International Students

International students admitted in the Scripps Research graduate program need an immigration status that allows study at Scripps Research. They are generally sponsored in F-1 or J-1 non-immigrant visa status. F-1 is the most commonly used visa status. The ISO reviews visa requests submitted by the Scripps Research Office of Graduate Studies, determines the appropriate visa category and issues visa document forms accordingly.

F-1 students are non-immigrants pursuing a full course of study toward a specific educational or professional objective at an academic institution in the U.S., as designated by the United States Citizenship & Immigration Services (USCIS) of the Department of Homeland Security (DHS). The F-1 student visa document is the form I-20 (Certificate of Eligibility for Nonimmigrant Student Status).

J-1 students are non-immigrants pursuing a full course of study toward specific educational or professional objectives at academic institutions in the U.S., as designated by the Department of State (DOS). J-1 students must be “sponsored” or financially supported by the university, a scholarship or fellowship. The J-1 student visa document is the form DS-2019 (Certificate of Eligibility for Exchange Visitor Status). Below, please find a chart comparing F-1 and J-1 student visas.

Prior to requesting the F-1 or J-1 visa document, review the following information to determine if you are considered a “new” or “transfer” student.

New student — A newly admitted student who is residing outside the U.S. can request a new initial F-1 or J-1 document. In addition, individuals who are currently in the U.S. in a status other than F-1 or J-1 are expected to request a new immigration document, depart the U.S., apply for an F-1 or J-1 visa at the U.S. consulate abroad, and re-enter the U.S. with a student visa.

Transfer student — A newly admitted student who currently has a valid F-1 or J-1 SEVIS record at another U.S. institution should request a transfer of the electronic SEVIS record to Scripps Research. For more information regarding the transfer process and eligibility, please consult with the ISO and your current visa sponsor.

To request the F-1 or J-1 visa document, you will work with the Scripps Research Office of Graduate Studies to complete forms online (e-forms). Upon initiation of the visa request process by the Scripps Research Office of Graduate Studies, you will receive an email with a link to your portion of the e-form that must be completed. Please be sure to set your email to “allow” emails from [email protected].

You will need to have the following documents with you when you complete the e-forms:

• Your passport ID page

• Copies of all previous or current immigration documents, if you were previously or are currently in the U.S.

• The passport ID pages for any dependents who plan to accompany you to the U.S. and apply for a F-2 or J-2 dependent visa

• A copy of your marriage certificate with English translation (if you have a spouse who will apply for a F-2 or J-2) or birth certificate (if you have children who will apply for an F-2 or J-2 status)

Once you have completed your portion of the e-form, the director of graduate studies will submit the request and we will issue the F-1 or J-1 visa document and send it to you by courier with more detailed instructions on how to apply for the visa. For the F-1 student visa, the ISO will issue a form I-20. For a J-1 student visa, the ISO will issue form DS-2019. You cannot make an appointment to request the visa stamp at the U.S. embassy or consulate abroad until you have the form I-20 or DS-2019.

When you receive the form I-20 or DS-2019, please review the form carefully and sign it if it is correct. Please report any errors or changes immediately to the ISO. It is important that all information on the form is correct when you apply for your visa stamp and enter the United States.

The ISO also encourages you to review the back page of your form I-20 or DS-2019. It explains some of the important regulations governing the visa status. Additionally, be sure to note the following:

• You must have a valid form I-20 or DS-2019 at all times during your stay in the United States.

• You are responsible for maintaining copies of all I-20 or DS-2019 forms that you receive during your program. It is important that you save the copies in a secure location as you may be asked to present them when applying for future immigration benefits.

All non-immigrants seeking F-1 or J-1 student status must pay the Student and Exchange Visitor Information System (SEVIS) fee. Dependents in F-2 or J-2 status do not have to pay the SEVIS fee. You will need your SEVIS ID number (beginning with N) from the top section of the form I-20 or DS-2019 to pay the SEVIS fee. You must pay the fee before scheduling an interview at the U.S. embassy or consulate. Print a copy of the receipt to submit directly to the U.S. embassy or consulate and keep a copy for your records. Please refer to the SEVIS fee processing website for more information and to pay the fee.

