International Visiting Scholar Program

Most visiting scholars at UAlbany are self-funded, either personally or through their overseas institutions.  

However, some visiting scholars may need funding to support their scholarly visit, and the host department is responsible for helping a visiting scholar secure that funding, which can come from one source or be a combination of multiple sources.

Examples of funding sources include but are not limited to:

• The host department’s faculty fund for international research
• A U.S. government agency, such as the Fulbright Scholar Program
• An international organization
• The exchange visitor's government, such as the Chinese Scholarship Council
• The Binational Commission between the U.S. and the exchange visitor's country
• The exchange visitor's employer or other organization 

By inviting a visiting scholar to UAlbany, the hosting department agrees to:

• Allocate a proper workspace for the scholar where they can conduct research and/or prepare for teaching, as outlined in their program objective
• Provide appropriate scholarly research guidance and/or supervision
• Include the scholar in department meetings, cultural events and social activities
• Help the scholar obtain off-campus housing (Note: Please navigate to the Information for Visiting Scholars tab above for accommodation recommendations.)
• Adhere to all research and regulatory compliance requirements, including export controls, as outlined below

The Office of Regulatory and Research Compliance (ORRC) screens prospective scholars to minimize any risks to the University’s research integrity and security, as well as ensure compliance with all export controls.  

If a prospective scholar is included on a federal list of restricted parties, ORRC will determine whether the University can engage with the individual. If the application is approved to move forward, ORRC work with the host department and other units to implement and enforce any necessary restrictions, such as access limitations.

Scholars may also be subject to review by the U.S. embassy or consulate processing their J-1 visa application. The embassy or consulate will investigate whether there is a country-based concern and/or if the scholar’s past, current or future research areas pose a risk to national security.  

If the embassy or consulate identifies a concern and/or risk, the scholar’s visa application may be referred for administrative processing (Visa Mantis). This review generally takes several weeks or months.

The Office of Regulatory and Research Compliance (ORRC) assesses foreign nationals and the work they will be involved in to determine if UAlbany needs a license to share controlled items or information with them.

To request a determination, the host department must submit a Deemed Export License Determination Request.

This process is required for all prospective international visiting scholars, regardless of funding source(s) or host department. ISSS cannot issue a DS-2019 for a prospective international visiting scholar until ORRC has screened and cleared them.

For more information, review ORRC’s Export Controls webpage. 

Once ORRC has cleared the prospective scholar, the host department must request a DS-2019 from ISSS using the AccessISSS portal.
 

Request an AccessISSS account

If you don’t have an AccessISSS account, please email Tara Evans at [email protected] to request one.  

Note: AccessISSS accounts are only granted to the UAlbany faculty or staff member submitting the DS-2019 request on behalf of a prospective scholar. Prospective scholars are not granted accounts.
 

Submit the request form

Note: Visit the AccessISSS Instructions page for detailed guidance on using AccessISSS, including how to upload files.

Follow these instructions to complete the request form:

1. Gather all required documents:
   • A completed Part B Fillable PDF Form, which requires signatures
   • Evidence of ORRC clearance (such as a PDF of email correspondence)
   • Proof of English language proficiency
   • Proof of funding
   • Photocopy of the scholar's passport biographical page and, if applicable, any prospective J-2 dependents’ passport biographical pages
   • Photocopy of any current or prior DS-2019s, if the scholar previously participated in another J-1 exchange visitor program at another institution 
2. Log into the AccessISSS portal using your UAlbany NetID and password. Select "Departmental Services" from the menu.
3. If the scholar does not already have a UAlbany ID, then you must add them to the database by clicking “Add new person” and completing the prompts. Once complete, make note of the temporary ID that is generated and then select “Departmental Services” to return to the menu screen. 
4. Select “Departmental Request for Form DS-2019.” Complete Part A online. Upload the completed Part B Fillable PDF Form and all other required documentation in Part C. Press “Submit.”

ISSS will send updates on your request to your UAlbany email address. Please allow up to five to seven business days for processing. 

Once the host department has received the DS-2019 from ISSS, the sponsoring faculty member or department chair can send an invitation letter to the prospective visiting scholar.

