Hosting Department's Responsibilities

J-1 scholars

The purpose of the State Department's Exchange Visitor Program is to promote cultural and educational exchange between US citizens and those of other countries. The program provides foreign nationals with opportunities to participate in exchange programs in the US and then return home to share their experiences. Technically, it's not employment, although many J-1 scholars may be paid by Emory.

Because of this, hosting a J-1 exchange visitor comes with some extra responsibilities for your department. Make sure the inviting faculty member and your department are prepared. Responsibilities include:

  1. Understanding the request process for inviting a J-1 exchange visitor and considering the appropriate J category for your scholar.

  2. Verifying English language proficiency. J-1 scholars need to have sufficient English fluency perform their program activities and navigate daily life in the US. There are 3 optoins for verifying English language proficiency during the initial request process: 

    1. A recognized English language test (TOEFL or IELTS);

    2. Signed documentation from an academic institution or English language school (download template letter); or

    3. A documented interview by Emory’s hosting department with the J-1 exchange visitor, either in person or by videoconference (evaluation template).

      If the scholar chooses to take an English test, these are the minimum scores:

      TOEFL (paper) TOEFL (internet) TOEFL (computer) IELTS Pearson
      550 79 213 6 59
  3. Letting ISSS know right away if the J-1 scholar is delayed in arriving in the US. Their SEVIS record will be updated, and a new DS-2019 form will be issued reflecting their correct program dates.

  4. Letting the scholar know that they are required to attend orientation provided by ISSS during their first week at Emory. Orientation info >>

  5. Informing and encouraging the J-1 scholar and any J-2 dependents to purchase and maintain health insurance for the duration of their stay in the US. If they don't, they could lose their immigration status.

  6. Providing cultural and educational opportunities for the J-1 scholar and any J-2 dependents.

  7. Evaluating the scholar's progress in their exchange program by submitting a signed copy of the J-1 scholar program evaluation form annually and at the conclusion of their program. ISSS will email you and the scholar a copy of the form 3 weeks before the it is due each year.

  8. Notify ISSS (isss@emory.edu) within 24 hours of any serious problem or controversy. This includes anything that could be expected to bring the Department of State, the scholar, or Emory’s exchange visitor program into notoriety or disrepute, including including conviction of a crime, potential litigation related to a Emory’s J-1 program in which the scholar may be a named party, serious accident or injury, or sexual abuse allegations.
  9. Reporting any changes in the scholar's program—including finances, end date, site of activity, duties, Emory department, etc.—to ISSS and getting approval in advance. Learn more >>

  10. Reporting any changes to the J-1 scholar and J-2 dependent's (if applicable) contact information—including physical and email addresses and phone numbers—to ISSS within 10 calendar days.
  11. Reporting any out-of-country activity related to the exchange program in ISSS Link if the scholar will be outside the US for more than 30 days for that activity. Each time a J-1 exchange visitor is outside the US for more than 30 days as part of the exchange program, ISSS must record it in SEVIS.

  12. Reporting if any scholar's J-2 dependent(s) permanently leave the US before the DS-2019 program end date.
  13. Submitting a J-1 end of program e-form through ISSS Link when the scholar finishes their exchange program at Emory.

H-1B scholars

  1. Understanding the request process for inviting an H-1B scholar and gathering the required documentation.

  2. Paying these fees for the H-1B petition:
    1. I-129 filing fee

    2. $500 anti-fraud fee

    3. Premium processing fee, if needed

  3. Letting ISSS know right away if the scholar is delayed in arriving in the US.

  4. Letting the scholar know that they are required to attend orientation provided by ISSS during their first week at Emory. Orientation info.

  5. Reporting any changes in the scholar's employment—including salary, full time vs. part time, end date, duties, work location, Emory department, etc.—to ISSS and getting approval in advance. Learn more.

  6. Following appropriate procedures during a government site visit. Learn more about these steps. 
  7. Submitting an H-1B end of employment e-form through ISSS Link before their employment end date, or requesting an extension at least 8 months before the original end date of their H-1B approval period.

  8. Paying transportation costs for the scholar's return home if your department dismisses them from employment before their H-1B approval end date.

O-1 scholars

  1. Contact ISSS for instructions on how to process an O-1 request and for a referral to an outside attorney.

  2. Ensure that ISSS receives copies of all documentation related to the petition, including receipt and approval notices. The outside attorney will also need to provide a copy of the I-129 form, cover letter, and G-28 before filing, so that ISSS can review and sign.

  3. Letting the scholar know that they are required to attend orientation provided by ISSS during their first week at Emory. Orientation info >>

  4. Reporting any changes in the scholar's employment—including salary, full time vs. part time, end date, duties, work location, Emory department, etc.—to an outside immigration attorney in advance. Learn more >>

  5. Paying transportation costs for the scholar's return home if your department dismisses them from employment before their O-1 approval end date.

TN scholars

  1. Understanding the request process for inviting a TN scholar and gathering the required documentation.

  2. Paying the I-129 filing fee for the TN petition if the scholar decides to petition from within the US (instead of traveling to Canada or Mexico and applying for TN status at the port of entry).
  3. Providing a copy of the TN scholar's offer letter to ISSS for review before sending it to the scholar or filing the I-129.

  4. Letting the scholar know that they are required to attend orientation provided by ISSS during their first week at Emory. Orientation info >>

  5. Reporting any changes in the scholar's employment—including salary, full time vs. part time, end date, duties, work location, Emory department, etc.—to ISSS and getting approval in advance. Learn more >>