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To begin the J-1 Exchange Visitor process, you must first receive sponsorship from a ¶¶Òõ¶ÌÊÓƵ department. Each exchange visitor must have an academic unit that will host the program, supervise activities, and confirm that the role qualifies for J-1 status.

Step 1: Contact a ¶¶Òõ¶ÌÊÓƵ Department

Reach out to a ¶¶Òõ¶ÌÊÓƵ department related to your field of study or research. You may also be contacted directly by a department if they are looking to host a visiting scholar or intern. The department determines whether your background aligns with their program needs.

Step 2: Department Confirms Eligibility

Before making an official offer, the department must work with the Office of International Programs (OIP) and Human Resources to confirm:

• The position meets J-1 visa category requirements.
• You meet the minimum qualifications for the category (Research Scholar, Short-Term Scholar, or Student Intern).
• Funding meets required financial minimums based on program length.

Step 3: Receive Your Official Offer Letter

If approved, the department will issue an official offer or invitation letter. This letter outlines key details about your program, including:

• Program objectives and academic activities.
• Proposed start and end dates.
• Funding information, if ¶¶Òõ¶ÌÊÓƵ is providing support.

After receiving your offer letter, you will be ready to move on to the next stage: completing your DS-2019 application.

Once you have gathered the required documents, you are ready to submit your official application for the DS-2019 form. This step allows our office to review your information, confirm your eligibility, and begin preparing your immigration documentation.

Please read the instructions carefully before submitting your materials. Incomplete applications may delay processing times.

How to Submit Your Application

1. Complete the DS-2019 Request Form: Make sure all fields are filled out accurately and match your passport information.
2. Student Interns Only: Submit the DS-7002 Training/Internship Placement Plan (T/IPP). This form is required for all J-1 Student Interns.
3. Upload Your Documents: Submit the required materials, including your passport copy, financial documentation, and departmental invitation.
4. Verify Department Approval: Your sponsoring department must approve your request before processing can begin.
5. Submit Your Packet: When everything is ready, upload and finalize your application through our online portal.

After You Submit

Once your application is received, the International Programs Office will review your documentation. If anything is missing, we will contact you for clarification. When your request is approved and processed, you will receive an email with instructions for the next steps, including shipping or pick-up options for your DS-2019 form.

Once you have your DS-2019 form, you may begin preparing for your visa interview and completing the required steps to enter the United States. Review your DS-2019 carefully to ensure all information is correct before proceeding.

Review Your DS-2019

• Verify that your name, date of birth, and program dates match your passport.
• Confirm your program category and funding information.
• If you find any errors, contact our office immediately before scheduling your interview.

Pay the SEVIS Fee

All J-1 exchange visitors must pay the SEVIS I-901 fee before applying for the visa. Keep the receipt, as you will need it for your interview and for travel.

Prepare for the Visa Interview

With your DS-2019 and SEVIS receipt, you can now begin the visa application process. You will need to complete the DS-160 form, pay the visa fee, and schedule an appointment at a U.S. embassy or consulate.

• Bring your passport and original DS-2019 to the interview.
• Have your financial support documents ready.
• Review the confirmation page for your DS-160.

Travel Planning

After your visa is approved, you may make travel arrangements. Please remember that J-1 visitors may enter the United States no earlier than 30 days before their program start date.

Arrival & Orientation

After arriving in the United States, you must complete your mandatory check-in and orientation with the Office of International Programs (OIP). This step is required to activate your SEVIS record and confirm your J-1 status.

Arrival Window

• You may enter the U.S. up to 30 days before your program start date.
• You must arrive no later than the program start date.
• J-2 dependents may enter at the same time or after the J-1 exchange visitor has entered.

Mandatory OIP Check-In

Schedule your one-on-one orientation with OIP as soon as possible after arrival:

• Email: global@utep.edu
• Phone: (915) 747-5664

Documents to Bring

• Completed Arrival Check-In Form
• Passport with J-1 visa
• DS-2019 form
• I-94 record (print at )
• Proof of health insurance
• Any financial documentation or departmental letters if requested

Important Reminders

• Keep all DS-2019 forms and I-94 documents for future immigration needs.
• Dependents must attend check-in if they arrived with you.
• Before leaving the U.S. during your program, check in with OIP to ensure your DS-2019 is properly endorsed for reentry.

Required Documents

Keep all of these documents ready before submitting your application or arriving in the U.S. Missing documents may delay your DS-2019 processing or visa approval.

From the Department / Sponsor

• Official offer or invitation letter describing your role and program dates
• Departmental approval of your DS-2019 request
• Proof of funding (if ¶¶Òõ¶ÌÊÓƵ-funded or externally funded)
• Verification of English proficiency (exam scores, degree, or English interview)
• ¶¶Òõ¶ÌÊÓƵ ID request (if applicable)

From the Exchange Visitor

• Passport biographical page
• Completed DS-2019 request form
• Previous DS-2019 and J-1 visas (if applicable)
• Proof of financial support (bank statements or sponsor letters)
• Current CV or resume
• Health insurance documentation
• Dependent documents (passport, DS-2019 request, proof of funding) if applicable

Keep electronic copies of all documents and bring originals when required for visa interviews and OIP check-in.