J-1 Processing Details

Robotics Institute (RI) visitors/scholars are issued a DS-2019 Certificate of Eligibility for Exchange Visitor (J-1) Status from the CMU Office of International Education (OIE). This document is used to apply for a J-1 visa at a United States embassy or consulate. There are three types of J1 categories used most frequently:

  1. J-1 Research Scholar (for visits over six months and up to five years)
  2. J-1 Short Term Scholar (for visits up to six months)
  3. J-1 Student Intern (for undergraduate students or graduate student trainees)

*Select the appropriate tab below to view process details and required forms for the appropriate J1 category.

Timing

Timing is critical and complete information and documentation should ideally be received at least 75 days prior to the start date of your visit.

  1. J-1 Cover Letter / Checklist: Complete the J-1 Cover Letter / Checklist, print, sign and date it, and include it with your packet of forms to be uploaded to the Robotics Institute.
  2. Visitor Data Form: Complete the J-1 Exchange Visitor Data form. Enter your complete mailing address including postal code, phone number and email. PO Boxes are not accepted.
  3. CMU Offer/Invitation Letter: Please provide a copy of your CMU offer letter with your documents. You will receive the offer letter from the CMU Human Resources system or team.
  4. Passport Copy: Provide a copy of the biographical pages of your passport (the picture page and the page showing your complete name). Include copies of the passports for dependents that will require J-2 visas.
  5. Financial Support: Provide original documentation of financial support. All financial statements must be dated no more than six months before your start date. *Please do not provide account numbers. Remove or redact account numbers.
The minimum amount of financial support necessary is indicated on page one of the “J-1 Exchange Visitor Data” form.
A. Sponsor funds: If you are being financially supported or sponsored by another agency or company, submit an original, dated and signed letter, on official letterhead, from the supporting agency/company addressed to Carnegie Mellon University. The letter should state (1) the name of the scholar supported, (2) the specific duration of time the scholar will be supported and (3) the total amount of support in USD. The letter must state that you will be a visitor at the Robotics Institute. The dates on the DS-2019 will either match or can be within the dates noted on the financial letter. This letter must be in English or accompanied by a notarized translation. Use the TEMPLATE_Sponsor Funds.
AND/OR
B. Personal funds: Provide an original, dated and signed letter, on official bank letterhead, from the scholar’s bank or original bank statement stating: (1) the name of the account holder and (2) the amount of funds readily available in USD. This letter must be in English or accompanied by a valid signed and dated translation. Use the TEMPLATE Personal Funds.

*Please do not provide account numbers. Please remove or redact account numbers.

AND/OR

C. Family funds: If you are receiving financial support from your family, two documents are required: *Please do not provide account numbers. Please remove or redact account numbers.

