How to Apply and Arrival
(Please note: The information in the following sections is intended for all J-1 exchange visitors except J-1 students. To find out more about J-1 student visas, visit International Students.)
Apply to a Program
An individual interested in participating in an exchange program should contact a designated sponsor of the program to inquire. For programs at UTEP, contact the appropriate department depending on your field and desired program. Some individuals may instead be sought out by departments and invited to participate in a program. The department should always contact OIP and HR to verify that the position and applicant qualify for a J-1 visa before an official offer is extended.
Apply for an Immigration Document
Upon acceptance into the program, the department and the exchange visitor must complete and return (in person or via email to OIP@utep.edu) the J-1 Exchange Visitor Application or J-1 Student Intern application on our Forms page. The completed form and all required documents should be submitted at least three months before the anticipated program start date time, but in some cases delays in visa processing and security checks can cause the process to take six months or more. The applicant must indicate if he/she has ever been in J status, and include copies of all prior J visa and DS-2019s.
Once we process the application and determine that the individual is qualified for the program, we will create the SEVIS record and DS-2019. In some cases DS-2019 issuance may be delayed due to Export Control. Once it is ready, OIP will alert the department to pick up the DS-2019 and they will send it to the exchange visitor. If the exchange visitor is bringing any J-2 dependents, we will create and issue their DS-2019s as well.
If the application and documents are submitted too close to the requested start date, we may request that the department delay the program to allow time for visa interview and processing. If the program start date changes after the DS-2019 has been issued, or the exchange visitor is not able to enter the United States by the start date, OIP must be notified immediately so that we can issue a new DS-2019 with a different start date. If plans change and the exchange visitor will no longer be coming for the program, OIP should be notified so we can cancel the record. We can easily fix issues as long as we do so before the program start date.
Proof of Funding
In order to issue a DS-2019, OIP must verify that the exchange visitor has sufficient funding to cover the stay in the United States, and funding to cover all J-2 dependents. If the program is funded by a government or other organization, submit a letter confirming the amount and duration of funding. If the exchange visitor will be paid by UTEP, submit a letter from HR confirming the appointment and salary. If additional funding is needed, the exchange visitor may show recent bank statements as evidence of funding, including to cover any dependents.
English Proficiency
DOS requires that sponsors verify prospective exchange visitors are proficient in English (to the extent sufficient to participate in the program and function on a daily basis) before we can issue a DS-2019. If the exchange visitor is not from a country where the primary language is English, in order to show English proficiency he/she must have:
- Been interviewed in English (attestation from the interviewer of the proficiency required),
- Earned a degree from a U.S. college or university within the last five years in a program that was not bilingual (transcripts required), OR
- Taken one of the following exams online or in-person within the last two years and attained the required minimum score (test scores required):
- Online Pearson Versant English Placement Test - Global Scale of English (GSE) score/level of at least 59/B2
- International English Language Testing System (IELTS) – score of at least 6.5
- Test of English as a Foreign Language (TOEFL)
- Paper-based (must be taken at UTEP) – score of at least 500
- Computer-based – score of at least 173
- Internet exam (TOEFL iBT) – score of at least 61
- Pearson Test of English (PTE) – score of at least 44
Apply for a Visa or Change of Status
There are two ways to obtain J status: applying for a visa from abroad, or changing status within the United States. In most cases, OIP advises future exchange visitors to apply for a visa abroad, even if they are already in the United States. This avoids many potential issues with processing times, travel restrictions, and maintaining status while the application is pending.
Note: Citizens of Canada (and in some cases, citizen of Bermuda) are not required to obtain a visa to enter the United States in J status (instead, present an original DS-2019 and required immigration documents at the port of entry for admission), but must apply for a Change of Status if already in the United States in another status. For more information, visit Citizens of Canada and Bermuda.
All exchange visitors must pay the I-901 SEVIS fee prior to applying for a visa, change of status, or admission at the port of entry.
Apply for a Visa
Upon receiving the DS-2019, the exchange visitor and any dependents apply for a J visa through the U.S. Department of State (DOS) on Form DS-160 and attend an interview at a U.S. embassy or consulate. Exchange visitors are encouraged to apply early to avoid delays caused by appointment wait times and background checks. If the visa cannot be issued in time to enter the United States before the program start date, OIP must be contacted before the start date and we will issue a new DS-2019.
Apply for a Change of Status
If the exchange visitor is already in the United States in another status, he/she may eligible to apply for a change of status through U.S. Citizenship and Immigration Services (USCIS) on Form I-539. The application must be approved for the exchange visitor to begin the program. USCIS will only approve a change of status up to 30 days before the program start date, so alternate status must be maintained during that time. Travel outside the United States while the application is pending is not advised as it may cancel the application. If the application is not approved by the program start date, OIP must be contacted before the start date and we will issue a new DS-2019.
For more information about applying for a visa or change of status, visit Visas/Traveling/Change of Status.
Report Arrival to OIP
Exchange visitors and dependents are permitted to enter the United States up to 30 days before the program start date. Exchange visitors must enter no later than the program start date, while dependents may enter at the same time as the exchange visitor or at any time during the program once the exchange visitor has entered.
Upon arrival, all exchange visitors and dependents must report to OIP for mandatory check-in and orientation. Email OIP@utep.edu or call (915)747-5664 to set up an appointment. Departments may schedule this appointment on behalf of the exchange visitor as part of orientation. The appointment will take approximately one hour, and the exchange visitor must bring all of his/her immigration documents to the meeting. If dependents entered with the exchange visitor, they should also attend the appointment.
We encourage all exchange visitors and dependents to retain all DS-2019s as they may be needed for future immigration applications. As a general rule, we suggest that all nonimmigrants retain any I-797 receipt/approval notices from USCIS as well as any official correspondence from any government agency pertaining to immigration status. Copies should be made and stored electronically in case the originals are lost.
Health Insurance
All J-1 exchange visitors and their dependents are required by law to maintain health insurance for the entire length of their program. Exchange visitors should bring proof of insurance to their orientation appointment with OIP if they have it at that time. Otherwise, exchange visitors must send OIP proof of insurance within 15 days of arrival.
For more information, visit Health Insurance.