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Hosting & Hiring Department

  • Hosting J-1's

    Host Department Responsibilities

    1. Notify Visa and Immigration Services in advance of any changes in the terms or conditions of the EV's program. Including:
      • changes in site(s) of activity
      • employment or payment not listed on the DS-2019
      • and/or early completion
    2. J-1 Exchange Visitors must have specific written approval from VIS for any employment on or off campus. Unauthorized employment may result in termination from the exchange program.   Under federal law, certain volunteer activities may be construed to be employment.  Please check with VIS if you have any questions about content and scope of permissible work.
    3. Notify VIS in the event of an emergency involving any Exchange Visitor (J-1 or J-2 family members), as well as any information that we receive about the Exchange Visitor that might represent a possible threat to their safety, security, welfare, or general well-being.  U.S Department of State requires notification within 24 hours, so it's important that VIS is contacted immediately.  Reportable incidents may include: Death, Missing Person, Serious illness or injury (hospitalization for more than 48 hours), Litigation, Incident involving criminal justice system, Sexually-related incidents or allegations of abuse, Negative press involving SBU's EV program, Foreign government involvement, other situations impacting safety (natural disasters, civil unrest, outbreaks of violence), Any activity that could bring the university, Research Foundation, or U.S. Department of State Exchange Visitor Program into disrepute.
    4. Inform the EV of health insurance requirements and responsibility of premium payments.
    5. Ensure that the EV has appropriate academic credentials for their category and for their position.
    6. Confirm that the J-1 visa program will not be used for tenure-track or tenured faculty appointments.
    7. Provide adequate office space and support to the EV for the duration of his/her program at Stony Brook University.
    8. Requests for extensions of J-1 status or transfer to a different J-1 program sponsor should be submitted in accessVIS at least 30 days in advance of the proposed extension or transfer.
    9. Notify VIS through accessVIS if the Exchange Visitor departs the program early. Federal regulations require that an exchange visitor’s departure from the program be reported to SEVIS immediately.
    10. Any leave of absence (paid or unpaid) including those required to accommodate a medical condition or family medical leave must be addressed with VIS and documented, as required, by federal regulation.
    11. J-1 and J-2 Exchange Visitors are required to file tax documents with the Internal Revenue Service for each tax reporting period they are present in the US.  Some may also need to file state tax forms. The exchange visitor is responsible for ensuring that s/he meets tax requirements.
  • J-1 Intern Request

    J-1 Intern Category

    J-1 Student Intern is a   foreign national who is currently enrolled in and pursuing studies at a degree- or certificate-granting post-secondary institution outside the U.S. and whose U.S. internship will fulfill the educational objectives of his or her current degree program. The J intern program is intended to allow such individuals to develop practical skills in the U.S. that will enhance their future careers and foster ongoing collaboration among the intern’s home institution, entities in the intern’s home country, and U.S. institutions and entities.  

    All foreign nationals that are current students in another country and coming to SBU to fulfill educational objectives of his/her current degree program MUST be considered J-1 Interns.

    Duration:  The maximum duration of a J internship is 12 months and may not be extended. 22 C.F.R. § 62.22.

    Application Deadlines:

    Fall Semester: June 15
    Spring Semester: October 15
    Summer Session 1 or Full Session: March 15
    Summer Session 2: April 15

    It is required that Student Intern requests are submitted by the above deadlines to ensure arrival by the start of each term. Internship program start dates must coincide with the academic semester calendar.

    Course Enrollment:

    All J-1 Student Interns are required to register for an associated 1 credit Research/Internship course for each term(s) that correspond with the internship program..


    Language Proficiency:

    As per SBU policy, J-1 Student Interns are required to meet the same language proficiency requirements as all other SBU students. A minimum 80 TOEFL IBT or 6.5 IELTS is required.


    Admission Procedure:

    All J-1 Intern requests in accessVIS will be automatically routed to the appropriate admitting office (Graduate School or IAP) for review.  The Admitting offices will verify the degree qualifications and language proficiency.  J-1 Interns must be admitted as visiting non-matriculated students.

