Changes in Program
Changes in the Exchange Visitor’s visit can directly affect the status of the Exchange Visitor and could cause them to become out of status. The most common changes that occur are often overlooked but could possibly be something the Exchange Visitor cannot do at all or could lead to serious consequences.
ISSS relies heavily on the communication with the department contacts who deal with the J Exchange Visitors on a daily basis. While it is the Exchange Visitor’s responsibility to report any changes regarding program activity, it is imperative that the departmental administrator and the faculty supervisor / advisor share in the responsibility of monitoring AND reporting the Exchange Visitor’s program activities as required by the U.S. Department of State. The Department of State has given a very brief time period for ISSS to report these changes, so hosting departments need to provide information about the changes to ISSS prior to the event. Report any changes to an Exchange Visitor’s address, program activity and objectives, employment status, personal information, work address and location, financial support, supervisor’s name, etc. Some of the most common changes can easily be over-looked but are crucial to the scholar’s legal status. It is necessary for the department to assist ISSS by providing this information as early as possible and preferably before the change is made. Some changes will require a request through PeopleSoft for “Change of Information”, and others will require either a simple form or notification by email.
Change of Information Request Procedures
The following changes need to be submitted in PeopleSoft as a Request for Change of Information.
- Change of Department
- New Contacts: Supervisor / Administrative Contact
- Financial Support Change
- Program Activity Change
The following changes need to be reported with a special form:
- Extended Travel Time (Out of Country Permission)
- End of Program: Early Withdrawal / Termination / Completion
- Incidental Patient Contact
- Personal / Medical Leave (Provide ISSS with a copy of appropriate HR documentation)
The following changes need to be reported by email (in writing):
- Incidental Employment
- Late Arrival and Request for Updated DS-2019
- Proof of Health Insurance (provide a copy of the card to ISSS)
J-1 exchange visitors may request to switch departments, provided that they maintain the original objective of their exchange program and remain in the same category of the J visa. To transfer J-1 program sponsorship, exchange visitors must have a new department willing to sponsor them as they continue their original activity.
It is very important that the change of departments does not occur until it is approved by ISSS. The new department will need to submit a request in PeopleSoft for Change of Information along with the Change of Department Form and any other documentation to support the new program. If financial support changes with the move, then new evidence of the financial support will need to be submitted.