Hosting a J-1 Scholar: The Basics

Exchange Visitors at KSU are categorized as research scholars, professors, short-term scholars, or specialists.

  • Individual primarily conducts research, observes or consults in connection with a research project. A Research Scholar may also engage in some classroom teaching and lecturing. This category has a minimum stay of 3 weeks and a maximum stay up to 5 years.
  • Individual engages primarily in teaching, lecturing, observing or consulting at a post-secondary accredited educational institution. A professor may also conduct research. This category has a minimum stay in the U.S. of 3 weeks and a maximum stay of up to 5 years.
  • Individual may engage as a professor, research scholar, specialist or person with similar education or accomplishments on a short-term visit for the purpose of lecturing, observing, consulting, training, or demonstrating special skills at corporate research facilities, museums, libraries, post-secondary educational institutions, or similar types of institutions. This category has no minimum stay requirement and a maximum stay of up to 6 months.
  • Individual who is an expert in a field of specialized knowledge or skill coming to the United States for observing, consulting, or demonstrating special skills. This category has a minimum stay of 3 weeks and a maximum stay of up to 1 year.

The International Student and Scholar Services Office (ISSS) will determine which of the above categories is most appropriate for the exchange visitor and will consider program extensions and transfers on a case-by-case basis. Extensions beyond the maximum time limit listed in each category above are not permitted. To maintain the integrity of KSU’s J-1 program, the ISSS will not approve multiple, consecutive requests for the same scholar.

Eligibility Requirements

A prospective J-1 visiting scholar must meet the following federally mandated criteria before the ISSS will issue visa eligibility documents (DS-2019). The visitor:

  • Will be holding a non-tenure-track position at KSU

  • Will be engaged in activities that are eligible for J-1 sponsorship (e.g. short-term teaching or research)

  • Holds, at minimum, a master’s degree or a bachelor’s degree with extensive experience in the relevant field

  • Possesses English language proficiency

  • Possesses adequate financial resources (for self & dependents) to complete his/her program

  • Has not been in the United States in J-1 or J-2 status for 6 or more months during the 12 months immediately preceding the start date of the new J-1 request for a research scholar or professor.

  • Will not be re-entering as a J-1 Professor or Research Scholar if, in the 24 months immediately preceding the new start date, he/she was in the United States as a J-1 Professor or Research Scholar or the J-2 dependent of a Professor or Research Scholar.

  • Will obtain adequate health insurance coverage, as required by federal law

  • Has been issued a signed offer letter from Academic Affairs (for J-1 academic teaching appointments) or Human Resources (staff appointments).

Department Responsibilities

To ensure that visiting scholars are properly supported and have a smooth transition to campus it is important that all offices (ISSS, KSU host department, Academic Affairs, and Human Resources) work closely to make sure everything is in order prior to the scholar’s arrival. It is crucial that all requests and necessary documents are submitted in a timely manner to ensure that the Exchange Visitor will be able to begin their program on the proposed start date.

Departments that wish to invite and host a J-1 exchange visitor at KSU MUST:

  1. Ensure that the J-1 scholar has the appropriate academic credentials to perform the proposed activity;

  2. Ensure that the J-1 scholar has the English proficiency necessary to perform the proposed activity;

  3. Notify the ISSS of their intent to host an exchange visitor at least 4 months prior to the proposed start date. The ISSS will provide the department with access to the iStart portal for the J-1 online application;

  4. Submit all required J-1 request forms and supporting documents at least 4 months prior to the proposed start date.

  5. If the scholar will be teaching at KSU, obtain an offer letter from Academic Affairs.

  6. Provide the J-1 visitor with workspace, library and computer access, an ID card, and cross-cultural interaction between the scholar and the department’s faculty and staff;

  7. Notify the ISSS if the J-1 Exchange Visitor will not arrive within 30 days of the program’s start date;

  8. Monitor that the J-1 scholar is performing only those duties described in his/her DS-2019;

  9. Ensure that the J-1 scholar does not engage in outside lectures, consultations, or other activities without the express consent of the ISSS;

  10. Notify the ISSS when the J-1 completes his/her program at KSU; and

  11. Notify the ISSS immediately if you wish to extend the EV’s J-1 program.

J-1 Scholar Forms

Use the following forms to request to host a J-1 scholar, request necessary access, or submit updates regarding a scholar's stay. 

