Invitation Process

DS-2019 Application Requirements:

The University assesses foreign nationals and the work they will be involved in to determine if a license is needed to share controlled items or information with the individual. Before ISSS may issue a DS-2019 visa document, UAlbany’s Office of Regulatory and Research Compliance (ORRC) must screen and clear your prospective international visiting scholar. Department sponsors should review ORRC’s Export Control webpage and submit a Deemed Export License Determination Request as instructed (in section “Request an Export Controls Review,” subsection “Hiring and Supervising Foreign Nationals”). Note: This process is required for all prospective international visiting scholars, whether paid or unpaid by UAlbany or the Research Foundation.
After clearance from ORRC is given, the sponsoring department should submit the DS-2019 Request EForm through AccessISSS. New users please contact Tara Evans at [email protected].The EForm will also require:
- Evidence of ORRC clearance (e.g. email correspondence)
- Documented Proof of English Proficiency
- Proof of finances- see Financial Requirements, Fees, and Funding Sources
- Photocopy of the scholar's passport (and any prospective J-2 dependents)
- Photocopy of any current or prior DS-2019 if the scholar previously participated in another J-1 exchange visitor program at another institution

Sponsoring departments should also review the Responsibilities of Department Hosting J-1 Scholar Exchange Visitor.

If you are seeking to extend a current scholar’s program, please see our instructions for Extending a Current J-1 Exchange Visitor.

Responsibilities of Department Hosting a J-1 Scholar Exchange Visitor

Hosting a J-1 scholar exchange visitor has numerous benefits to the University and the scholar alike. Hosting also necessitates certain commitments to supporting scholar success. By inviting the scholar, the hosting unit or department agrees to the following:

allocate a proper work-space for the scholar to conduct research and/or prepare for teaching in accordance with the department and scholar's outlined objective;
provide a certain level of scholarly research guidance/supervision as well as include the scholar's participation in departmental meetings and cultural/social activities;
assist the scholar in obtaining off-campus housing, as on-campus housing is not available at this time. ISSS provides a list of accommodation resources

Regulations, Research Compliance, and Export Control

The University must be compliant with all laws of New York and the United States. The Division of Research and Economic Development, Office of Regulatory and Research Compliance (ORRC), screens prospective scholars to ensure risks to the integrity and security of the University’s research is minimized. Screening is conducted using federal lists for restricted parties, and should a prospective scholar's screening result in a potential match, the prospective scholars file will undergo further investigation to determine what, if any, options are available to the University to engage with the individual. ORRC, in consultation with the respective academic department and other units, will make a determination of any limitations in access and enforcement necessary regarding research activity at UAlbany.

The Office of Enterprise Risk Management and Compliance also has its own policies and procedures around certain compliance issues that may impact invitation and hosting of international scholars. These include but are not limited to research/study related to the Iran Threat Reduction and Syrian Human Rights.

These and other scholars may be subject to not only access limitations and other restrictions but also delays in the invitation and visa process conducted overseas at the U.S. consulate where the prospective scholar applies for the respective J-1 visa. In particular cases, the Consular Official investigates whether there is a country-based concern and/or a past, current or future research area is a risk to national security. If the Consular Official determines a concern exists, the prospective scholar's application may be referred for administrative processing (Visa Mantis). In general, this review may take several weeks or months depending on the case. For more information about consular administrative processing please visit the Department of State website.

Additional time should be considered when planning to invite an international scholar should that individual be subject to UAlbany or Department of State additional screening and investigation.

Location of the Exchange

The purpose of the Exchange Visitor Program is to facilitate in-person exchanges. Exchange visitors must conduct their full-time scholar/intern activities as outlined in their program objective and at their geographic "site of activity" location listed on the DS-2019 visa document (and as noted in SEVIS).

Invitation Letter Sample

The invitation letter to the scholar comes from the hosting department/unit, usually the sponsoring faculty member or chair. While there is no specific format, you are welcome to use this sample invitation letter for your scholar.

Financial Requirements, Fees, and Funding Sources

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Financial Requirements for DS-2019 Issuance

Exchange visitor regulations require financial documentation before a DS-2019 may be issued. Minimum funding for living expenses are:

$1000/month for the J-1 visitor
An additional $400/month is required for an accompanying dependent

Letters of support must be on official stationery and guarantee a specified amount in U.S. dollars for the duration of the visitor's intended stay. If support comes from a scholar's personal savings then bank statements must be submitted. Please review additional information on financial document requirements.

University Scholar Fees

The Scholar fee is required for new scholars, their dependents and related DS-2019 program extensions. The fee rates are listed below:

$150 for a new J-1 scholar DS-2019
$50 for each new J-2 dependent DS-2019
$75 for a J-1 DS-2019 program extension, $25 for J-2 dependent DS-2019

The $150 payment by a new J-1 scholar must be paid upon arrival to campus, while the $25 J-2 dependent and $75 J-1 program extension must be paid before the issuance of the J-2 DS-2019 visa document(s).

J-1 scholars are required to purchase a minimum of 6 months of insurance coverage for themselves and dependents (unless their J-1 program is less than 6 months). See "Mandatory Health Insurance Fee".

Mandatory Health Insurance Fee

The United States Department of State requires all J-1 visa holders and any accompanying dependents to obtain health and accident insurance which meets the following minimum coverage:

medical benefits of at least $100,000 per person per accident or illness.
repatriation of remains in the amount of $25,000; and
expenses associated with medical evacuation in the amount of $50,000.

SUNY requires all J-1 program participants to purchase insurance through the University. You should not purchase insurance before coming to Albany as alternate insurance will not be accepted. The exchange visitor must report to the Office of International Student and Scholar Services (Science Library G-40) to purchase insurance coverage for themselves and all J-2 dependents.

The approximate cost per month (subject to change) is:

J-1 Scholars: $164.69 per month
J-2 Spouse: $253.09 per month
J-2 Children: $135.45 per month.

Funding Options

The majority of scholars at UAlbany are self-funded, either personally or through their overseas affiliated institutions. Others may need funding to support their scholarly visit. Please review our page on funding sources for international scholars.

English Language Proficiency Requirement for J-1 Exchange Visitors

U.S. Department of State requires that Exchange Visitors must possess English language proficiency. Sponsors are required to use one of the following objective measurements to determine an applicant’s language proficiency:

A recognized English language test
Signed documentation from an academic institution or English language school
A documented interview conducted by the sponsor either in person or by videoconferencing, or by telephone if videoconferencing is not a viable option

This evidence must be submitted with the DS-2019 request EForm. The U.S. Department of State requires this information be made available upon their request.

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Transferring Into UAlbany from Another U.S. Institution

A scholar may transfer his/her J-1 SEVIS record from another participating institution depending on the time remaining for the J-1 scholar/intern category. If a J-1 exchange visitor is planning to transfer an already existing J-1 SEVIS program to the University at Albany please contact ISSS for case-by-case guidance.

Disclaimer:

The information contained in this web site/form is provided as a service to international students, faculty and staff at the University at Albany. It does not constitute legal advice. We try to provide useful information, but we make no claims, promises or guarantees about the accuracy, completeness or adequacy of the information contained in or linked to this web site or any associated site or form.

Neither the University at Albany nor ISSS is responsible for any errors or omissions contained in this website, or for the results obtained from the use of this information. Nothing provided herein should be used as a substitute for the advice of competent legal counsel; students may wish to consult an immigration attorney on the specifics of their case as needed.