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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 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.

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. 

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.
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