A spouse or child under age 21 may apply for an F-2 visa (for F-1 students) or a J-2 visa (for J-1 students) to accompany you to the US.  If a spouse or child under the age of 21 will accompany you, you will be given the opportunity when completing an e-form request to list your dependents, who will then receive immigration documents, along with you, in order to apply for a visa to accompany you to the US.

If you decide to have dependents join you in the US after you have already arrived in the US, or you marry a non-immigrant after arriving in the US, you may submit a separate request for an immigration document for your spouse or child(ren).

If you are already in the U.S. using an F-1 or J-1 student status, it is usually most advantageous to transfer that status to a new program, rather than starting over. However, this is only possible if you have maintained your status until the time the new program begins.

Advantages of F-1 or J-1 visa transfer:

• Your SEVIS number remains the same and you do not have to pay an additional SEVIS fee.
• If you are in F-1 status, you can travel internationally between the end of one program of study and the beginning of the new program, as long as you have the new I-20 document you need to re-enter the U.S.
• You do not need to apply for a new visa stamp if you have a valid visa stamp from your previous program.

F-1 Student Eligibility

• You must be maintaining F-1 status.
• You must request your current school to transfer your SEVIS record at least within 60 days of your I-20 end date or Optional Practical Training completion date (and preferably, prior to the end date).
• After your current program ends, you must be able to begin your new program at Scripps Research within five months of the completion of your previous program.

J-1 Student Eligibility

• You must be maintaining J-1 status.
• Your SEVIS record must be transferred prior to your DS-2019 end date and cannot be transferred during the 30-day grace period after the DS-2019 expires.
• You must begin your program at the new school immediately, there cannot be a gap between program dates.
• You cannot transfer your J-1 status if you have either applied for a waiver of 212e or have an immigrant petition pending with USCIS.

Prior to initiating the transfer process with your current university, the ISO must receive notice from the Office of Graduate Studies that you have been admitted and accepted admission; they initiate an online request for an immigration document; you complete your portion of the online request; and the ISO reviews all documents. Upon review of your application, the ISO will contact you to discuss transfer release date, travel plans and provide you with the Scripps Research school code, needed by your current university to transfer your SEVIS record.

Your new I-20 or DS-2019 will be issued by the ISO after your SEVIS record has been transferred to Scripps Research. F-1 transfer students may travel internationally between programs; however, the student must use the new I-20 issued by Scripps Research to re-enter the U.S. After the transfer date scheduled by your current university, Scripps Research will assume ownership of your SEVIS record and the school you transferred from will no longer have access to your record.

Scripps Research graduate students are eligible to be covered for health insurance through Scripps Research without cost.  Scripps Research graduate students who have a spouse or children will need to pay for health benefits for their family members.

Scripps Research graduate students who maintain J-1 visa status must purchase additional travel insurance for themselves and any dependents, to meet J-1 program regulations. The J-1 regulations require that J-1 visa holders maintain insurance for medical Evacuation (in the amount of $50,000) and repatriation of remains (in the amount of $25,000). This is not included with Scripps Research insurance, and this is a federal requirement for J-1 visa holders.  

There are several companies that offer medical evacuation and repatriation of remains insurance coverage for J-1 students and scholars. One example of an insurance company that provides the required insurance is Betins International Health and Travel Insurance, phone: (866) 552-8834. J-1 international students should maintain coverage throughout the time they hold J-1 status.

General instructions to purchase insurance from Betins are the following:

• Go to the website.
• Review the available plans and click on “Quote this Plan.”
• Answer questions.
• Select a payment option.
• Provide the required information and give start date as the day you will arrive in the U.S.
• Review information, enter credit card information and purchase.
• Repeat for all J-2 dependents.
• You will need to renew this every year you are in the U.S. in J-1 visa status and do the same for any family members with J-2 status.

As an international student in F-1 or J-1 status, you must meet certain obligations to maintain legal immigration status. Maintaining status is necessary to receive the benefits of visa status in the future. Failure to maintain your non-immigrant status can result in serious problems with immigration and could lead to deportation from the U.S.

