J_Spring update 2013 - Bechtel International Center
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Transcript J_Spring update 2013 - Bechtel International Center
BECHTEL INTERNATIONAL CENTER
Beyond the Initial Request:
Best Practices for J
Elsa Gontrum Spring, 2013
Keeping tabs on
your J Scholar
Arrival
Amend
Cancel
Shorten
Extension
Moving to another department
Changes in funding/payment
Transferring to another institution
Transfer To Stanford
Replacing a DS-2019
Preparing for
arrival of scholar
Make copy of Ds-2019 after picking up from Bechtel
You will need the SEVIS number on the Ds-2019 for any
subsequent workflow requests.
Maintain a calendar/list of scholars’ start dates
E-mail scholar verifying actual arrival date to Stanford
Inform scholar that J visa health insurance is required to
begin upon actual entry to the US for scholar and
dependents
ARRIVAL
Program start date on Ds-2019 should correspond to actual
start date of program at Stanford.
Immigration regulations allow scholar to arrive 30 days
BEFORE the Ds-2019 start date.
If the scholar is not present on campus by the program start
date, contact the scholar and find out why and when he/she
will arrive and keep tabs until arrival has been confirmed.
If the arrival of the scholar will be delayed more than 25
days beyond the start date of the Ds-2019, submit a request
in workflow to “amend” the Ds-2019 with a later start date.
Make copy of amended DS-2019 and send original to
scholar. Keep copy of amended Ds-2019 along with
originally-issued DS-2019.
If your scholar cancels…
Obtain an e-mail confirmation if your scholar wishes to
cancel program. If cancellation is at the request of the
department, notify scholar that the Ds-2019 has been
cancelled and is not valid for entry.
Submit a “Cancel” request in workflow using the scholar’s
current SEVIS number on the Ds-2019
Request that scholar return the Ds-2019 to you and bring it
back to Bechtel
Ending early
Two scenarios:
1. Scholar has left without your knowledge
As
soon as you find out, submit a “shorten program” request to
shorten to the day following submission of the request. When
revised DS-2019 is issued, before sending it to scholar, make
copy and retain copy in your file
2. Foreknowledge of Scholar’s early departure:
Submit in a timely way, make copy for your file and give new
revised original to scholar.
Extensions
Keep calendar of scholar’s end dates and three months
ahead of the end date, initiate conversation about
extending.
Make sure scholar is in appropriate J category to allow for
extension (i.e. Short-Terms are limited to 6 months,
Research Scholar to 5 years)
Submit request for extension well ahead of Ds-2019 end
date.
Moving to
another department
The department to which the scholar is moving is
responsible for this update
However, sometimes the current department may need to
send a reminder to the new department
New department should submit a “Change Site of Activity”
request in workflow
Changes in funding/payment
All changes in the scholar’s funding should be submitted in
workflow BEFORE the changes actually occur.
All changes must be calculated as total program for the period of
the extension, not annual
All changes to funding without an extension must be calculated
from the date of the submission of the request to the end date
of the current Ds-2019.
--Evidence of all sources of funding need to be kept as
hard copies for 3 years
--Stanford salary changes should also be submitted in
total program costs
FEI a.k.a. “Frequently Encountered Issues”
regarding payment
Visiting Scholar’s department wants to pay him/her
--VS by definition is “unpaid”
Post-doc needs to work part-time in another department in
addition to his/her own full-time position
--activities should be consistent with program
objective as stated on Ds-2019
TRANSFERS
What does this mean?
Transfer OUT: J sponsorship moving to a new institution
Transfer IN: Stanford assuming J sponsorship of scholar
TRANSFER OUT:
What do you do if the scholar tells you he/she is transferring?
① Ask when and determine if that is convenient for your department. If
not establish a “last day” that is good for all concerned.
② Send Bechtel an e-mail stating that you are aware the scholar is
transferring out and that the last day is agreeable to all.
③ Advise scholar to inform scholar advisor at the new institution to send
an e-mail request to Bechtel for this transfer out.
TRANSFERS
Transfer IN:
More complicated: Scholar already in J status coming to Stanford
Get scanned copies of prospective scholar’s Ds-2019(s), including
those of any J2 dependents, and send set to Bechtel.
Work with scholar and department to arrange a reasonable start
date and tell scholar firmly what this date will be.
Inform scholar that there can be no gap between current program
and start of program at Stanford.
Submit a “Transfer to Stanford” request in workflow. When filling
out the form, make sure biographic data matches data on current
DS-2019s.
Inform scholar that he/she must be present in the US during the
SEVIS transfer.
Replacing a DS-2019
The request to reprint a current DS-2019 must come from you
Send us an e-mail with the scholar’s SEVIS ID number and name
and the reason for the reprint must be:
Lost
Stolen
Damaged
Other (and explain)
Misc Best Practices
Keep all financial/funding records for scholars for 3 years
Never scan and send a DS-2019 by e-mail
Make sure your scholars attend our J-1 Scholar Orientation: 1st
and 3rd Thursday of each month
Work only from passports (machine-readable strip) when
entering biographical information in workflow
Stay in e-mail contact with your scholar, prior to arrival and during
the entire duration of the J program
Whenever sending inquiries to
[email protected] include the name and SEVIS
number and/or Emplid.
Q&A