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Guidance for Vanderbilt Administrators

Department J-1 Application Process

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Hosting international visitors in your department involves a number of regular university processes for new hires, appointments and payment requests. In addition to university protocols, departments will need to engage in processes with ISSS or OIS depending on the kind of appointment and type of activity the prospective international visitor will engage in. The information on this page is provided to assist departments in the necessary preparations for hosting foreign visitors to the university.

Recorded Sessions

Inviting Short-Term International Visitors

International collaboration is a vital component in the advancement of research and scholarship at Vanderbilt University. The university is strongly committed to maintaining a culture of diversity and openness while at the same time navigating the constantly changing regulatory environment that exists around export compliance and federal scrutiny of research activity.

International Student and Scholar Services can assist departments in determining if a visa will be required for a prospective short-term visitor’s trip to the US and to campus. However, visa considerations are a single aspect of the preparations for a campus visit from an international visitor. To aid departments that are considering hosting an international visitor (colleague, visiting researcher, student, etc.) for an academic or research related visit, we have compiled some basic information to review in advance of extending an invitation to prospective international visitors.

Considerations

When planning to host an international visitor on campus, it is important to keep in mind institutional requirements or processes that may apply to the visit. Below is a sampling of considerations to take into account in advance of extending a formal invitation to prospective international visitors:

  • Will the activity the visitor is coming to engage in require a university sponsored visa (F-1, J-1, H-1B, O-1, TN, etc.)?
  • Is the visitor coming from or a citizen of a sanctioned country?
  • Will the visitor’s planned activity involve access to export controlled projects, data or technology?
  • Will the visitor interact with research or associated technology that is proprietary in nature?
  • Is the visitor or their associated organization(s) or entities listed on any denied persons lists?
  • Does the department plan to issue any payments to the visitor or provide any funding support?
  • Will the proposed activities during the visit require any trainings, clearances or licenses?

Preparing for a short-term international visitor

In advance of your prospective visitor’s arrival to campus it may be helpful to make the following preparations:

  • Confirm if a specific visa will be required for the visit.
  • Issue an invitation letter as documentation for the department and the visitor of the structure, purpose, and scope of the visit.
  • Confirm whether the visit will prompt the need for any licenses, screenings, trainings or disclosures.
  • Consult your department administrator for any internal approvals, forms and processes that must be completed in advance of the visit.
  • Submit the Foreign National Visitor Form to VU Export Compliance.
  • Arrange for any needed campus credentials (ID card, campus email, online access, etc.).
  • Confirm eligibility for any planned payments or financial support.

Export Control and Restricted Party Screening

The release and transfer of certain technology and information to a foreign national may be considered a “deemed export” that triggers the need for an export license under federal requirements. A deemed export screening is built into the administrative processes for international visitors who will come to the US on a university sponsored visa or a university issued document. However, if the prospective visitor is already in the US in a non-university sponsored visa category or will enter the US in a visitor status, it is strongly recommended that host departments complete the Export Compliance Foreign National Visitor Form prior to the planned visit. This will assist departments in screening for possible restricted parties, denied persons or countries of concern that may be regulated by university compliance rules or federal regulations in addition to the need for any export control licenses.

Other Helpful Resources

International Visitors and Visas

Depending on the type of activity an international visitor will engage in, it may be necessary for the hosting department to request a DS-2019 for a J-1 Exchange Visitor visa. ISSS administers the university’s J-1 Exchange Visitor Program and advises F-1 and J-1 students who are studying at the university.

Below is a summary of acceptable activities and program durations for the visa status categories that ISSS supports.

Visa Type/Category Description of Proper Use
J-1 Exchange Visitor Categories
J-1 Professor Minimum Stay: 3 weeks
Maximum Stay: 5 years
Activity: Primarily teaching, lecturing, observing, or consulting.
NON-TENURE TRACK Only
24-month bar applies
Position cannot be more than 40% remote
J-1 Research Scholar Minimum Stay: 3 weeks
Maximum Stay: 5 years
Activity: Primarily research, observation, or consulting on research project.
NON-TENURE TRACK Only
24-month bar applies
Position cannot be more than 40% remote
J-1 Short-Term Scholar Minimum Stay: 1 day
Maximum Stay: 6 months
Activity: Lecturing, observing, consulting, training, or demonstrating special skills.
Position cannot be more than 40% remote
J-1 Specialist Minimum Stay: 3 weeks
Maximum Stay: 1 year
Activity: An expert in a specialized field coming to U.S. for observing, consulting, or demonstrating special skills.
J-1 Student on Academic Training Activity: Primarily in the U.S. to engage in a “full course of study”. May be a degree-seeking or non-degree program. A significant portion of their funding must not be personal funding.
On-Campus Employment: No more than 20 hours a week while classes are in session, more than 20 hours on official school breaks (winter, spring, summer)
Off-Campus Employment: Academic Training
Academic training positions cannot be more than 40% remote
J-1 Student-Intern Activity: In the U.S. to engage in a student internship program to fulfill the educational objectives for his or her current degree program at his or her home institution.
Wages: Internship can be with or without wages.
Position cannot be more than 40% remote
J-2 Dependents of J-1 Exchange Visitors Activity: Primarily in the U.S. as a dependent of a J-1 Exchange Visitor.
Employment: J-2 dependents may apply to USCIS for an Employment Authorization Document (EAD) that will authorize them for employment. Their status is tied to the J-1 primary and therefore cannot be extended on the basis of an offer to continue employment.
F-1 Students
F-1 Student on post-completion OPT Activity: Primarily in the U.S. to engage in a full-time degree program.
On-Campus Employment: No more than 20 hours a week while classes are in session, more than 20 hours on official school breaks (winter, spring, summer)
Off-Campus Employment: Curricular Practical Training (CPT) or Optional Practical Training (OPT)
F-2 Dependents of F-1 Students Activity: Primarily in the U.S. as a dependent of an F-1 student.
Employment: F-2 dependents do not have access to work authorization and cannot participate in unpaid internships or unpaid practical training.
A Note about Visitors and Volunteers
International Visitors and Medical Observers

