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Immigration regulations require the university to validate the arrival of exchange visitors in J-1 status in the United States in SEVIS within 30 days of the program start date indicated on their DS-2019. 听

To meet this requirement, scholars must complete the following e-forms (available in their MyISSS portal in the J-1 Scholar Services section):

• Exchange Visitor Scholar Orientation & Quiz E-Form
  • Can be completed prior to the DS-2019 start date, but only AFTER arrival in the United States in J-1 status
• Immigration Check-In E-Form
  • Must be completed after arrival in the U.S. in J-1 status or transfer to CU Boulder

If an exchange visitor scholar hosted by your department will arrive I the U.S. later than the DS-2019 start date, please contact the ISSS advisor assigned to your department as the scholar's SEVIS record may need to be updated.

Failure to complete the immigration check-in process with ISSS within 30 days of the DS-2019 start date will result in the cancelation of an exchange visitor's SEVIS record and J-1 status in the United States.听

听

This information applies only for the extension of an exchange visitor program/DS-2019 of a scholar currently at CU听Boulder.

The DS-2019 Extension e-form group must be completed at least 4-6 weeks in advance of the program end date indicated on the scholar鈥檚 current DS-2019 to allow time to address any export control concerns and for ISSS processing.

DS-2019 Extension Checklist

• A complete DS-2019 Extension request requires the department administrator, host supervisor, department chairperson, Office of Export Controls, and the exchange visitor to complete e-forms.

• The updated DS-2019 must be issued by ISSS prior to the current DS-2019 end date.听

Before initiating a DS-2019 extension request, departments must:

Confirm the exchange visitor's extended program end date will not exceed maximum participation limits for their J-1 exchange visitor category (see Scholar Exchange Visitor Categories chart above).

• Consult the ISSS advisor assigned to your department if you have questions.

Confirm the exchange visitor has not obtained a waiver of the 212(e) two-year home residence requirement

• Once an exchange visitor receives a U.S. Department of State recommendation for a 212(e) waiver, they are no longer eligible for a J-1 exchange visitor program DS-2019 extension.

Confirm the exchange visitor has adequate funding for the duration of the extension period.

Confirm the exchange visitor will continue working towards the original exchange visitor program goals and objectives, indicated on their DS-2019 Request, during the extension period.

Take the necessary steps in HCM to update the scholar's HCM record (directly or with the assistance of the HR Service Center) to reflect the extended exchange visitor program.

• for position/POI records you do not want terminated

  • Departments that are HRSC-supported:

    • Submit a request to HRSC to update the appointment end date update.

    • Provide the scholar's first and last name, employee ID, POI confirmation, new appointment end date, sponsoring department, and sponsor's position number.

  • Departments that are not HRSC-supported:

    • Update the end date in HCM utilizing the 鈥楳aintain Person of Interest鈥� page; or

    • Contact the HRSC for assistance

1. Compile the exchange visitor program details for the extension period
   • If the prospective exchange visitor will be paid by CU Boulder and/or the original offer letter had an end date listed or any other changes have been made to the exchange visitor's position (e.g., salary, title, etc.):
     • 听 Obtain a fully signed university offer letter including addendums (if applicable) from HR/OFA.
   • If the terms of the exchange visitor program (e.g., goals, objectives, supervisor, funding source) have changed for the extension period:
     • Provide the exchange visitor with an updated Exchange Visitor Program Summary document (on department letterhead).
   • If the host department/ research institute has an internal export control review process:
     • Obtain internal export control review documentation.
       • LASP: Greg Steele (Gregory.Steele@lasp.colorado.edu)
       • CIRES: Ted de Maria (demaria@colorado.edu) and Cameron Walker (cameron.walker@colorado.edu)
     • Internal export control review documentation must be uploaded in the Export Control Review e-form and reviewed by the Office of Export Control.
   • If the exchange visitor seeking a DS-2019 extension is abroad, the host supervisor must upload 鈥媋 letter to support the request to extend the exchange visitor program while the exchange visitor is outside the U.S. Include the following:
     • A statement that the collaboration with CU will continue and that the exchange visitor program goals and objectives will continue to be pursued while the exchange visitor is absent;
     • An explanation of the benefit conferred to CU while the exchange visitor is absent; and
     • A justification for keeping the exchange visitor program active while the exchange visitor is outside the U.S.
       听
2. Initiate the DS-2019 Extension e-form group in the MyISSS Departmental Services portal.
   • You will need to enter the scholar鈥檚 University/Employee ID and date of birth to link the request to the scholar鈥檚 record.
     听
3. To return to an already initiated DS-2019 Extension request, click on 鈥淢y Current Cases鈥� tile under 鈥淟ists鈥� in the Departmental Services portal to access the request.听听

A complete DS-2019 Extension request requires the submission of 9 individual e-forms.听

• Complete the Host Department Information (Extension) e-form.
  • For DS-2019 Extension requests, this e-form does not have to be approved by ISSS in order to submit the remaining e-forms in the request.

