Scholars

Department Instructions

We recommend the department contact uses one of the Scholar Application Worksheet to gather the information needed to complete the department E-Forms. 

Detailed Application Steps

The New Scholar Application, the J-1 Sponsored Scholar Application, and the Student Intern Application have four stages.  

Stage One: Collect Department Information 

  1. If the scholar is not associated with USF, the department contact must add the scholar using the Add Person E-Form.  This process creates a temporary ID and adds them to the  iStart system.  
    1. If they already have a U number, DO NOT create a temporary ID but rather use the existing U number.
  2. The department contact clicks on the appropriate application link (J-1 Scholar App and Check-in/ Sponsored/Student Intern) to officially begin the application process. There are instructions on each E-Form and at the top of the application page.
  3. The department contact completes two E-Forms in iStart.
    1. Department Instruction – This collects information about the host department.
    2. J-1 Program Information – The department contact enters the following:
      1. Scholars position in their home country.
        1. If they are a doctor/physician, the department completes an E-Form confirmation that the scholar will not engage in patient contact.
      2. The J category and the Classification of Instructional Programs (CIP) code associated with the program activity.
      3. Short and long description of the program objective (academic activity).  
      4. Upload the invitation letter
      5. Site of Activity and address (allows multiple)
      6. Proposed USF position if offering an appointment.  
  4. OIS reviews and approves the department E-Forms and sends an email to the scholar to complete all of their E-Forms.     

Stage Two: Collect Scholar Information 

  1. The scholar logs into iStart to complete 4 or 5 E-Forms.  
    1. Biographical Information – Passport upload and personal details
    2. Financial information – Upload of financial documents – sponsorship letters, USF offer letters, and bank statements.  See the scholar costs page.
    3. Scholar Dependent – passport upload and personal details  
    4. Transfer In – Details of current program sponsor and DS-2019
    5. English Proficiency 
  2. OIS reviews and approves the scholars E-Forms and sends an email to the department contact to complete the E-Forms in the next stage. 
       

Stage Three: Collect Final Approvals 

  1. The department contact completes four E-forms.
    1. Export Control – USF Export Control determines if an export control license is necessary for the visit
    2. Final Approval Faculty Sponsor  
    3. Final Approval Department Chair
    4. Final Approval College Dean/ VP.    
      1. All signatories must be USF employees as listed in USF’s HR database and have the ability to sign into the E-Forms using their USF Net ID. Requests from USF Health are signed by the appropriate USF Health Vice President.
  2. OIS reviews and approves the E-Forms and sends an email to the department to complete the E-Forms in the next stage.  

Stage Four: Collect Date Confirmation and Processing Charge 

  1. The final stage consists of two E-Forms:  
    1. Requested Dates Confirmation- The sponsor will confirm the final program start and end date that will be on the DS-2019
    2. Scholar Processing Charge Payment- The department will provide a chartfield to pay the $250 charge. This charge is used to support the Scholar Success Program.
  2. After all stages are reviewed and approved, OIS will produce the DS-2019.
    1. New scholars and Student Interns retrieve their DS-2019 in iStart and receive instructions on applying for their visa and next steps.
    2. Scholars transferring their J-1 status to USF, must wait until the transfer release date to complete their Immigration Check In and receive the USF DS-2019.
    3. Scholars sponsored by a US Government Agency (Fulbright) receive their DS-2019 from the sponsor not USF. 

Detailed Application Steps for Extensions 

The Scholar Extension begins with the scholar completing the J-1 Scholar Eligibility Check E-Form in iStart. This allows OIS to determine if the proposed extension is consistent with the category and activity listed on the scholar’s DS-2019.  If this E-Form is approved, the faculty host receives an email to proceed with the department Scholar Extension application in iStart.  This process has three stages.  

Stage One: Department Information 

  1. The department contact provides an explanation of the extended activity and proposed dates for the extension.
  2. OIS reviews and approves the department E-Form and sends an email to the scholar to complete all of their E-Forms. 

Stage Two: Collect Scholar Information

  1. The scholar logs into iStart to complete 3 eforms.  
    1. Update Local Address – Confirmation of current physical address
    2. Financial information – Upload of financial documents – sponsorship letters, USF offer letters, and bank statements.  See scholar costs page.
    3. Insurance Verification – Confirmation of the need to purchase insurance for the dates of the extension.
  2. OIS reviews and approves the scholars E-Forms and sends an email to the department contact to complete the E-Forms in the next stage.  

Stage Three: Collect Final Approvals and Processing Charge 

  1. The department contact completes six E-forms.
    1. Additional Approver – Optional form that allows the department contact to include another department staff member.  
    2. Export Control – USF Export Control determines if an export control license is necessary for the visit
    3. Final Approval Faculty Sponsor  
    4. Final Approval Department Chair
    5. Final Approval College Dean/ VP.    
      1. All signatories must be USF employees as listed in USF’s HR database and have the ability to sign into the E-Forms using their USF Net ID. Requests from USF Health are signed by the appropriate USF Health Vice President.
    6. Scholar Processing Charge Payment- The department will provide a chartfield to pay the $200 charge. This charge is used to support the Scholar Success Program.
  2. After all stages are reviewed and approved, OIS will produce the extended DS-2019. The scholar and the department receive an email.