The application to host a scholar is done through a series of e-forms in a system called iStart. In order to use iStart, KSU hosts must complete a short training and receive login access. If you would like to host a J-1 scholar, please email internationalscholar@kennesaw.edu to request an orientation and iStart access. 

To help you prepare for the J-1 scholar application, we have included a list of information below that you and the scholar will need on hand during the application process.

The Hosting Department Will Need:

Scholar Pre-Screen (to determine J-1 Scholar eligibility)

  • Scholar's name, date of birth, gender, and email address
  • Scholar's KSU ID or NetID, if any
  • Academic Affairs offer letter if the scholar is teaching
  • Duration and dates of stay
  • Whether the scholar is transferring their J-1 from another institution
  • Whether they have already spent time in the U.S. and on which immigration status

Scholar Request

  • Scholar's field of study
  • Address where the scholar will be working
  • Copy of scholar's research plan, if conducting research
  • Copy of the department's invitation letter
  • Copy of KSU funding letter, if applicable and if different than the invitation letter

Scholars Will Need:

  • Copy of passport
  • Copy of dependent passports, if applicable
  • Copy of diploma or transcripts of highest degree earned
  • Copy of resume or CV
  • Copy of research plan, if conducting research
  • Contact information for J-1 advisor, if transferring from another institution
  • Proof of funding for a stay
  • Proof of English proficiency, if applicable

The request to extend a scholar's stay is initiated in iStart by the Departmental User. In order to submit the request, the Departmental User must have the following:

  • Scholar's KSU ID and Date of Birth
  • Updated invitation letter showing extension
  • Funding documentation, if funding is from another organization
    • If the scholar is self-funded, the ISSS will contact the scholar directly for funding documentation.

After the Departmental User logs into iStart, they should look up the scholar with their KSU ID and date of birth and submit the J-1 Extension of Stay Request e-form. Once submitted, the e-form will be routed to the department chair for approval and then to the ISSS for review and the extension of the scholar's DS-2019. If further information is needed in order to process the request, the ISSS will reach out to the appropriate party.

Sponsorship Timeline

A department should begin the J-1 process with the International Student and Scholar Services Office (ISSS) at least 4 months prior to the intended start date in order to allow time for unanticipated delays in gathering documents, offer letter issuance, government processing, and visa stamping. The ISSS will issue a DS-2019 Form within 7-10 business days of receipt of a complete request package, including the KSU offer letter. Failure to complete all items on the J-1 Exchange Visitor Request Form and to submit the required supporting documentation will delay DS-2019 issuance.

Costs

The following fees are estimated in order for the prospective scholar to verify their financial capability and receive a DS-2019 and J-1 visa for their exchange program. Scholars must show adequate funding for the duration of their stay. Please multiply the amount below by the number of months of the exchange program to determine the amount required for the DS-2019 and visa. 

ESTIMATE FOR... AMOUNT
Scholar Only (no dependents on a J-2 visa) $1850 per month
Spouse Add $583 per month
Child Add $500 per month per child

Expenses in the chart above are estimates for a scholar's living expenses, including housing, meals, and personal expenses. However, please note the estimate is subject to change and that actual expenses may be higher or lower depending on the scholar's situation and preferences. Please visit our Local Information page to learn more about the estimated costs of living in the U.S.

Please note that the costs above do not include expenses the scholar may incur during the visa process, including language proficiency exam costs, the postage for receiving the immigration documentation (DS-2019), the SEVIS I-901 fee to the United States Department of Homeland Security (DHS), any passport or visa fees, flight costs, initial ground transportation, etc. Scholars will be responsible for paying these fees separately and personally.

The I-901 fee may be paid online. The EV should print the payment receipt and bring that receipt with him/her to the U.S. consulate or embassy. For more information on the I-901 fee, visit the Department of Homeland Security.