J Exchange Visitors

The Office of Regulatory Services (ORS) 

It is very important to know and understand that export control review is a crucial component of the visiting scholar/foreign visitor approval process at UTA. Before issuing a formal invitation to a prospective visiting scholar/foreign visitor, it is imperative that an export control review is completed.

While UTA seeks to maintain an educational environment which shares information openly, we must also make appropriate efforts to protect against foreign influence, and to protect the intellectual property, export controlled information/items, and other sensitive information belonging to our researchers. Inviting foreign visitors to campus comes with the inherent risk of inadvertently sharing protected information with these individuals. There are also efforts by foreign governments to intentionally steal protected and sensitive information from research universities, taking advantage of the open educational environments and universities’ willingness to collaborate with foreign researchers.

If you plan to invite a foreign visitor to campus, please contact the Office of Regulatory Services (ORS) by e-mail at regulatoryservices@uta.edu so that we may conduct an export control review. ORS will request the foreign visitor’s CV and additional information for screening purposes.

Agreement Management

Commonly, research universities use some version of a Visiting Scholar Agreement. Our agreement is in editable, MS Word format, and includes the basic background of a visit such as the visitor’s full name and outside affiliation, country citizenship, how financially supported, identification by name of faculty at UTA responsible to host, description of the subject matter of the visit, and timing (start and end), and what campus location or room(s) here (and other resources, if any) will be made available.

NOTE that if the financial support for the visitor is an employment position at UTA, then a Visiting Scholar Agreement is not required.

Visiting Scholar Agreement content is known to the department and named faculty as the official designated visit host and will include visitor input and confirmation.

The department completes this content and should consider describing in detail and adding other resources (if any) that need to account for the visitor, such as access key or card management, and Information technology (OIT) / Information security (ISO), for appropriate access.

For OIT and ISO, consider the digital resources (if any), your visitor needs, such as email, and access to content on UTA maintained servers. Providing access is often not required. Best practices for information security require that an individual who does not have a business relevant reason to know something that is being protected, should not be given access to that information. Department and individual specific security training is available upon request. Consult with OIT and ISO as needed and obtain applicable input and consent.

The Visiting Scholar Agreement also covers subject matters legally important to us, and similar to visiting scholar agreements found at other research universities. We call to a visitor’s attention and commitment, that they will follow UTA campus processes and policies as applicable when here, and describe export control, and intellectual property (IP) and publication, requirements, which are compliant with UTA legal status and obligations.

As to signature, each of the visitor and faculty host sign. Additionally, each department selects whomever it wants for administrative convenience to approve content. We ask this so we have approval at the department level of its resources to support a visit. The Dean or the Chair is a common choice.

If you have questions on agreement content, contact Agreements Management (vincenzo@uta.edu). We ask that the department keep a signed copy and provide one by email to Agreements Management.

To host a J-exchange visitor, the host academic department must first assign an academic liaison who will serve as primary departmental contact for the Office of International Education (OIE). The departmental liaison is responsible for ensuring compliance with J-exchange visitor procedures. The departmental liaison will create an account for the visiting scholar in MyMav. This is important for future automatic data transfer from MyMav to the Sunapsis system. The departmental liaison will then initiate the J-1 process by emailing all required documentation listed under “Required Forms to Request DS-2019” to jinfo@uta.edu. Office of International Education will process the DS-2019 and other supporting documentation. When the DS-2019 is ready, OIE will inform the departmental liaison and academic host department. OIE will email the signed DS-2019 and other supporting documentation directly to the prospective exchange visitor. The exchange visitor will make an appointment for J-1 visa. Please note that it may take several months to receive the visa.

This information is for the University of Texas at Arlington Academic Departments who are interested in hosting J-exchange visitors. Under the Exchange Visitor status, scholars, professors, researchers, and others may come to the United States for temporary periods for the purpose of educational exchange. Any international visitor who has sufficient academic training to benefit from an academic or professional program at a U.S. college or university may be eligible for this status. However, if the university is hiring an international employee into a tenure track position, the J-1 status may not be appropriate.

