Skip to main content

Initial Application

Note

Your Department will initiate this process by granting you access to the web-based application (ISD). They will send you an email from the web-based application (ISD) which will include your login, password and the direct link to ISD.

An initial application is a new J-1/H-1B request or transfer-in/Port to UC San Diego. There are three basic steps to complete in this web-based application: 

  1. Enter your personal information
  2. Attach supporting documentation
  3. Review and submit to your sponsoring department at UC San Diego
Don’t forget to place your cursor over the question-mark icon for clarifying information regarding how to complete each section.

The following provides detailed information on completing each of the above steps.

Step 1: Enter your personal information

On the left-side Instructions bar, click on Edit Personal Information to complete the application.

Please provide the requested information under each section of the Horizontal Fields Navigation Bar:
  • Biographical
  • Address
  • Appointment
  • Position In Home Country
  • Passport and Visa
  • Under “Other”
    • Education
    • Dependent-Specific
    • Dependent-General
Click Save after each individual section, the system will not automatically save the information. Update the information under each section of the Horizontal Fields Navigation Bar:

Biographical Section

The following fields under Biographical Information are required:
  • Passport Last Name
    • 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.
  • Passport First Name
    • 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.
  • Lived Last Name (Family/Surname)
    • If your lived family name is different from your legal family name, enter it here; otherwise leave this field blank. 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 IFSO's Gender Recognition Act information section
  • Lived First Name (Given Name)
    • If your lived given name is different from your legal given name, enter it here; otherwise leave this field blank.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 IFSO's Gender Recognition Act information section
  • Date of Birth
    • Enter the Day, Month and Year
  • City and province/State of Birth
    • Please indicate your city of birth, followed by state/province; e.g., "Dalian, Liaoning." If no state/province, indicate city only.
  • 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 Citizenship
    • The country of citizenship is typically the country in which someone was born or a different country to which they legally naturalized. 
  • Country of Legal Permanent Residence
    • Should be the same as your country of citizenship unless you have taken legal action to reside permanently in a different country, in which case this country would be your country of legal permanent residence. Do not enter the United States as the country of legal permanent residence.
  • Gender Identity
    • Enter your gender identity; if you identify as non-binary, select "other."
  • Other Names Used
    • Indicate any additional names used such as maiden names or nicknames or name used prior to a legal name change. Separate names by semicolons.
      • For example, a Jeanette DAVIDSON whose maiden surname is (JACKSON) and has a nickname (Gina). Enter: Jeanette JACKSON (maiden); Gina.

Address Section

You will see three Address Types: local, permanent, and mailing.

TIP: Do not click Add New click Edit

Local Address

  • Currently in the U.S.:
    • Local address is typically associated with a San Diego or U.S. address. If you are currently living in the U.S., click on the Edit button associated with the Local Address type and fill in all appropriate fields with your local U.S. address.
      • TIP: Do not forget to enter your apartment or unit number, if applicable.
  • NOT currently in the U.S.:
    • If you are not currently inside the U.S., leave "Local" address information blank as you are not currently residing in the U.S.
  • You must include an email address in this section, even if not currently in the U.S.
    • The local email address is used as the primary email by the International Faculty & Scholars office to contact you.
    • If you have a UCSD-issued email address, include it here; if not, provide an email address (gmail, hotmail, etc.) at which we can reach you.
    • We typically recommend not using emails from other institutions incase the other institution discontinues your access.

Permanent Address

  • Permanent must always be your personal foreign address.
    • Please do not submit a PO Box address. 
    • 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.
  • Click on the Edit button associated with Permanent Address type and fill in all appropriate fields with your home country address information.
    • TIP: Do not forget to enter your apartment or unit number, if applicable.
  • Include your permanent email address (gmail, hotmail, yahoo, etc.)
    • TIP: If you do not have additional email addresses, you can list the same email in the local and permanent address types

Mailing Address

  • Mailing section will always be left blank. Please do not complete this section.

