DS-2019 Initial/ Transfer Requests for J-1 Non-Degree Students (NDS)

When a J-1 Non-Degree Student 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.

J-1 degree-seeking students receive the DS-2019 from the Office of Admissions with their admission letter or shortly thereafter.

Change of Status Note: OIS does not process or support a change of status applications. If an applicant is already in the U.S. on another non-immigrant status other than J-1 non-degree student, 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 non-degree student status.

 J-1 Category Criteria: Non-Degree Students

  • Objective: Must be enrolled in a full-time course of study in a non-degree academic program with a specific educational objective. Full-time enrollment is required: Undergraduate 12 units, Master 8 units, & Doctorate 6 units.
  • Educational Requirement: All degree levels
  • Program Duration: 1 semester to 2 years
  • Funding Requirement: Over 51% of funding must come from sources other than personal funding (51% rule waived for direct exchange students with an MOU from a foreign university)
  • Academic Training: Non-Degree Students may be given post-completion Academic Training for a period no longer than the time spent in the academic program. The periods of academic program and Academic Training may not exceed the 24-month maximum.
  • J-1 Bars: Not subject to 24-Month Bar
  • No Interns: USC does not offer the J-1 Intern Category

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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. 

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.  

Application Deadline for J-1 Non-Degree Student DS-2019 Initial Requests (must be submitted to OIS):  

  • Fall Semester – November 10 
  • Spring Semester – June 10 

Application Deadline for J-1 Non-Degree Student DS-2019 Transfer Requests (must be submitted to OIS):  

  • Fall Semester – December 10 
  • Spring Semester – July 10 

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.  

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 Angeles. 

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 will initiate the preliminary steps required for DS-2019 submission.  
  • Department Administrator initiates the DS-2019 request. 
  • Applicant completes their section of the form.  
  • Host Faculty completes their section of the form. 
  • Department Chair completes their section of the form. 
  • Department Administrator completes final submission to OIS. 
  • 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 Applicant and 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 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.

Preliminary Steps for DS-2019 Submission 

  1. USC NetID & 10-digit University ID number 
    • For early access requests, email accounts@usc.edu  
    • Subject line: Early Access NetID Request 
    • Attach Excel spreadsheet with First Name, Middle Name, Last Name (as seen on passport) 
    • Processing time: 5-10 business days 
  2. ISD Number -$250 Application Fee 
    • 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 NDS or Transfer NDS) 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 

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 letterhead 
    • J-1 Category title (non-degree student) 
    • Description (enrolled full-time study in field X) 
    • Start & end date 
    • USC Site of Activity address (where exchange visitor reports for the duration of their program) 
    • Value of tuition & fees: Indicate if the applicant will receive USC funding or funding through an MOU. Upload copy of signed MOU if applicable.   
    • USC Host faculty’s name (Supervisor/ academic advisor/ administrator) 
    • Signed by Program Director 
    • Note: If the offer letter does not indicate the information listed above, please include a secondary letter 
  5. Proof of Funding for exchange visitor & dependents 
  6. Proof of English Language Proficiency: TOEFL/ IELTS scores (TOEFL IBT: 100 w/ no less than 20 on each section)/ IELTS: 7) OR documented interview with USC host faculty (English proficiency must be dated within 2 years of the date submitted to OIS) 
  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 indicated on the previous DS-2019 (non-degree student) 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 before the first day of the USC semester start date. 
  • 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. 
  • 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.