Newly arrived J-1 Exchange Visitors must submit a completed J-1 Student/Scholar Information Form to the sponsoring academic department, along with a printout of the I-94 Arrival/Departure record.
Key things to look for on the form include:
Local (U.S.) Address
This should be a residence address, not the department address. Many scholars will have temporary accommodations such as a hotel or friend’s house for the purposes of filling out this form. Departments should advise scholars to provide an address for “wherever you will sleep tonight.” This address is simply for immigration reporting requirements and will not be used outside of OIS.
However, following the J-1 Check-in, Exchange Visitors can (and should) update their residence address by e-mailing: j1exchg@usc.edu. Immigration regulations require an update to OIS within 10 days of moving.
Date of U.S. Entry
Exchange Visitors should use the date that is issued on the I-94 Arrival/Departure record when completing the J-1 Scholar Permanent Record Form. This date is critical as it determines what Program Start Date we will input into the SEVIS database. The Program Start Date is used to calculate how long the Exchange Visitor is eligible to be in the U.S. under J-1 status.
E-mail Address
Please ensure we have an updated and accurate e-mail address as this is a critical method of communicating with Exchange Visitors.
Emergency Contact
Hopefully this information will not be needed. Nevertheless, during a crisis it is critically important to have on file. In the event of an emergency up-to-date contact information will enable USC to help by contacting family members or friends in the U.S. Though it is preferable to have contacts in the area, Exchange Visitors are welcome to provide an emergency contact in the home country if they feel that is most appropriate.
Health and Accident Insurance Information
Health insurance is required by J-1 visa regulations for all J-1 and J-2 Exchange Visitors. Exchange Visitors are responsible for insuring they have adequate coverage. The Permanent Record Form reminds Exchange Visitors of this requirement and refers them to the OIS website for more detailed information. We require the name of the insurance company, phone number and policy number so the Exchange Visitor’s file shows they have complied with the regulatory requirement to carry health insurance.
For Exchange Visitors covered by USC benefits the scholar may simply list “USC” as the name of the insurance company. The various plans offered by USC benefits all meet the State Department requirements and further information is not necessary.
Please ensure the Exchange Visitor signs the Permanent Record Form below the Health and Accident Insurance Information section.