The J-exchange Visitor program is designed for temporary exchanges rather than long-term employment. Specific information about the visitor, the period of the assignment and the source of financial support is necessary for the preparation of the "Certificate of Eligibility" (Form DS-2019) for Exchange Visitor (J-1) status. This document will be used by the visitor to obtain the appropriate J-1 visa to enter the United States as a Professor, Research Scholar, or Short-term Scholar and to be eligible to receive a salary when one is included in the appointment. Immediate dependents of the J-1 visa holder qualify for J-2 status and may apply for employment authorization, if desired.

For information on H-1B temporary nonimmigrant worker visas and the University's sponsorship of foreign national employees for permanent resident status, please visit:

H-1B

Upon arrival to the U.S. and UT Arlington, the scholar must report to the Office of International Education for mandatory orientation and program validation. The departmental liaison is expected to confirm orientation completion with the exchange visitor.

During the orientation:

• OIE will validate program participation, verify mandatory health insurance coverage, and provide helpful information about getting settled in Arlington.
• Virtual new scholar orientations are every Friday from 3 to 4 p.m. Please refer to details provided in the information letter from the Office of International Education to schedule the virtual orientation. OIE is located at 1022 UTA Blvd.
• If the exchange visitor is not able to arrive by the program start date indicated on the DS-2019, the host academic department must notify OIE so that a new DS-2019 can be processed if appropriate.

The departmental liaison will request physical and system access to the visitor. It is always important that the access matches J-exchange visitor program dates.

Exchange visitors must conclude their program at UTA by the program end date indicated on their DS-2019 form. They can legally remain in the U.S. for an additional 30 days (grace period). If an exchange visitor departs the U.S. 14 days or more prior to the program end date indicated on DS-2019, it is important that the departmental liaison contacts Office of International Education so that the DS-2019 can be updated accordingly.

The departmental liaisons are expected to follow normal University exit procedures and must submit the exit e-form to OIE through the Sunapsis System at the conclusion of the visit. The academic liaison must update the end date for access including the return of keys and keycards for physical access and termination of system access and attest all access has been removed at the conclusion of the visit. For additional information, please see below university procedures:

• CO-PD-PR10 Key and Lock Control
• CO-ID-PR3 Sponsored Affiliate Identification Cards (Mav Express ID)

OIE will serve as the central record holder, however it is important that the departmental liaison also keep copy of the documents for their own records.

Health insurance is a mandatory requirement for J-1 scholars and their dependents. Failure to maintain adequate coverage as defined by the U.S. Department of State is grounds for termination of legal status. It is not only unwise to be in the United States without adequate health insurance, but also a violation of J-1 status. Although in many countries the government bears the expense of health care for its citizens, individuals and families in the United States are responsible for these costs themselves. Since a single day of hospitalization and medical treatment can cost thousands of dollars, many hospitals and clinics refuse to treat uninsured patients except in life-threatening emergencies. A good medical insurance plan is the only protection against the enormous costs of health care in the USA. The visitor is required to certify that he/she has the required levels of health, medical, evacuation and repatriation insurance for himself/herself and dependents. The U.S. Department of State defines adequate coverage as:

• Coverage of at least $100,000 per accident/illness, with no more than a $500 deductible.
• Coverage of at least $25,000 for repatriation of remains in case of death.
• Coverage of at least $50,000 for medical evacuation to the home country.

Health Insurance Companies

J-scholars must submit proof of eligible health insurance upon arrival at UTA for a minimum of 3 months. It is preferred the coverage covers the complete duration of stay.

The initial request by the hiring department can be for up to a maximum of five years. Verification of financial support is required. Funding may be from the university, the Exchange Visitor's government, personal funds, or a combination of these sources. Documents verifying financial support from a source other than UTA must be included with the request for DS-2019.