     

    J-1 Intern Financial Requirements*

      One Semester Two Semesters + Summer
    Tuition & Fees $1,167 $3,502
    Living Expenses $9,066 $25,935
    Health Insurance $759 $1,626
    Total: $10,992 $23,750

    * Costs listed are estimates and subject to change without notice.

     


    AccessVIS Instructions:

    STEP 1: Department Administrator logs into accessVIS to begin the  J-1 Student Intern Request.

    1. Visit accessVIS
    2. Click the  Administrative Services for University Departments link (at the bottom of the screen).
    3. Login using your netID and password.
    4. Expand the  Scholar & Faculty Services window (located on left menu bar), and select  J-1 Student Intern Request.
    5. Enter the prospective Exchange Visitor’s (EV) Stony Brook ID# and date of birth.


    STEP 2:
     Submitting the  Student Intern Program Details form.

    Department Administrator is asked to provide basic information regarding the proposed activity and the visitor’s Primary Faculty/Principal Investigator (PI).  Depending on the prospective Student Intern’s appointment, the following documents may be required:

    • Student Intern's Invitation Letter  View Sample Letter 
    • Employment Letter (if appointed to State/Research Foundation payroll)
    • Personnel Requisition (if appointed to payroll)
    • Letter of Support/Clearance from Partnering Institution (if applicable)

    Upon submission of the   Student Intern Program Details  form, the Student Intern’s supervisor will receive an email requesting details pertaining to the activity or activities of the proposed Student Intern. 


    STEP 3: 
    Submitting the  Chair’s Compliance Agreement form.

    Visa & Immigration Services is responsible for ensuring departmental and institutional compliance with J-1 regulations.  Submission of this form will trigger an email to the Department Chair requesting his/her certification of the host departments’ understanding, and willingness to comply with J-1 regulations.

    Additionally, submission of the  Compliance Agreement form will trigger the first email to the prospective Student Intern informing them that a  J-1 Student Intern Request has been initiated on their behalf, and requesting they log into accessVIS to complete the following forms:

    • Biographical Information
    • Student Intern Credentials
    • Dependent Spouse/Child (if applicable)
    • Proof of Financial Eligibility


    STEP 4: Screening against  Deemed Export Controls.

    VIS will initiate communication to the Office of Research Compliance requesting the prospective EV be screened against Deemed Export Controls. Such screening is necessary to ensure that neither the J applicant nor the home institution/employer has been designated as a denied or restricted party under U.S. law, and that the visitor’s proposed agenda complies with additional relevant federal laws.


    STEP 5: J-1 Student Intern Request undergoes  Initial Review by Visa and Immigration Services (VIS)

    Once screened, the Department Administrator will be notified that proposed Exchanged Visitor's J-1 Scholar Request is under review by Visa & Immigration Services. Please allow 10 business days for review.

    If the  J-1 Student Intern category is deemed most appropriate for the activities associated with the proposed Exchange Visitor visit, the DS-2019 and DS-7002 will be issued and the department administrator contacted to collect the necessary documents from VIS. The host department is responsible for shipping the materials to the prospective scholar.

    If the  J-1 Scholar/Researcher category is deemed most appropriate for the activities associated with the proposed EV’s visit, additional information is required.  The department will receive an email from VIS instructing them to login to accessVIS to submit the  J-1 Scholar Request.

  • J-1 Scholar Request

    J-1 Scholar Request

    The J-1 Visa is for exchange visitors who are invited to the U.S. for a program with a specific objective and temporary length of stay and whose proposed primary activity will involve research, teaching, lecturing, observing, consulting, or receiving training.  J-1 exchange visitors will be placed in one of the following categories depending on the purpose of their visit and the level of their credentials.  Typically J-1 Scholars have at least a Master's degree, and those in the J-1 Student Intern category must have some college level work.

