Receive Your Form DS-2019

Before you can apply for your J-1 or J-2 visa, you need your immigration or "enabling" document, the Form DS-2019, Certificate of Eligibility for Exchange Visitor (J-1) Status. Your Form DS-2019 explains the purpose of your visit to the U.S. After you receive your Form DS-2019 from DIS, make sure that all of your personal information is correct. The Student and Exchange Visitor Information System ​(SEVIS) Number (located in the top right corner of your Form DS-2019) and the program number will be used in your visa application.                                      

If you are sponsored by NIH, you and any dependents will receive your Form DS-2019(s) after DIS has finished processing the case received from your NIH Institute/Center.                                       

If you are not sponsored by NIH, contact your sponsoring organization for information on receiving your Form DS-2019 and applying for a J-1 Visa.                                       

Submit Online Visa Application & Schedule Interview Appointment

Online Application – Submit the DS-160 Non-Immigrant Visa Application directly to a U.S. Embassy or Consulate. You will also need to submit a photograph that meets specific requirements. Include any dependents on your DS-160 application.​
             

Interview Appointment – Visit the website of the U.S. Embassy or Consulate where you will be interviewed for instructions on setting up a non-immigrant visa interview appointment.                                    

Wait Times – Visit the DOS website for information on these Visa Appointment & Processing Wait Times for the U.S. Embassy or Consulate handling your visa application.                                    

Fee Exemption – NIH-sponsored J-1 Exchange Visitors and their dependents are exempt from certain visa fees. DIS provides a J-1/J-2 Fee Exemption Notice you can include with your visa application. Please note, it can be difficult to schedule a visa appointment at a U.S. Embassy or Consulate without paying the visa fee, especially if you are using an online system. Here are some tips:                                   

• Check the U.S. Embassy or Consulate ​website for information on making special appointments, sometimes called “Legacy Appointments”. If that information is not available, you could follow the procedures for scheduling emergency appointments.
• At smaller consulates you may need to schedule your appointment over the phone so that you can explain that you are a government-sponsored J-1 Exchange Visitor.

If you are still having trouble making an appointment, contact us to see if we have any information on the specific U.S. Embassy or Consulate.                                   

Attend Interview Appointment

Required Documents – You and any dependents will need to bring your passports, Form DS-2019s, and the invitation letter sent to you by DIS to your interview appointment. You should also check with the U.S. Embassy or Consulate where you will be interviewed for specific instructions on the required documents you should bring. Some U.S. Embassies and Consulates list the Form DS-7002 as a required document, but this form is only for J-1 trainees or interns, so you do not need to complete it.                                         

Note: Some U.S. Embassies and Consulates do not require in-person interviews for renewals. Check the instructions on the U.S. Embassy or Consulate’s website to find out.                                       

U.S. Embassy or Consulate Processes J-1 Visa Application

Wait Times – Look up Visa Appointment & Processing Wait Times for the specific U.S. Embassy or Consulate processing your visa application.                                       

Common Reasons for Visa Delays/Denial -                                        

1. - 221(g) Incomplete Application or Supporting Documents (also referred to as Administrative Processing – see additional information below)
1. The consular officer cannot determine with the information submitted that an applicant is eligible for a visa.
2. - 214 (b) Intent to Immigrate
1. J-1 Exchange Visitors must provide sufficient evidence of strong ties to the home country which would compel departure from the United States at the end of the program.

Administrative Processing – Some visa applications are subject to more extensive checks, referred to as “Administrative Processing,” that may delay visa processing by several days to several weeks or longer. See the Department of State (DOS) Administrative Processing Information webpage for more information.                                        

DIS is unable to intervene in administrative processing. Visa applicants are reminded to apply early for their visas, well in advance of the anticipated travel or start date. Prepare for potential delays in the visa appointment and visa issuance process.                                       

Notify DIS of Long Delays – Notify DIS of administrative processing lasting longer than 90 days. If a prospective scientist’s visa application is undergoing administrative processing, DIS can adjust the NIH start date as appropriate. After the visa is issued, notify DIS of the new start date and we will adjust award/appointment dates as needed.                                        

J-1 or J-2 Exchange Visitors Sponsored by the NIH – DIS will update program dates in SEVIS for J-1s/J-2s who need to change their start date due to visa delays. DIS will provide an updated Form DS-2019 upon arrival to NIH. Do not request an updated Form DS-2019 from DIS unless it is explicitly requested by the Embassy or Consulate.                                       

Make Travel Arrangements

It is important that you do not make any travel arrangements until after you receive your J-1 or J-2 visa. If you need to purchase tickets before then, consider tickets that can be changed easily.                                       

After you receive your J-1 or J-2 visa, you can confirm your travel plans. You may enter the U.S. up to 30 days before the start date on your Form DS-2019. See the Check-In with DIS webpage for more information.                                       

Our Welcome to the DC Area webpage is designed to help connect you with local resources.                                       

