Process Overview

Please note:  UF Research Integrity, Security & Compliance (RISC) and the University of Florida International Center (UFIC) recommend 90 days processing time for J1 Invites.

  1. Request from Faculty Sponsor
    1. Faculty sends the following, in an email, to Nicole Caldwell to initiate the process:
      1. Personal & Contact Information:
        1. Legal First Name
        2. Legal Last Name
        3. Date of Birth
        4. Email Address
        5. Phone Number
        6. Mailing Address
        7. Country of Citizenship
        8. Country of Residence
      2. Start date of activity at UF
      3. End date of activity at UF
      4. J-1 Category – Research Scholar or Short-Term Scholar (see “Additional Information” section below)
      5. Subject/Field Code (see “Additional Information” section below)
      6. CV
      7. Completed Acknowledgment of Faculty Sponsor Responsibility form
      8. Research Abstract / Description of Duties
        1. Research Abstract should include details of duties that the scholar/visitor will perform during the visit. If involved in research, please include details about the research, including the research funder or sponsor, the scope of work, and potential deliverables.
      9. What project number(s) will they be working on?
      10. If this is a paid position, what funding source will they be paid from?
      11. If this is a paid position, what is their job title & pay rate?
      12. If this is not a paid position, how will their visit be funded (personal funds or funded from another organization)?
        1. If funded from another organization, funding document required.
      13. What lab space (bldg & room numbers) will they utilize?
  2. RISC Assessment
    1. Once Nicole receives the above mentioned documents, she will submit the RISC Assessment
    2. RISC team reviews request.
      1. If nothing further is needed, we typically receive the approval within about a week.
      2. If additional items are needed, RISC team will reach out to Nicole.  Nicole will either answer their questions or request additional documents from Faculty Sponsor or Scholar.  The approval process could be delayed slightly.
      3. If risk found, RISC team will deny request.
  3. Invitation
    1. Once we receive the approval from RISC, Nicole will prepare the J1 invite letter and reach out to Faculty Sponsor for review.
    2. Once letter is ready, it will be sent via DocuSign.
    3. Once Docusign is complete, Nicole will send the letter along with a list of required documents to the J1 Scholar.
  4. DS2019
    1. Once all documents are received, I’ll submit the J1 request to the International Center.  They’ll review and prepare the DS2019 and will send it via email to the J1 Scholar.  They will reach out to me if additional information is required.
    2. If not already completed, the International Center will reach out to visitor for English3 interview (unless the visitor qualifies for any of the exemptions)
  5. Arrival
    1. Once the J1 Scholar has their arrival date, it should be communicated with Nicole and their Faculty Sponsor.
    2. Once they arrive, they must check in with the International Center.  Additional information on the check-in process can be found here.

Additional Information

Subject/Field Code:

This can be found here:  https://nces.ed.gov/ipeds/cipcode/

Dates:

Please use the start/end dates of their activity here at UF, not in the US.  If these dates differ, please communicate that in email.

J-1 Category:

This should be Research Scholar or Short-Term Scholar.

In most cases, programs six months or less in duration should choose the “Short-Term Scholar” classification, as Research Scholar program impose more future limitations. The main exception to this would be if the Scholar knows that it is very likely the program will be extended beyond the six month duration.

Below are the advantages and disadvantages of the Short-Term Scholar and Research Scholar category.  This classification may not be changed after the scholar arrives and checks in with the EVS office:

Short-Term Scholar

Advantage: If the extension does not happen, the Scholar can return to the US as a Research Scholar in the future and there will be no restrictions.

Disadvantage: If the extension does happen, the Scholar must exit the country and re-enter on a new visa if he/she wants to stay beyond six months. This will require the Scholar to pay the EVS fee, SEVIS fee, and any other visa costs again.

Research Scholar

Advantage: If the extension does happen, the Scholar does not need to leave the country. All processes will be conducted internally through the EVS office here at UF. There are no extra costs or a need to exit the country to renew their visa.

Disadvantage: If the extension does not happen, the scholar will be subject to the 24-Month Bar. The 24-Month Bar prohibits the Scholar to return to the US as a J-1 Research Scholar for a period of two years after the end date of their program.