International Visitor Information Sheet

Note: Medical Observers may enter the U.S. on either a J-1 or B-1 Visa.
Volunteering Volunteering Information Sheet

If you are interested in knowing more information regarding H-1B, B, TN-1, E-3, or O-1 visas, please contact the Office of Employee Immigration Services an office of Human Resources.
Foreign nationals who will be invited to the university in a paid capacity or to engage in certain activities will need a DS-2019 issued by Vanderbilt to apply for a J-1 Exchange Visitor visa. J-1 scholars can be brought in the following categories: Professor, Research Scholar, Short-term Scholar, Student Intern, Specialist. The category will be determined by the proposed activities the scholar will engage in at Vanderbilt.
Note: J-1 individuals may be subject to a 2 year home residency requirement (212e) based on home government funding and/or the Exchange Visitor Skills List. For more information on the 212(e) please contact ISSS.

Requesting a DS-2019 for an Incoming J-1 Scholar

The information below outlines the steps hosting departments should follow to request a DS-2019 for an incoming scholar.

  1. Confirm with ISSS that the prospective scholar is eligible for a DS-2019 and J-1 Exchange Visitor program.
  2. Complete the internal department and university hiring and appointment process for the position (paid or unpaid).
  3. Prepare and submit the Exchange Visitor Application to ISSS along with the required supporting materials: Exchange Visitor Personal Information Form; English proficiency documentation; Visa Deemed Export Questionnaire (VDEQ) confirmation, Appointment Letter or Letter of Invitation (unpaid or independently funded scholars); proof of financial support (if not entirely supported by Vanderbilt). Due to visa processing timelines, we recommend that departments submit applications at least 2-3 months in advance of the anticipated start date.
  4. Allow 7-10 business days from the date that submission is complete (all final documents have been received) for processing and issuance of the DS-2019. ISSS will notify the department when the DS-2019 is ready for pick up.
  5. Send the DS-2019 form and pre-arrival information packet to the scholar. Keep a photocopy for department records. Note: The federal regulations prohibit J program sponsors from sending electronic copies of the DS-2019.
  6. The scholar must pay the SEVIS I-901 fee. This fee can be paid directly by the individual scholar or by the department. The fee should be paid at least three business days prior to the visa appointment. If the department pays the fee, send the PDF of the fee receipt to the incoming scholar.
  7. Keep ISSS updated on v

New J-1 Scholar Check-in and Orientation

Upon arrival to Vanderbilt, the J-1 visa holder must check in with ISSS. The J-1 should bring with them to ISSS their passport, stamped DS-2019, J-1 visa, stamped I-94, and current Nashville address. This process will be completed via the ISSS portal when the scholar arrives on campus. Scholars will also need to have the documents listed above for any dependents that are entering the US with them.

The check in process is required in order to validate the J-1 scholar’s SEVIS record. Validation confirms the scholar’s arrival in the US and activates their J-1 program. This must be complete before the scholar will be eligible to apply for a Social Security Number or driver’s license or successfully be e-verified in the I-9 process.

New scholar check-in and validation is time sensitive and must be completed within 30 days of the start date listed on the DS-2019. To avoid an auto-invalidation of a scholar’s DS-2019, it is very important that you keep ISSS informed of any changes to the scholar’s expected arrival date.

New J-1 scholars will need to attend a J-1 Scholar Orientation within their first two weeks on campus. This is a mandatory orientation that provides an overview of how to maintain legal J-1 status and other university specific J-1 program requirements. Scholars receive a link to register online for an orientation session once their DS-2019 has been created.

Departmental Responsibilities for J-1 Scholars

The hosting department accepts responsibility for communicating information to ISSS and facilitating certain processes for J-1 Exchange Visitors active in the department. Department administrators are should be prepared to support J-1 scholars by assisting with the following activities.