The exchange visitor must be able to participate in his or her program and to function on a day-to-day basis in English. Suggested objective measurements of English Language Proficiency as per U.S. Department of State [22 CFR 62.11(a)(2)]

• A recognized English Language Test; (IELTS speaking score of 5, iBT speaking score of at least 18-25, or TOEIC speaking score of at least 6)
• Signed documentation from an academic institution or English Language School; or
• A documented interview conducted by the sponsor either in-person or by video conference, or by telephone if video conference is not a viable option. PLEASE INCLUDE COPY OF THE INTERVIEW RESULTS.

Sample English proficiency letter

Exchange Visitors are required to pay a $220 SEVIS fee before applying for the J-1 visa. Office of International Education (OIE) provides a guide to the visitors along with their DS-2019 to inform them of the fee and the payment process. More information can be found at SEVIS Fee Homepage.

The J status has special restrictions and requirements for the Exchange Visitor. The visitor may be subject to the "two-year home residency requirement" if funding is from government sources or if the academic area of the visitor is on the "Exchange Visitor's Skills List" for his/her country of last legal residence. Being "subject" to this requirement means that the visitor must return to the country of legal residence for two years immediately following completion of the J-1 program. A waiver may be requested, but is not guaranteed. More information can be found at US State Department J Visa Waivers Homepage.

The U.S. Department of State has developed the following welcome brochure to introduce you to the Exchange Visitor Program: https://j1visa.state.gov/wp-content/uploads/2015/03/Brochure-The-Exchange-Visitor-Program.pdf

If you will be working in the United States during your exchange visitor program, please take time to read the pamphlet for temporary workers: https://travel.state.gov/content/travel/en/us-visas/visa-information-resources/temporary-workers.html

In order to extend a J-1 visitors time in the US past his/her original entry documents the host academic department must take the first step by submitting an extension request to the Office of International Education. This must be done before the current program end date on the DS-2019. Please note that 5-7 business days should be allowed for processing.

Please submit the following:

• Exchange visitor information form
• Dependent information form (if applicable)
• Memorandum for DS-2019
• Proof of current health insurance coverage

As a J-1 visiting scholar at University of Texas at Arlington, you have been admitted for a specific period of time to engage in a particular research or teaching activity, as described on your DS-2019 form. You must take care during your stay to maintain lawful J-1 status, as failure to do so can have serious long-term consequences for you. Fortunately, there are some simple steps you can take to ensure that your stay in the U.S. remains valid:

1. Be aware of the expiration date of your status. This is not your visa expiration date; it is the ending date in section 3 of your DS-2019 form. If your appointment at the University is extended, the hiring department must contact OIE before the current expiration date of the current form to have the DS-2019 form extended.
2. If you complete your program early, more than 14 days prior to the program end date on your DS-2019, you must inform OIE so that we can update your record accordingly.
3. Do not accept unauthorized employment. The only activity you are permitted is the one described in section 4 of the DS-2019 form. You must consult OIE beforehand if you wish to take up any other work during your stay.
4. If offered a comparable position at another college or university, discuss your plans with OIE to make sure that the required transfer procedure can be accomplished.
5. Comply with the U.S. Department of State health insurance requirements for J-1 visa holders and their families. Willful disregard of these requirements will result in termination of your program and your J-1 status.
6. Keep your passport valid. Passports can be renewed by your consulate in the United States. For a listing of Foreign Embassies in the U.S., go to the US State Department Web Sites of Foreign Embassies Homepage.
7. Must report within 10 calendar days not only of address changes, but also of changes to the exchange visitor’s telephone number and email address to Office of International Education
8. Must report accompanying spouses’ and/or dependents’ departure from the United States prior to the exchange visitors’ departure dates and without the intention of returning to accompany the J-1 for the remainder of his or her program.