DS-2019 Initial/ Transfer Requests for J-1 Scholars

When a J-1 Scholar (Research Scholar, Short-term Scholar, or Professor) is invited to USC, the department administrator submits a DS-2019 request on their behalf. All exchange visitors must have a DS-2019 document issued by OIS to receive a J-1 visa and status. The J-1 appointment is not a contract of employment. The sponsoring academic department may ask OIS to shorten the DS-2019 at any time if the exchange visitor is not making progress towards their appointment.

Change of Status Note: OIS does not process or support change of status applications. If an applicant is already in the U.S. on another non-immigrant status other than J-1 scholar, they must exit the U.S., visit the U.S. Embassy, obtain a J-1 visa, and re-enter the U.S. on a J-1 scholar status.

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OIS Processing Guidelines

10 business days

  • The processing window begins on the business day following final submission to OIS.
  • Incomplete applications with missing items can take up to 1 month.

Note: The maximum duration allotted for an initial or transfer DS-2019 application is two years. Extensions are granted based on the exchange visitor’s category and can be submitted one to three months prior to the DS-2019 end date.

Initial Requests:

OIS requires departments to begin the Preliminary Steps three to four months from the application start date.

APPLICATION DEADLINE: OIS must receive the application a minimum of two months prior to the application start date. This allows for adequate processing time for the preliminary steps (2-3 weeks), with the OIS (2-3 weeks), with the U.S. Embassy (3-5 weeks), and relocating to Los Angeles.

Recommended Initial Timeline:

  • 3-4 months prior to start date:
    • Department Administrator follows instructions to access Trojan International.
    • Department Administrator follows Preliminary Steps to obtain NetID, 10-digit University ID, and ISD number required for DS-2019 submission.
  • 2-4 months prior to start date:
    • Department Administrator submits DS-2019 request to OIS via the Trojan International portal.

Transfer Requests:

OIS requires departments to begin the Preliminary Steps two to four months from the application start date.

APPLICATION DEADLINE: OIS must receive the application a minimum of one month prior to the application start date. This allows for adequate processing time for the preliminary steps (2-3 weeks), coordination between OIS and the current institution, and relocating to Los Angles.

Recommended Transfer Timeline:

  • 2-4 months prior to start date:
    • Department Administrator follows instructions to access Trojan International.
    • Department Administrator follows Preliminary Steps to obtain NetID, 10-digit University ID, and ISD number required for DS-2019 submission.
  • 1 month prior to start date:
    • Department Administrator submits DS-2019 request to OIS via the Trojan International portal.

Simplified DS-2019 Workflow:

  • The Department Administrator will initiate the preliminary steps required for DS-2019 submission.
  • The Department Administrator initiates the DS-2019 request.
  • The Applicant completes their section of the form.  
  • Host Faculty completes their section of the form.
  • Department Chair completes their section of the form.
  • The Department Administrator reviews, edits, and submits the request to OIS.  
  • The Department Administrator and Applicant receive a confirmation email from OIS.
  • If incomplete, OIS emails feedback regarding the request to the Department Administrator and Applicant.
  • If complete, OIS emails the initial DS-2019 to the Applicant and the Department Administrator.

Trojan International Training Presentation: For step-by-step guidelines of the application submission via the Trojan International portal, please review the Trojan International Training for USC Department Administrators.

Instructions for Department Administrators to Access Trojan International

Departmental Authorization:

  • Prior to starting a request, each department administrator using Trojan International must request individual departmental authorization access.
  • Once granted access, you will be notified via email within two business days.
  • If you are a CHLA department administrator, please select HSC as your campus. If you are an ISI/ ICT department administrator, please select UPC as your campus. Do not select the “off-campus” option.
  • This process only occurs once per departmental user.

Special Note for CHLA Department Administrators:

  • Prior to submitting the Departmental Authorization request, the CHLA department administrator must obtain a USC NetID via iVIP to access the Trojan International portal. Please note that this step is processed by a department separate from OIS. Therefore, the timeline depends on their workflow.
  • This process only occurs once per departmental user.