There are no specific formatting requirements for this letter. However, you are welcome to use this sample invitation letter as a guide.

Extension requests should be submitted at least 30 days before the scholar’s current DS-2019 program end date.

To request an extension on a current scholar’s program, please follow these instructions:

1. Log into the AccessISSS portal using your UAlbany NetID and password. Select "Departmental Services" from the menu.  
2. Select “DS-2019 Extension Request” from the EForm menu.
3. Complete the form and upload supporting documents, including proof of funding and the DS-2019 Extension Attestation form.

Note: Visit the AccessISSS Instructions page for detailed guidance on using AccessISSS, including how to upload files.

ISSS will send updates on your request to your UAlbany email address. Please allow up to five to seven business days for processing.

For guidance on how to renew a visiting scholar’s visa, please visit the Travel Guidance for International Students & Scholars page.
 

University Scholar Fee for Program Extensions

All new scholars and their dependents are each required to pay a University Scholar Fee when requesting a program extension. The fee rates are:

• $75 for a J-1 scholar extension
• $25 for a J-2 dependent extension

J-1 scholars are also required to purchase insurance coverage for themselves and their dependents for the duration of their program. Please visit the International Insurance page for detailed information. 

A scholar may transfer their J-1 SEVIS record from another participating institution to UAlbany, depending on the time remaining for their J-1 exchange visitor category.

Please contact ISSS at [email protected] for case-by-case guidance.

Pay the SEVIS I-901 fee online. Be sure to print a copy of your receipt and bring it to your visa interview.

Complete the U.S. Department of State's DS-160 form and pay the DS-160 fee, then schedule your visa appointment. Be sure to print confirmation of your DS-160 submission and bring it to your visa interview.

We recommend scheduling your appointment at the U.S. embassy or consulate in your home country. Review the visa application procedures and estimated visa wait times for your country's embassy or consulate.

Some U.S. embassies/consulates may require applicants to submit the DS-160 form a specified number of days in advance of the visa interview; please verify with the U.S. embassy or consulate in your country if you have questions.  

The earliest you can attend the visa appointment (interview) is 365 days before the program start date, which is listed on your DS-2019. However, you are allowed to schedule an appointment before then, as long as the actual appointment is no earlier than 365 days before the program start date.
 

Requesting an emergency visa appointment

Some embassies and consulates allow you to request an emergency appointment if you cannot find an appointment slot before your program's start date.  

Before you can request an emergency appointment, you must schedule a visa appointment for a future date (even if it is later than you want it to be). Then, follow the embassy/consulate's procedures for requesting an emergency appointment, if available.

Generally, the embassy/consulate will ask for a copy of the DS-2019 as evidence of your need for an emergency appointment. In order not to delay processing, we recommend only sending the materials the visa officer actually needs to make a determination on your request.  

The U.S. Department of State does not typically require or consider a letter from the University unless one is specifically requested (as is sometimes the case when a student is selected for administrative processing).  

Watch a video on how emergency appointment requests are reviewed.  

Unfortunately, there is no guarantee an embassy/consulate can or will approve your request to schedule an appointment before the DS-2019 start date.  

Contact ISSS at [email protected] with questions or to request assistance. 

Required documents  

Bring all required documents for J-1 scholars to your visa interview, including:

• Valid passport from your home country, with at least six months of validity left
• Certificate of Eligibility (DS-2019)
• Confirmation of your DS-160 submission
• Proof of payment of the SEVIS I-901 fee and DS-160 fee
• DS-7002 signed by an ISSS advisor and your supervisor (only required for J-1 student interns)
• Two recent passport photos that meet the photograph requirements
• Official invitation or offer letter sent to you by UAlbany
• Proof of financial support and English proficiency (For detailed information on this documentation, please navigate to the Information for Host Departments tab above.)
• Evidence to demonstrate that you have strong ties to your home country and that you plan to return to your home country at the conclusion of program (such as a job, family, financial prospects you own or will inherit, investments, etc.)
• Any other documents required by the embassy or consulate

Dependents applying for a J-2 visa must also provide proof of their relationship to the J-1 Exchange Visitor, such as a marriage certificate or birth certificate.
 

