J-1 Scholar Extension Request

J-1 EXTENSION REQUEST: Reappointment of a paid or unpaid researcher at UC San Diego who is currently in J-1 status, and who will not be enrolled as a student full-time in classes at UC San Diego.

NOTE: If a scholar has filed an I-485 Adjustment of Status (green card) petition with USCIS, ISEO will NOT be able to extend thier nonimmigrant intent J-1 program.

Finding a Current Scholar's Record

Log into the iServices portal and select the "Departmental Services" page.

Please note that there are two ways for a department user to access a scholar's profile.

Select on my "My Current Cases" under the LISTS section.
- Clicking the scholar's name you are searching for will populate a page titled "Work on Application", which will list of all potential requests a departmental user can submit.
Locate the J-1 Scholar Extension Request under the TASKS section.
- Connect to the scholar record by entering their iServices ID and date of birth.
  - NOTE: The iServices portal does not have a scholar “search bar” function; instead, the scholar iServices ID and date of birth will be the data needed to search for a scholar. Currently the system is not loaded with UCPath IDs; if you not have a scholar ID saved you can either:
    - Reach out to ischolars@ucsd.edu to request the scholar iServices ID/DOB combination and we will provide it to you, or
    - Begin "Add New Person" e-form and input UCSD email and DOB; the system will recognize the duplication and will provide you with the current campus ID ("FS9999" is most typical); you can then use this ID with the DOB to call up the scholar's record.

Begin J-1 Scholar Extension Application:

Departmental users are required to complete a series of eforms within the J-1 Scholar Extension Request group.

NOTE: Always click the link at the top of each e-form listed as MAIN PAGE| TEMPID | SCHOLAR NAME to return the to other eforms within the group INSTEAD of pressing the back arrow in the web browser.

Extension J-1 Scholar Request Initiation

This first individual eform submission will trigger an automated email to the scholar with the access URL to the portal and a login.
The scholar can then begin completing their eforms in tandem with you completing the departmental eforms.

Extension J-1 Department Update Program Information

Exchange Visitor Department and UCSD Appointment Title: Choose the appropriate selection from the drop down lists provided.
New Appointment End Date: It is key that the new program end date must match the appointment letter uploaded within this e-form.
- The start and end dates will be printed on the DS-2019.
Second Appointment Title: If the scholar has a second appointment title you may upload an additional appointment letter if applicable.
- Note: Postdoc appointment letters would indicate the different appointments on the same letter.
Paid Position: Indicating full-time or part-time will populate different instructions to processing within the eform, depending on the circumstances.
Tenure-Track: The J-1 Research Scholar and Professor categories prohibit their use for persons holding tenured or tenure-track positions.
- You will need to request H-1B status instead for this individual.
Appointment Period: The appointment length informs the appropriate J Category Selection.
- If there is the expectation that the scholar will extend their program beyond six months, we recommend they come in the "Research Scholar" category rather than the "Short Term Scholar" category.

Description of the Research Activity: Please provide a clear description of the research activity the scholar will continue to pursue. (There is not character limit within this text field)
Insurance Coverage Information: A drop down list will allow you to indicate if the scholar is eligible or ineligible for UCSD benefits.
- The J-1 category requires the Exchange Visitor to have minimum levels of insurance coverage.
- The UCSD CORE plan does NOT meet the J-1 coverage requirements.

Extension J-1 Department Update Site of Activity

Remote Worksite: If the scholar will perform remote work at their private residence it may be entered within this eform as an "Other" site.

Primary Worksite: Select the scholar's current primary worksite from the drop down selection provided or select “Other” to provide an alternative worksite address.

Extension J-1 Department Update Secondary Site of Activity

Secondary Site of Activity: This e-form may be submitted multiple times, depending on the number of appropriate additional worksites.
- Only one address per form is allowed, so if a scholar has three secondary sites of activity, please submit this form three times for those different locations.

Extension J-1 Department Faculty Sponsor Certification

Medical Degree Confirmation: Indicating whether the scholar has a medical degree or not is required.
Faculty Sponsor: An email will be sent to the faculty sponsor with a link to complete a second approver e-form to provide confirmation.
- Once the faculty sponsor submits the Second Approver form, department contacts are notified via email what information the faculty sponsor has submitted.

