All non-FTE Visiting Program (VP​) participants must check in with DIS before starting their NIH award or assignment. During the check-in process, DIS verifies that scientists have the appropriate immigration documentation to conduct research at NIH.

The DIS check-in process is completed online​​. Scientists must be present in the United States to check in with DIS. DIS only accepts​ check-in submissions by NIH administrators via the DIS Case Submission SharePoint or​ the DIS Customer Portal.

Scientists should contact their NIH Institute/Center/Office (ICO) administrators to report their arrival to the United States and initiate the DIS check-in process. ICO administrators send DIS the required check-in documentation and provide further guidance to the scientist, including when the scientist can report to NIH campus.

Check-In Timelines

The scientist’s official NIH start date is listed on the invitation letter issued by DIS. On or before the start date, their administrator must submit the check-in documentation to DIS. Refer to “Required Documents” below. J-1 Exchange Visitors must be checked in with DIS within 30 days of their arrival in the United States.

If a scientist cannot enter the U.S. or begin their position at NIH by the official NIH start date, email DIS@mail.nih.gov and provide a new anticipated start date. Notify DIS if the delayed arrival is due to visa administrative processing or travel restrictions.

Check-ins are processed on Mondays for all non-FTE individuals whose documents were submitted on or before Monday at 11:30 a.m.

Submissions received after 11:30 a.m. on Monday are processed the following week.

If a Federal Holiday falls on a Monday, check-ins will be processed on the following business day.

DIS accepts check-in submissions up to 30 days in advance of the start date.

Please note that all VP participants are required to pre-register in the VisitNIH Pre-Registration Portal. It is advised that the host pre-register the participant at least 30 days in advance of their anticipated entry on NIH campus.

The Office of Intramural Training and Education (OITE) requires all Non-FTE Fellows to attend a mandatory orientation before they can report to their assigned ICO research groups or have their fellowship awards activated in the Fellowship Payment System (FPS). Consult with your ICO administrator to find out if you are registered for the OITE orientation. For further questions about OITE Orientation, email oite-private@NIH.gov.

Required Documents

See our sample check-in submission here.

The required documents can be submitted by the Administrative Officer using the DIS Customer Portal. Alternatively, administrators can use the DIS Case Submission SharePoint. If using SharePoint, please combine the documents into one PDF (titled in the following format “Online Check-In – LAST NAME, First Name”):

• Check In Cover Page and Contact Information Sheet
• Passport Biographical Page
• Visa Foil (sticker in passport)
• Form I-94 Arrival/Departure Record
• Applicable immigration documents:
• Form DS-2019 signed by the J-1 and J-2 Exchange Visitors (J-2 dependents over the age of 16 must sign their own DS-2019s)
• Form I-20 for F-1 Students
• If applicable, Employment Authorization Document (EAD card)
  
  

Check-in Processing by DIS

After check-in submission by the NIH administrator via the DIS Customer Portal or the DIS Case Submission SharePoint, DIS reviews the submission, and processes any necessary forms. For J-1 Exchange Visitors, DIS validates their arrival with the Department of Homeland Security and the Department of State.

DIS also validates the scientist’s work authorization in NED and, if applicable, moves their fellowship payment system (FPS) award to the next step.

After the check-in process is completed, DIS notifies the ICO via email with an electronic Notice of Action (eNOA). If applicable, the eNOA will contain instructions for the scientist to obtain any updated documents (e.g., Form DS-2019), and will remind the ICO of the OITE orientation requirement.

The Division of Personnel Security and Access Control (DPSAC) office is responsible for issuing the NIH ID ​badge. After DIS validates the scientist’s work status in NED, scientists should contact DPSAC to complete the badge process. Many scientists must obtain a Social Security Number (SSN) before NIH badge issuance; refer to our SSN guidance as needed.

Additional Resources

1. DIS Post-Arrival Guidance
2. Rights and Protections for Temporary Workers
3. The Exchange Visitor Program Welcome Brochure
   
   

​Rev. 0​5/2025​