To maintain your F-1 or J-1 visa status, you must:

• Maintain full-time student status making progress toward degree requirements.
• Update the ISO of any change of residential address, telephone number or email address within 10 days of change. To do this, follow the instructions on our webpage “Updating Biographic Information.” 
• Keep form I-20 or DS-2019 current at all times. Notify the ISO of any updates or changes needed on your I-20 or DS-2019 (e.g. name change, funding change, etc.).
• Keep your passport valid at all times. Notify the ISO if you receive a new passport or visa stamp.
• Maintain health insurance coverage.
• Notify the ISO and Office of Graduate Studies of any upcoming international travel plans.
• Obtain travel signature on form I-20 or DS-2019 (for you and dependents) before you depart the U.S.
• Carry your immigration documents at all times.
• Do not work outside Scripps Research. 

You may enter the U.S. up to 30 days prior to your program start date in the case of the F-1 and J-1 visa holder. In the case of the H-1B, O-1 or TN visa holder, you may enter no earlier than 10 days prior to your start date. Although you may enter the U.S. early, you may not begin work at Scripps Research until your official start date and after you have checked in with the ISO. Please note the start date on your documents and plan your travel accordingly.

You must carry the original visa documents and your passport with valid visa stamp on your person. Do not pack these items in your checked luggage. Be prepared to present the following documents to the U.S. Customs and Border Protection (CBP) officer:

1. Original immigration document (DS-2019, I-20, I-797 approval notice)
2. Valid passport with visa stamp
3. Scripps Research offer letter
4. SEVIS fee payment receipt (F-1 and J-1 visa holders only)
5. Financial documentation (if not paid by Scripps Research)

It is important that you specifically ask to be admitted into the U.S. in the appropriate visa status when you speak to a CBP officer. Be sure to present to them your original visa documents (DS-2019, I-20, I-797 approval notice) and open your passport to the page that has the new visa stamp. Prior to leaving the CBP inspection area, check your passport and make sure it has been stamped properly.

This is what to expect when you enter the U.S.:

1. You will wait in line to show your passport to a CBP officer. You will not have a chance to get your luggage before this, so you will need to have your original documents in your carry-on luggage.
2. Enter the line for non-U.S. citizens to be seen by a CBP officer. This is where you will show your visa and passport.
3. The CBP Officer will ask you some questions, such as, “Where are you going? What will you be doing there? What do you plan to do when you are done with your research?”
4. It is also possible in some cases that the officer will ask you to unlock your electronic devices (cell phone, iPad, etc.) and show him or her your Facebook page or other social media.
5. At some airports, the line can take an hour or more. Consider a stop at the restroom before getting in line. Once you have cleared CBP, you will go to another room to collect your luggage.
6. With your luggage, get in another line to pass through another checkpoint. The second checkpoint relates to the items that you are bringing with you into the U.S. For a list of items that are prohibited, please see the U.S. Customs and Border Protection website.
7. Once you pass through the second inspection point with your luggage in hand, you can proceed to your connecting flight. When you exit from the second checkpoint, there is a place for you to re-check your baggage with the airlines if you are boarding a connecting flight.

After you have entered the U.S., you should review your I-94 “arrival record.” Click on the link “Get Your I-94 Admission Number” and enter your personal information. You can only access this record after you have entered the U.S.

It is important to inform the ISO once you have a visa, a plane ticket and you know your arrival date. When the date is confirmed, please email us. Once you confirm your arrival with the ISO, a check-in appointment will be scheduled for you and you will be sent an email with all the details. This appointment is necessary to review your immigration documents and to complete certain forms that are necessary if you will be paid by Scripps Research. You will also be given information about your first steps in the U.S., such as applying for a Social Security number and using our health care system.

For international scholars arriving in California, check-in appointments are available only on Mondays and Wednesdays each week.

International students who will be enrolled at Scripps Research will get specific instructions about their check-in date once they confirm their arrival date.

Scripps Research graduate students engage in “on-campus employment” at Scripps Research for the duration of the graduate program. Scripps Research graduate students in F-1 or J-1 visa status cannot work outside of Scripps Research during their degree program. International students may apply for work authorization prior to completing their program, which will be valid for employment after program completion. Employment authorization is a complex area. It’s a good idea to contact your International Student Advisor in your last year of study, to discuss your options for post-graduate employment.

Optional Practical Training (OPT) is an employment authorization available to F-1 Students. It provides the F-1 student an opportunity to apply knowledge gained in their field of study to a 12-month practical work experience in a paid position located on- or off-campus. OPT is recommended by the ISO. However, the final approval is granted by the U.S. Citizenship and Immigration Services (USCIS) by issuance of an employment authorization document (EAD).

