Initial Applications

Departmental users are required to add a new scholar record and initiate any new requests for an incoming scholar. (J-1/H-1B/TN/E3/O-1)

•  An invitation email will be sent to you detailing the necessary instructions and auto-generated credentials to log in to the Scholar iServices portal. 

• Logging in to the Scholar iServices portal will always require the following information:

  • Date of Birth

  • iServices ID number  (find in email from ISEO)

  • Limited Access Pin number (find in email from ISEO)

• NOTE:  VPN NOT REQUIRED TO ACCESS THE PORTAL

Trouble Shooting: Please be sure to save the log in credentials provided to you, but if you encounter difficulty accessing iServices, please email ischolars@ucsd.edu.

You will be asked for biographical information while filling out your iServices request. The form will provide instructions of everything needed. Below is further information regarding what information we will be looking for:

Passport and Biographical Information

• Last Name/Family Name (as indicated on the MRZ portion of your passport) in ALL CAPS

  • The family name or surname is also known as last name. Enter the last name as shown in the "machine readable zone" of the passport biographical page. The last name begins after the three letter country code and ends at the two "<<" brackets. Multiple last names will be divided by one "<" bracket.  Enter FAMILY NAME in all capital letters, and Given Name in lower case letters with initial capital letters.For further information regarding naming conventions visit the Department of Homeland Security naming standards page.

• First Name/Given Name (as indicated on the MRZ portion of your passport)

  • The given name is also known as the first name. Enter the first name as shown in the "machine readable zone" of the passport biographical page. The first name begins after the two "<<" brackets showing the end of the last name. Multiple first names will be divided by one "<" bracket. Enter FAMILY NAME in all capital letters, and Given Name in lower case letters with initial capital letters.For further information regarding naming conventions visit the Department of Homeland Security naming standards page.

• Passport Country

  • The country of citizenship is typically the country in which someone was born or a different country to which they legally naturalized.

• Passport Number

  • The passport number is typically on the top right hand side of the passport. 

• Passport Issue Date

  • This would be located on the passport biographical page.

  • Reminder: Passport must be valid at a minimum 6 months into the future at all times.

• Gender (as entered on your passport)

  • As listed on Passport biographical page

• Upload: Passport Biographical page

  • You will be prompted to upload a copy/picture of your passport biographical page

  • Acceptable file types for file upload are PDF, JPG, GIF, BMP and PNG.

• Preferred Family Name

  • Preferred Last Name (Family/Surname). The legal name, as it appears on the passport, must be used for immigration matters; however, we will use your lived name when a legal name is not required. For more information please visit ISEO's Gender Recognition Act information section. 

• Preferred Given Name

  • Preferred First Name (Given Name). The legal name, as it appears on the passport, must be used for immigration matters; however, we will use a preferred name when a legal name is not required. For more information please visit ISEO's Gender Recognition Act information section. 

• Date of Birth

  • Enter the Month, Day, Year

• City of birth

  • Please indicate your city of birth

• Country of Birth

  • The country of birth is not always the same as the country of citizenship or country of legal permanent residence.

• Country of Legal Permanent Residence

  • Should be the same as your country of citizenship, however please note the following:

    • If you have taken legal action to reside permanently in a different country, then that different country would be the one of legal permanent residence.

    • Do not enter the United States as the country of legal permanent residence.

    • EU Nationals: If you are an EU national residing in an EU country that is not the one of your citizenship, please review the EU Residency Guidelines to help you determine if you meet the criteria to be considered a permanent resident of that country.

• Gender Identity

  • Enter your gender identity; if you identify as non-binary, select "other."

• Permanent Address:

  • Address Line 1: Your permanent address should be your personal home foreign address. Do not include your employer's address, unless you reside at your place of employment

    • Please do not submit a PO Box address. 

  • Address line 2: include any unit/apartment number.

  • City: include the city associated with your permanent address. 

  • Province/State: include the province/state associated with your permanent address.

  • Country: include your the country associated with your permanent address.

J-1 ONLY - Education and Position

• Upload: Curriculum Vitae (CV), resume, or biosketch

• Do you have a medical degree (MD or DO, MBBS, BMed, etc.)

  • indicate yes or no

• Most recent position/employment or study (PhD, Master's, Bachelor's, etc.) in Citizenship or Permanent Residency Country

  • Enter the job title of the most recent position you held in your home country or most recent country of permanent residence. 