***Please note that UC San Diego emails have been getting blocked/bouncebacks for “@hanmail.net” emails, avoid using that email when possible.***

Appointment Section

There are only two sections visible.

Appointment Start and End Date:
  • Do not enter any information, your department will edit this section.
J visitor Category

TIP: If you are uncertain of which J visitor category you will enter on, please confirm with your department or IFSO advisor.
 

scholar appointment page

Funding Section (J-1 Only)

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. Any 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.

The Funding Section in ISD must be completed for all J-1 requests. Add the funding sources that you will use during your appointment at UC San Diego.

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 

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

Don’t forget to use the help bubbles, summary/reminders.

  • Program Sponsor Funds
    • Your department should list entire amount being given for the requested program duration.
    • 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. Department will upload this in the Documents Tab.
  • U.S. Government Org Funds
    • List entire amount being given for the requested program duration.
    • 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.
    • This option would rarely be used.
  • International Org. Funds
    • List 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
    • Funding you 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
    • List 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 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.
  • Personal Funds
    • If Personal Funds or individual sponsor funds are being used, only enter the 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 yourself or a sponsor (individual not an entity/organization/employer)
    • Examples:
      • You have sufficient money in a personal bank account and they 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 yours 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.

Position in Home Country Section

J-1 visitors only! Enter the following fields:
  • Position Title in Home Country or Country of Permanent Residence
    • Enter the job title of the most recent position you held in your home country or most recent country of legal permanent residence. 
    • If you were or are currently a student, write your student level. Examples: PhD Student, Professor, Manager, etc. Abbreviate as needed.
  • Employer or institution for above employment or study
    • Enter the name of the institution at which you were last employed or, if a student, enrolled in a degree program.
  • Employer Type
    • Enter the type of institution at which you were last employed or, if a student, enrolled in a degree program.
    • For example: academic institution, federal government ministry, private business, provincial government agency, university teaching hospital, etc.

Passport and Visa Section

ALL visitors must complete this section.

TIP: Don’t forget to place your cursor over the question-mark icon for clarifying information regarding how to complete each section.

Passport (All Visitors MUST Complete)
Using your passport biographical page, enter the following fields:
  • Passport Number
  • Passport Expiration Date
  • Passport Country

Passport Bio Page

I-94 (All Visitors MUST Complete, if in the U.S.)
  • If you are not currently in the U.S., please disregard all I-94 fields, leave them blank.
  • If you are currently in the U.S., please complete the I-94 information using your most recent U.S. entry information. Your I-94 can be retrieved online on the U.S. Customs and Border Website by clicking on "Get Most Recent I94."
    • Last arrival Date
      • If you are inside the U.S., enter the date you last entered.
    • I-94 Number
      • If you are currently inside the U.S., enter your I-94 Arrival/Departure number.
    • I-94 (Immigration Status)
      • If inside the U.S. enter your current nonimmigrant status, as indicated on your I-94 Arrival/Departure record.
    • I-94 (Immigration Status) Exp.Date
      • If inside the U.S. enter the expiration date of your current status, as indicated on your I-94 Arrival/Departure record
      • if "Duration of Status" or "D/S" leave this field blank
    • D/S
      • Indicate if your nonimmigrant expiration date is "Duration of Status" (or "D/S") rather than date-specific.
    • A Number (include if you have applied for Permanent Residency & are given an Alien Reg Number)
      • If you have taken steps to apply for Permanent Residency and have been assigned an Alien Registration number, enter it here; otherwise leave this blank.
 
