Do you work in the arts, culture, design, or creative industries? Do you want to host an international student, professional, artist, or researcher? Then you’ve come to the right place! IA&A has over fifteen years of experience providing visa advice to American museums, galleries, design firms, and other cultural organizations.
Each year, hundreds of businesses and organizations across the United States welcome exchange visitors from around the world into their communities. Hosting an exchange visitor can be an incredibly rewarding and enriching experience for all involved. Host organizations can expand their international networks and benefit from global perspectives, while exchange visitors gain experience in their field and share their expertise.
The J-1 visa allows exchange visitors to complete internships, training programs, research projects, or residency programs in the United States. Programs can range in length from three weeks to five years, depending on the J-1 visa category for which the exchange visitor is eligible.
As a J-1 visa sponsor, IA&A is responsible for reviewing exchange visitors’ prior experience to ensure they meet the visa requirements. We also issue the J-1 visa forms that the exchange visitor must take with them when they attend their visa interview at an American embassy or consulate abroad.
For what IS the J-1 visa intended?
The J-1 visa is intended for international students, professionals, artists, and researchers participating in exchange programs in the United States. It is a non-immigrant visa, meaning that an exchange visitor is required to return to their home country following the end of the program.
For what ISN'T the J-1 visa intended?
The J-1 visa should not be used as a stop-gap measure for permanent employment and/or an immigrant visa. You should not host an exchange visitor if you intend on hiring them indefinitely or assisting them with changing their visa status. Abuses of the Exchange Visitor Program and the J-1 visa put cultural exchanges and their many benefits in jeopardy. Let’s keep exchange programs alive and well!
In addition to ensuring that the program being offered is consistent with the purpose of the Exchange Visitor Program, there are a few things your organization should consider when determining whether the J-1 visa is the right fit.
Hosting an exchange visitor does come with some obligations, but committing time and resources to engaging with your exchange visitor ensures a rewarding experience for all! From the initial application process, throughout the exchange program, and ending with the program evaluations, the host organization’s involvement is a vital part of a successful exchange experience.
Host organizations must:
- Provide a program that offers a minimum of 32 hours per week and a maximum of 40 hours per week.
- Provide a program that is no more than 20% administrative; you should not host an international exchange visitor only to have them shred paper and answer the phones!
- Provide qualified supervision for the exchange visitor at all times during the program hours.
- Provide a copy of Workman’s Compensation Insurance (WCI) or Certificate of Liability Insurance (COI) or proof of exemption status.
- Be a well-established businesses or organization that has an Employer Identification Number (EIN) and have been operating in the United States for at least two years.
- Have a well-developed website with clear and comprehensive information about the organization and its work.
If IA&A has not sponsored an exchange visitor at a specific host organization in the past or if a previous host organization has relocated to a different site of activity, a site visit is required. If required, the Form DS-2019 cannot be issued until the visit has been completed. The site visit is a one time cost of $250.
The first step in the sponsorship process is for your exchange visitor to complete an online application so that IA&A can determine if they are eligible for the J-1 visa and, if so, for which category. There is no fee to apply; program fees are not assessed unless the application is approved and the exchange visitor decides to proceed with J-1 visa sponsorship. You can also read more about the application process from the exchange visitor perspective here.
During the Application Process
Once your exchange visitor has applied online and been approved for sponsorship with IA&A, they will need a few things from you:
- All host organizations must provide a certificate of your Workman’s Compensation Insurance (WCI) (sample certificate). It is not required that the WCI policy cover the exchange visitor. The submission of a valid WCI certificate is a required component of the application process.
- Host organizations of interns and trainees will be sent a link for you (the host organization) to complete the DS-7002 Training/Internship Placement Plan. This link is unique to each exchange visitor and their J-1 visa application, and should only be used once to complete the DS-7002. Please view this guide to completing the DS-7002 for tips on submitting a well-detailed and high-quality plan.
- Host organizations of short-term and research scholars will be required to submit the IA&A Scholar Agreement and IA&A Host Agreement. IA&A will send these forms to the exchange visitor to share with their supervisor.
Site visits are required if this is the first time IA&A will be sponsoring an exchange visitor at this host organization, or if a previous host organization has relocated to a different site of activity. This is to verify that the host organization has the necessary facilities and staff required to provide the proposed exchange program. It’s also a great opportunity for IA&A to learn more about you, the host organization, and the proposed exchange program! The site visit is a one time cost of $250.
SEVIS Validation
SEVIS validation is the first thing to take care of once your exchange visitor has arrived in the United States and started their exchange program. IA&A's Program Officer will email you on your exchange visitor's first day to confirm that they are on site and have begun their program. Once this has been received, the exchange visitor’s J-1 visa status will be active in SEVIS.
Social Security Number
As soon as your exchange visitor’s J-1 visa status has been validated in SEVIS, they will be eligible to apply for a Social Security Number (SSN). This step is only required if your exchange visitor is receiving monetary compensation.
Evaluations
IA&A will send you and your exchange visitor mid-program and final program evaluations to complete. These must be completed, signed, and returned to IA&A on time as per Department of State regulations. Failure to promptly complete and return these evaluations could compromise your exchange visitor’s J-1 visa status and may may affect your ability to host future exchange visitors. Additionally, these evaluations are extremely important for the continuation of exchange programs like ours!
For programs that are less than 3 months in duration, IA&A may waive the requirement for a mid-program evaluation, however you are still responsible for completing the final program evaluation.
Program Changes
Host organizations and exchange visitors must contact IA&A regarding any requested changes, including but not limited to: changes in program dates, weekly hours, supervisor contacts, monetary and non-monetary compensation, or program activities. IA&A must approve any program changes in advance. Not sure if your change requires approval? It can’t hurt to ask! Failure to contact IA&A prior to implementing the requested changes may compromise your visa status.
Program End Date and 30-Day Grace Period
An exchange visitor’s J-1 visa status in the United States is dependent upon the Form DS-2019. This means that, regardless of the date on the visa, the program end date is the date on the Form DS-2019. Exchange visitors may not participate in any activities following the end date on the Form DS-2019. The day immediately following the program end date will be the first day of your exchange visitor’s 30-day grace period. The exchange visitor must exit the United States on or before the last day of the grace period.