  • Confirm with incoming J-1 scholars that they have signed up online for a New Scholar Check-in time slot. Check-in is held Monday, Wednesday and Friday mornings from 9:00 am to 11:00 am by appointment. (J-1 Scholars receive an email after their DS-2019 has been created with links to the online sign up form.)
  • Check with incoming J-1 scholars to make sure they have registered for J-1 Scholar Orientation which is held every Thursday at 10:00 am in ISSS. (J-1 Scholars receive an email after their DS-2019 has been created with links to the online sign up form.)
  • If an incoming J-1 scholar is receiving VU benefits, you must register them for New Staff Orientation through Human Resources.
  • Notify ISSS of any changes to the incoming scholar’s arrival to the US and planned program start date as listed on the DS-2019. If the scholar will be delayed by more than 15 days, the program start date will need to be amended to make sure the DS-2019 remains valid.
  • Notify ISSS of any changes to the scholar’s program or dates once the scholar’s program has begun. Title changes, promotions, early completions and terminations should be communicated right away. Depending on the details of the title change or promotion, the department may need to sponsor a change of status before the change can become effective.
  • Assist J-1 with extension/transfer paperwork, if applicable. If the department plans to extend a J-1 scholar’s appointment, submit the VU Exchange Visitor Extension Application or the Student Intern Extension Application. The extension application must be initiated by the hosting department
  • Facilitate the completion and submission of the J-1 Student Intern Evaluation for all Student Interns hosted by the department. This evaluation is due at the completion of each Student Intern’s program. Student Intern programs that last longer that six months must also complete this form at the midpoint of the internship.

Employing an F-1 or J-1 Student

  • F-1 STUDENT

    The F-1 visa is used for non-immigrants pursuing a full course of study towards a specific educational or professional objective at an academic institution in the U.S. approved by the Student and Exchange Visitor Program (SEVP) to issue forms I-20 for academic study.

    If the student you are employing is a Vanderbilt F-1 student (with an I-20 issued by ISSS) and the work will take place at Vanderbilt (not VUMC), the work is authorized under on campus employment. F-1 students continue to have authorization for on campus work while they are maintaining legal status and have not yet completed their academic program. On-campus employment does not have to be directly related to the field of study, but F-1 students are limited to a maximum of 20 hours a week while school is in session. Full-time on campus work is allowed during official school breaks (fall break, Thanksgiving, winter, spring break, etc.) and the summer semester.

    If the F-1 student you are hiring is from another institution, meaning they have a form I-20 issued by a school other than Vanderbilt, then the work is considered off-campus employment. If the position you are hiring the student into is paid, the student will be required to show proof of off-campus work permission to complete the I-9 and tax withholding processes at Vanderbilt. The student must have an I-20 and or Employment Authorization Document (EAD) showing off-campus work authorization, before beginning employment. F-1 students have two primary options for off-campus work authorization.

    1. Curricular Practical Training (CPT): The F-1 student from another school doing an internship at Vanderbilt for credit towards their degree from their school (not Vanderbilt). The employment must be in the student’s field of study which is listed on their form I-20. CPT must be authorized by the student’s International Student Adviser at their school. CPT authorization is given on page 2 of their form I-20. Please note that CPT authorizations are employer and date specific.
    2. Optional Practical Training (OPT): The F-1 student receives employment authorization from USCIS in the form of an Employment Authorization Document (EAD) card. The EAD card lists specific dates of authorized employment and is not employer specific. Employment must be directly related to the student’s major field of study and commensurate with their degree level which are both listed on their form I-20.
  • J-1 STUDENT

    The J-1 visa is used for an alien coming temporarily to the United States as a participant in a program approved by the Department of State for the purpose of teaching, instructing or lecturing, studying, observing, conducting research, consulting, demonstrating special skills, or receiving training.

    If the student you are employing is a Vanderbilt J-1 student, meaning they have a Vanderbilt issued form DS-2019, the employment is considered on-campus. J-1 students must receive authorization from ISSS in writing prior to on-campus employment. The application for J-1 on campus employment authorization can be found here.

    If the J-1 student you are hiring is from another institution, meaning they have a form DS-2019 issued by a school other than Vanderbilt, then the work cannot be authorized by ISSS. The J-1 student must apply for the appropriate work authorization from their sponsor institution before beginning employment. J-1 students have one option for off-campus work authorization.

    Academic Training (AT): The J-1 student must have written authorization in the form of a letter from their International Student Adviser at the school that issued their DS-2019. The letter of authorization must reference the specific employment details including position title, address, start and end date. Employment should be in the student’s field of study as listed on their DS-2019.

Fulbright Visiting Scholar Program

ISSS aims to facilitate exchange and attract talented international scholars to Vanderbilt, and one opportunity is the Fulbright Visiting Scholar Program. The Institute of International Education (IIE) issues the DS-2019 and oversees their status. To demystify the process, we created an overview of responsibilities for the faculty host/admin, scholar, Fulbright/IIE, and ISSS. Overview here.

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