Prior Visa History  (All Visitors MUST Complete)
  • Complete fields. 
  • These fields are critical to determine your immigration history and eligibility for the status you are requesting
  • Is the faculty/scholar currently in the US?
    • Faculty/Scholar should indicate if they are currently in the U.S.
  • If in the US, what is immigration status?
    • Indicate your current nonimmigrant status inside the U.S.; if you are not in the U.S. leave this field blank
    • For example F-1 OPT
  • Is the faculty/scholar requesting a change of status?
    • Indicate if you wish to file an application/petition with U.S. Citizenship and Immigration Services to change your nonimmigrant status inside the U.S. in order to take up your appointment at UC San Diego. If you are not inside the U.S., leave this field blank
  • Is the faculty/scholar subject to the 2-year (212e) home residency requirement?
    • Indicate if you are subject to 212(e), the two-year home physical presence requirement (based on a prior or current J-1 program activity).
  • Have you ever been to the US on J-1 or J-2 status?
    • If yes, please upload copies of your DS-2019s from your J-1 or J-2 status
    • If no, indicate "no."
  • Have you received a U.S. Dept of State waiver recommendation letter?
    • Indicate "yes" if you have received the U.S. Department of State letter recommending you for a waiver of 212(e), the two-year home physical presence requirement.
    • If not, indicate "no."
  • Have you received the I-612 USCIS waiver approval notice?
    • Indicate "yes" if you have received the I-612 approval notice from U.S. Citizenship and Immigration Services (USCIS) for your waiver 
    • Indicate "no" if you have applied but not received approval.
    • If you have not applied for a waiver, leave this blank.
  • If you plan to travel outside the US list travel dates
    • Do not forget to list any travel plans, even if your plans are tentative, provide the estimated dates.
    • If you are currently inside the U.S. and have travel plans in the next 7 months list the dates you plan to be outside of the U.S. 
    • If you do not have any travel plans in the next 7 months, write NONE between today and [insert date 7 months in future] to acknowledge you do not have travel plans.
    • NOTE: INTERNATIONAL TRAVEL CAN HAVE SEVERE, NEGATIVE RAMIFICATIONS FOR CHANGING STATUS; WE MUST BE INFORMED OF ALL INTERNATIONAL TRAVEL.

H Visitors Only (Only H-1B, E-3, and TN visitors!)
  • Please note that while we cant require the fields in ISD, these fields are necessary for a complete H-1B/E-3/TN request.
    • IFSO has to include the information on the H-1B/E-3/TN request (Form I-129). 
    • TIP: Don’t forget to place your cursor over the question-mark icon for clarifying information regarding how to complete each section.
  • Have you ever been to the U.S. on H-1 or L-1 status?
    • Indicate yes or no.
    • If yes, you will need to upload your I-797 approval notices to the Documents Section of ISD.
  • Total prior months on H-1 and L-1 status?
    • Enter the number of months you have been in H-1B and/or L-1 status.
    • If you have never been in H-1 or L-1 status, enter 0.
  • Where will the faculty/scholar apply for a visa (city and country)? Must be outside the U.S.
    • Indicate at which U.S. consulate abroad (city and country) you will you apply for an H-1B/E-3 visa stamp in your passport. 
      • Canadian citizens please indicate the Preflight Inspection Center or land Port of Entry at which you will apply for admission to the U.S. in H-1B or TN status.
    • This information is required even if you do not have any travel plans. Include this information even if you are planning to pursue a change of status to H-1B inside the U.S. 

Custom Passport And Visa Information (All Visitors MUST Complete)
  • Is the faculty/scholar in removal proceedings?
    • Indicate "yes" or "no" as to whether you are currently in removal proceedings. Removal proceedings, otherwise known as deportation, is a court administrative process to determine an individual's removability under U.S. immigration law.
    • If you are outside the U.S., you can indicate "no".

Education Section

The Education section has two questions that must to be completed. 
  • Indicate Yes or No if you have a medical degree.
  • List all degrees earned separated by a semi-colon include the major or field of study for each degree.
    • For example BS in International Studies; MS in International Studies; PHD in International Studies.
    • If you have a medical degree indicate the degree type such as MD, MBBS, etc. 

Dependent Sections

There are two dependent sections that need to be completed.

If you will not have dependents with you in the United States or your dependents will not need a dependent status while in the United States, you do not need to complete the Dependent-Specific and Dependent-General Sections. 

If you plan on having your dependents with you inside the U.S. who will need a dependent status, please complete the information in both the Dependent-Specific and Dependent-General sections.

