J-1 Exchange Visitor Scholar Sponsorship Application Checklist
J-1 Exchange Visitor Scholar Sponsorship Application Checklist
J-1 Exchange Visitor Scholar Sponsorship Application Checklist
APPLICATION CHECKLIST
Please submit the J-1 application 3 months prior to the visitor’s arrival date to allow time for the
consular interview.
Complete Export Control review through the RAMS ECO SYSTEM. You will receive an email
confirming that the employee has completed screening. Please print the RAMS ECO
SYSTEM email out and include it in this application. If you have questions about this
process, please email [email protected].
Completed J-1 Application, including all requested signatures from both the sponsoring
department and the scholar
A J-1 processing fee of $100. This fee may be transferred via Journal Voucher to index
number 1-10209 (account 600099). Please print out the confirmation once you have
paid.
A letter from the department inviting the scholar. The letter should include the dates of
stay, funding source and program objectives at VCU. Please see template on Page 6.
A statement of financial support from the scholar’s sponsor that must include the
proposed dates of the visit, funding source and a minimum of $1,500/month for the
duration of stay. Bank statements, a letter from the sponsor or a letter from a bank official
are all appropriate forms of documentation.
A letter from the faculty sponsor attesting to the J-1 scholar’s English ability. Please see
template on Page 7.
If the J-1 scholar wishes to have a spouse or children accompany the visitor, additional
financial support must be included in the financial support. A minimum of $5,000 per year
per dependent mush be provided. Please include the biographical passport pages of each
dependent. 1
J-1 SPONSORSHIP REQUEST: DEPARTMENT INFORMATION
Describe the specific field of study, research, training or professional activity in which the visitor
will be engaged. IE: Visitor professor will conduct research in head trauma.
Please indicate the street address where the Exchange Visitor will perform duties, including zip code:
2
Funding Information:
Indicate the source(s) of funding and an estimate of money the visitor will receive during the length of
the visitor’s entire stay. Please attach supporting documents that confirm funding.
Health Insurance:
Please indicate who will be responsible for the health insurance payments including medical evacuation
& repatriation:
______________________________ _________________________________
Print name of faculty sponsor Print name of dean/department chair
_____________________________ _________________________________
Signature of faculty sponsor Signature of dean/department chair
___________________________________ __________________________________________
Date Date
3
J-1 SPONSORSHIP REQUEST: VISITOR INFORMATION
Email Address:
Telephone Number:
Address where DS 2019
should be mailed:
Please include postal code.
• Are you or have you (and/or any of your dependents) been in any J Exchange Visitor status
□ □
(including J-2) within the past two years? Yes No (If no, skip to the end.)
• If you ARE in an active J-1 research scholar/professor program NOW, what is the program end
date on your DS 2019? ____________________________________
Month Day Year
• If you (and/or any of your dependents) WERE in an active J-1 Exchange Visitor status within the
past two year, what status? □J-1 □J-2 If J-1 what category? ____________________________
(Student, Short-Term, Non-Degree, etc.)
• Please list the exact beginning and ending dates of your previous periods of J Exchange Visitor
status. Start Date ________________________ End Date_______________________________
Month Day Year Month Day Year
Visitor’s Signature
4
DEPENDENTS
[J-2 Dependents must be either your spouse and/or unmarried children under the age of 21.]
Relation to Student:
(2)
Relation to Student:
(3)
Family/Surname (as on passport)
Given Name (as on passport) Middle Name
Date of Birth:
Month Day Year Gender: □Male □ Female
City of Birth: Country of Birth:
Relation to Student:
5
[Insert Today’s Date]
Scholar’s Name
Scholar’s Address
I am pleased to invite you to Virginia Commonwealth University (VCU) as a J-1 Research Scholar
from [start date] to [end date] at [name of VCU school or department]. I will serve as your faculty host
and supervisor for the duration of your visit to VCU.
As a Research Scholar at VCU, you will [describe the visitor’s anticipated research goals and
agenda in some detail].
I understand that financial and other support for your visit to VCU is being provided as follows:
[list the financial support as it appears on the questionnaire, also list other non-financial “in kind”
support, e.g., airfare, lodging, meals, medical insurance, etc., if any]
Patient Contact
NOTE: If the visitor will be hosted by a medical, nursing, or other clinical department, please include this
paragraph. Otherwise, please delete this paragraph. “US law does not permit you to undertake any
form of patient care while you are at VCU. You may not manage patients or have physical contact with
patients either with- or without supervision by a VCU physician, nurse, or other licensed healthcare
provider. Any activity you undertake in a medical, nursing, or other clinical setting must be research
and observation only.”
Conclusion
On behalf of VCU, we hope that your visit here will be professionally and personally productive,
pleasant, and rewarding. If you have any questions about your visit to VCU, please contact me directly.
I look forward to welcoming you to VCU in person.
Sincerely,
[Signature]
[Name]
6
[Insert Today’s Date]
On behalf of VCU, I have determined that the intended J-1 visitor referred to above:
[] Speaks sufficient English to engage in her intended academic activity at VCU and
to go about her daily life in the US. I have made this determination by (choose all that
apply):
[] The intended J-1 visitor’s primary purpose for coming to VCU is to engage in
formal English language study.
7
Sample Letter A for Physicians and Dentists
The following must be printed on departmental letterhead and be signed by the faculty sponsor/department chair.
The dean of the respective school should also sign.
This certifies that the program in which the intended J-1 scholar named above is to be engaged
in is solely for the purpose of observation, consultation, teaching or research and that no
element of patient care is involved.
Approved: ____________________________
Professor/ Chair
Department of ____________________________
Approved: ____________________________
Dean
School of ____________________________
8
Sample Letter B for Physicians and Dentists
The following must be printed on departmental letterhead and be signed by the faculty sponsor/department chair.
The dean of the respective school should also sign.
• The program in which the intended J-1 scholar named above will participate in
predominantly involves observation, consultation, teaching and/or research.
• Any incidental patient contact involving the above named physician/dentist will be
under direct supervision of a physician/dentist who is a U.S. citizen or resident alien and
who is licensed to practice medicine in the Commonwealth of Virginia.
• The above named physician/dentist will NOT be given the final responsibility for the
diagnosis and treatment of patients.
• Any activities of the above named physician/dentist will conform fully with the
Commonwealth of Virginia’s state licensing requirements and regulations for medical
and health care professions.
• Any experience gained in this program will not be creditable toward any clinical
requirements for medical/dental specialty board certification.
Approved: ____________________________
Professor/ Chair
Department of ____________________________
Approved: ____________________________
Dean
School of ____________________________