Eligibility

• You must have maintained a full-time program of study in valid F-1 status;

• You must have confirmed a program completion date with the Office of Graduate Studies.

Requirements

• Your training must be directly related to your major field of study.

• Post-completion F-1 OPT is limited to 12 months within the 14-month period following the completion of study.

• Timing is important. It will take approximately 90 days to receive an EAD. Once your student status ends, you may not work or receive payment from Scripps Research or elsewhere until you have the original EAD. Likewise, you cannot begin employment with a new employer until you have the EAD.

• OPT applications must be submitted to USCIS, which will issue the EAD.

• From your EAD start date you cannot be unemployed more than 90 days in the first 12 months or the EAD becomes invalid.

How to Choose an OPT Start Date

You may apply between 90 days prior to your program completion date and up to 60 days after your completion date. Once you have completed your program, you cannot work or receive pay until you have an EAD. It is important to choose an OPT start date based on when you expect to begin your outside employment or switch to a postdoc at Scripps Research. Please consult with the ISO International Student Advisor to assist you.

Notes:

1. Apply up to 90 days prior to program completion date OR up to 60 days after program completion.

1. Receive EAD at or around program completion if application submitted 90 days prior to completion.

1. No income after completion date and before receiving EAD.

1. Receive EAD about 90 days after application is submitted to USCIS.

How to Apply

1. Schedule an appointment with the ISO Student Advisor to discuss the application timing and process.

1. Submit the “Optional Practical Training” request through the VIVA database:

1. Go tohttps://viva.scripps.edu.

1. Log in with your Scripps Research username and password.

1. Click on the “F-1 Student Forms” on the left menu.

1. Click on “Request for OPT”, complete and submit.

1. Create aUSCIS online account (if you don’t have one).

1. Review the Helpful Hints below.

1. Log into your USCIS account and create a draft of the I-765 application.

1. Schedule an appointment with the ISO Student Advisor to review the draft I-765 application and receive a new I-20 with the OPT recommendation.

1. Submit your completed OPT application to USCIS.

After Filing the Application

Upon submission, USCIS will provide you with a 13-character case number and a receipt notice (called Form I-797) will appear in the documents section. USCIS will also mail you a paper copy of the Form I-797. Keep it in a safe place. If you notice any errors with your name or other information on the Form I-797 receipt, please contact your ISO Student Advisor immediately.

You can track the status of your application in the Case Status Online section of theUSCIS website and your USCIS online account. While your case is pending, your case status will display “initial review.” It can take 2-5 months for your application to be approved.

Helpful Hints

• Prepare electronic versions of the following documents:

1. Photo: use thepassport photo tool

1. I-94

1. Passport biographical information page

1. Any previous I-20s with CPT/OPT recommendations

1. New I-20 with OPT recommendation (issued within the last 30 days and signed by you and the ISO Student Advisor on page 1)

• Select “c(3)(B) Student Post-Completion OPT”.

• For “Your U.S. Mailing Address,” please be sure to indicate an address that will be valid for 3-5 months into the future.

• You may upload more than one PDF per upload.

• You can save your application in draft status before submitting. Make sure to return every 30 days to keep the application active.

• Just before submission, print a draft of your I-765 for your records.

• Once you enter the credit card payment phase, you cannot make changes to your application. Make sure you have printed a draft and are prepared to submit before making payment.

OPT Approval

You can begin your employment upon receiving your EAD card. When you receive your EAD card, please email a copy to the Scripps Research ISO or come to our office to have it scanned. If you notice an error with your name, date of birth, country of birth or validity dates on the EAD Card, please contact your ISO Student Advisor immediately.

OPT Reporting Requirements

To maintain your F-1 status and avoid termination of your SEVIS record, you must report the following to ISO within 10 days:

• Name change

• U.S. residential address change

• Employment information, such as employer change, break in employment, employer contact information

• Early OPT completion

• Final departure to home country

• Change to another visa status

Unemployment During OPT Status

• You must not accrue more than 90 days of unemployment during the approved 12 months of post-completion OPT status.

• While on OPT status, keep track of your unemployment time.

• You must report your employment and unemployment to the ISO.