Enter the United States

United States Port of Entry Inspection – When you arrive at a U.S. port of entry, you and any dependents will go through an immigration and customs inspection with a Department of Homeland Security, Customs and Border Protection (CBP) Officer. During the inspection, you will be asked to describe the purpose of your visit and provide documentation to support your entry. Make sure to hand-carry the following documents to present to the CBP officer:   ​                                     

• Your and your dependents’ passports
• Your and your dependents’ Form DS-2019s
• Your invitation letter from DIS/NIH
• Evidence of your relationship with your dependents (marriage or birth certificate)

More information about what to expect is available on the CBP website.                                       

Passport Admission Stamp – Once admitted to the U.S., the CBP Officer will provide you an “immigration status” by stamping your passport (and any dependents' passports) with your J-1 or J-2 immigration status, date of entry, port of entry, and any special conditions that may apply to your stay. The admission stamp should be marked as “D/S,” or “Duration of Status,” meaning that you can remain in the U.S. until the end date (or “to” date) on your DS-2019. Please note that some ports of entry are no longer issuing an entry stamp. If you do not receive an entry stamp, this is not at issue.                                        

Form I-94 Arrival/Departure Record – Your admission information is also used to generate your electronic Form I-94 Arrival/Departure Record which you will need to print for your records. Your Form I-94 will be marked, “D/S,” matching your admission stamp. See the DIS Form I-94 Handout for more details.                                        

Check-In with DIS

Beginning Your NIH Position – You must check in with DIS before beginning your position at NIH. See the Check-In with DIS webpage for more information.                                       

Re-Entering the U.S. After Travel – DIS needs to review any new immigration documents to check for accuracy and to make sure your DIS record is updated. Send DIS copies of your and your family’s new passport admission stamps, your electronic Form I-94 Arrival/Departure Records, and your new U.S. entry visas (if applicable).                                       

Dependents – Notify DIS when your J-2 dependents arrive in the U.S. If you previously requested a Form DS-2019 for a dependent who is no longer going to seek or stay in J-2 status, inform DIS so our office can update their SEVIS record. If you want to add more J-2 dependents, instructions are available on our J-2 Dependents webpage.                                       

Frequently Asked Questions

What agencies are involved with U.S. visas and the U.S. immigration system in general?

The U.S. Department of State (DOS) is the agency charged with issuing visas. DOS oversees U.S. Embassies and Consulates throughout the world.

There are additional U.S. government agencies involved in providing immigration services or immigration-related services. Depending on your non-immigrant classification, various agencies may be involved. Some of the most common are:

• DHS - Department of Homeland Security
  
• CBP - Customs and Border Protection
• USCIS - United States Citizenship and Immigration Services
• ICE - Immigration and Customs Enforcement
• DOL - Department of Labor

I will be arriving for the first time at NIH. When should I book my airline ticket?

In general, it is a good idea to wait until you receive your nonimmigrant visa to book your airline tickets. If you decide to book your flight earlier, you will likely want to include the option to change your travel dates with a fee in the event that your visa is delayed.

If you are "visa exempt" - that is, you are not required to obtain a visa before entering the United States - you can make your travel arrangements after receipt of your immigration or enabling document. The enabling document helps define the purpose of your visit to the U.S. Citizens of Canada, for example, are "visa exempt".

The date that I planned to arrive to NIH has changed. What should I do?

Please coordinate any change to your arrival date with your sponsor/supervisor and administrative staff with your NIH Institute/Center/Office (ICO). Also notify DIS of this change.

What is a visa?

A visa is a document stamped into a person's passport that enables them to request permission to enter the country that issued the visa.  It is commonly referred to as a “visa stamp" or “visa foil." A valid U.S. visa allows you to request permission to enter the U.S. from a Department of Homeland Security (DHS), Customs and Border Protection (CBP) inspector when you travel to a U.S. port of entry, such as an airport or land border crossing. While having a visa does not guarantee entry to the U.S, it does indicate that a consular officer at a U.S Embassy or Consulate abroad has reviewed your eligibility to seek entry to the U.S. for a specific purpose.

Most individuals are issued “nonimmigrant" visas. These visas allow for a temporary stay in the U.S.

If you hold a visa valid for multiple entries (indicated by the letter “M" under “Entries" on the visa stamp), you may make repeated trips to the U.S. for travel for the same purpose. This means that as long as the visa has not expired, and you have maintained your status while inside the U.S., you may use the same visa for its entire validity. If your visa includes a specific number under “Entries" on the stamp, you may only use that visa for the number of entries listed. For information on maintaining status, please see our website.

Additional visa information, including a sample visa, is available from the Department of State (DOS).

NOTE: Certain individuals, such as citizens of Canada, are considered “visa exempt." In other words, they are not required to obtain a visa before travel to a U.S. port of entry. Such individuals must still request permission to enter the U.S. from the CBP inspector.

How do I obtain a visa?

To obtain a visa, submit a visa application directly to a U.S. Consulate or U.S. Embassy in your country of nationality or residence. Only a U.S. Consular Officer employed by the Department of State (DOS) has the authority to issue visas. See the U.S. Embassy website for more information.