    • Research Scholar
    • Professor
    • Short-Term Scholar
    • Specialist
    • Student Intern

    Before beginning the   J-1 Scholar Request in accessVIS:

    • Confirm the prospective Exchange Visitor (EV) has an Empl ID (Stony Brook ID#) in PeopleSoft.  If creating the ID, allow 24-hours for the profile to be updated in accessVIS before initiating the request.
    • Exchange Visitor’s date of birth and citizenship (must indicate “Alien Temporary”) are correct in PeopleSoft - incorrect information will affect the EV’s ability to login.
    • Confirm the Exchange Visitor’s email is up-to-date in PeopleSoft.
    • Prepare required documents for upload before beginning an electronic request. Acceptable file types are PDF and JPG. PDF is preferred.

    For step-by-step instructions on initiating the J-1 Scholar Request,   click here !
    For information on J-1 categories, click to view our  J-1 Exchange Visitor Categories & Application Process  workshop.


    STEP 1:   Department Administrator logs into accessVIS to begin the  J-1 Scholar Request.

    1. Click here, or enter https://vis@stonybrook.edu in your browser.
    2. Click the   Administrative Services for University Departments  link (at the bottom of the screen).
    3. Login using your netID and password.
    4. Expand the   Scholar & Faculty Services  window (located on left menu bar), and select   J-1 Scholar Request.
    5. Enter the prospective Exchange Visitor’s (EV) Stony Brook ID# and date of birth.


    STEP 2:
     Submitting the  Program & Activity Details   form.

    Department Administrator is asked to provide basic information regarding the proposed activity, compensation and the visitor’s Primary Faculty/Principal Investigator (PI).  Depending on the prospective Exchange Visitor (EV) appointment, the following documents may be required:

    • Employment Letter (if appointed to State/Research Foundation payroll)
    • Personnel Requisition (if appointed to payroll)
    • Non-Salaried Appointment Letter,  click here for template (if applicable)
    • Letter of Support/Clearance from Partnering Institution (if applicable)

    Upon submission of the Program & Activity Details form, the visitor’s supervisor will receive an email requesting details pertaining to the activity or activities of the proposed Exchange Visitor. 


    STEP 3:  
    Submitting the   Compliance Agreement  form.

    Visa & Immigration Services is responsible for ensuring departmental and institutional compliance with J-1 regulations.  Submission of this form will trigger an email to the Department Chair requesting his/her certification of the host departments’ understanding, and willingness to comply with J-1 regulations.

    Additionally, submission of the   Compliance Agreement   form will trigger the first email to the prospective Exchange Visitor informing them that the   J-1 Scholar Request   has been initiated on their behalf, and requesting they log into accessVIS to complete the following forms:

    • Biographical Information
    • Dependent Spouse/Child (if applicable)
    • Exchange Visitor Proof of Financial Eligibility


    STEP 4:  Screening against   Deemed Export Controls

    VIS will initiate communication to the Office of Research Compliance requesting the prospective EV be screened against Deemed Export Controls. Such screening is necessary to ensure that neither the J applicant nor the home institution/employer has been designated as a denied or restricted party under U.S. law, and that the visitor’s proposed agenda complies with additional relevant federal laws.


    STEP 5:  J-1 Scholar Request undergoes   Initial Review by Visa and Immigration Services (VIS)

    Once screened, the Department Administrator will be notified that proposed Exchanged Visitor's J-1 Scholar Request is under review by Visa & Immigration Services. Please allow 10 business days for review.

    If the   J-1 Scholar/Researcher   category is deemed most appropriate for the activities associated with the proposed Exchange Visitor request, the DS-2019 will be issued and the department administrator contacted to collect the necessary documents from VIS. The host department is responsible for shipping the materials to the prospective scholar.

    If the   J-1 Student Intern  category is deemed most appropriate for the activities associated with the proposed EV’s visit, additional information is required.  The department will receive an email from VIS instructing them to login to accessVIS to submit the   J-1 Student Intern Request  to provide the following:

    • Additional details pertaining to the activity or activities from the proposed J-1 Student Intern's supervisor.
    • Verification from the Graduate School or IAPS regarding the proposed J-1 Student Intern's credentials and admissibility to the university.
    • Certification of the departments' understanding of the rules and regulations governing the hosting of J-1 Student Interns.