• If you exceed the 90-day unemployment limit, you are no longer in valid F-1 status, your EAD is canceled, and your SEVIS record will be terminated. You may be denied future immigration benefits by the U.S. Department of Homeland Security if you do not depart the U.S. once you have 90 days total accrued unemployment.

Employment Considerations for First Year OPT

• Your employment/training must be related to your field of study.

• You are responsible for evaluating how a job relates to your field of study.

• You are allowed to accept unpaid internships for at least 20 hours a week.

• You must report your employment to the ISO International Student Advisor each time you become employed. If your International Student Advisor does not report your employment in SEVIS, your F-1 SEVIS record will be terminated and your EAD work permit becomes invalid.

• You should maintain documentation of your employment record for future employment or immigration purposes.

Optional Practical Training (OPT) is the opportunity to apply knowledge gained in your doctoral program to practical work experience in a paid position located on- or off-campus. For students who graduate with degrees in STEM fields (Science, Technology, Engineering and Math), and who have employers that use the E-Verify system, there is an opportunity to extend work permission for an additional 24 months beyond the initial 12-month OPT.

You can refer to the following government resources for information on the STEM OPT extension:

• Student and Exchange Visitor Program (SEVP) –STEM OPT Hub

• U.S. Citizenship and Immigration Services (USCIS)

• List of employers who use the E-Verify system

Eligibility

• You must be in valid F-1 OPT status.

• You must not have more than 90 days of unemployment during your initial OPT period.

• You must have earned a U.S. degree in an eligible STEM field.

• Your employer during the STEM OPT period must be enrolled in E-Verify (see above website).

• Your employer must meet be willing to comply with all STEM OPT employer responsibilities (see above website).

• You cannot use STEM OPT for self-employment, consulting, volunteer or unpaid positions.

Job Requirements

• You must have a job offer.

• The employment must be directly related to your field of study.

• The employment must be paid for at least 20 hours per week.

• You must submit an I-983 training plan to your F-1 sponsor, which is completed and signed by you and your employer.

• You must have at least a receipt from USCIS for the application for a STEM OPT EAD work permit, in order to begin or continue employment.

When to Apply

• You may file your OPT STEM application with USCIS as early as 90 days prior to your initial OPT expiration date.

How to Apply

• Schedule an appointment with the ISO Student Advisor to discuss the application timing and process.

• Submit the “Optional Practical Training” request through the VIVA database:

1. Go tohttps://viva.scripps.edu.

1. Log in with your Scripps Research username and password. If your Scripps Research email is no longer valid, please contact the ISO for the log-in process.

1. Click on the “F-1 Student Forms” on the left menu.

1. Click on “Request for OPT”, complete and submit.

• Prepare Form I-983 in conjunction with your supervisor and forward signed copy to the ISO Student Advisor.

• Create aUSCIS online account (if you don’t have one).

• Review the Helpful Hints below.

• Log into your USCIS and create a draft of the I-765 application.

• Schedule an appointment with the ISO Student Advisor to review the draft I-765 application and receive a new I-20 with the STEM OPT recommendation.

• Submit your completed OPT application to USCIS.

After Filing the Application

Upon submission, USCIS will provide you with a 13-character case number and a receipt notice (called Form I-797) will appear in the documents section. USCIS will also mail you a paper copy of the Form I-797. Keep it in a safe place. If you notice any errors with your name or other information on the Form I-797 receipt, please contact your ISO Student Advisor immediately.

You can track the status of your application in the Case Status Online section of the USCIS website and your USCIS online account. While your case is pending, your case status will display “initial review.” It can take 2-5 months for your application to be approved.

Helpful Hints

• Request your diploma and transcript from the Office of Graduate Studies as early as possible.

• Prepare electronic versions of the following documents:

1. Photo: use thepassport photo tool

1. I-94

1. OPT employment authorization document (EAD)

1. New I-20 with STEM OPT recommendation (issued within the last 60 days and signed by you and the ISO Student Advisor on page 1)

1. PhD diploma and official transcript

• Select “c(3)(C) Student STEM OPT”.

• For “Your U.S. Mailing Address,” please be sure to indicate an address that will be valid for 3-5 months into the future.

• You may upload more than one PDF per upload.

