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Extension Requests

 

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, or receive the message below, contact IFSO at ifsoisd@ucsd.edu before proceeding.

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. 

After every request is completed IFSO clears the processing stage and sets the department user as ISD, IFSO. This allows departments to use ISD as a case manager. 

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: Invite the Scholar to Update Personal Information  

Scholar Permissions

  • Click on the Tasks tab and select Edit Visitor Login and Permissions.
    • Select Read/Write so that the scholar can input their information.
    • Make sure that you are noted as the department user
    • Review the scholar email to make sure its correct
  • Go back to the Tasks tab and click Invite Visitor. An email dialogue box will open. Paste the following message in (or create your own) and then click the Send button.

     

Dear  : 
Your sponsoring department is working to extend your current J-1 program. Please access the ISD site indicated below at your earliest convenience and update your information following the instructions at: ifso.ucsd.edu
 
[LOGIN INFORMATION AND PASSWORD AUTO GENERATED BY SYSTEM] 
  • When the scholar completes updating their record they will be prompted to submit it to the department for review, and you will receive a system-generated email when it is available in ISD prompting you to review the record.

Step 3: Recharge Fee

You do not need to include proof of recharge payment through ISD; it will be checked by IFSO. 

You can find instructions on IFSO’s website: https://ifso.ucsd.edu/dept-facilitators/online-recharge.html

Step 4: Review the Scholar Record and Input Department Information After Scholar Submission

When the scholar completes and submits their information and uploaded documentation, an email will be sent to the department administrator indicating that the record is ready for review. The departmental administrator reviews the data and documentation uploaded by the scholar for completeness. The administrator will also input additional information and upload documentation from the department.

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.

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.

Adding Notes

If you have notes for this record that you would like to make IFSO aware of, 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 specific 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.

Contact Scholar to Verify Information

If you need to contact the scholar to verify certain information, you can select Compose Email in the top right side of the screen. This will generate an email to the scholar.

TIP: This will send the email you compose. However, it will not treat the email as an initial invitation and thus will not overwrite the scholar’s current password.

Biographical Section

For records in the VC Health Sciences area administered by ARC, add the ARC number.  

Address Section

The scholar will have added their local (San Diego/U.S.) and permanent address (home country).

Tip: please note that we advise the scholar to never use the mailing address option.

Appointment Section

  • Update the End Date to the end of the newly granted appointment period (if the Start Date is empty, input the original UCSD J-1 program start date)
  • Input/Update the Job Title as needed
  • Input/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.
  • Input/Update Faculty Sponsor as needed
  • Input any missing data under the J Visitors Only section, approximating as closely as possible the information from the initial J-1 request
  • RUSH Request: Indicate “Yes” or “No.” RUSH requests entail paying the RUSH fee (for online payments, see: https://ifso.ucsd.edu/dept-facilitators/vs-recharge-form.html).  

Site of Activity Section

  • Input/Update the site of activity as needed; add an additional site of activity if needed

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 converter.
  • Add all sources of funds into the appropriate fields—do not overwrite existing funds but rather add them to the existing funds.
  • If the funding fields are empty, make sure to include the funding amounts from the initial J-1 period, and add those of the extension period to these.
  • There can be multiple sources of funding.
  • Funds reported should cover the entire period of the extension.
Example: if $36,000 already exists in Program Sponsor Funds and an additional year’s funding of 36,000 is being provided by UCSD, change the total amount in the field to $72,000. 
If UCSD salary or stipend, include the full period's amount under "Program Sponsor Funds."

 

Overall funding amount must meet minimum monthly requirement of:
  • $2400/month for scholar plus additional
  • $800/month for spouse
  • $400/month for each child 

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

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 Funds
    • 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 sponsor, such as bank statement 
      • 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.
    • Evidence must show currently existing liquid funds, for example a checking/savings bank account.
      • Not acceptable: stocks, bonds, mutual funs
  •  

Other Section

These are sections that should have been completed and updated by the J-1 scholar. Please go through them to verify that they have been completed.

  • 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 as well as alerts IFSO if this is a transfer in or if the scholar is subject to the 12- or 24-month bars.
  • 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. All fields must be completed.

J-1 Student Intern T/IPP Section

If the scholar will be coming in the J-1 Student Intern category, make sure to complete the section titled T/IPP Information. This can be found under “Other.” Please note that the T/IPP Information section will not appear if the J Visitor category is not listed as Student Intern in the Appointment Tab.

See our instructions regarding how to complete the T/IPP section.

Step 5: 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.DO NOT DELETE ANY PREVIOUS DOCUMENTS.

TIP: Do not use any symbols when naming a document.

Upload Extension Documentation

For extensions, the documents you need to upload will be largely dependent on the specific scholar situation. Typical items that are required are:

  • Upload proof of funding
  • Upload new appointment letter
  • If Scholar traveled since last request:
    • Most recent entry stamp
    • Most recent visa (ex: Canadians)
    • Most recent I-94
  • If scholar has a new passport, upload updated passport

***No request form is required for J-1 extensions***

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.

Shipping instructions: https://ifso.ucsd.edu/_visa/shipping.html

Note that departments must pay shipping for postdoctoral appointments.

Step 6: 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. 

Rush Fee

Before you proceed to submit the case to IFSO, review the rush request field in the Appointment Section. By the time you are ready to submit the case, the rush processing fee may now be required.

Submit to IFSO

After all required fields are completed, select:
  • Profile Status: SEVIS - Active
    • Active, because the scholar currently has active DS-2019 issued by UC San Diego
  • 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.

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 Issues DS-2019

Please allow 10 business days for IFSO processing. Once the DS-2019 is issued, it will be shipped out using the label that was provided to IFSO. Anything less than 10 days will require a rush processing fee.

The department and scholar will receive an email from IFSO confirming that the DS-2019 has been mailed out. The email will include a courtesy copy of DS-2019 for I-9 reverification purposes due to COVID19. The processing stage in ISD will be changed from Submitted to International Office to a Clear/Blank processing stage. The department user will also be updated to ISD, IFSO.