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International Programs and Services (IPS) is the designated office to issue visa documents, provide pre-arrival information, offer orientation and immigration support services to all J scholar joining Michigan Tech. We would like to share the following information with you so individual faculty member and units will know their roles and responsibilities in bringing J scholars on campus. In addition, you will find out who can provide you assistance in addressing some issues related to J scholars.
Michigan Technological University is committed to increasing diversity in teaching, learning and research. Following this commitment, J Exchange Visitor Program at Michigan Tech promotes international educational and cultural exchange in order to develop mutual understanding between the people of the United States and other countries. Exchange programs exist in a variety of formats and permit visitors to come to this country for a wide range of activities.
Michigan Tech is a designated and approved program sponsor for the J-1 Exchange Program. As a program sponsor the University’s J program coordinator at IPS is responsible for issuing Forms DS-2019, maintaining SEVIS records, monitoring Exchange Visitor activities and compliance with federal regulations, and approving extension, employment and program transfer.
The university’s J Program Coordinator provides a DS-2019 (visa document) to the J visitors. J visitors must apply for the J visa at the U.S. consulate in their home country. The Department of State (D.O.S.) issues J visas to exchange visitors and their dependents, designates exchange visitor program sponsors, and creates and administers federal regulations and policies governing the Exchange Visitor Program.
The United States Citizenship and Immigration Services (USCIS) admits an alien to the United States in J exchange visitor status and adjudicates certain immigration benefits for J-1 exchange visitors and their J-2 dependents. Immigration and Custom Enforcement Services (ICE) maintains the SEVIS database (where the DS-2019 is processed), in cooperation with the Department Of State (DOS).
Responsible Officers (RO’s) or J program coordinator are those individuals who have been appointed by the University to perform the duties set forth in regulations and to represent the exchange visitor sponsor. At Michigan Tech Dr. Saleha Suleman is the Responsible Officer (R.O.), Dr, Mailyn Vogler is the Alternate Responsible Officer (ARO) and the J Program Coordinator and Janey Pindral is an Alternate Responsible Officer (ARO) and administrative support for the J Program.
J Visa Categories
Professors and Researchers
An Exchange Visitor on a J-1 visa and/or as a professor or research scholar is authorized to participate in the Visitor Exchange Program for the length of the time necessary to complete the program, as stated in the DS-2019 documents. Also, the J Scholars must perform the function(s) outlined in their terms of appointment. Any other function must be discussed with the Responsible Officer at the IPS office. If the J scholars engage in an unauthorized off-campus employment or are no longer pursuing the J program, their DS-2019 and J visa status will be terminated by the university and the Department of State. The maximum duration of the program for professor and researchers is 5 years.
Short-Term Scholars
There is no minimum period for the short term scholar. However, the maximum limit of the program is six months. Short-term scholars will not be able to extend their program beyond six months.
Specialist
Specialists are defined as exchange visitors who are not academic scholars in the strict sense, but share special knowledge and skills such as performing artists, persons with technical expertise on scientific, others whose world experience gives them special knowledge or skills.
Hosting an International Scholar
IPS requests that each faculty member or academic unit which intend to sponsor an international scholar under J Exchange Program, review the following information to ensure the best experience for the scholar, the department and the institution.
a) Communication with the Scholar in Writing
It is important to keep the documentation (email, formal letter) so the scholar is fully aware of the project and responsibilities that he /she will be involved. The type of activities (research or teaching or consultation) and duration of the program will determine the J scholar category. The sponsoring department is responsible to complete and submit the DS-2019 Request Form available at www.ips.mtu.edu and supporting documentation to the IPS J Program Coordinator, Dr. Marilyn Vogler mjvogler@mtu.edu .
b) Determination of Funding
Sponsoring department is responsible to determine the funding source and amount that will be used to support the scholar (and dependents if applicable) for the period of the J scholar’s stay at Michigan Tech. This information is highly significant as the source of funding, Michigan Tech, home university or government or some other agency or personal funds will impact the applicability of some J program rules e.g., transfer within the USA or two years home residency requirement.
If Michigan Tech’s funding will be provided to the scholar, he/she should be informed that this amount may be subject to U.S. taxation, depending on the U.S. tax laws.
c) English Proficiency
The department should consider the level of English needed for the position and communicate directly with the scholar regarding the proficiency before he/she comes to the United States.
d) Faculty Mentor
Department need to assign a faculty member to serve as a mentor. This mentorship will include supervision of the scholar’s activities within the department including professional and university personnel matters and assistance with private issues. The department will also need to consider the office space, telephone, a mailbox, access to secretarial assistance, photocopying, or other department support, library/computer access and how the fees will be paid?
e) Required Health Insurance
J scholars and their dependents are required by the J Program regulations to maintain health insurance throughout their stay in the United States. Department should inform the scholar if health insurance is not covered by the departmental funding. J scholar can purchase health insurance by contacting the Health Insurance Coordinator in Human Resources.
f) Arrival and Orientation
- The department should take responsibility for meeting the individual at the airport or to inform the individual to make his/her own arrangements and report to the department after arrival.
- The department should take responsibility to provide orientation to the department or laboratory for the scholar and to make introductions to people in the department.
- Department is responsible to ask the J scholar to check-in at the IPS Office so the J Program Coordinator can collect all immigration documents and update the records and verify the J scholar’ arrival in the federal tracking system SEVIS. IPS is also responsible to offer individual or group orientation to the newly arrived J scholar.
- Department is responsible to send the J scholar to Human Resources so the scholar can complete and submit the Human Resources’ paperwork including health insurance documentation.
g) Housing
IPS is responsible to provide information on University Apartments. However, there are limited slots for faculty and staff in Daniel Heights Apartments so department or faculty mentor should be responsible to assist J scholar to find off-campus housing.
h) Updates on J Scholar’s Activities and Duration of Program
It is the department’s responsibility to consult wit the IPS J program coordinator if there is any change in the J scholar’s activities, possibility of concurrent employment or extension of the program. J scholar should also be advised to consult with the J Program Coordinator for any change in the program, duration, travel abroad and other immigration-related issues.
Last Updated: 19-Mar-2008