  • If you were or are currently a student, write your student level. Examples: PhD Student, Professor, Manager, etc. Abbreviate as needed

• Employer/institution Name for above position/study

  • Enter the name of the institution at which you were last employed or, if a student, enrolled in a degree program

• Type of employer/institution

  • • Select the type of institution at which you were last employed or, if a student, enrolled in a degree program.

      • Academic - would be used if you were employed by an academic instiution or a student. 

      • Government

      • Private Industry

      • Other - The other option, will allow you to enter an explanation regarding the type of employer.

H-1B ONLY - Dependents

• Do you have dependents inside the U.S. who will need a change of status to H-4? 

  • If you indicate yes, you will have the following options in iServices:

    • I will submit an I-539 package to ISEO Front Desk to be included with the H-1B I-129 petition

    • I will upload an I-539 package here for ISEO to include with the H-1B I-129 petition

      • This option will allow to you submit the entire H-4 request as one package for ISEO to print, see H-4 instructions.

    • My dependent(s) will travel abroad to apply for an H-4 visa and return to the US in H-4 status

    • My dependent(s) will file an I-539 application directly with US Citizenship and Immigration Services

  • Detailed instructions can be found at H-4 Family Resources.

Dont forget to click Submit.

J-1 Scholars - If you plan on having your dependents with you inside the U.S. who will need a dependent status, please add their information in iServices. Our office will issue a J-2 DS-2019 for them. H-1B Scholars, If you have dependents needing H-4 status you should have indicated this on the H-1B Personal Information eform.

Will you bring any dependent who will need J-2 derivative status?

• Dependents are your legal spouse and unmarried children under 21 years of age (and are not U.S. citizens). .

  • If a dependent will have their own independent nonimmigrant status (for example, your spouse will come on their own J-1), then do not include them in iServices. 

• If you will not have a dependent:

  • Select No from drop down and click submit.

• If you will have a dependent that requires J-2 status: 

  • You will neeed to complete the following information in iServices:

    • Dependent Last Name/Family Name (as indicated on the Machine Readable Zone--MRZ--of the passport in ALL CAPS)

    • Dependent First Name/Given Name (as indicated on the MRZ of the passport; capitalize only the initial letter of each name)

    • Dependent Preferred Family Name (if same as passport please reenter)

    • Dependent Preferred Given Name (if same as passport please reenter)

    • Date of Birth

    • Gender (as listed on passport)

    • Gender Identity

    • Relationship to Primary

    • City of Birth

    • Country of Birth

    • Country of Citizenship

    • Country of Permanent Residency
      

  • Upload: Dependent Passport Biographic Page

    • Acceptable file types for file upload are PDF, JPG, GIF, BMP and PNG.

To add additional dependents click the "+Add New New J-1 Dependent Information" option for each dependent that requires J-2 status.

During your iServices request, you will be asked if you are currently in the United States. If yes, we will ask you for your  I-94 and Visa information. Therefore, please have images of your immigration documents available when you complete the request.

• Are you currently in the U.S.?

  • If you are currently in the U.S. indicate yes, please complete the I-94 information using your most recent U.S. entry information.

  • I-94 Number

    • If you are currently inside the U.S., enter your I-94 Arrival/Departure number.

  • Last arrival Date

    • If you are inside the U.S., enter the date you last entered in Month, Day, Year.

  • I-94 Immigration Status

    • If inside the U.S. enter your current nonimmigrant status, as indicated on your I-94 Arrival/Departure record.

  • My I-94 arrival/departure form displays

    • Indate D/S if your I-94 end date indicates "Duration of Status" (or "D/S") rather than date-specific.

    • Indiacte End date if your I-94 has a date, instead of D/S

  • Upload: I-94

    • You will be asked to upload your most recent I-94 arrival rcord. Your I-94 can be retrieved online on the U.S. Customs and Border Website by clicking on "Get Most Recent I94."

• Do you intend to apply for a change of status inside the U.S.?

  • Indicate yes, if you intend to change status without departing the U.S.

• Do you have international travel plans in the next 6 months?

  • Indicate yes, if you have planned or tentative/potential travel plans outside the U.S. in the next 6 months.

  • You will be prompted to enter the planned/tentative dates.

