Invitation Process

Invitation Process

Application Requirements and Quick Links

Scholar Hosting Categories

UAlbany departments and pre-approved affiliated organizations may invite and host a scholar only if respective criteria are met for the appropriate category below.

Research Scholar
  • The Research Scholar’s primary activity will be conducting research at UAlbany related to the J-1 program objective and under the guidance of an existing faculty member within an established department; otherwise, teaching may be a secondary activity.
  • While a minimum of a Bachelor’s degree is required, this category may not be considered for tenure track positions.
  • The minimum program duration for this category is 3 weeks while the maximum program duration is 5 years, part of which may include time spent at other U.S. institutions prior to joining UAlbany. As an initial time-frame may be only 1 or 2 years, and extension may be possible.
Professor
  • The Professor’s primary activity will be teaching at UAlbany related to the J-1 program objective and under the guidance of an existing faculty member within an established department; otherwise, research may be a secondary activity.
  • While a minimum of a Bachelor’s degree is required, this category may not be considered for tenure track positions.
  • The minimum program duration for this category is 3 weeks while the maximum program duration is 5 years, part of which may include time spent at other U.S. institutions prior to joining UAlbany. As an initial time-frame may be only 1 or 2 years, and extension may be possible.
Short Term Scholar
  • Short-Term Scholars are professors, researchers, and/or persons with similar education or accomplishments sponsored by the University to lecture, observe, consult, train, or demonstrate special skills on a short-term visit.
  • While the minimum program duration of 3 weeks is waived, participants in this category may not exceed 6 months (extensions not permitted). 
  • This category may be repeated, for instance if the candidate wishes and faculty sponsor supports a return each summer to conduct activities such as research, observing classes, or training faculty.
Non-Degree Student
  • Non-Degree Students are part of a special student or professional training cohort (non-degree) and authorized to participate in a prescribed program of study or training – an example being a summer teacher training program.
  • While there is no exact minimum for this category, the maximum program duration for a Non-Degree Student is 24 months.
  • J-1 degree-seeking or exchange students such as Fulbright may be administered by UAlbany or an external organization; but in either case, Graduate Admissions or International Admissions and Recruitment for undergraduate international students will coordinate the issuance of a DS-2019.
Student Intern
  • Exchange visitors in this category must be enrolled in and pursuing studies at a foreign degree-or-certificate-granting-post-secondary academic institution outside the U.S.  or have graduated from such an institution no more than 12 months prior to their exchange visitor program.
  • The Student Intern performs internship duties in the academic department as part of a training program. The intern performs training/internship duties for the department but cannot work in unskilled or casual labor positions, in positions that require or involve childcare, elder care, medical patient care or contact, or positions that require more than 20% clerical or office support work.
  • The maximum program duration of a Student Intern position is 12 months, and as part of this category the department is required to submit the Training/Internship Placement Plan (form DS-7002)

Responsibilities of Department Hosting a J-1 Scholar Exchange Visitor

Hosting a J-1 scholar exchange visitor has numerous benefits to the University and the scholar alike. Hosting also necessitates certain commitments to supporting scholar success. The hosting unit or department is expected to allocate a proper work space, provide a certain level of guidance/supervision, encourage participation in departmental cultural/social activities, and include your scholar in departmental meetings.  Additionally, while ISSS will provide a list of accommodation resources, the hosting unit or department should assist the scholar in obtaining off-campus housing.
 

Location of the Exchange 

The purpose of the Exchange Visitor Program is to facilitate in-person exchanges. Exchange visitors must conduct their full-time scholar/intern activities as outlined in their program objective and at their geographic "site of activity" location listed on the DS-2019 visa document (and as noted in SEVIS).
 

Invitation Letter Sample

The invitation letter to the scholar comes from the hosting department/unit, usually the sponsoring faculty member or chair. While there is no specific format, you are welcome to use this sample invitation letter for your scholar.

English Language Proficiency Requirement for J-1 Exchange Visitors

Effective since January 2015, the U.S. Department of State requires that Exchange Visitors must possess English language proficiency.  Sponsors are required to use one of the following objective measurements to determine an applicant’s language proficiency:

  • A recognized English language test
  • Signed documentation from an academic institution or English language school
  • A documented interview conducted by the sponsor either in person or by videoconferencing, or by telephone if videoconferencing is not a viable option

This evidence must be submitted with the DS-2019 request form. The U.S. Department of State requires this information be made available upon their request.

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Financial Requirements, Fees, and Funding Sources

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Financial Requirements for DS-2019 Issuance

Exchange visitor regulations require financial documentation before a DS-2019 may be issued. Minimum funding for living expenses are:

  • $1000/month for the J-1 visitor
  • An additional $400/month is required for an accompanying dependent

Letters of support must be on official stationery and guarantee a specified amount in U.S. dollars for the duration of the visitor's intended stay. If support comes from a scholar's personal savings then bank statements must be submitted. Please review additional information on financial document requirements.

University Scholar Fees

The Scholar fee is required for new scholars, their dependents and related DS-2019 program extensions. The respective fee rates are listed below: 

  • $150 for a new J-1 scholar DS-2019 
  • $50 for each new J-2 dependent DS-2019
  • $75 for a J-1 DS-2019 program extension, $25 for J-2 dependent DS-2019 

The $150 payment by a new J-1 scholar must be paid upon arrival to campus, while the $25 J-2 dependent and $75 J-1 program extension must be paid before the issuance of the corresponding DS-2019 visa document. 

J-1 scholars are required to purchase a minimum of 6 months of insurance coverage for themselves and dependents (unless their J-1 program is less than 6 months). See "Mandatory Health Insurance Fee".

Mandatory Health Insurance Fee

The United States Department of State requires all J-1 visa holders and any accompanying dependents to obtain health and accident insurance which meets the following minimum coverage:

  1. medical benefits of at least $100,000 per person per accident or illness.
  2. repatriation of remains in the amount of $25,000; and
  3. expenses associated with medical evacuation in the amount of $50,000.

As of January 15, 2014, SUNY requires all J-1 program participants to purchase insurance through the University. You should not purchase insurance before coming to Albany as alternate insurance will not be accepted. The exchange visitor must report to the Office of International Student and Scholar Services (Science Library G-40) to purchase insurance coverage for themselves and all J-2 dependents.

The approximate cost per month (subject to change) is:

  • J-1 Scholars: $164.69 per month
  • J-2 Spouse: $253.09 per month
  • J-2 Children: $135.45 per month.
Funding Options

The majority of scholars at UAlbany are self-funded, either personally or through their overseas affiliated institutions. Others may need funding to support their scholarly visit. Please review our page on funding sources for international scholars.

Transferring Into UAlbany from Another U.S. Institution

A scholar may transfer his/her J-1 SEVIS record from another participating institution depending on the time remaining for the J-1 scholar/intern category.  If a J-1 exchange visitor is planning to transfer an already existing J-1 SEVIS program to the University at Albany please contact ISSS for case-by-case guidance.