Amendments Submitted in ISD

For an amendment request we recommend you add short description of request and reason in the Notes Tab.

Select the Notes Tab on the Horizontal Fields Navigation Bar and click on Add Note. These notes will be visible to Department Administrators with ISD access under your department and to IFSO advisors but not to the scholar.

• If the department is changing, go to the Tasks Tab click on Change Visitor's Department
  • If you do not have access to the department contact IFSO at ifsoisd@ucsd.edu
• If the end date is changing, follow the process for Extension Requests; a recharge payment will be required.
• Update the Job Title,
• If needed update the Other or Additional Job Title and Level: Enter the job title if not listed in the Job Title Section.
  • Add an additional job title if there are multiple.
  • If the job title is a staff appointment under Career Tracks, indicate the level here; for example, "P3" or "S2" or "M1".
  • If Clinical, enter the PGY level.
    
• Update Faculty Sponsor, if needed
• Do not change any data under the J Visitors Only section; if there is a significant change in the research area (Subject field code remarks), send email to ifsoisd@ucsd.edu to inquire about next steps

• Update the site of activity if needed by clicking on Edit button next to the site that needs to be updated. Select the site from the drop down menu.
• Add an additional site of activity if needed by clicking on Add New button; make sure to indicate whether it is a “Primary Site” or not
• Sites of activity cannot be deleted; they can only be updated

Add all source of funds into the appropriate fields—do not delete/overwrite existing funds but rather add to the existing funds. Do not forget to upload new proof of funding to ISD documents tab.

Example: current amount in record is $36,000; additional amount is $20,000.  The field should be updated to $56,000 (not $20,000).

Funding should be entered without any spaces, dashes or dollar signs. Do not include cents. Round the amount to the nearest dollar. Please note that you will be able to save the information with spaces, dashes, dollar signs, or cents but when you try to submit the case with IFSO you will receive an error. 

Overall funding amount must meet minimum monthly requirement of:

• $2400/month for scholar plus additional
• $800/month for spouse
• $400/month for each child 

The Funding Section in ISD must be completed for all J-1 requests. Don’t forget to use the help bubbles, summary/reminders:

• Program Sponsor Funds
  • Add the entire amount being given for the requested program duration.
  • Funding being distributed to the faculty/scholar by UC San Diego; UC San Diego issues a check or direct deposit to the faculty/scholar, 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. Upload this in the Documents Tab.
• U.S. Government Org Funds
  • Add the entire amount being given for the requested program duration.
  • Funding is only considered U.S. government funding if it is paid directly to the 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.
  • This option would rarely be used.
• International Org. Funds
  • Add the entire amount being given for the requested program duration.
  • If unsure if funding is from an International Organization, input funding in "Other Organization Funding" data field.
  • This option would rarely be used.
• Government Funds
  • Add the entire amount being given for the requested program duration.
  • Funding the scholar will be receiving from their Home Country Government.
  • If unsure if funding is from Home Country Government, input funding in "Other Organization Funding" data field.
• Other Organization Funds
  • Add the entire amount being given for the requested program duration.
  • A company/academic institution/employer/government agency, not an individual person.
  • Entity distributes funds directly to Scholar.
  • 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 the Scholar while they are on leave from their job, such as a sabbatical.
    • Scholar received a scholarship that is distributing funds directly to them.
    • Scholar has fellowship from their 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 they 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 the scholar is 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.
• Personal Funds
  • If Personal Funds or individual sponsor funds are being used, only enter the additonal minimum amount required instead of the full bank balance. 
  • 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 scholar or a sponsor (individual not an entity/organization/employer)
  •  Examples:
    • J-1 has sufficient money in a personal bank account and they are fully/partially funding themselves.
    • A family or friend is fully/partially supporting the J-1 appointment. This person has enough money in their personal bank account.
  • Documentation Examples:
    • Bank statement showing personal funds of scholar or sponsor. 
    • Funding documentation from a sponsor (spouse, friend, family, etc.) must also include an affidavit of support, indicating the sponsor will support the scholar 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.
    • Evidence must show currently existing liquid funds. Not acceptable: stocks, bonds, mutual funds, pay statements or tax documents.

Benefits

• You must select Yes or No.
  • Indicate Yes for BELI 1,2, or 3 only.
  • Indicate No for BELI 4 or 5. These do not meet J-1 insurance coverage requirements.
  • This field has replaced Form C
• This will allow IFSO to confirm health insurance has been obtained (Gallagher/Garnett Powers, Waived, or UCSD insurance) directly with the scholar.

Typically, this data will not change:

• Position In Home Country
  • Must be completed for all J-1 requests.
• Passport and Visa
  • Must be completed for all requests as it contains immigration history.
• Education 
  • Must be completed for all requests.
• Dependent-Specific and Dependent-General
  • If the scholar indicated they will have dependents (spouse/children) with them in the U.S. that require a dependent status (J-2) they MUST include their information.