Keep reading for general information about the important steps to take during your exchange program. You and your Program Officer will have also discussed this during your webcam orientation. Remember that you can find all the information you need in your Exchange Visitor Program Manual.
SEVIS Validation
SEVIS validation is the first thing to take care of once you have arrived in the United States and begun your exchange program on your designated start date. You and your host organization should watch for an email from your Program Officer on your first day. IA&A must validate your J-1 visa status in SEVIS within 30 days of the program start date listed on the Form DS-2019. If this does not happen within 30 days, your status will become invalid and you will need to depart the country.
In order to validate your status in SEVIS, IA&A must have the following:
- Confirmation from your host organization that you have begun your exchange program.
- The address where you are living in the United States and a personal (cell) telephone number.
Exchange visitors are required to inform IA&A whenever your address or telephone number changes, or if you intend to be out of the country for more than two weeks.
Social Security Number
As soon as your J-1 visa status has been validated in SEVIS, you will be eligible to apply for a Social Security Number (SSN). This step is only required if you are receiving monetary compensation from your host organization, but you may also apply for a SSN even if your exchange program is unpaid.
Your Program Officer will send you instructions for applying for a SSN after you have been validated in SEVIS. You can also find this information in your Exchange Visitor Program Manual.
Important: Remember that you should not apply for the SSN until you have been validated in SEVIS and until IA&A tells you to apply. If you try to apply before this, you risk creating extra complications for the SSN application.
Evaluations
IA&A will send you and your host organization mid-program and final program evaluations to complete. These must be completed, signed, and returned to IA&A on time as per Department of State regulations. Failure to promptly complete and return these evaluations could compromise your J-1 visa status. Additionally, these evaluations are extremely important for the continuation of exchange programs like ours!
For programs that are shorter than 6 months, IA&A may waive the requirement for a mid-program evaluation. You are still responsible for completing the final program evaluation.
Travel
Traveling Outside of the United States
Exchange visitors must submit a travel validation request to IA&A at least 2 weeks before traveling outside of the United States.
To request the travel validation signature, please send an email to your Program Officer with the following:
- Subject: Your Name - Travel Validation
- Your departure and return travel dates to the US.
- A scanned copy of your original or most recent DS-2019.
- Your supervisor CC'ed in the email so we can confirm your travel dates with them.
After IA&A confirms your travel dates with your supervisor, we will return your DS-2019 via email with the travel signature. The travel signature is valid for one year.
IA&A must receive your travel validation request at least 2 weeks before your date of departure so we can confirm your active status at your host organization and return the Form DS-2019 to you before departure. Your Exchange Visitor Program Manual includes detailed instructions on how to submit a travel validation request.
Traveling Within the United States
Although you do not need travel validation to travel within the United States, exchange visitors should discuss your plans with your host organization and notify your Program Officer of your travel plans. We recommend that you keep your original Form DS-2019 and passport with you while traveling within the United States.
Host organizations and exchange visitors must contact IA&A regarding any requested changes, including but not limited to changes in program dates, weekly hours, supervisor contacts, monetary and non-monetary compensation, or program activities. IA&A must approve any program changes in advance.
You can find detailed information on requesting an extension and/or change of host organization in your Exchange Visitor Program Manual.
Not sure if your change requires approval? It can’t hurt to ask! Email your Program Officer to confirm. Failure to contact IA&A prior to implementing the requested changes may compromise your visa status.
Final Evaluations
In addition to your mid-program evaluation(s), you and your host organization must submit your final program evaluations before the last day of your exchange program. If evaluations are not promptly submitted, it may affect your host organization’s ability to host future exchange visitors.
Program evaluations are required by the Department of State and are an important tool in supporting future cultural exchange opportunities for exchange visitors like you! IA&A will not issue a Certificate of Completion until all evaluations have been completed.
Program End Date and 30-Day Grace Period
An exchange visitor’s J-1 visa status in the United States is dependent upon the Form DS-2019. This means that, regardless of the date on the visa, your program end date is the date on the Form DS-2019. Exchange visitors may not participate in any activities following the end date on the Form DS-2019.
The day immediately following your program end date will be the first day of your 30-day grace period. You must exit the United States on or before the last day of your grace period. The 30-day grace period is for packing and travel within the United States. You cannot travel abroad and re-enter the United States on your J-1 visa during your 30-day grace period.
Departure Travel Itinerary
The Exchange Visitor Program is solely for temporary internship, training, research, and other exchange programs in the United States. While we hope our exchange visitors have an incredible experience, we will need to confirm that you will be leaving the United States following the completion of your program and 30-day grace period. Exchange visitors must include a departure itinerary with the submission of the final evaluation.
Alumni Interviews and Certificate of Completion
IA&A will contact you approximately 6 months or later after your program has ended to interview you about your experience and how it has affected your career abroad.
After the interview and if you have completed your exchange program in good standing (meaning you have followed all the program regulations and requirements of the Department of State’s and IA&A), you have the option of requesting a Certificate of Completion that confirms that you have successfully and thoroughly completed your exchange program.
IA&A cannot issue your certificate unless all outstanding evaluations and requested documents have been received. Please email your Program Officer if you need to request this certificate before the alumni interview.