• Have you ever been in a prior J-1 or J-2 status?

  • If you have ever been in J-1 or J-2 status you will be asked to upload all previous DS-2019s issued to you.

• Have you ever been subject to 212(e) (two-year home physical presence requirement)?

  • Indicate yes, if you have even been subject to the 212(e) two-year home physical presence requirement.

• Do you have a pending or approved I-130, I-140, or I-485 petition with U.S. Citizenship and Immigration Services?

  • If yes, you will be prompted to upload any receipt or approval notices associated with the permanent residency process. 

Overall funding amount must meet minimum monthly requirement of:

• $2400/month for scholar

• Additional per month:

  • $800/month for spouse

  • $400/month for each child 

In iServices, you must complete the following:

• Will a spouse be joining you at any point during your program?

  • Indicate Yes or No

• How many dependent children will be needing J-2 status?

  • Indicate the number of children that will require J-2 status

• Will you receive UC San Diego funding?

  • Indicate yes if the following is true:

    • Funding being distributed to you by UC San Diego; UC San Diego issues a check or direct deposit to you, regardless of the granting source.

    • Typically, Postdoc appointments 3252 or 3253

    • Please note that a Postdoc 3254 is NOT Program Sponsored Funds as the outside organization is paying the postdoc directly. For Postdoc 3254:

      • If it's a home country ministry, place the amount under Government Funding.

      • If it's NATO, place the amount under International Organization.

      • It its a home country academic institution, place the amount under Other Organization.

    • Program Sponsor Funds Documentation:

      • UC San Diego appointment/offer letter. Your department contact will provide this to ISEO.

• Will you receive U.S. Government funding?

  • Indicate yes if the following is true:

    • Funding is only considered U.S. government funding if it is paid directly to you as a J-1 Exchange Visitor and/or is intended specifically for international exchange. NIH or other federal agency grants to PIs to fund their research projects would not be considered "U.S. government funding" for purposes of international exchange.

    • If this option applies to you, you will be prompted to upload supporting documentation.

• Will you receive International Organization funding?

  • This option would rarely be used. If unsure if funding is from an International Organization, input funding in "another organization" data field.

  • If this option applies to you, you will be prompted to upload supporting documentation..

• Will you receive funding from your home country government?

  • Indicate yes, if your home country government is directly providing you with funding.

• Will you receive funding from another organization?

  • Use this option if

    • A company/academic institution/employer/government agency, not an individual person.

    • Entity distributes funds directly to you.

    • Use if unsure of funding source or if the funding source does not match any of the other fields.

  • Examples:

    • A foreign employer is paying you while you are on leave from your job, such as a sabbatical.

    • You received a scholarship in which funds are directly distributed to you.

    • You have a fellowship from your home country’s government or the U.S. government.

  • Documentation Examples: 

    • Funding organization/scholarship letter indicating amount of funds and disbursement period.

    • Employer letter stating the salary and that you will continue to be paid for the date range of the program at UC San Diego. The letter should state funding amount, frequency, and that they will continue to pay this amount while you are at UC San Diego, in the U.S., on sabbatical, etc. 

      • Please note: a pay statement or tax document cannot be used as proof of funding.

• Will you be using personal funds (including funds from family members or friends)?

  • Personal funds should only be listed/used/included after all other sources of funding are provided. Personal funds should be supplemental to any other funding sources. 

    • If only personal funds are included, this is an indication to IFSO that there are no additional funding sources. Please note that excluding any additional funding sources could be seen as a misrepresentation of program funding source.

    • Personal Funds are from yourself or a sponsor (individual not an entity/organization/employer)

  • Examples:

    • You have sufficient money in a personal bank account and are fully/partially funding yourself.

    • A family or friend is fully/partially supporting your J-1 appointment. This person has enough money in their personal bank account.

  • Documentation Examples:

    • Bank statement showing your or your sponsor's personal funds. 

    • Funding documentation from a sponsor (spouse, friend, family, etc.) must also include an affidavit of support, indicating the sponsor will support you and the amount of funding that will be provided for the date range of the program. Affidavit does not need to be notarized, a simple letter signed and dated is accepted.

    • Evidence must show currently existing liquid funds. 

    • Not acceptable: stocks, bonds, mutual funds, pay statement, or tax documents.