What to expect during the interview

While you should bring these documents to your visa appointment, the officer doesn’t typically complete an in-depth review of physical documents during the interview.

Instead, the officer will have a conversation with you about the purpose and plans for your J-1 program, as well as your strong ties to your home country. Be prepared to discuss what you will be teaching and/or researching at UAlbany, why you chose UAlbany for this activity, and any issues related to sensitive areas of research, countries of concern or other security concerns.

It may be helpful to bring any documentation you or your UAlbany academic department received from the Office of Regulatory and Research Compliance (ORRC) during the export control review completed before you received a DS-2019.

You may also want to prepare a written research plan with the help of your academic department and refer to this document at the interview as needed. This is particularly helpful for scholars whose research areas may include science, technology, engineering and/or mathematics (STEM) or other “sensitive” fields that may need additional security clearance or review. 

If your visa is granted, you will use the visa, your passport and the DS-2019 to enter the U.S.  

Your visa, which will be affixed to your passport, will state the number of entries you have been granted and an expiration date. If a “M” appears under the number of entries, it means “multiple” entries are allowed using that visa.  

You may enter the U.S. no earlier than 30 days before the program start date indicated on your DS-2019. Plan your travel to UAlbany.

If your arrival date is delayed more than two weeks after the start date on your DS-2019, please contact ISSS at [email protected] and your academic department. ISSS will provide instructions on how to proceed.
 

What to expect upon arrival

When you arrive in the United States, you will need to pass through an immigration inspection at the port of entry. Please be ready to present your passport, visa, DS-2019, and I-901 fee receipt.

The immigration officer will ask you questions and you will present the officer with your DS-2019 and passport with U.S. visa.

The border officer sometimes stamps your visa with the date of admission, class of admission (J-1, or J-2 for your dependents) and admitted until date (usually D/S, meaning “Duration of Status”), but many ports of entry have phased out physical stamping.

U.S. Customs and Border Protection will also issue Form I-94, the Arrival/Departure Record, in an electronic format. After arriving in Albany, you should print a copy of your I-94 and keep it safe with your other important documents. 

International scholars are required to report to the school listed on their DS-2019 presented at the U.S. port of entry once they are admitted into the country.

Please complete the tasks below to complete your check-in.
 

Pay the University Scholar Fee

All new scholars and their dependents are each required to pay a University Scholar Fee upon arrival in the U.S. The fee rates are:

• $150 for a new J-1 scholar
• $50 for each new J-2 dependent
   

Schedule your ISSS orientation

Within three days of arriving in the U.S., you must email Associate Director Tara Evans at [email protected] to schedule your orientation with ISSS.

You must complete this orientation within 30 days of your arrival. (Note: Failure to do so may result in the cancellation of your exchange visitor status, which could subject you to deportation.)

Your orientation will be held in the ISSS office in Science Library G-40 on UAlbany’s Uptown Campus. Please bring these items with you:

• Passport
• J-1 visa
• DS-201
• Receipts showing you have paid the required University Scholar Fee(s) for you and, if applicable, your dependents
• A credit card so you can pay the required health insurance fee

Note: J-1 scholars are required to purchase insurance coverage for themselves and their dependents for the duration of their program. Please visit the International Insurance page for detailed information.
 

Submit the Scholar Arrival Form

You must complete the Scholar Arrival Form online after scheduling your ISSS orientation but before completing the orientation.

To submit the form, please follow these instructions:

1. Log into the AccessISSS portal using your UAlbany NetID and password.
2. Select “J-1 Scholar Services” from the left menu.
3. Select “Scholar Arrival.”
4. Complete the form and upload supporting documents.

Note: Visit the AccessISSS Instructions page for detailed guidance on using AccessISSS, including how to upload files.

ISSS will send updates on your request to your UAlbany email address. Please allow up to five to seven business days for processing.
 

Meet with your host department

You should also meet with your sponsoring faculty member or another representative from your host academic department as soon as possible after you arrive.  