  • I. A signed Letter of Affidavit: Use the TEMPLATE_Family Funds Letter of Affidavit.
  • II. Official bank/Financial Institution letter. The bank letter should be on official bank letterhead, dated, signed and should reflect the family’s bank or the sponsor’s original bank statement stating (1) the name of the account holder and (2) the amount of funds readily available for the scholar, in USD if possible. This letter must be in English or accompanied by a notarized translation. Use the TEMPLATE_Family Funds Verifcation.
AND/OR
D. Carnegie Mellon University support: This is verified by the CMU Offer Letter that is included with the packet. Please provide the CMU offer letter.
  1. Exchange Rate: Any documents listing amounts not in U.S. dollars must be accompanied by a website currency conversion print out. We recommend that you use the Universal Currency Converter on the main page of xe.com. Convert the total amount of funds for your visit to U.S. dollars. Be sure that you meet the required minimum financial amount by the CMU Office of International Education (OIE). The minimum is indicated on page one of the “J-1 Exchange Visitor Data” form. Please print the converted currency page to include in the packet that you send to the Robotics Institute.
  2. Health Insurance: J-1 visitors and their dependents are required to have health insurance coverage while in the US. Please fill out the Health Insurance Agreement. For more information about health insurance requirements and a list of companies that provide health insurance plans that meet the regulations for J-1 students and exchange visitors, please visit the OIE’s Health Insurance Requirements page.
  3. Proof of English Proficiency: If you have taken a TOEFL or IELTS test within the last 2 years, please submit a copy of your scores. If you do not have TOEFL or IELTS scores, and have not had an interview or conversation with your host lab over the phone/skype, please contact your host lab and arrange for an English proficiency assessment interview. They will need to complete and sign the J-1 English Proficiency Form. NOTE: This requirement is mandatory for all J-1 visitors including native English speakers.
  4. Upload Your Documents:
    Upload all documents here and remove bank account numbers.
  5. Robotics Institute Review of Documents and Creation of J-1 Request Packet:
    After your documents arrive at the Robotics Institute (RI), they will be reviewed by the RI and you will be notified of any additional documents or changes that will need to be made by you. Once your J-1 Request packet is complete, this packet will be signed and sent to the CMU Office of International Education (OIE) to process the DS-2019.
  1. OIE Reviews J-1 Request:
    The Robotics Institute will send your signed J-1 Request packet to the CMU Office of International Education (OIE) for final processing. OIE processing usually takes about 15 days, but during busy seasons (Spring/Summer semesters) it can take about 21 days.
  2. Delivery of DS-2019: If your J-1 Request packet is approved, then you will receive an automated email from OIE with your SEVIS ID. OIE will distribute the Form DS-2019 electronically via email (to the email address that you provided in your J-1 Request packet) once the document has been issued. At this time, the OIE is not planning to mail documents unless required to by the U.S. government.
  3. Interview at a US Embassy or Consulate:
    You will need to pay the SEVIS fee and schedule an interview at a US Embassy or Consulate with the SEVIS ID. It is best to make the interview appointment at a location in your home country. Bring supporting documents with you to the interview, including but not limited to your resume, CMU letter of invitation, travel itinerary; and in some cases financial documents, sponsor letters and research abstract.
    *DELAYS: After the interview, some researchers in STEM fields may be subject to administrative processing, which is a background check that may require additional documents and cause delays. If you are selected for administrative processing, please contact and continue to update your host supervisor, and RI-visa@andrew.cmu.edu.
  4. Confirm your arrival and start date:
    After you receive the visa sticker and before your arrival please email RI-visa@andrew.cmu.edu to confirm your start date. Also, if your dates change please notify RI-visa@andrew.cmu.edu and your host lab as soon as possible.
  5. Register and Attend the Required OIE Scholar Orientation:
    J1 visa holders are required to check-in with the CMU Office of International Education (OIE) by attending the weekly scholar orientation. Within the first week of your arrival, call the OIE receptionist at 412-268-5231 to make an appointment for the next orientation and confirm the location.

Internships are intended to provide opportunities for students to be trained and mentored in their field of study. Undergraduate students that will not graduate prior to coming to the Robotics Institute (RI) will be issued a J-1 Student Intern document (DS-2019). Please review the directions below and complete the necessary forms. All documents except the T/IPP form must be uploaded to the RI immigration manager here. NOTE: J-1 Interns are required to complete a J-1 Intern Evaluation at the end of the internship.

  1. J-1 Cover Letter / Checklist:
    Complete the J-1 Cover Letter / Checklist, print, sign and date it, and include it with your packet of forms to be uploaded to the Robotics Institute.
  2. Student Intern Data Form:
    Complete the J-1 Student Intern Data form electronically. Enter your complete mailing address including postal code, phone number and email. PO Boxes are not accepted.
  3. Home Institution Verification Letter:
    Your home institution needs to provide verification for your visit to RI. Complete a letter using this template: TEMPLATE Home Institution Verification Letter. No abbreviations can be used in the letter. Degrees (such as B.Tech, BS, BSc) need to be spelled out. The letter needs to be printed on the institution’s official letterhead, and signed by the appropriate person.

