After DS-2019 Issuance

After the Form DS-2019 is issued, the Prospective Exchange Visitor will need to work closely with their SUNY Polytechnic Institute host department/faculty and the IS office to complete all immigration requirements and prepare for arrival at SUNY Polytechnic Institute. 

Complete Immigration Requirements (Prospective Exchange Visitor)

• Review the DS-2019 carefully to ensure all information is accurate.
  • Contact Immigration Services immediately if any changes or corrections need to be made 
• PRINT and SIGN the DS-2019 in INK.  
  • SUNY Polytechnic Institute is authorized to issue documents and send them electronically.
  • Exchange Visitors must print and sign their documents in ink and carry a physical, paper copy. 
• Pay the I-901 SEVIS fee
  • This is a U.S. Department of Homeland Security fee, NOT a SUNY fee.  
• Review J-1 Visa requirements & pay all Visa application fees 
• Schedule J-1 Visa interview appointment with the U.S. Embassy or Consulate
  • SUNY Poly Immigration Services cannot provide advice on specific Visa application requirements and procedures, as these may vary from location to location.
  • All applicants should review the specific instructions provided for the U.S. Embassy or Consulate location where they will interview to ensure they have all the documents required. 
• Inform Immigration Services (immigrationservices@sunypoly.edu) of U.S. Visa Application decision 
  • If J-1 Visa is approved:
    • Move on to Pre-Arrival Arrangements outlined below.
  • If J-1 Visa is denied: 
    • Prospective Exchange Visitor and Host Department must determine if they wish to defer the J-1 Program Start Date to allow the prospective EV time to re-apply for another Visa appointment. 
      • If a deferral is desired, inform Immigration Services as soon as possible to obtain an updated Form DS-2019. 

Pre-Arrival Arrangements (Host Department & Exchange Visitor)

• Arrange housing 
  • For on-campus housing, the host department must collaborate with Residential Life, Auxiliary Services, and University Police on the following:  
    • Confirm arrival date/time  
    • Meal plan arranged  
    • Key request 
  • If living off campus, arrangements must be secured by the incoming Exchange Visitor
    • For legal purposes, SUNY Poly cannot assist in securing housing off campus 
• Confirm medical insurance enrollment 
  • The host department must coordinate health insurance enrollment for the incoming Exchange Visitor with Human Resources 
• Arrange travel 
  • The incoming Exchange Visitor must book & schedule flights after conferring with host department about arrival date and plans 
    • EV should discuss ground transportation in U.S. (Amtrak, taxi, etc.) to SUNY Poly with their host department 
  • Inform Immigration Services of scheduled arrival date