The "Extension J-1 Incidental Patient Contact" e-form will be LOCKED until the faculty sponsor submits the required information.

Extension J-1 Incidental Patient Contact

If the scholar has a medical degree: Select if there will be incidental patient contact or not based on the previous email response by the faculty sponsor.
- If there is incidental patient contact, a 5 point statement will be prompted for confirmation.
- If the scholar does not have a medical degree select N/A.

Submit Recharge Fee

Processing Fee Submission Form (Aventri)

The form DS-2019 will not be issued until payment has been made.

NOTE: Institutional policy requires that departments pay the service fee for all persons appointed in Postdoctoral appointments.

ISEO Processing Fee is required for J-1 Extension requests

IFSO Rush Fees:

Standard Processing:
- 15 business days from submission of complete request.
- Requested start date must be at least 15 days out from submission of complete request.
RUSH Processing:
- 5 business days from submission of complete request.
- Requested start date must be at least 15 days out from submission of complete request.

Review and Submission

Financial Information Review

When a prospective scholar submits the "Extension J-1 Financial Information and Submission" eform, a second approver email is automatically sent to the departmental contact with an embedded link to the "Funding Information Review" eform.

Confirming the scholar's funding sources: The scholar eform requires them to upload all documents pertaining to any funding, aside from USCD paid appointments; however, ONLY departmental contacts will input numeric funding values.
- Allowing only the departmental contact to submit total funding amounts ensures the scholar's reported funding meets J-1 Exchange Visitors requirements.

J-1 Exchange Visitors are required to demonstrate minimum monthly funding as follows:
- J-1 Principal: $2400/month
- J-2 Spouse: $800/month
- J-2 Child (each): $400/month

Review all Scholar eForm Submissions

Underneath the title of the J-1 Extension Request eform group page, clicking the link listed as View/Save/Print E-Form Group will open a PDF to view all data submitted by the department user and scholar.

Extension J-1 Department Submit Request to ISEO

This final eform will remain locked until ALL previous scholar, department, and second approver e-forms have been submitted.

Final Sign off of Sponsorship:

Indicate if confirmation from a different departmental contact or a department chair is needed to complete this application.
- If yes, provide the appropriate contact information so a second approver email may be sent.
- If no, you may complete and submit this final eform.
Upon submission, the status of the request will change form "In Progress" to "Pending Office Approval".

ISEO Review and Approval

This new system of submission requires that the request be fully complete by department and scholar before reaching the ISEO team for processing.
Once submitted the assigned scholar advisor will review the submission.
If additional information/documentation is required, the advisor will reach out to the departmental contact or scholar via email before approving.
- If nothing additional is needed, they can process and approve the submission, attaching a DS-2019 as appropriate.

J-1 Scholar Extension Request

Log into the iServices portal and select the "Departmental Services" page.

Please note that there are two ways for a department user to access a scholar's profile.

Select on my "My Current Cases" under the LISTS section.

Clicking the scholar's name you are searching for will populate a page titled "Work on Application", which will list of all potential requests a departmental user can submit.

Locate the J-1 Scholar Extension Request under the TASKS section.

Connect to the scholar record by entering their iServices ID and date of birth.

NOTE: The iServices portal does not have a scholar “search bar” function; instead, the scholar iServices ID and date of birth will be the data needed to search for a scholar. Currently the system is not loaded with UCPath IDs; if you not have a scholar ID saved you can either:

Reach out to ischolars@ucsd.edu to request the scholar iServices ID/DOB combination and we will provide it to you, or

Begin "Add New Person" e-form and input UCSD email and DOB; the system will recognize the duplication and will provide you with the current campus ID ("FS9999" is most typical); you can then use this ID with the DOB to call up the scholar's record.

Begin J-1 Scholar Extension Application:

This first individual eform submission will trigger an automated email to the scholar with the access URL to the portal and a login.

The scholar can then begin completing their eforms in tandem with you completing the departmental eforms.

Exchange Visitor Department and UCSD Appointment Title: Choose the appropriate selection from the drop down lists provided.

New Appointment End Date: It is key that the new program end date must match the appointment letter uploaded within this e-form.