    1. IMPORTANT NOTE: Please use the template provided above exactly to avoid delays in processing your J-1 visa application. If you provide a home institution verification letter with wording that deviates from the template linked above, we cannot guarantee that the Office of International Education will be able to approve your J-1 visa application.
  4. CMU Offer/Invitation Letter:
    Please provide a copy of your CMU offer letter with your documents. You will receive the offer letter from the CMU Human Resources system or team.
  5. Passport Copy:
    Provide a copy of the biographical pages (the picture page and the page showing your complete name in your passport). Include copies of the passports for dependents that will require J-2 visas.
  6. Financial Support:
    Provide original documentation of financial support. All financial statements must be dated no more than six months before your start date. *Please do not provide account numbers. Remove or redact account numbers.
The minimum amount of financial support necessary is indicated on page one of the “J-1 Student Intern Data form”.
A. Sponsor funds: If you are being financially supported or sponsored by another agency or company, submit an original, dated and signed letter, on official letterhead, from the supporting agency/company addressed to Carnegie Mellon University. The letter should state (1) the name of the scholar being supported, (2) the specific duration of time the scholar will be supported and (3) the total amount of support in USD. The letter must state that you will be a visitor at the Robotics Institute. The dates on the DS-2019 will either match or can be within the dates noted on the financial letter. This letter must be in English or accompanied by a notarized translation. Use the TEMPLATE_Sponsor Funds.
AND/OR
B. Personal funds: Provide an original, dated and signed letter, on official bank letterhead, from the scholar’s bank or original bank statement stating: (1) the name of the account holder and (2) the amount of funds readily available in USD. This letter must be in English or accompanied by a valid signed and dated translation. Use the TEMPLATE Personal Funds.
*Please do not provide account numbers. Please remove or redact account numbers.
AND/OR

C. Family funds: If you are receiving financial support from your family, two documents are required:
*Please do not provide account numbers. Please remove or redact account numbers.

  • I. A signed Letter of Affidavit: Use the TEMPLATE_Family Funds Letter of Affidavit.
  • II. Official bank/Financial Institution letter. The bank letter should be on official bank letterhead, dated, signed and should reflect the family’s bank or the sponsor’s original bank statement stating (1) the name of the account holder and (2) the amount of funds readily available for the scholar, in USD if possible. This letter must be in English or accompanied by a notarized translation. Use the TEMPLATE_Family Funds Verifcation.
AND/OR
D. Carnegie Mellon University support: This is verified by the CMU Offer Letter that is included with the packet. Please provide the CMU offer letter.
  1. Exchange Rate:
    Any documents listing amounts not in U.S. dollars must be accompanied by a website currency conversion print out. We recommend that you use the Universal Currency Converter on the main page of www.xe.com. Convert the total amount of funds for your visit to U.S. dollars. Be sure that you meet the required minimum financial amount by the CMU Office of International Education (OIE). The minimum is indicated on page one of the “J-1 Student Intern Data form”. Please print the converted currency page to include in the packet that you send to the Robotics Institute.
  2. Health Insurance:
    J-1 visitors and their dependents are required to have health insurance coverage while in the US. Please fill out the Health Insurance Agreement. For more information about health insurance requirements and a list of companies that provide health insurance plans that meet the regulations for J-1 students and exchange visitors, please visit the OIE’s Health Insurance Requirements page.
  3. Proof of English Proficiency:
    If you have taken a TOEFL or IELTS test within the last 2 years, please submit a copy of your scores. If you do not have TOEFL or IELTS scores, and have not had an interview or conversation with your host lab over the phone or video conference please contact your host lab and arrange for an English proficiency assessment interview. They will need to complete and sign the J-1 English Proficiency Form. NOTE: This requirement is mandatory for all J-1 visitors including native English speakers.
  4. Upload Your Documents:
    Upload your documents here. Make sure to keep your original documents as the CMU Office of International Education (OIE) has the right to request those at any time.
  5. T/IPP form: You will receive a completed T/IPP form to review and to sign electronically. Once you have signed it, email it back to RI-visa@andrew.cmu.edu.
  6. Robotics Institute Review of Documents and Creation of J-1 Request Packet:
    After your documents arrive at the Robotics Institute (RI), they will be reviewed by the RI and you will be notified of any additional documents or changes that will need to be made by you. Once your J-1 Request packet is complete, this packet will be signed and sent to the CMU Office of International Education (OIE) to process the DS-2019.
  1. OIE Review of your J-1 Request Packet:
    The Robotics Institute will send the completed J-1 Request packet to the CMU Office of International Education (OIE) for final review and approval. OIE review will take about 15 days, but can take about 21 during the busy season (Spring/Summer semesters).
  1. Delivery of the DS-2019:
    If your J-1 Request packet is approved, then you will receive an automated email from OIE with your SEVIS ID. OIE will distribute the Form DS-2019 electronically via email (to the email address that you provided in your J-1 Request packet) once the document has been issued. At this time, the OIE is not planning to mail documents unless required to by the U.S. government.
  2. Interview at a US Embassy or Consulate: You will need to pay the SEVIS fee and schedule an interview at a US Embassy or Consulate with the SEVIS ID. It is best to make the interview appointment at a location in your home country. Bring supporting documents with you to the interview including but not limited to your resume, CMU letter of invitation, travel itinerary; and in some cases financial documents, sponsor letters and research abstract.
    *DELAYS: After the interview, some researchers in STEM fields may be subject to administrative processing, which is a background check that may require additional documents and cause delays. If you are selected for administrative processing, please contact and continue to update your host supervisor, and RI-visa@andrew.cmu.edu.
  3. Confirm your arrival and start date:
    After you receive the visa sticker and before your arrival please email RI-visa@andrew.cmu.edu to confirm your start date. Also, if your dates change please notify RI-visa@andrew.cmu.edu and your host lab as soon as possible.
  4. Register and Attend the Required OIE Scholar Orientation:
    J1 visa holders are required to check-in with the CMU Office of International Education (OIE) by attending the weekly scholar orientation. Within the first week of your arrival, call the OIE receptionist at 412-268-5231 to make an appointment for the next orientation and confirm the location.
  5. J-1 Student Intern Evaluation:
    It is required to complete a J-1 Student Intern Evaluation at the end of the internship and before you depart.