• If the host supervisor is not full-time CU faculty/staff:

  • Also submit the CU Boulder Supervisor Form.

• Complete the Program Information & Details (Extension) e-form.

• Complete the Departmental Administrator: Departmental Responsibilities & Attestation (Extension) e-form.

  • Upon your submission of the Departmental Administrator: Departmental Responsibilities & Attestation e-form, the scholar will receive an email requesting that they complete the scholar e-forms included in the DS-2019 Extension request. Please monitor the status of their submission on their DS-2019 Extension request e-form group landing page and follow-up if necessary.

    • The exchange visitor must submit the scholar e-forms.

      • The department cannot submit these e-forms on the exchange visitor's behalf as there are attestations that were developed specifically for the exchange visitor.

  • If you would like to email the scholar directly or they indicate they did not receive the MyISSS email, direct them to log into their MyISSS portal, click on Departmental Services on the left navigation, then click on the DS-2019 Extension (Scholar) tile. Within the DS-2019 Extension (Scholar) screen, instruct them to scroll down and click on the already initiated DS-2019 Extension (Scholar) request (not the Start a New Request link).

• Open the Host Supervisor: Departmental Responsibilities & Attestation (Extension) e-form, enter the name and email address of the person who will supervise the exchange visitor during the extension period, and submit the e-form.

• Open the Department Chairperson: Departmental Responsibilities & Attestation (Extension) e-form, enter the name and email address of your departmental or research institution chairperson, and submit the e-form.

• Do not initiate the Export Controls Review (Extension) e-form until all prior required e-forms are in pending or submitted status. For DS-2019 Extension requests, ISSS does not need to approve the Host Department Information e-form for departments to submit the Export Controls Review e-form.

  • The Export Controls Review (extension) e-form is pre-populated with the Office of Export Controls (OEC) information. Click on "Submit" to send the e-form to OEC. Typical processing by OEC is 5 to 6 weeks.

  • Departments that have an internal export control review must also upload documentation of the completed internal review in the e-form.

Accessing an Already Initiated DS-2019 Extension Request

To return to an already initiated DS-2019 Extension request, click on 鈥淢y Current Cases鈥� tile under 鈥淟ists鈥� in the Departmental Services portal to access the request.听

• Do not attempt to access an already initiated DS-2019 Extension request by clicking on the 鈥淒S-2019 Extension (Scholar)鈥� tile under 鈥淭asks鈥� in the Departmental Services portal, as this may create a duplicate request and the information required to extend a DS-2019 may be spread across multiple requests.
  • This will have to be manually corrected by the department which will slow the processing of the DS-2019 extension as all information must be on a singular request.

This information applies to the case where a current CU Boulder J-1 exchange visitor scholar is transferring to a new CU Boulder department to continue to pursue the original exchange visitor program goals and objectives.

The DS-2019 Request (Internal Transfer) e-form group must be completed at least 4-6 weeks in advance of the program end date indicated on the scholar鈥檚 current DS-2019 to allow time to address any export control concerns and for ISSS processing.

DS-2019 Request Checklist- Internal Transfer

• A complete DS-2019 Request (Internal Transfer) requires the department administrator, host supervisor, department chairperson, Office of Export Controls, and the exchange visitor to complete e-forms.

• The updated DS-2019 must be issued by ISSS.听

Before initiating a DS-2019 Request (Internal Transfer), departments must:

Confirm the exchange visitor's program end date will not exceed maximum participation limits for their J-1 exchange visitor category (see Scholar Exchange Visitor Categories chart above).

• Consult the ISSS advisor assigned to your department if you have questions.

Confirm the exchange visitor has not obtained a waiver of the 212(e) two-year home residence requirement

Confirm the exchange visitor has adequate funding for the duration of the exchange visitor program.

Confirm the exchange visitor will continue working towards the original exchange visitor program goals and objectives, indicated on their initial DS-2019 Request, in the new department.

Take the necessary steps in HCM to update the scholar's HCM record (directly or with the assistance of the HR Service Center) to reflect the new department and exchange visitor program information.

• for position/POI records you do not want terminated

  • Departments that are HRSC-supported:

    • Submit a request to HRSC to update the appointment end date update.

    • Provide the scholar's first and last name, employee ID, POI confirmation, new appointment end date, sponsoring department, and sponsor's position number.

