Current J-1 Exchange Visitors at SUNY Poly

All J-1 Exchange Visitors planning their arrival to SUNY Poly should work closely with their host Department or Faculty to arrange arrival dates, plan travel, etc.  

Detailed pre-arrival information and requirements can be reviewed at J-1 Exchange Visitor Information | SUNY Polytechnic Institute

The SUNY Poly Host Department will assist and guide Exchange Visitor with the following:

• Arrange travel to campus
  • Arrange local transportation from airport to campus
  • Host Department must inform all campus partners of EV arrival
    • Immigration Services: ImmigrationServices@sunypoly.edu
    • University Police
    • Residential Life (if applicable)
    • Mail Room 
• Host Department meets & welcomes Exchange Visitor to campus
  • Host Department should meet Exchange Visitor on campus (or at airport, train station, etc.) upon arrival  
  • Orient Exchange Visitor to campus
    • Campus tour
  • Assist with on campus residence move in
    • Obtain keys/card access
• Obtain SUNY Poly University ID from the Wildcat Den
• Obtain lab/facility access as necessary
• Submit IT Requests for equipment, etc., as necessary 

Immigration Services and/or Human Resources will contact the Exchange Visitor to complete the following: 

• New Hire/Volunteer Orientation with Human Resources 
  • Title IX training
  • Medical Insurance
  • I-9 Employment Verification Forms (if applicable) 
• J-1 Immigration Orientation (must be completed with all required documents submitted within 2 weeks of program start) 
  • Contact ImmigrationServices@SUNYPoly.edu to arrange immigration orientation appointment 
  • Exchange Visitor must submit required arrival documents: 
    • EV Arrival Form
    • I-94 record, or I797 Approval Notice
    • Stamped DS-2019
    • Visa stamp
    • Proof of health insurance 
• Set up local Bank Account (if desired) 
  • Immigration Services can provide contact information for a local bank if the Exchange Visitor wishes to open a local account.

It is the responsibility of the J-1 Exchange Visitor to ensure that they follow all instructions and comply with federal regulations to maintain lawful status while in the U.S. Failure to follow J-1 regulations may have serious long-term consequences for your immigration status in the U.S. 

J-1 Exchange Visitors must follow the requirements below: 

• Keep your passport valid
  • Your passport must be valid for up to 6 months in the future while you are present in the U.S.
  • If your passport is going to expire, you must contact the government of your country of citizenship for renewal. 
• Report any changes in phone or address in the U.S. 
  • You must maintain the following information during your J-1 program. Any changes must be reported to your program sponsor within 10 days of the change. 
    • U.S. residential address
    • Phone number
    • Email 
• Report a lost or stolen passport 
  • If your passport is lost or stolen, be sure to obtain a police report for your records and notify your home country consulate or embassy.  
  • You will need to obtain a replacement as soon as possible and may contact Immigration Services at SUNY Poly about any additional concerns.  
  • Replacing a U.S. visa stamp will require travel outside the U.S. and an appointment at a U.S. embassy or consulate abroad. 
• Keep copies of ALL current and previously issued immigration records 
  • Save copies of ALL immigration documents you are given throughout the duration of your studies or research in the U.S. You may need them in the future: 
    • to document your employment history and your compliance with U.S. immigration regulations
    • for future USCIS and/or visa applications
  • Immigration Services recommends organizing digital copies of your documents in addition to keeping physical paper copies. 
• Update Immigration Services if any information on your DS-2019 changes 
  • This may include (but is not limited to): 
    • Name correction (section 1)
    • Work address (section 1)
    • Program End Date (section 3) 
      • The end date on your DS-2019 should never expire while you hold an appointment with SUNY Poly.  
      • If you wish to remain at SUNY Poly beyond the end date listed on your DS2019, you must request an Extension of your DS-2019 Program with Immigration Services PRIOR to the end date listed on your DS-2019.
      • A request for extension must be initiated with Immigration Services at least 30 days before current expiration (Be sure you understand the maximum duration of your J-1 category.) 
    • Funding amount and source (section 5) 
      • This amount is cumulative and reflects your total funding. If your funding sources change while you are with SUNY Poly, you should notify Immigration Services to update your DS-2019. 
• Maintain the objectives of your original program 
  • The purpose of your program with SUNY Poly is described on your DS-2019 (research, study, teaching, etc.).  
  • To maintain your status, you must adhere to this original objective and must make progress to the successful completion of these goals.   
• Do not work outside of your DS-2019 Program without authorization 
  • In general, the only employment permitted is the activity (and location) listed on your DS-2019 form. Remote work may have consequences for your immigration status.
  • Scholars should not accept any new employment without first checking with Immigration Services.  
    • This includes any kind of compensation (money, gift cards, etc.) for services, including clinical trials, guest lectures and in some cases earnings from editorial work or royalties from publications. You may be reimbursed for expenses (such as hotels, train tickets, flights, and meals) without special authorization. 
• Maintain health insurance coverage  
  • Must meet J-1 requirements  
  • Must be valid for the entire duration of the J-1 program

Any J-1 Exchange Visitor who will travel outside of the U.S. with the intention to re-enter the U.S. with their J-1 Visa and DS2019 from SUNY will be required to obtain a travel validation signature on the first page of their DS2019 document.

This travel validation is not required to depart the U.S. but will be required for any J-1 Exchange Visitor to re-enter the U.S. in J-1 status.

Travel validations are good for one year from the date of signature.

• May be used for multiple entries to the U.S.  
  • Exchange Visitors do not need to obtain multiple signatures if they travel multiple times within a year.

Exchange Visitors should request travel validation signatures at least 2 weeks prior to their anticipated re-entry to the U.S. 

J-1 Exchange Visitors are authorized to continue their program until the program end date listed on the DS-2019.  

If a J-1 Exchange Visitor wishes to continue their J-1 program and remain with SUNY Poly beyond their program end date, they must apply for a program extension with Immigration Services.

Extensions may be approved based on your J-1 category and the total period you have been in the U.S. (see below). 

• J-1 Research Scholar: Five year maximum
• J-1 Short Term Scholar: Six month maximum
• J-1 Student Intern: One year maximum
• J-1 Non-degree student: Two year maximum 

J-1 Exchange Visitors seeking an extension must discuss their program requirements and extension possibilities with their host department/faculty.  

If an extension is desired, the host department should contact: 

• The Office of Research and/or Business Office to determine funding availability (if applicable)
• Residential Life to determine if on campus housing is available for the desired duration of the extension (if applicable) 

All requests for a J-1 Program Extension must be submitted at least 4 weeks prior to the current program end date, and include the following updated documents: 

• Letter of Invitation/Offer from SUNY Poly Human Resources 
  • Invitation letter must outline the new program end date 
• Financial support documents 
  • Multiple funding sources may be provided, as needed
  • Total financial support must cover the minimum amount of funding required for the length of the requested extension
• J-1 DS2019 Application Budget Worksheet 
  • Worksheet information should reflect entire period of requested extension
• Proof of Health Insurance coverage extension 

J-1 scholars (and their J-2 dependents) must depart the U.S. within 30 days of their DS-2019 expiration date or program completion date, whichever is earlier.

All SUNY equipment, including University ID, SUNY issued laptops, residence hall room keys, etc., must be turned in prior to departure. 

• Additional Resources for J-1 Exchange Visitors