Your host department is responsible for:  

• Helping you settle into your new workspace and connect with colleagues
• Answering your questions and providing information
• Referring you to appropriate Human Resources (HR) to sign up for employee benefits (if you are on the State or Research Foundation payroll) 

The two-year home country residency requirement is often referred to as the 212(e). Only the U.S. Department of State can determine if a J-1 and/or J-2 visa holder is subject to the 212(e).  

If subject, a J-visa holder will have to physically reside within their last country of legal permanent residence for two years before they may return to the U.S. as an H-1B visa holder, L visa holder, K visa holder or as a Permanent Resident.  

If subject, J visitors are unable to apply for a change of status within the U.S. Being "subject" to this regulation does not prevent a visitor from returning to the U.S. in certain other visa statuses, such as F-1 (student), B1/B2 (tourist/business) or under the visa waiver program.

There are two main reasons a J visitor may be subject to the 212(e) as a scholar at UAlbany:

• The J program is funded in part or wholly by the United States government, the visitor's government, or an international organization. 
  • Note: This does not include a U.S. government funded departmental grant, such as a National Institutes for Health (NIH) grant, if the grant funds are routed through University payroll in support of the scholar.
• The J-1 scholar is engaged in one or more of the skills listed on the Exchange Visitor Skills List (1997 Amendment) for their country.

Learn more about the two-year home country residency requirement and the 212(e) waiver process on the U.S. Department of State website. 

The 12- and 24-month bars determine when a current or previous J-1 exchange visitor is eligible for a second visit to the U.S. in the J-1 Professor category or J-1 Research Scholar category.

Current J-1 regulations are as follows:

• 24-month bar: All J-1 Professors and Research Scholars are barred from participating in these categories for 24 months (two years) from the end date of their programs.
  • For example, a J-1 Professor whose J-1 program ran from September 1, 2019, to May 31, 2020, will not be able to return to the U.S. as a J-1 Professor or J-1 Research Scholar until May 31, 2022.
  • Note: This rule does not apply to Short-term Scholars and is different from the two-year home residency requirement (212e).
• 12-month bar: All J-1 exchange visitors (any category) are barred from participating in the category of Professor or Research Scholar if they have been in any J status during the 12-month (one-year) period immediately before the start date on their new form DS-2019, with the following exceptions:
  • The new program is a transfer from another institution.
  • The exchange visitor’s presence in the U.S. in the previous program was for less than six months.
  • The exchange visitor’s presence in the U.S. in the previous program was under the category of Short-term Scholar.

Here is what that means:

• J-1 Exchange Visitors and their J-2 dependents are not subject to either bar if they have held J visas for less than six months, and the J-1 visa was in any category except Professor or Research Scholar.
• J-1 Exchange Visitors and their J-2 dependents are subject to the 12-month bar if they have held J visas for more than six months, and the J-1 visa was in any category except Professor or Research Scholar.
• J-1 Exchange Visitors and their J-2 dependents are subject to the 24-month bar if they have held J visas for any amount of time, and the J-1 visa was in either the Professor or Research Scholar category.

ISSS will review details of any prior participation in J-1 programs before issuing a new DS-2019 to ensure that these programs are not being used to circumvent a bar on repeat participation.  

In addition to formal bars on repeat participation, eligibility assessment will include review of the dates, category and program objectives of prior J-1 program. 

Notify ISSS before traveling outside the U.S.

Please visit the Travel Guidance for International Students & Scholars page for detailed instructions. 
 

Report address changes to ISSS within 10 days

If your address changes, you must report your new address to ISSS within 10 days by emailing [email protected]. 
 

Notify ISSS if any dependents will join you after your arrival 

ISSS can issue a DS-2019 for eligible dependents who will join you in the U.S. after your arrival. Please visit the F-2 & J-2 Dependents webpage for detailed information. 
 

Check-in with ISSS every six months and anytime certain information changes

J-1 scholars must check in with ISSS every six months and every time any of the following information changes:

• Demographic information
• Contact information
• Academic program information

To complete your reporting, please submit the Scholar Update form using these instructions:

1. Log into the AccessISSS portal using your UAlbany NetID and password.
2. Select “J-1 Scholar Services” from the left menu.
3. Select “Scholar Update.”
4. Complete the form.