  • Departments that are not HRSC-supported:

    • Update the end date in HCM utilizing the 鈥楳aintain Person of Interest鈥� page; or

    • Contact the HRSC for assistance

1. Compile the听 J-1 exchange visitor program details for the program in the new department听
   • If the exchange visitor will be paid by CU Boulder and/or the original offer letter had an end date listed or any other changes have been made to the exchange visitor's position (e.g., salary, title, etc.):
     • 听 Obtain a fully signed university offer letter including addendums (if applicable) from HR/OFA.
   • Provide the exchange visitor with an updated Exchange Visitor Program Summary document (on department letterhead).
   • If the host department/ research institute has an internal export control review process:
     • Obtain internal export control review documentation.
       • LASP: Greg Steele (Gregory.Steele@lasp.colorado.edu)
       • CIRES: Ted de Maria (demaria@colorado.edu) and Cameron Walker (cameron.walker@colorado.edu)
     • Internal export control review documentation must be uploaded in the Export Control Review e-form and reviewed by the Office of Export Control.
   • If the exchange visitor is abroad, the host supervisor must upload 鈥媋 letter to support the request to extend the exchange visitor program while the exchange visitor is outside the U.S. Include the following:
     • A statement that the collaboration with CU will continue and that the exchange visitor program goals and objectives will continue to be pursued while the exchange visitor is absent;
     • An explanation of the benefit conferred to CU while the exchange visitor is absent; and
     • A justification for keeping the exchange visitor program active while the exchange visitor is outside the U.S.
       听
2. Initiate the DS-2019 Request (Internal Transfer) e-form group in the MyISSS Departmental Services portal.
   • You will need to enter the scholar鈥檚 University/Employee ID and date of birth to link the request to the scholar鈥檚 record.
     听
3. To return to an already initiated request, click on 鈥淢y Current Cases鈥� tile under 鈥淟ists鈥� in the Departmental Services portal to access the request.听听

A complete DS-2019 Request (Internal Transfer) request requires the submission of 9 individual e-forms.听

• Complete the New Host Department Information (Internal Transfer) e-form.
  • For internal transfer DS-2019 Requests, this e-form does not have to be approved by ISSS in order to submit the remaining e-forms in the request.

• If the host supervisor is not full-time CU faculty/staff:

  • Also submit the CU Boulder Supervisor Form (Internal Transfer).

• Complete the Program Information & Details (Internal Transfer) e-form.

• Complete the Departmental Administrator: Departmental Responsibilities & Attestation (Internal Transfer) e-form.

  • Upon your submission of the Departmental Administrator: Departmental Responsibilities & Attestation e-form, the scholar will receive an email requesting that they complete the scholar e-forms included in the DS-2019 Request (Internal Transfer). Monitor the status of their submission on their DS-2019 Extension Request听(Internal Transfer) e-form group landing page and follow-up if necessary.

    • The exchange visitor must submit the scholar e-forms.

      • The department cannot submit these e-forms on the exchange visitor's behalf as there are attestations that were developed specifically for the exchange visitor.

  • If you would like to email the scholar directly or they indicate they did not receive the MyISSS email, direct them to log into their MyISSS portal, click on Departmental Services on the left navigation, then click on the DS-2019 Request (Internal Transfer) tile. Within the DS-2019 Request (Internal Transfer) screen, instruct them to scroll down and click on the already initiated DS-2019 Request (Internal Transfer) request (not the Start a New Request link).

• Open the Host Supervisor: Departmental Responsibilities & Attestation (Internal Transfer) e-form, enter the name and email address of the person who will supervise the exchange visitor during the extension period, and submit the e-form.

• Open the Department Chairperson: Departmental Responsibilities & Attestation (Internal Transfer) e-form, enter the name and email address of your departmental or research institution chairperson, and submit the e-form.

• Do not initiate the Export Controls Review (Internal Transfer) e-form until all prior required e-forms are in pending or submitted status. For internal transfer DS-2019 requests, ISSS does not need to approve the New Host Department Information e-form for departments to submit the Export Controls Review e-form.

  • The Export Controls Review (Internal Transfer) e-form is pre-populated with the Office of Export Controls (OEC) information. Click on "Submit" to send the e-form to OEC. Typical processing by OEC is 5 to 6 weeks.

  • Departments that have an internal export control review must also upload documentation of the completed internal review in the e-form.

Accessing an Already Initiated Request

To return to an already initiated request, click on 鈥淢y Current Cases鈥� tile under 鈥淟ists鈥� in the Departmental Services portal to access the request.听

• Do not attempt to access an already initiated request by clicking on the 鈥淒S-2019 Request听(Internal Transfer)鈥� tile under 鈥淭asks鈥� in the Departmental Services portal, as this may create a duplicate request and the information required to transfer an exchange visitor program to a new department may be spread across multiple requests.
  • This will have to be manually corrected by the department which will slow the processing of the DS-2019 request as all information must be on a singular request.

Upon Completion/Early Departure/Transfer of J-1 Exchange Visitor Program:

• Departments and scholars听are required to report to ISSS when the scholar terminates work, giving us the date of departure from the university if known. Reporting of termination is especially important in regards to听the extended stays that can be authorized for exchange visitors.
• The J-1 exchange visitor scholar must inititate the听 End of Program e-form (available in the exchange visitor's MyISSS portal) prior to their DS-2019 end date. The host supervisor will be emailed a copy of the e-form to sign.听
  • Transfers need to be initiated听1 month before the requested transfer-out date.
    • Exchange visitor scholars must complete the Transfer Out (Scholar) e-form (available in the exchange visitor's MyISSS portal) to initiate the SEVIS record transfer.