Keeping your SEVIS Record Open
Procedures to Follow to Obtain Continuing Program Out-of-Country Authorization
- Submit J-1 Scholar Notice of Departure form, signed by both the J-1 professor/research scholar and the host department contact with supporting documentation.
- Letter on letterhead from supervising faculty member explaining program activities while out of country, following a standard template Submit Letter via email, fax, or drop off, at least 2 weeks before the scholar departs.
- Read the Travel Advisory information before leaving the U.S.
- Remember that a valid travel signature is required on the DS-2019 in order to return to the U.S. Please email email@example.com to schedule an appointment for a travel and reentry signature on Form DS-2019
Once ISSS has reviewed the request, both the department administrator and the J-1 will receive an email confirming whether the request has been approved or not.
Responsibilities of the Exchange Visitor
During the absence, the scholar must:
- Continue to maintain status and comply with the regulations of the Exchange Visitor program.
- Report to ISSS any changes in purpose, activities, or dates.
- Maintain a current (last residential address in the U.S.) address and update ISSS within 10 days of any change.
- Maintain a TU email address.
- Maintain health insurance (see below)
Failure to maintain status will cause the SEVIS record and DS-2019 to be inactivated, compromising eligibility to participate in the Exchange Visitor program and return to the U.S.
- J-2 dependents must also depart the U.S. with the J-1 professor/research scholar.
Responsibilities of the Department Administrator
During the absence, the department must:
- Continue to supervise the J-1 professor/research scholar while he/she is out of the country.
- Notify ISSS if there is any change in the purpose, activities, or dates of the EV's “Out-of-Country” period.
- In the event that the J-1 professor/research scholar will not return to ISSS after his/her absence, coordinate with the visitor to file a J-1 Scholar Notice of Departure form with ISSS so we may end the J-1 status and SEVIS record.
Health Insurance Requirements and Responsibilities
J-1 Exchange Visitors (and J-2 Dependents) are required to maintain insurance coverage as long as the J-1 Exchange Visitor SEVIS record is active, whether or not the EV is physically present in the U.S.
Health Insurance Scenarios
J-1 Exchange Visitor is a current ISSS employee enrolled in TU benefits:
Department must continue the TU appointment (which means that TU benefits will also continue) while the J-1 professor/research scholar is out of country (J-2 dependents will also continue to receive TU insurance). J-1 and J-2 Exchange Visitors must also be enrolled in insurance which covers Medical Evacuation and Repatriation.
J-1 Exchange Visitor with non-TU insurance
J-1 and J-2 Exchange Visitors must maintain health insurance that meets US Department of State criteria during the entire J program, including time spent outside the US .