• You can save your application in draft status before submitting. Make sure to return every 30 days to keep the application active.

• Just before submission, print a draft of your I-765 for your records.

• Once you enter the credit card payment phase, you cannot make changes to your application. Make sure you have printed a draft and are prepared to submit before making payment.

STEM OPT Approval

Be sure to inform the ISO and your employer’s Human Resources office (if your employer is not Scripps Research) once you have the I-797 receipt and again when you receive the EAD work permit. Your employer will need the documents to update the form I-9 for employment eligibility. If you notice an error with your name, date of birth, country of birth or validity dates on the EAD Card, please contact your ISO Student Advisor immediately.

STEM OPT Reporting Requirements
To maintain your F-1 visa status and avoid termination of your SEVIS record, you must report the following to the ISO within 10 days of any changes:

• Name change

• U.S. residential or mailing address change

• Change in job title, change in employer, break in employment, change in employer contact information or employment termination.

• You must submit a newly completed Form I-983 any time you change employers.

• Final departure to home country

• Change to another visa status

I-983 Evaluation During STEM OPT

• An initial evaluation must be made within the first 12 months of the STEM OPT start date, recorded on page 5 of the Form I-983, and sent to the ISO.

• A final evaluation must be recorded on Form I-983 and sent to the ISO no later than 10 days following the conclusion of the STEM OPT EAD work permit or employment, whichever is sooner.

Unemployment during OPT Status

• You must not accrue more than 150 days of unemployment during the entire approved 36 months of post-completion OPT and STEM OPT status.

• While on OPT status, you must report any unemployment time to the ISO, where it is input and tracked in SEVIS.

• If you exceed the 150-day unemployment limit, you are no longer in valid F-1 status and your SEVIS record is automatically terminated. If this happens, you must depart the U.S. immediately.

• If you travel outside the U.S. on authorized leave from your employer or as part of your employment while employed in OPT status, you will not accumulate unemployment time.

J-1 Academic Training (AT) is employment authorization available to J-1 students to pursue training or practical experience related to their major field of study. It is flexible and offers a variety of paid or unpaid, full-time or part-time training or employment options with multiple employers to complement a student’s degree program.Scripps Research PhD students can have up to 36 months of AT once they have completed their degree program.

Eligibility

• You must maintain a full-time program of study in valid J-1 status in good academic standing.

• You must have confirmation of a program completion date from the Office of Graduate Studies. “Program Completion Date” is defined as the day all degree requirements are fulfilled including submitting the dissertation in approved format.

• Please be aware you are not eligible for Academic Training if you have applied for a waiver of the 2-year home residency requirement or if you have applied for U.S. Permanent Resident status (green card).

Requirements

• Academic Training (AT) must be directly related to your major field of study.

• You must have a job offer or training position to apply for AT.

• You must apply for AT before your program completion date as determined by the Office of Graduate Studies.

• Employment or non-paid training must begin within 30 days of your program completion date.

• During your AT period, you must maintain health insurance that meets J-1 requirements, including the Medical Evacuation and Repatriation insurance. If your employer does not offer health insurance that meets all requirements, you must purchase insurance separately.

• You can apply for up to 18 months of AT at one time. Scripps Research PhD students can have a total of 36 months of AT for full- or part-time postgraduate work or training. However, part-time AT counts the same as full-time AT for a 36-month limit.

How to Apply

1. Obtain a job offer letter or offer of non-paid training from the employer on company letterhead. The letter must indicate the specific dates of employment/training, number of hours per week (part-time or full-time), salary information, goals and objectives (or job description), name of supervisor and employer’s address.

1. Contact the Director of Graduate Studies to discuss the proposed employment/training program and your degree completion date. The Graduate Studies Director will be asked to confirm completion and the appropriateness of the training for the ISO.

1. Submit the “Academic Training Request Form” in the VIVA system

• Go tohttps://viva.scripps.edu.

• Log in with your Scripps Research username and password. If your Scripps Research email is no longer valid, contact the ISO for the log-in process.

• Click on “J-1 Student Forms”

• Click on “Academic Training Request Form,” complete and submit.

1. If offered unpaid training, graduates must provide financial documents (bank statement) showing proof of sufficient financial support for the duration of the unpaid AT. “Sufficient financial support” is determined by the ISO each year for all J-1 visa holders and is higher for those who also support J-2 dependents.