Dependent-Specific Section

  • Select Add New. You will need to select this and complete this section for each dependent.
  • Using the passport biographic page, complete the following fields:
    • Last Name
    • First Name
    • Date of Birth
    • Gender Identity
    • City of Birth
    • Country of Birth
    • Country of Citizenship
    • Country of Permanent Residence
    • Relationship
    • Email

TIP: Ignore the Campus ID field

  • You will know the dependent information saved because their information will be visible on the screen. If the dependent information is not listed, then the information was not saved properly.
  • If you have additional dependents, click Add New and repeat filling in the same fields.

Dependent-General Section

  • If you plan to bring dependents, please complete the information in the Dependent-General Section.

 

Step 2: Attach Supporting Documentation

On the left-side Instructions bar, click on Attach Documents. For more detailed instructions regarding how to upload documents to ISD, view our Upload/Attach Documents in ISD instructions.

Passport Biographical Page (both J-1 and H-1B/E3/TN)

The Passport Biographical page must be from your current unexpired passport (expiration date must be more than 6 months in future).

The name entered in the biographical tab MUST match the machine readable zone of your passport.

English Language Proficiency (J-1 only)

We require proof of English Language Proficiency. Please provide one of the following:
  • Test score results
    • IELTS band 6 or higher; or
    • TOEFL 61 (IBT), 173 (computer-based); or
    • 500 (paper based); or
    • PETS level 5 or higher
    • NOT accepted: TOEIC and TOEFL ITP
  • Institutional or English language school certification
    • This certification must be in English, on letterhead, with school official signature, and issued within past six months to verify that Exchange Visitor possesses English proficiency high enough to function daily with the UCSD position and local community.
  • Diploma with Scholar's name
    • For graduates of U.S. schools; or
    • International schools that teach in the English language
      • Schools in the UK, Australia, and New Zealand
      • Schools in Canada - A Canadian diploma can be used as proof of english proficiency. However, if the school is located in Quebec, we will require supplemental documentation showing the primary language is English or other proof of English Proficiency.
  • Verification statement from your UC San Diego department
    • In order to select this option, your UC San Diego department will interview you in English and submit a statement to us certifying your English language proficiency. Your department will provide us with this documentation.  This can be completed with J-1 Request Form, Section 2, documenting the interview, to include date, duration, interviewer, method of interview, and signed statement.

Funding Documentation (J-1 only)

Note:

Corresponding proof/documentation cannot be more than 6 months old. If funds are listed in foreign currency include a currency converter. For a more detailed description of the funding documentation that can be provided see: ISD Funding Section Instructions

If UC San Diego is providing you with a salary that meets these minimum amounts, no documentation is needed from you. Your department will provide IFSO with the necessary documentation to match the information entered into the Program Sponsor Funds type in the Funding Section.

If UC San Diego is not providing you with funding that meets these amounts, you must upload documentation proving the funding amount you entered into the Funding Section.

Verify if the funding documentation matches the Funding Type that you entered into the Funding Section:

  • U.S. Government Org Funds, documentation example:
    • Letter from U.S. government indicating funding for purposes of international exchange.
    • This option would rarely be used.
  • International Org. Funds, documentation example:
    • Letter from International Organization indicating funding will be provided to you.
    • This option would rarely be used.
  • Government Funds, documentation example: 
    • Letter from your Home Country Government indicating funding will be provided to you.
    • This option would rarely be used.
  • Other Organization Funds, documentation example:
    • Letter from a company/academic institution/employer/government agency, not an individual person, indicating funding will be provided to you, such as:
      • A foreign employer is paying you while you are on leave from their job, such as a sabbatical.
      • You received a scholarship that is distributing funds directly to you.
      • You have a fellowship from your home country’s government or the U.S. government.
    • 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 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.
  • Personal Funds, documentation example:
    • Bank statement showing you or a 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.
    • Evidence must show currently existing liquid funds. Not acceptable: stocks, bonds, mutual funds, pay statements, tax documents.