Preliminary Steps for DS-2019 Submission

  1. USC NetID & 10-digit University ID number submitted via Workday or iVIP
  2. ISD Number -$250 Application Fee (The ISD will not be approved until a DS-2019 request has been received via Trojan International)
    • The department administrator must submit the ISD for $250 through Workday
    • The ISP Name for OIS is ISP-SP-059 – Office of International Services
    • Indicate exchange visitor’s name & request type (Initial Scholar or Transfer Scholar) in ISD memo
    • Individual ISD numbers are required for each applicant. (Trojan International software does not offer group processing)
    • For specific guidance on ISD protocols, please review the Internal Service Delivery Overview webpage
    • CHLA ISD Contact: Katie Peterson: kapeterson@chla.usc.edu or Jesse Castro: jcastro@chla.usc.edu

Application Requirements (Initial & Transfer)

  1. Log into Trojan International & click “Add New Person.” Failure to enter the correct information will result in the applicant not having access to the portal. Please follow the “Add New Person Instructions” closely.
  2. DS-2019 Request Form (submitted by the USC department administrator)
  3. Copy of Passport for exchange visitor & dependents
  4. Copy of the signed invitation letter on USC or CHLA letterhead
    • HR title (if paid by USC)
    • J-1 Category title (example: Research Scholar, Short-Term Scholar, Professor)
    • Job description as it relates to the USC objective (Provide 2-3 sentences explaining the research/teaching the visitor will conduct. General job descriptions are not accepted.)
    • Start & end date
    • USC Salary (If a USC salary is not provided, do not mention non-USC funding sources.)
    • USC Site of Activity address (Where the visitor reports to work for their program. The complete address must be stated within the body of the letter.)
    • Host faculty’s name (Supervisor/ PI)
    • Note: If the offer letter does not indicate the information listed above, please include a secondary letter on USC letterhead. The correct program dates and salary must be indicated in the original invitation letter.
  5. Proof of Funding for exchange visitor & dependents
  6. Proof of English Language Proficiency – Documented interview with USC host faculty
    • Document date of interview to confirm applicant speaks/ comprehends conversational English. (15–30-minute interview is expected)
    • Indicate if interview was conducted by phone, Zoom, or in-person (no older than 6 months)
    • Note: Required for all applicants, including native English speakers
  7. Transfers only: Copy of DS-2019 from current institution for exchange visitor and their dependents

Notes:

  • Department administrators can check the case status in the Trojan International portal. Be mindful of processing delays caused by pending approval signatures.
  • Forms will remain locked until the previous form is submitted (forms will unlock in the order they appear).

DS-2019 Issuance

  • The exchange visitor and the department administrator will be emailed a digitally signed DS-2019, also known as the “Certificate of Eligibility”. The exchange visitor will print the document and sign page one. Please note that exchange visitors are not permitted to digitally sign the DS-2019. OIS will include a handout called “Information for J-1 Students/Scholars” with the DS-2019.
  • Exchange visitors are encouraged to review the J-1 Pre-Departure webpages.
  • The exchange visitor can reference the SEVIS ID number on the DS-2019 to schedule a visa appointment at the U.S. Embassy. The SEVIS ID number is located on the top right corner of the DS-2019 (starts with N00…). The SEVIS J-1 Program number is P-1-00322.

Instructions for Transferring to USC

J-1 exchange visitors are eligible to transfer their SEVIS record to USC from another institution in the U.S. When exchange visitors transfer to USC, their length of stay does not re-start. The time spent at a previous institution will be calculated into the total program duration allotted.

  • J-1 exchange visitors who wish to transfer to USC must speak with their USC academic department, a J-1 advisor at OIS, and an international advisor at their current institution. All three parties must agree on the transfer release date in SEVIS.
  • The J-1 category and research subject field indicated on the previous DS-2019 must remain the same when transferring to USC. The transfer is a continuation of their original objective.
  • The academic department will submit a DS-2019 Initial/Transfer Request (see instructions above) to OIS that indicates transfer to USC.

Transfer Guidelines:

  • The SEVIS Release date selected should be the first day of the appointment at USC.
  • Please do not select a SEVIS Release date when the University is closed (I.e.: weekends or holiday closures).
  • There should be minimal interruption between the former institution and USC.
  • The exchange visitor is not permitted to take a vacation in between the transfer dates. During this period, travel outside of the U.S. is not permitted.
  • The exchange visitor cannot be paid by USC until the release date/USC start date. At the same time, once the transfer has been processed, the J-1 is no longer eligible to receive funding from the previous institution.
  • To finalize the transfer, the exchange visitor is required to submit their Immigration Status Verification (ISV) documents, which allows OIS to validate their SEVIS record.
  • The exchange visitor will be emailed a digitally signed DS-2019, also known as the “Certificate of Eligibility”. Please note that exchange visitors are not permitted to digitally sign their DS-2019.