If a J1 extension is needed:

  1. Notify RI-visa@andrew.cmu.edu at least a month before the current DS-2019 will expire.
  2. The host supervisor will also need to confirm the appointment extension with RI hiring team.
  3. You will need to provide financial documents to show the minimum financial support required for the extension period. Instructions on financial documents are on the previous tabs for J-1 Short Term & Research Scholar and J-1 Student Intern.
  4. RI will make a J1 extension request with OIE after RI receives the required financial documentation and a confirmation from the supervisor. OIE will issue a new DS-2019 about 5-10 days later.
  5. If receiving pay from CMU, please take the new DS-2019 to the CMU Works Service Center to update the work authorization.

*While in active J-1 status, notify OIE within 10 days of ANY changes to your address and phone number. This is a federal requirement.

Additional J-1 visa information:

CMU’s Guide for J-1 Programs (view Conditions & Limitations for information on 12 and 24 month bars)
US Department of State J-1 Visa Exchange webpage

US embassies and processing times:

US Embassies
US Department of State Visa Appointment & Processing Wait Times

Settling in at CMU:

CMU’s Settling in Guide
CMU’s Foreign Scholars – New Arrivals

Special Notes:

Individuals on a J-1 visa may be subject to a two-year home residency requirement. This requirement is known as the 212(e) Foreign Residence Requirement and is dependent on the individual’s home country’s skills list and if you are being funded by your Government. Scroll down on this page US Department of State J Exchange Visas Information for more information. Find the skills list here.

International visitors should not make appointments for visa interviews or airline reservations until they have the documents necessary for applying for a visa and entering the U.S. The Carnegie Mellon J Program code is P-1-00292. You may be asked for this information when you set your appointment. Note that the appointment should not be arranged until you receive your electronic DS-2019.

Dependents (spouse and / or children only) who will accompany the scholar to the U.S. will need to apply for J-2 visas. Children who are J-2 dependents must be legal dependents, under the age of 21, and unmarried. When applying for the J-2 visa(s), take the family’s passports to the U.S. Consulate along with proof of marriage (for the spouse) and birth certificates for each child.