J-1 Visas
J-1 scholars may come with the intent to research, consult, teach or observe for the duration of the valid visa period (maximum 6 months under the Short Term Scholar category or 5 years as a Research Scholar or Professor categories). The J-1 exchange visitor visa may not be used for tenure-track positions. J-2 dependents are processed as a part of the J-1 visa request.
See the Office of International Affairs website for questions on J-1 student visa employment or J-1 Academic Training.
J-1 Visa Details
J-1 New Visa Request are submitted through HR Connection by the unit’s point of contact. This may be completed by a unit administrator, the manager, the unit HR team or another individual supporting this process for the unit.
Any documentation completed at the time of the initial HR Connection request may be attached to the ticket – any subsequent documentation should be emailed to the Talent Immigration Coordinator assigned to the case.
The assigned Talent Immigration Coordinator follows up with the next steps and documents below for completion to the unit point of contact.
- Unit completes the J-1 Intake Form (soon to be on HR Connection) and emails it to the Talent Immigration Coordinator
- Unit submits a Fee Requisition Request with the scholar’s name for Non-Catalog, Request Service, supplier: OIA-International Students & Scholars. The Office of International Affairs (OIA) processing fee can be found on OIA’s website. The completed J-1 Intake Form may be attached as supporting evidence if required. The unit emails Talent Immigration the successfully approved requisition PDF.
- Unit emails Talent Immigration a copy of the scholar’s up-to-date CV.
- Talent Immigration emails the English Verification Form to the unit for signature.
- Talent Immigration sends by DocuSign a J-1 Letter of Support to be signed by the supervisor.
- Talent Immigration invites the scholar to OIA’s portal to upload their information.
- OIA processes and creates the DS-2019 form and notifies Talent Immigration.
- Talent Immigration mails the DS-2019 to the scholar with additional instructions and information from OIA about getting a J-1 visa from a U.S. consulate or embassy and traveling to the U.S.
- The scholar applies for a J-1 visa at a U.S. consulate or embassy (Canadian citizens exempt) and notifies the unit, Talent Immigration, and OIA when their visa is granted and travel plans to arrive at Ohio State are set.
The time to gather information and documents to support creation of the DS-2019 form, obtaining an appointment and visa stamp at a U.S. consulate or embassy, and traveling to the U.S. may take 2-3 months or more depending on circumstances. We encourage scholars to consult with the intended U.S. consulate or embassy for appointment availability and processing estimates before making travel arrangements.
Required health insurance
The U.S. Department of State sets a standard minimum level of health insurance coverage required by law for J-1 scholars to participate in an exchange visitor program in the United States. Scholars are required to purchase health insurance coverage that meets or exceeds that standard. For more details visit the Office of International Affairs website.
Life at Ohio State
Ohio State is one of the largest universities in the United States and offers many different resources and activities to scholars and their families. For more information about the following topics visit the Office of International Affairs website.
- Safety
- Living in Columbus
- Transportation
- Learning Opportunities
In order for a unit to extend a scholar’s J-1 status at Ohio State, units submit a J-1 extension request through HR Connection The Office of International Affairs’ fee for processing a J-1 extension is $100 and requires the pdf of an approved fee requisition request: Non-Catalog, Request Service, supplier: OIA-International Students & Scholars. The pdf may be uploaded into the HR Connection request.
Units should request an extension of their hosted J-1 scholars’ DS-2019s one to three months prior to the program end date noted on the current DS-2019 form.
Talent Immigration will confirm the ongoing details of the J-1 program and invite the scholar to submit the request through the Office of International Affairs (OIA) portal. When OIA creates the new DS-2019 form, they will email Talent Immigration and the scholar to pick up the new form. Once the scholar has the new form HR will need to re-verify the I-9 record, if in a salaried position.
You may find additional information on the extension process by referring to the Office of International Affairs website.
Scholars on J-1 visas can transfer-into Ohio State or out of Ohio State. For more information regarding the transfer process, visit the Office of International Affairs website. Scholars transferring into Ohio State will follow the same J-1 Request process as above. Scholars transferring out from Ohio State will follow the J-1 Departure process below.
For any J-1 program change, the Office of International Affairs (OIA) must confirm that the designated program objective, as listed on the form DS-2019, will continue under the new circumstances as it has under the current. Units should contact OIA directly at iss@osu.edu. The change can only be updated in the HR system after OIA approves it.
Units may contact OIA to request the change or scholars can make an appointment.
A scholar’s J-1 program at Ohio State will end when:
- They depart the U.S. or reach the end date of their DS-2019 validity
- They transfer to another institution
Several weeks before a J-1 scholar plans on ending their status, either the J-1 scholar or the unit should submit a J-1 Departure Request through HR Connection and then Talent Immigration will initiate the J-1 Departure process through the Office of International Affairs’ (OIA) portal. OIA needs to update the U.S. Department of State’s SEVIS database with the Exchange Visitor’s status to keep Ohio State in compliance with its responsibilities as a recognized J-1 host institution.
For more information regarding the departure process, please visit the Office of International Affairs website.
Prior to travel outside the U.S., J-1 scholars and their J-2 dependents must schedule a Travel Appointment for a travel signature on their DS-2019 for re-entry to the U.S. Please visit the Office of International Affairs for additional travel requirements and responsibilities.
International Scholars seeking an “employment verification travel letter” may print their own letters.
- Click the “Active Employees Login” button within the “for Faculty and Staff” section under the Employment Verification header.
- Link will take you to the Equifax website.
- On the Equifax website, click on “Letters Center”
- Next, click on “Immigration”
Alternately, Talent Immigration will draft an employment letter for international scholars in J-1 scholar status that submit a Talent Immigration Services Inquiry through HR Connection. HR Consultants, Supervisors, or other unit associates may also draft such letters following Office of International Affairs (OIA) recommendations. Talent Immigration will forward a sample letter template to requesting units to help them draft the letter.