If you have eligible dependent family members, it is suggested that your family members apply for their visas with you; however, separate applications are permissible.

When completing the visa application (or any U.S. government form), please enter your name exactly as it appears per your passport. Having several forms with your name spelled differently can cause significant problems after your arrival to the U.S., so please be very careful. 

During the visa application process, the burden of proving your eligibility for the visa lies solely with you.  In some cases, you may be asked to demonstrate your intent to return to your home country after your stay in the U.S.; this is known as "nonimmigrant intent." 

Must I apply for my visa in my home country?

Yes, you must apply for a visa in your country of nationality or residence. 

When should I apply for my visa? 

Apply for your visa after you receive the necessary immigration or enabling documents from the Division of International Services (DIS).  An enabling document defines the purpose of your visit to the U.S. to the Consular Officer. For example, individuals sponsored by NIH as J-1 Exchange Visitors are issued the enabling document known as the Form DS-2019, Certificate of Eligibility for Exchange Visitor (J-1) Status. For H-1B Temporary Workers or O-1 Aliens of Extraordinary Ability, the enabling document is the Form I-797 Approval Notice issued by the U.S. Citizenship and Immigration Services (USCIS). 

After receivi​ng your enabling document, check for any errors. Carefully review your biographical information and ensure your name appears as per your passport.  Notify DIS of any errors on your enabling document before traveling to the U.S.    ​

I have heard that I do not need to pay certain fees for obtaining a visa. Is this true? 

Fees vary depending upon the visa type and your country of origin. Check with the nearest U.S. Embassy or Consulate regarding the payment of fees. 

If you are sponsored by NIH as J-1 Exchange Visitor, you are exempt from certain visa fees. Refer to our J-1 Fee​ Notice for more details. You must contact the Consulate directly to make your  visa appointment as indicated on the website.   

What is the timeline for getting a visa from the U.S. Embassy or Consulate? 

The Department of State (DOS) Visa Wait Times provides typical processing times based on the specific U.S. consulate and the nonimmigrant visa type. 

Occasionally, your visa may take longer than the posted time if the Consular Officer determines that your application requires further review, otherwise known as “administrative processing." 

After receiving your visa, check to ensure that your biographical information and visa class are correctly listed.  Notify the U.S. Consulate of any errors before traveling to the U.S.   

I have been told that I was selected for “administrative processing," which will delay issuance of my visa. Can NIH or DIS help expedite this process? 

Some visa applications require further “administrative processing" due to security or technology checks, which often result in delays of 30 - 120 additional business days (or more, in some cases). The timeline will vary based on the individual circumstances of each case. 

Unfortunately, NIH and DIS are not able to expedite administrative processing.    

How soon can I enter the U.S.? 

Once you have obtained your visa, you can make arrangements to travel to the U.S.  If you are visa exempt (such as a citizen of Canada), you can make your travel arrangements after receiving your enabling document from DIS. 

U.S. immigration regulations allow you to enter the U.S. within a certain amount of time, depending upon your enabling document. Review the chart below for your immigration status.  Make sure that you do not pack your passport and enabling document in your checked luggage.  You must present them for entry into the U.S. 

*NOTE: H-1B and O-1 Temporary Workers who decide to enter BEFORE the start date listed on the Form I-797 cannot begin employment until the actual start date listed on the I-797. 

What can I expect when entering the U.S. at a port of entry? 

Review the DIS website for more information.  

I just entered the U.S. and need to access my Form I-94 Arrival/Departure Record. How do I access the form? What is the purpose of this form? 

The Form I-94 Arrival/Departure Record is a document that allows the U.S. Department of Homeland Security (DHS) to track your entry to and exit from the United States. It also serves as evidence of your lawful entry into the U.S.. It summarizes your U.S. admission information: 

• ​​​ Date of entry;
• Class of admission (which corresponds to your immigration status);
• Length of stay you may remain in the U.S.

You can access your Form I-94 and complete travel history on the CBP website. Please review our For​m I-94 Automation handout for more information.

Whenever you must travel internationally during your stay in the U.S., a new I-94 will be electronically generated upon your re-entry to the U.S. You should always submit your most recent I-94 to DIS when you return from any international travel.

I have heard that I may need a “Social Security Number" during my stay in the U.S. What is this number and do I really need it?

A Social Security Number (SSN) is an identification number used to keep a record of an individual's earnings in the U.S. It is also used for tax reporting purposes and commonly used as a national identification number. Individuals in certain visa classifications may be eligible to apply for the SSN.

Please review our Social Security Number Overview handout for more information.

I have just arrived at NIH. When can I begin my research?

Before you can begin your research, you must check in with DIS. Our office will verify that you were lawfully admitted to the United States in the correct immigration status and have the proper work authorization to undertake activities at NIH.

All new arrivals, both NIH employee and non-employee categories, should consult our check-in proceduresfor further information.