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Amendments Submitted in ISD

Please note: No recharge fee or request form is required. 

Step 1: Search for Scholar Record

Finding an Existing Scholar Record

To find a scholar, follow the instructions noted in the Finding an Existing Scholar Record section. If you are unable find the record, contact IFSO at ifsoisd@ucsd.edu.

Review Scholar Email and Update Department User

Once you find the scholar, go to the Tasks Tab and under the Edit Visitor Login and Permissions review the scholar’s email (edit if necessary) and update the department user from ISD, IFSO to yourself.

Don’t forget to hit save.

Reviewing/updating the scholar email in the Edit Visitor Login and Permissions is especially important for extensions/amendments as the email listed there is usually from an initial request, which typically won’t be the scholar’s UCSD email. 

Scholar Access

To change permissions, select the Tasks tab and click on Edit Visitor Login and Permissions.

To prevent the scholar from making changes to their record while it is being processed by you and IFSO, we recommend you change the scholar’s permissions to View only at some point in your process. 

If you request the scholar to update their record directly, however, you will need to change their permissions back to Read/Write.

We leave it up to you to decide where in your process you choose to lock the scholar’s access to their record.

Step 2: Update Data Fields

Update data by clicking on each section of the Horizontal Fields Navigation Bar:

Amendment After Scholar Arrival to U.S. (Not a Date Amendment)

Notes Tab

If you have special notes for this record that you would like to make, 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.

The notes section is a great way to let IFSO know anything pertinent to the case. For an amendment request we recommend you add short description of request and reason

Appointment Section

  • If the department is changing, go to the Tasks Tab click on Change Visitor's Department
  • If the end date is changing, follow the process for Extension; 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

Site of Activity Section

  • Update the site of activity if needed by clicking on Edit button next to the site that needs to be updated
  • 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

Funding Section

Note

Funding should be entered without any spaces, dashes or dollar signs. Do not include cents. 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. Round the amount to the nearest dollar. Corresponding funding proof/documentation must be uploaded in the documents tab. Proof/documentation cannot be more than 6 months old. If funds are listed in foreign currency include a currency converterAny document in a foreign language must include a translation of the key information such as source, amount, time, and date. Translation does not need to be issued by official translating company.

Add all source of funds into the appropriate fields—do not overwrite existing funds but rather add them 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).

Overall funding amount must meet minimum monthly requirement of:

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

TIP: Funding should be entered without any spaces, dashes or dollar signs. Do not include cents. 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.

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

  • Funding being distributed by UC San Diego (UCSD issues a check or direct deposit to 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, it would be government funding
    • If it's NATO, it would be an international organization
    • It its home country academic institution, it would be other organization

U.S. Government Org Funds

  • 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

  • If unsure if funding is from an International Organization, input funding in "Other Organization Funding" data field.

Government Funds

  • 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 Fund

  • Use if unsure of funding source or if the funding source does not match any of the other fields.
Personal Funds
  • Funds from scholar or a sponsor (if sponsor, include affidavit of support for scholar from sponsor that indicates amount of funding provided for the date range of the Scholar's program).
  • Evidence must show currently existing liquid funds, for example a checking/savings bank account.
    • Not acceptable: stocks, bonds, mutual funds

Benefits

  • Do not forget to complete by selecting yes or no.
  • This field has replaced Form C
  • This will allow IFSO to confirm health insurance has been attained (Gallagher/Garnett Powers, Waived, or UCSD insurance) directly with the scholar or Gallagher/Garnett Powers

Other Section

Typically, this data will not change.

Amendment - Date Change (prior to scholar arrival at UCSD)

Appointment Tab

Update Data Fields “Start Date” and “End Date”

Update the data by clicking on the Appointment Tab heading located on the Horizontal Fields Navigation Bar and then change the dates in the start and end date fields according to the new approved appointment dates (or anticipated dates); click Save.