Immigration Documents, if currently inside the U.S. (All Visitors)

All visitors:

  • I-94 arrival/departure record
  • Visa stamp used for most recent entry to the U.S. (except Canadians)
  • Entry stamp in passport documenting most recent entry to the U.S.
  • If ever in J status: all DS-2019 forms issued you. 
         

H-1B/E-3/TN:

  • If currently in a paid position, three most recent earnings statements
  • If currently in F status: all I-20s issued to you, since your last entry to the U.S.
  • If ever in H-1B status, copies of all I-797 approval notices (TN and E-3: include copies of I-797 approval notices if pertinent)
  • If ever in J status: all DS-2019 forms issued you. If applicable, a copy of your I-612 Waiver approval notice if subject to 212(e)
  • If ever issued an Employment Authorization Document (EAD), copies of all EADs

Curriculum Vitae (both J-1 and H-1B/E3/TN)

Upload your most current Curriculum Vitae (resume or biosketch). Do not include immigration, personal, or volunteer information on this document.

Degree/Diploma (H-1B/E-3/TN only)

Upload diplomas for all relevant degrees.

Any document not in English will require a translation and translator’s statement certifying that they are competent to translate the document from that language to English and that the translation is a thorough translation of the entire document.

  • Translation does not need to be completed by an official translation company
  • Sample translators statement
    • Translation statement cannot be signed by PI, scholar or family member as it could be seen as biased by an officer.

If the diploma does not specify a particular field, then transcripts must be submitted that indicate in which field the diploma was obtained. If a diploma is not available, transcripts can be used instead, as long as the transcript indicates the degree issued.

Foreign Credentials Evaluation (H-1B/E-3/TN only)

If the relevant degrees are not from a U.S. institution, then a foreign credentials evaluation certifying the U.S. degree equivalency must be submitted (exception: Clinical Care appointments do not need evaluations of foreign MD degrees; TNs do not need evaluations if degree is Canadian or Mexican).

The evaluation should include field of study, a detailed description of the material evaluated, rather than conclusions, and a brief description of the qualifications and experience of the evaluator.

For more information, see: Credential Evaluation Information.

Clinical Care Documentation (H-1B/E-3 only; TN not allowed)

Graduates of International Medical Schools

  • ECFMG Certification (unless a graduate of a Canadian medical school)
  • U.S. Medical Licensing Examination (USMLE) Steps 1-3
    --or--
    National Board of Medical Examiners (NMBE) examinations – Parts 1-3
    --or--
    FLEX examination
  • CA Medical License documentation

Graduates of Accredited U.S. Medical Schools

  • Internationals with a medical degree from an accredited U.S. institution need only provide IFSO with their U.S. MD diploma and, starting 1/1/2020, the Postgraduate Training License (PTL).

Required if the UCSD appointment/job advertisement has as a requirement

  • Medical Residency completion certificate
  • Clinical Fellowship completion certificate
  • Board Certification
  • Documentation establishing Board Eligibility (UC San Diego issued documentation is not acceptable)

Required for ALL Clinical Training programs through ECFMG

  • GME exception to policy allowing for H-1B/E-3 sponsorship

Dependent Documents (J requests only)

  • Passport Biographical page(s) of dependent(s)
  • If currently in the U.S.
    • I-94 arrival/departure record of dependent(s)
    • Visa stamp used for most recent entry to the U.S. of dependent(s)
    • Entry stamp in passport documenting most recent entry to the U.S. of dependent(s)

Step 3: Review and Submit to Department

On the left-side Instructions bar, click on Review and Submit to Department to complete the application.

Review Information

Review all the information that you have entered.

Any outstanding fields requiring data entry will be listed and need to be completed in each section. If you see this alert at the top, you must complete the fields listed in red before submitting.

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

Submit to Department

Once all fields have been entered, click on Submit button in upper left-hand corner of screen. 

Once you click Submit the information and documentation you have provided within ISD will be sent to your Department. They will be notified via email that the information in ISD is ready for their review and final approval. Your department will then submit the final version of the information and documents to IFSO for processing.

Please refer to our website for processing time information for J-1 and H-1B requests.