ISSS will send updates on your request to your UAlbany email address. Please allow up to five to seven business days for processing. 

Insurance: J-1 scholars are required to purchase insurance coverage for themselves and their dependents for the duration of their program. Please visit the International Insurance webpage for detailed information. 

Passport: Your and your dependents' passports should be valid for at least six months at all times. If your passport(s) will expire while you are in the United States, contact your country’s embassy or consulate in the U.S. to learn how to renew your passport. 

Apply for a Social Security Number (if applicable)

A social security number (SSN) is a national tax ID and is required to be on file with your employer for payroll purposes.

If you are on the UAlbany or Research Foundation payroll, you must apply for an SSN. If you are funded through other means, please check with your funding sources.

Follow these instructions to apply for an SSN. Note: The rest of the International Student Employment webpage does not apply to visiting scholars. 
 

File a tax return each year you are in the U.S.

All J-1 and J-2 exchange visitors must file tax documents for each year they are physically present in the U.S.

Learn more about U.S. income tax. Note: This webpage is written primarily for international students. 

 

Request authorization for incidental employment

J-1 scholars may conduct research or teach only at UAlbany unless they specifically request and obtain prior written authorization from ISSS to give a lecture or consult at another U.S. institution or organization.  

You may conduct research or teach only at the University at Albany, unless you have specifically requested and obtained written authorization from ISSS in advance to give a one-time lecture or consult at another U.S. institution or organization (also referred to as "incidental" activity).

You must request authorization at least 30 days in advance if you are invited to speak or consult at another school, or if you are invited to attend a professional conference for which you will receive reimbursement and/or an honorarium.  

The proposed employment must:

• Be directly related to the objectives of your Exchange Visitor program
• Be incidental to your primary program activities
• Not delay the completion of your Exchange Visitor program

To request authorization, you must send the following documents to [email protected]:

• An offer letter from the prospective employer describing the terms and conditions of the proposed employment, including:
  • The duration
  • The number of hours
  • The field or subject
  • The amount of compensation
  • A description of the activity for which you are being hired
• A letter from your UAlbany department chair or faculty supervisor that:
  • Refers the offer letter from your prospective outside employer
  • Confirms the employment is directly related to your principal activity, is indeed incidental and will not delay completion of your program
  • Explains how the proposed activity would enhance your Exchange Visitor program
  • Recommends approval of the employment

If you are approved for incidental employment, ISSS will provide you with written documentation of that authorization. You will need to provide this documentation to your outside employer.

If you will need to continue your program at UAlbany after the end date on your DS-2019, your department must request an extension at least 30 days before your current DS-2019 expires.  

For detailed information about this process, please navigate to the Information for Host Departments tab above and review the “Extend a current visiting scholar’s program” section.

J-1 scholars must report their departure from UAlbany and/or the United States. They must also report their intention to transfer to another U.S. institution to ISSS.  

To complete the Departure or Transfer Out form online, follow these instructions:

1. Log into the AccessISSS portal using your UAlbany NetID and password.
2. Select “J-1 Scholar Services” from the left menu.
3. Select “Scholar Departure or Transfer Out."
4. Complete the form and upload supporting documents.

Note: Visit the AccessISSS Instructions page for detailed guidance on using AccessISSS, including how to upload files.

ISSS will send updates on your request to your UAlbany email address. Please allow up to five to seven business days for processing.
 

Transfer Authorization

If you plan to transfer to another college or university in the United States, you must receive authorization from ISSS before you leave UAlbany.  

This process requires careful coordination between ISSS and the international office at the new institution, so please plan ahead and begin these discussions as early as possible. Please contact ISSS at [email protected] for guidance.
 

Grace Periods

J-1 scholars and their J-2 dependents are afforded a 30-day grace period after their DS-2019 expires.

During the grace period, if you have not yet departed the U.S., you may either arrange to depart the U.S. or transfer your SEVIS record to another U.S. institution.

You must leave the U.S. within 30 days of the program end date on your DS-2019.

If you leave the United States during the grace period for any length of time, you cannot re-enter using UAlbany's DS-2019.