New J-1 Visa Applications

Step 1: Review Process Timeline and Eligibility Requirements

Review the international scholar’s eligibility for a J-1 visa on our J-1 Exchange Visitors page. Begin as early as possible, but at least 3 months in advance of the desired start date. If International Scholars Operations (ISO) advisors receive a request within 2 months of the start date, units may be asked to change that date. Please see our J-1 Process Handout for more specific information about processing timelines.

Step 2: Gather Supporting Information and Documents

Review the ISO J-1 Checklist for necessary documents, and gather them. Have the scholar complete pages 1-3 of the J-1 Visa Intake Form, then units must complete pages 6-7 of appointment information. Make sure the information on the intake form is consistent with information on supporting documents.

Step 3: Submit J Visa Request

Enter the J-1 Visa Intake Form information into the J-1 Visa Request form online and hit “Submit”. The person who submits the visa request will receive an email from our ticketing system confirming receipt and including a Visa Request Tracking Number. Use this tracking number when inquiring about the status of the visa request.

Note: Only an authorized staff member in the UW department or program sponsoring the international scholar may prepare a visa request. A UW NetID is required.

Step 4: AP Reviews and Approves J Visa Request

ISO will review for visa eligibility issues. The Academic HR team (AHR) will review for appointment issues. As part of this review, either team may reach out for more information or documentation.

After the review is complete, AHR will send the Conditionally Approved Visa Request to the person who submitted the visa request by email.

Note: Once the PDF has been sent, the visa request may not be altered without prior approval from the ISO Team.

Step 5: Route Approved Visa Request to ISO

Assemble the Conditionally Approved Visa Request and supporting documents, following the guidelines in our J-1 Checklist. Route it for signature by the appropriate parties (usually the chair and dean), and then send it back to ISO by one of the following methods:

  • By campus mail to campus mailbox 351245
  • As one complete PDF by replying to the email sent with the approved visa request
  • As one complete PDF uploaded to the visa request using the “Manage Files” function

When the packet arrives at ISO, the person who submitted the visa request will receive an email confirming receipt.

Step 6: ISO Issues DS-2019

ISO will review all documentation and issue a DS-2019. As part of this review, ISO may ask for more information or additional documentation if supporting documents are missing or inconsistent. The DS-2019 and other important exchange visitor documentation will be sent by campus mail to the unit. Alternatively, the unit may provide a FedEx shipping label to facilitate shipping directly to the J-1 exchange visitor.

Step 7: Send DS-2019 on to Exchange Visitor

Send the original DS-2019 and attachments to the J-1 exchange visitor in hard copy.

Do not send the exchange visitor a scan of the DS-2019; UW is forbidden by law from sending DS-2019s by scan or fax to outside parties. You may email the program number or SEVIS number from the DS-2019 to the exchange visitor to facilitate visa appointment scheduling at a U.S. consulate abroad.

Step 8: Exchange Visitor Applies for Visa at Consulate and Enters U.S. (approximately 2-8 weeks from application to consulate)

See steps on the J-1 Getting to the U.S. page. The exchange visitor should enter the United States on or before the start date listed on the DS-2019; if that is infeasible, contact ISO to change the dates on the DS-2019. More information is available on the J-1 visa pages for international scholars.

Step 9: Exchange Visitor Attends Check-In at ISO

All J-1 exchange visitors must attend a scheduled J-1 check-in session at ISO within 30 days of the start date listed on their DS-2019 or risk violating their J-1 status.

Extending or Amending an Existing J-1 Visa

Step 1: Assess Continued Eligibility

Review the international scholar’s eligibility for a J-1 visa on our J-1 Exchange Visitors page. Begin as early as possible, at least 2 months in advance of the expiration of the exchange visitor’s current DS-2019.

Steps 2-6

Follow steps 2-6 outlined above.

Step 7: Send DS-2019 on to Exchange Visitor

Provide the original DS-2019 and attachments to the J-1 exchange visitor in hard copy. Update the exchange visitor’s I-9 Verification of Employment Eligibility form as appropriate. The exchange visitor does not need to attend a new check-in session or apply for a new J-1 visa stamp at a U.S. consulate abroad at this time, although a new visa stamp may be necessary for future international travel.

Transferring an Existing J-1 Visa to UW (at least 1 month)

Note: Transferring exchange visitors must not travel internationally between leaving their previous program sponsor and arriving at UW to attend check-in.

Step 1: Review Process Timeline and Eligibility Requirements

Review the international scholar’s eligibility for a J-1 visa on our J-1 Exchange Visitors page. Begin as early as possible, but at least 1 month in advance of the desired start date. If ISO advisors receive a transfer-in request within 2 weeks of the start date, the transfer may not be completed in time.

Step 2: Gather Supporting Information and Documents

Review the ISO J-1 Checklist for necessary documents, and gather them. Have the scholar complete pages 1-3 of our J Visa Intake Form, then unit administrators should complete pages 6-7 of appointment information. Make sure the information on the Intake Form is consistent with supporting document information.

Step 3: Submit J Visa Request

Enter the J Visa Intake Form information into our J Visa Request form online and hit “Submit”. The person who submits the visa request will receive an email from our ticketing system confirming receipt.

Step 4: AP Reviews and Approves J Visa Request

ISO will review for visa eligibility issues. AHR will review for appointment issues. As part of this review, either team may reach out for more information or documentation.
After the review is complete, AHR will send the Conditionally Approved Visa Request to the person who submitted the visa request by email.

Step 5: Route Approved Visa Request to ISO

Assemble the Conditionally Approved Visa Request and supporting documents, following the guidelines in our J-1 Checklist. Route it for signature by the appropriate parties (usually the chair and dean), and then send it back to ISO by one of the following methods:

  • By campus mail to campus mailbox 351245
  • As one complete PDF by replying to the email sent with the approved visa request
  • As one complete PDF uploaded to the visa request using the “Manage Files” function

When the packet arrives at ISO, the person who submitted the visa request will receive an email confirming receipt.

Step 6: ISO Arranges Transfer with Current Sponsor

ISO will review all documentation. As part of this review, ISO may ask for more information or additional documentation if supporting documents are missing or inconsistent. ISO will then contact the current program sponsor and request that the transfer be initiated in SEVIS (the Student and Exchange Visitor Information System). ISO will confirm with the unit and the exchange visitor when this step is complete.

Step 7: Exchange Visitor Attends Check-In at ISO

The transferring scholar must attend a remote J-1 check-in session on or after the effective date of the transfer and bring all required documentation, including a completed Insurance Compliance Form. The extended DS-2019 will be sent by campus mail to the unit. Alternatively, the unit may provide a FedEx shipping label to facilitate shipping directly to the J-1 exchange visitor. Note: ISO cannot issue the DS-2019 prior to the effective date of the transfer or attendance at check-in.

Fees for J Visa Requests

See the Fees page for applicable information.