Academic Training Approval
J-1 Academic Training (AT) is authorized by the Responsible Officer (RO) or Alternate Responsible Officer (ARO) in the ISO. Upon approval, the International Student Advisor will issue you a new DS-2019 listing the employer and dates of authorized employment/training. You will also receive a letter to provide to your new employer. AT is authorized only for a specific employer with a specific title. Any change in employer, supervisor, title, location, etc. will require another AT application and approval.

AT must be authorized by the ISObefore the employment or training begins.

Academic Training Reporting Requirements

To maintain your J-1 status and avoid termination of your SEVIS record, you must report the following to the ISO:

• Name change (within 10 days)

• Change in U.S. residential address, phone number or email address (within 10 days)

• Change in Employment information, such as break in employment, employer contact information, title, etc. (within 10 days)

• Early AT completion

• Final departure to home country

The ISO also requires you to report the following:

• A petition or approval to change to adifferent visa status

• A petition or approval to adjust topermanent residence

• A petition or approval towaive the Two-year Home Residence Requirement

Academic Training Evaluation Requirement

Per immigration regulations, the ISO is required to “evaluate the effectiveness and appropriateness of the academic training in achieving the stated goals and objectives.” To comply with this requirement, students must complete an evaluation of their program for each authorized AT period.

Submit the “Academic Training Evaluation” form through the VIVA system:

• Go tohttps://viva.scripps.edu.

• Log in with your Scripps Research username and password. If your Scripps Research email is no longer valid, contact the ISO for the log-in process.

• Click on the “J-1 Student Forms”

• Click on “Academic Training Evaluation,” complete and submit.

Academic Training Extension Application

To extend your DS-2019 and academic training period, please take the following steps:

1. Obtain a new letter from your employer on company letterhead, outlining continued employment or training. The letter must indicate the specific dates of employment, number of hours per week (part-time or full-time), salary information, goals and objectives (or job description), name of supervisor and employer’s address.

1. If this is new employment or training, contact the Director of Graduate Studies, who will confirm the appropriateness of the training for the ISO.

1. Submit the “Academic Training Request Form” in the VIVA system:

• Go tohttps://viva.scripps.edu.

• Log in with your Scripps Research username and password. If your Scripps Research email is no longer valid, contact the ISO for the log-in process.

• Click on “J-1 Student Forms”

• Click on “Academic Training Request Form,” complete and submit.

1. If offered unpaid training, graduates must provide financial documents (bank statement) showing proof of sufficient financial support for the duration of the unpaid AT. “Sufficient financial support” is determined by the ISO each year for all J-1 visa holders and is higher for those who also support J-2 dependents.

1. Please be aware you are not eligible for an Academic Training extension if you have applied for a waiver of the 2-year home residency requirement or if you have applied for U.S. Permanent Resident status (green card).

A “visiting student” or “External Grad Student” is an international student enrolled in a degree program outside the United States, who comes to Scripps Research to do a thesis or dissertation research internship. The ISO does not provide placement services for visiting students. If you are seeking a research internship at Scripps Research, contact the professor or principal investigator with whom you are interested in working and explain your research interests and why you could be an asset to his or her lab. Provide your CV and explain your financial support. If the professor or principal investigator you contact is interested in hosting you, he or she will then contact the ISO to initiate the procedures for visa sponsorship. During your research internship at Scripps Research, you must continue to be enrolled in your home institution.

In general, international students offered a research internship by a Scripps Research principal investigator may be eligible for visa sponsorship in one of the following visa programs:

• The “J-1 Short-term Scholar” or “J-1 Research Scholar” visa categories can be used for international students who have completed a bachelor’s degree, are currently enrolled as a graduate student in a foreign country and have the majority of their financial support from their home university. The ISO can provide further information on funding and health insurance requirements. If the visiting student meets both Scripps Research and immigration requirements, the host department will submit a request to the ISO for a J-1 visa document for a visiting student.
• The “J Intern” visa category will be used for students who are currently enrolled as an “undergraduate” (no university degree thus far) in a foreign country, or students who are enrolled in a graduate program in a foreign country but will rely primarily on personal money or family savings for their visit to the U.S. In these cases, the ISO will refer the student to a specific third-party visa sponsor who will issue the J-1 DS-2019 document. The third-party visa sponsor will work with the student and inviting department to obtain information needed to issue the J-1 visa document. Organizations that offer the “J-1 Intern” visa sponsorship charge substantial fees.