The start and end dates will be printed on the DS-2019.

Second Appointment Title: If the scholar has a second appointment title you may upload an additional appointment letter if applicable.

Note: Postdoc appointment letters would indicate the different appointments on the same letter.

Paid Position: Indicating full-time or part-time will populate different instructions to processing within the eform, depending on the circumstances.

Tenure-Track: The J-1 Research Scholar and Professor categories prohibit their use for persons holding tenured or tenure-track positions.

You will need to request H-1B status instead for this individual.

Appointment Period: The appointment length informs the appropriate J Category Selection.

If there is the expectation that the scholar will extend their program beyond six months, we recommend they come in the "Research Scholar" category rather than the "Short Term Scholar" category.

Description of the Research Activity: Please provide a clear description of the research activity the scholar will continue to pursue. (There is not character limit within this text field)

Insurance Coverage Information: A drop down list will allow you to indicate if the scholar is eligible or ineligible for UCSD benefits.

The J-1 category requires the Exchange Visitor to have minimum levels of insurance coverage.

The UCSD CORE plan does NOT meet the J-1 coverage requirements.

Remote Worksite: If the scholar will perform remote work at their private residence it may be entered within this eform as an "Other" site.

Primary Worksite: Select the scholar's current primary worksite from the drop down selection provided or select “Other” to provide an alternative worksite address.

Secondary Site of Activity: This e-form may be submitted multiple times, depending on the number of appropriate additional worksites.

Only one address per form is allowed, so if a scholar has three secondary sites of activity, please submit this form three times for those different locations.

Medical Degree Confirmation: Indicating whether the scholar has a medical degree or not is required.

Faculty Sponsor: An email will be sent to the faculty sponsor with a link to complete a second approver e-form to provide confirmation.

Once the faculty sponsor submits the Second Approver form, department contacts are notified via email what information the faculty sponsor has submitted.

The "Extension J-1 Incidental Patient Contact" e-form will be LOCKED until the faculty sponsor submits the required information.

If the scholar has a medical degree: Select if there will be incidental patient contact or not based on the previous email response by the faculty sponsor.

If there is incidental patient contact, a 5 point statement will be prompted for confirmation.

If the scholar does not have a medical degree select N/A.

Submit Recharge Fee

The form DS-2019 will not be issued until payment has been made.

NOTE: Institutional policy requires that departments pay the service fee for all persons appointed in Postdoctoral appointments.

ISEO Processing Fee is required for J-1 Extension requests

IFSO Rush Fees:

Standard Processing:

15 business days from submission of complete request.

Requested start date must be at least 15 days out from submission of complete request.

RUSH Processing:

5 business days from submission of complete request.

Requested start date must be at least 15 days out from submission of complete request.

Review and Submission

When a prospective scholar submits the "Extension J-1 Financial Information and Submission" eform, a second approver email is automatically sent to the departmental contact with an embedded link to the "Funding Information Review" eform.

Confirming the scholar's funding sources: The scholar eform requires them to upload all documents pertaining to any funding, aside from USCD paid appointments; however, ONLY departmental contacts will input numeric funding values.

Allowing only the departmental contact to submit total funding amounts ensures the scholar's reported funding meets J-1 Exchange Visitors requirements.

J-1 Exchange Visitors are required to demonstrate minimum monthly funding as follows:

J-1 Principal: $2400/month

J-2 Spouse: $800/month

J-2 Child (each): $400/month

This final eform will remain locked until ALL previous scholar, department, and second approver e-forms have been submitted.

Final Sign off of Sponsorship:

Indicate if confirmation from a different departmental contact or a department chair is needed to complete this application.

If yes, provide the appropriate contact information so a second approver email may be sent.

If no, you may complete and submit this final eform.

Upon submission, the status of the request will change form "In Progress" to "Pending Office Approval".

This new system of submission requires that the request be fully complete by department and scholar before reaching the ISEO team for processing.

Once submitted the assigned scholar advisor will review the submission.

If additional information/documentation is required, the advisor will reach out to the departmental contact or scholar via email before approving.

If nothing additional is needed, they can process and approve the submission, attaching a DS-2019 as appropriate.