STEPS FOR THE HOST DEPARTMENT TO OBTAIN A DS-2019 IMMIGRATION DOCUMENT FOR AN EXCHANGE VISITOR

It is recommended that you begin this process two to three months before the Exchange Visitor's anticipated arrival in the United States. For participants from the People's Republic of China, four to six months are necessary for completing the process due to the time required for visa processing.

International Student & Scholar Services (ISSS) will prepare the Form DS-2019 within two weeks of receipt of all required information from the department. It will take some time for the Exchange Visitor to apply for a visa after receiving the DS-2019 (the amount of time varies depending on location and time of year).

Please consult with the J-1 Responsible Officer in ISSS if the prospective exchange visitor is already in the United States.

Step 1

Follow departmental and university procedures for obtaining permission to hire faculty or to bring research scholars to your department.

Step 2

Send a memorandum via the hiring unit's dean/director to the Dean of Academic Affairs requesting an appointment letter.

Step 3

Provide the Exchange Visitor (EV) with the Immigration Regulations and Considerations packet and information about paying the mandatory SEVIS Fee.

Step 4
Have the EV complete the Exchange Visitor Application Form, and submit financial documents to you.

Financial documents: A minimum of $1,600/month must be available to meet the estimated minimum expenses. Exchange Visitors who will not receive financial support from American University must submit current bank statements or other financial documents verifying their ability to support themselves (and dependents, if applicable) for the duration of their stay in the United States. If the J-1 applicant will be accompanied by dependents, additional support will be required: $5,500/year minimum for spouse, $4,000/year for each child.

Step 5

Attach the appointment letter, dean’s letter and financial documents and forward the entire packet to Human Resources for official hiring.

Step 6

Bring a copy of the packet with the attached DS-2019 request form to the Responsible Officer in ISSS to start the DS-2019 process.

Step 7

ISSS will have the Form DS-2019 ready within two weeks of receipt of all required information from the department.

Step 8

Mail the DS-2019 to the EV. The EV will need the original DS-2019 to apply for a J-1 visa and to enter the U.S. ISSS recommends that you mail the DS-2019 to the EV by Fed Ex, UPS, or DHL.

Step 9

See the checklist of responsibilities for the host department for your responsibilities after the Exchange Visitor's arrival.