The Office of International Services (OIS) has implemented Trojan International, which requires the academic department and the J-1 visiting scholar to have a secure log-in to access the portal and submit the DS-2019 application to OIS. To complete the secure log-in process, the department administrator must obtain a USC NetID and 10-digit USC ID number for their J-1 visiting scholar.
Special Note for CHLA Department Administrators:
Prior to starting a request, the CHLA department administrator must obtain a USC NetID via the iVIP process on their own behalf to access the Trojan International portal. Please contact your iVIP administrator directly for further assistance. Please note that this step is processed by a department separate from OIS. Therefore, the timeline depends on their workflow.
For J-1 scholars paid by USC (Workday Instructions):
To ensure J-1 scholars can access the Trojan International portal, we ask the HR partner responsible for submitting the Workday profile for the J-1 scholar to follow the instructions below.
This step can be initiated no more than 4 months prior to the J-1 appointment start date.
- Begin the hiring process in Workday.
- HR Partners must complete the “Edit IDs” step in the Hire process to generate the USC NetID & 10-digit USC ID. Important note: Completion of hire does not need to occur until the hiring department is ready to proceed with the hire (see next step).
- Once the J-1 scholar begins their USC appointment, HR partners can complete the hiring process and add additional services.
For J-1 scholars not paid by USC (iVIP Instructions):
Step 1: Department administrator contacts the iVIP administrator to request “Departmental Services” access on behalf of the J-1 scholar. This step can be initiated no more than 4 months prior to the J-1 appointment start date. Once the J-1 scholar has arrived at USC, iVIP administrators can add additional services to meet the department’s needs, according to the directions of the sponsor.
Step 2: To ensure J-1 scholars can access the Trojan International portal, we ask the iVIP administrator responsible for entering J-1 visiting scholars into iVIP for guest services to follow the instructions below. The DS-2019 will not be available at the time of setup therefore, we ask iVIP administrators to accept the J-1 scholar’s invitation letter as eligibility for early access to iVIP.
- Add the J-1 scholar in iVIP to generate the USC NetID and the 10-digit USC ID number.
- For start date: enter today’s date (can be no more than 4 months prior to the J-1 appointment start date).
- For end date: enter the day prior to the DS-2019 start date. (example: if DS-2019 start date is 6/1/2024 enter 5/31/2024 as the end date).
- As seen below, only select the “Departmental Services” checkbox.
Important note: The iVIP system is used to manage USC guest accounts and services for university guests and affiliates. Once the J-1 scholar’s appointment concludes or transitions to either being paid by USC or becoming a student, Departmental Services must be removed since they are no longer categorized as university guests.