In most cases, you will need to apply for a visa stamp in your country of nationality. The exception is if you have long-term residence in a different country. Please note, however, that it is often more difficult and can take longer to obtain a visa stamp if you are applying in a country that is not your country of citizenship. Please complete the following steps:

1. If you are applying for an F-1 or J-1 visa, first pay the SEVIS Fee (J-1 visitors/F-1 students). If required, please refer to the SEVIS fee processing website for more information and to pay the fee.
2. All nonimmigrant visa applicants must complete the Online DS-160 Form to Apply for a Non-immigrant Visa Stamp. To apply for a visa stamp, complete the Online Nonimmigrant Visa Application form (DS-160). Visit the website of the U.S. embassy or consulate where you will apply for a visa to review the information on completing this form. Be sure to print the DS-160 Form confirmation page to bring to your visa interview.
3. All visa applicants must schedule and attend an interview with the U.S. Embassy or Consulate. A list of the U.S. Embassies and Consulates can be found at https://www.usembassy.gov/. The average time it takes to get an appointment to apply for a visa at American Embassies and Consulates around the world can be found on the State Department website. Unfortunately, it is difficult to predict how long it will take to get a visa.  However, it is typical for visas in China or India to take 1-2 months for issuance.

There is general information in many languages on how to apply for a visa in each country of the world, related to each type of visa on this website.  This information can be very useful but keep in mind that if there is a discrepancy between the website and instructions on the US Embassy or Consulate website itself, follow the instructions on the website for the US Embassy or Consulate where you will attend your visa interview.  Items you will almost always need to provide include:

• Valid passport
• Original signed DS-2019 Form (J visitors/dependents), I-20 (F students/dependents), or your I-797 approval notice (H and O workers)
• Copy of offer letter or invitation letter from Scripps Research
• Financial documentation (i.e. scholarship letters, employment verification in your home country, etc.)
• SEVIS fee payment receipt (J visitors/F students)
• Copy of I-129 petition with certified Labor Condition Application (H-1B)
• Photos meeting the requirements
• DS-160 Form confirmation page
• Evidence of ties to your home country to show non-immigrant intent (property, bank account, letter from current employer, etc.)
• CV or resume
• Other documents as required (such as original education documents, etc.)

After you receive your visa stamp, please review it immediately to make sure that it is the correct visa category, the dates in which you can use the visa are appropriate for your program, and that your name and date of birth match the information in your passport. If there is an error, please notify the U.S. Embassy or Consulate right away.

Please do not book any travel arrangements until you have received your stamp. Once you receive your visa stamp, you can book your travel and inform your Scripps Research Department of your arrival date.

For some applicants, further screening is needed before a visa stamp can be issued.  This screening is often referred to as “administrative processing.” Administrative processing simply means that the consular officer feels they need more information to make a decision on your visa stamp application. It is important to understand that additional processing is not a visa denial – it is a delay.  Most administrative processing will be completed within 60 days.

Visa stamp denials are rare. However, if you are denied a visa stamp, you should be provided a written statement outlining the reasons for the denial. If you do not receive one, ask for one. You should also ask the consular officer for a list of documents that could assist you in re-applying for a visa stamp. The ISO can assist with visa denials, but it is important to obtain documented information with the reason for the denial. 

If you experience visa delays, please inform your Scripps Research host department and the ISO.

Canadian citizens do not have to obtain a visa stamp to enter the U.S.  Canadian citizens apply for admission directly at the port-of-entry (border or airport). Please be sure to specifically request entry into the U.S. in the status you are seeking (F-1, H-1B, J-1, etc.), otherwise you may be entered in tourist status. Please present the following documents to the U.S. Customs and Border Protection Officer (USCBP):

1. Original visa documents (DS-2019, I-20, I-797 approval notice)
2. Valid passport
3. Scripps Research offer letter
4. If requesting F-1 or J-1 status, SEVIS fee payment receipt here
5. Financial documentation (if not paid by Scripps Research)
6. Diploma or proof of highest educational degree (TN)
7. CV or resume