an attestation by the employer about the wages and working conditions related to a given employee.  It is a necessary part of the H-1B petition process.

Premium Processing Service Fee

Premium Processing Service provides expedited processing for certain employment-based petitions and applications. Specifically, USCIS guarantees 15 calendar day processing to those petitioners or applicants who choose to use this service or USCIS will refund the Premium Processing Service fee. If the fee is refunded, the relating case will continue to receive expedited processing.

The 15 calendar day period will begin when USCIS properly receives the complete H-1B petition packet from ISSS. ISSS completes and includes the Form I-907, Request for Premium Processing Service, within the H-1B petition packet. USCIS will issue an approval notice, a denial notice, a notice of intent to deny, a request for evidence or open an investigation for fraud or misrepresentation within the 15 calendar day period. If the petition or application requires the submission of additional evidence or a response to a notice of intent to deny, a new 15 calendar day period will begin upon receipt by USCIS of a complete response to the request for evidence or notice of intent to deny.

Prevailing Wage

The average wage of workers that are similarly employed within the area of intended employment.

Program Objective

The research and teaching activities during an Exchange Visitor’s J-1 program participation at UCSC. J-1 Exchange Visitors must always keep their program objectives consistent in order to maintain their J status.

SEVIS

The Student and Exchange Visitor Information System (SEVIS) is an electronic system by which student and Exchange Visitor data is transmitted directly to the U.S. Department of Homeland Security. All Exchange Visitor amendments and new DS-2019 requests are reported to SEVIS.

To create a DS-2019, a scholar advisor must upload DS-2019 requests to SEVIS on a daily basis. The DS-2019 is processed and transmitted back as a pdf file the next day.

SEVIS ID Number

The unique ID Number that is included on the top right-hand corner of the DS-2019; all SEVIS ID numbers start with the letter N. The SEVIS ID number is generated by SEVIS once ISSS creates a DS-2019 for an Exchange Visitor. The SEVIS ID is required to start the pre-arrival steps for incoming Exchange Visitors. 

USCIS

US Citizenship and Immigration Services (USCIS) is the federal agency that oversees lawful immigration to the United States and that grants immigration benefits. It is a component of the Department of Homeland Security. All H-1B petitions and F-1 and J-2 work authorizations are 

Violation of Status/Out of Status

An individual is considered “out of status” or violating their “in status” designation when they are not fulfilling the terms and conditions of their visa classification. Please reference Maintaining J Status or Maintaining H Status for more information. 

Visa

A visa only serves as an entry document to the US, meaning a visitor only needs a valid visa to enter the US but not to maintain their legal presence in the US. Since a visa is only needed to enter the US, it can expire while a visitor is conducting activities at UCSC as long as their DS-2019 or I-797 is still valid. 

Visas are obtained at a U.S. embassy or consulate abroad. Visas cannot be obtained within the United States because it is an “entry” document only. To enter the United States, all nonimmigrant international visitors (except Canadians) are required to have the proper visa stamp placed in their passports. “Nonimmigrant” means a person has no intention of staying in the United States permanently.

Last modified: Jun 13, 2023