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  • Academic Training

Academic Training

Academic Training is a benefit available to J-1 students, allowing them to gain practical experience related to the field of study indicated on their DS-2019. 

OIS approves Academic Training in accordance with guidelines established by the U.S. Department of State. OIS will issue a new DS-2019 for Academic Training, which outlines the type of authorization (pre- or post-completion) and the dates of employment.

There are two types of Academic Training: Pre-Completion Academic Training takes place before the DS-2019 end date, while Post-Completion Academic Training takes place after the DS-2019 end date.

A condition of J-1 status is that the student is primarily in the United States to study rather than to engage in Academic Training. Therefore, the amount of Academic Training should not exceed the amount of time spent studying.

  • The employment start date for Post-Completion Academic Training must begin within 30 days of the DS-2019 end date. However, time authorized for Academic Training will begin the day after the DS-2019 end date.

    Academic TermApplication Deadline
    Fall semesterDec. 1
    Spring semesterMay 1
    Program TimelineApplication Deadline
    Summer DS-2019 end dateTen days before the DS-2019 end date
    Academic Training ExtensionOne month prior to the Academic Training end date

  • The employment start date for Pre-Completion Academic Training must be before the end date on your DS-2019 and coincide with the fall, spring or summer semester. A new application must be submitted for Post-Completion Academic Training.

    SemesterApplication Deadline
    Summer semesterMay 1
    Fall semesterAug. 1
    Spring semesterJan. 1

Step 1: Obtain Job Offer Document

Obtain a job offer on company letterhead that includes:

  1. Company name and address
  2. Job title
  3. Job description in two to three sentences
  4. Salary (if applicable)
  5. Total hours per week
  6. Start and end dates. Pre-Completion Academic Training requests must align with the semester’s start and end dates.
  7. Supervisor’s name, phone number and email address
  8. Signature from HR, hiring manager or supervisor

If your offer letter does not indicate your start and end dates, please obtain an addendum from your employer to acknowledge your specific Academic Training period. The addendum must be signed and on company letterhead. 

The addendum may be worded as follows: “(Employer’s Name) has offered (Your Name) employment from (start date) through (end date). (Employer’s Name) recognizes that this is the authorized period of employment for Academic Training. This does not supersede the Employment at Will section of an offer letter.”

Step 2: Complete the Employment Request

Complete the J-1 Student Employment Request in Trojan International and have it signed by your academic advisor. Attach your job offer and addendum, if applicable, on company letterhead.

The exchange visitor will be emailed an electronically signed Form DS-2019 Academic Training work authorization. Please note that exchange visitors are not permitted to electronically sign the DS-2019. 

As a courtesy, the DS-2019 will be signed for travel. Travel signatures are valid for one year.

Submit J-1 Student Employment Request
  • All Academic Training requests must be approved by OIS before employment may begin. Students are authorized to work only for the specific Academic Training-approved employer listed on their DS-2019.
  • Both paid and unpaid employment requires authorization through Academic Training.
  • The start date must begin within 30 days of the DS-2019 end date. However, time authorized for Academic Training will begin the day after the DS-2019 end date.
  • J-1 students on Academic Training may work remotely on two days of the five-day workweek if their employer has implemented a partial remote-work policy.
  • Academic Training can be part time or full time, but it is counted as full time, even if employment is on a part-time basis.
  • For students submitting two concurrent Academic Training requests, the combined hours may not exceed 40 hours.
  • If employment is full time, it must meet at least one of the following guidelines: 
    • It must take place during official university breaks (i.e., summer or winter break).
    • The student must have completed all coursework and reached the thesis or dissertation stage.
    • The student must have graduated.
  • Pre-Completion or Post-Completion Academic Training is used to pursue practical experience in a student’s field of study before and/or after graduation. 
    • Pre-Completion Academic Training will be deducted from the 18- or 36-month allotment.
  • Students must be in J-1 status for one academic year before they can apply for Pre-Completion Academic Training. 
  • Pre-Completion Academic Training must take place during the fall, spring or summer semester dates.
  • Degree students in their thesis stage who are interested in applying for Pre-Completion Academic Training must enroll in a full-time thesis course required for the academic program.
  • Degree students in their thesis stage who are interested in applying for Pre-Completion Academic Training must be enrolled in-person for their final semester. Therefore, Academic Training employment must be within commuting distance from USC.

  • An undergraduate or master’s-level student may engage in Academic Training up to 18 months or the period of the full course of study — whichever is less.

    Degree-seeking undergraduate and master’s-level students who completed a STEM degree may be eligible for an additional 18 months of Academic Training. To apply for a STEM Extension, students must submit the J-1 Student Academic Training Request no later than three months before the current Academic Training authorization end date. Non-degree students are not eligible to apply.

  • A doctoral student may engage in up to 36 months of Academic Training.

    Pre-Completion Academic Training is available for up to 18 months and will be deducted from the total of 36 months. The remaining 18 months will be granted following completion of the program.

  • Non-degree students at USC are eligible to participate in Post-Completion Academic Training after the completion of the USC academic program. 

    The Academic Training period may not exceed the academic program. Non-degree students are limited to a total of 24 months in the United States and are restricted to complete all study and any authorized academic training within the 24-month period of eligibility.

  • The Academic Training request should be submitted directly to your program sponsor, not to OIS.

The following documents are required to reenter the United States while on Academic Training:

  • DS-2019 endorsed for travel with a travel signature not more than six months old
  • Valid J-1 visa
  • Valid passport

In addition, students are encouraged to carry a copy of the job offer letter and the latest pay stub while traveling during periods of authorized Post-Completion Academic Training.

If a student’s J-1 visa expires, they will need to renew it before reentering the United States. Review our page on renewing your visa for more information.

J-1 Student Employment

J-1 Non-Degree Students

Renewing Your Passport or F/J Visa