NOTE: Records created using the paper J-1 request system whose scholars are not currently in the U.S. can also be updated via ISD. IFSO has added all the minimal required fields, the system will let you submit the date amendment request without the other fields that IFSO didn’t pre-fill. You will only need to update the start and end date. Ex: Funding is not a required field in ISD.

Notes Tab

If you have special notes for this record that you would like to make, 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.

The notes section is a great way to let IFSO know anything pertinent to the case. In the subject line you can enter “date amendment” and brief reason for the date amendment request (e.g., visa delay; illness in family, etc.); click “Save:”

J-1 Student Intern T/IPP Section

Only for student interns.

  • Go to the T/IPP information section
  • Review the phases, make sure the phase dates fall within the new amendment dates you will be submitting to IFSO
  • Click on edit next to each phase

Example. If you are going to submit a date amendment for the new dates 02/01/2025 - 07/31/2025, and you only have one phase, then the dates should match (02/01/2025 - 07/31/2025).

Step 3: Attach Supporting Documentation

Click on the Documents Tab on the top of the Horizontal Fields Navigation Bar towards the top of the screen in order to upload the required documents from the list below. For more detailed instructions regarding how to upload documents to ISD, view our Upload/Attach Documents in ISD instructions.

Change in Appointment Title

Will require an appointment letter

Change in Funding

Note

Corresponding funding proof/documentation must be uploaded in the documents tab. Proof/documentation cannot be more than 6 months old. If funds are listed in foreign currency include a currency converter.

 Include updated funding documentation.

Date Amendment

There is typically no updated evidence that needs to be uploaded to ISD.

FedEx Shipping Label

If the department would like to pay for shipping the Form DS-2019 to the scholar, please upload a FedEx shipping label; otherwise the scholar may pay for shipping through eShipGlobal.

Note that departments must pay shipping for postdoctoral appointments.

Step 4: Review and Submit to IFSO

Click on the Tasks tab on the left-hand side of the top Horizontal Fields Navigation Bar and click on Review and Submit Visitor's Information.

Review Information

Click on the Tasks tab on the left-hand side of the top Horizontal Fields Navigation Bar and click on Review and Submit Visitor's Information.

The screen will show a list of all fields lacking information that need to be completed and submission will not be allowed until the fields are complete. 

 

Submit to IFSO

After all required fields are completed, for amendment select:
  • Profile Status: SEVIS - Active
    • Active, because the Scholar is currently on an active DS-2019 issued by UC San Diego
  • Profile Type: J-1 Exchange Visitor
  • Profile Subtype: Scholar
  • Profile Subtype If Other: leave blank
After all required fields are completed, for date amendment (prior to UCSD arrival) select:
  • Profile Status: SEVIS - Pending
    • Pending, because Scholar has not started and registered with IFSO
  • Profile Type: J-1 Exchange Visitor
  • Profile Subtype: Scholar
  • Profile Subtype If Other: leave blank

Click "Submit" button toward the left-hand top of the screen.  This action forwards the complete record to IFSO staff to review.

Tip: to update any missing information you must go to the Horizontal Fields Navigation Bar then return to Review and Submit to Department section.

After the request is submitted, it should show that the record was sent to ISSM. You can also see when a request was submitted to IFSO by going to the History tab, this will show as a line item event that says Data Submission by Department with description Department submitted information to the international office.

IFSO Receives Request and Updates Record

Note

IFSO will acknowledge that we have received the request by updating the ISD note tab.

Amendment
Please allow 10 business days for IFSO processing. If a shipping label is provided, we will issue the DS-2019, it will be shipped out using the label that was provided to IFSO. The department and scholar will receive an email from IFSO confirming that the DS-2019 has been mailed out.

Date Amendment
Please allow 5 business days for IFSO processing. If a shipping label is provided, we will issue the DS-2019, it will be shipped out using the label that was provided to IFSO. 

 

**Once IFSO is done processing the request, the processing stage in ISD will be changed from “Submitted to International Office” to a Clear/Blank processing stage and the department user will be reset to ISD, IFSO*