How to Host a J-1 Exchange Visitor

• The student intern is enrolled in and pursuing a degree at an accredited post-secondary institution outside of the United States. The student intern must be in good academic standing with this academic institution.
• The student intern has verifiable English language skills which are sufficient to function in the internship environment. In most circumstances, Marquette considers the minimum proficiency to be equal to English requirements for undergraduate admission and the usual evidence is the result of a TOEFL or IELTS examination.
• The student intern is primarily in the United States to engage in a student internship program rather than to engage in employment or provide services to Marquette University.
• The student intern has sufficient finances to support himself/herself and dependents for their entire stay in the United States. At Marquette, minimum expenses are estimated to be $1,500 per month.
• The student intern must be engaged full-time (at least 32 hours per week) in the internship at Marquette University that will fulfill the education objectives for his/her current degree program at the home institution.
• The internship activities must not duplicate the student intern’s prior experience.
• The student intern will return to his/her academic program and obtain a degree from the home institution after completion of the student internship program.
• The student intern may participate in an internship program for up to 12 months for each degree/major.
• The student intern must have sufficient health insurance coverage for the duration of the internship program. To fulfill this requirement, Marquette requires enrollment in the Marquette health insurance plan for J-1 visa holders.

• To ensure that there are sufficient resources, equipment and trained personnel available to provide the specified internship.
• To ensure that the internship does not displace full, part-time or temporary American workers or serve to fill a labor need.
• To ensure that the position exists solely to assist the student intern in achieving the objectives of his/her internship.
• To ensure that the student intern is not placed in an unskilled or casual labor position, in a position that requires or involves child care or elder care, a position in the field of aviation, or in clinical positions or in any other kind of work that involves patient care or contact.
• To complete the Training/Internship Placement Plan (T/IPP – Form 7002) prior to the issuance of J-1 visa documents. The Placement Plan must state specific goals and objectives; explain the knowledge, skills or techniques to be imparted to the student intern; and describe the methods of performance evaluation. Duties may not involve more than 20% clerical work.
• To complete the required evaluation of the student intern’s performance at the conclusion of the internship. Internships lasting more than six months require a mid-point evaluation.
• To ensure that all Marquette procedures for hiring and employment are completed prior to the issuance of the DS-2019 for the student intern.

Prior to the issuance of the Form DS-2019, the Department Host will be the primary contact for selecting the student intern and collecting necessary information for the visa documents. Following is the usual process flow for appointing an international student as an intern.

1. Marquette Host discusses the Marquette internship position with potential student intern applicants, considers the students’ educational objectives, and evaluates the applicants based on academic preparation and potential intern duties within the department.
2. Once the Host has identified a qualified candidate, he/she instructs the student to provide the required materials: the J-1 Student Intern Application, Certification of Academic Status, evidence of financial support, evidence of English proficiency, and copy of passport. The host is also responsible for ensuring that the student intern is appropriately hired and an official letter of employment generated.
3. If the student has not already established English proficiency through a standardized exam such as TOEFL or IELTS, the host suggests that they arrange to take the examination. If the student has alternative evidence of English proficiency, such as documentation from an English language school or a sponsor-conducted interview, discuss this evidence with OIE. Remember that English proficiency must match the requirements for the internship which, in most situations, is considered to be equivalent to Marquette’s English requirements for undergraduate admission. (The usual minimum iBT TOEFL scores are: Reading-18, Listening-18, Speaking-20, Writing-20.)
4. The Host completes the relevant sections of the DS-7002 Training/Internship Placement Plan, outlining the specific tasks and goals for each phase of the internship. Do not sign the DS-7002 at this time.
5. The Host submits materials to the Office of International Education including the Department Request for Issuance of Form DS-2019, the DS-7002, and materials received from the student.
6. OIE reviews the application materials. If all materials are in order, the OIE advisor will finalize the DS-7002 and will send the unsigned DS-7002 to the student.
7. Student signs the DS-7002 and returns it (mail or scan/email) to the OIE advisor or Host.
8. Host signs DS-7002 and returns it to OIE.
9. OIE conducts a final review and issues the Form DS-2019. This document will be sent to the student intern with the DS-7002 and instructions about J-1 visa status.
10. Student intern applies for J-1 visa at U.S. embassy or consulate in home country.
11. Student intern enters U.S. with J-1 visa status to begin internship. OIE will meet with the intern to explain health insurance and visa requirements and will provide a general orientation to Milwaukee. The Marquette Host is responsible for providing a department orientation, assisting with any needed housing arrangements, and coordinating the hiring process and onboarding with Marquette’s Department of Human Resources.
12. Prior to the completion of the internship, the Marquette Host conducts a written evaluation of intern’s performance which must be signed by the Marquette Host and the intern. A copy of the signed evaluation must be submitted to OIE within 15 days following the end of the internship. If the duration of the internship is longer than six months, a midpoint evaluation is also required.

Exchange visitors with J-1 visa status and their dependents are required by federal regulations to have health insurance throughout their stay in the United States. In most cases, the visitor will be required to enroll in the OIE international group insurance plan. Because of minimum coverage requirements, visitors who are eligible for Marquette employee benefits will also enroll in the OIE international insurance. Visit our health insurance page for further information.

• The prospective scholar and the Marquette host department must have a mutual interest in collaborative research or teaching.
• Scholars must have the equivalent of a bachelor’s degree or higher in their field; OR must have the skills, experience or educational background appropriate for the exchange activity at a post-bachelor’s level.
• The position cannot be a tenure track position.
• Scholars must possess sufficient proficiency in the English language, as determined by an objective measurement of English language proficiency, to successfully participate in the program and to function on a day-to-day basis.
• Scholars must have adequate financial support for the exchange program (currently, a minimum of $1,500/month). Financial support can come from the Marquette host department, home country sources, grants, or personal funds. Additional funding is necessary if dependents will accompany the scholar with J-2 visa status.

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Host faculty or departments agree to support the goals and objectives of the Exchange Visitor Program including ensuring that the visitor can successfully meet the agreed upon program objectives, monitoring the progress and general welfare of the exchange visitor, providing the scholar with appropriate professional and cultural opportunities while at Marquette, and reporting to OIE any changes to the visitor’s program or well being. Additional details about these responsibilities are provided below.

Ensure Successful Completion of Program Objectives

• Establish clear and mutually agreed on professional outcomes for the visit
• Establish clear supervisory structure and process
• Determine necessary MU resources for the visit (e.g. office space, lab access, technology, classroom and seminar participation, etc.) and confirm availability

 Monitor and Report on Visitor’s Program and Well-Being including:

• Change in the scholar’s program including site of activity, duties, supervisor, or financial support, proposed changes to program duration, etc.
• Notify OIE within 24 hours of any serious issues involving the scholar, including accident or injury, abuse allegations, interaction with law enforcement or potential litigation.
• Report early departure
• Report planned travel of 30 days or more outside the U.S. by the Exchange Visitor

Provide and Report on Cross-Cultural/Educational Exchange Activities

This is a mandatory obligation for the host faculty/department that must be addressed in any request to host an Exchange Visitor and reported on at the end of a Visitor's program.  The following suggestions for activities come from Department of State and OIE: 

• • Talk about the American culture/history of philanthropy and volunteerism and then arrange a day of volunteer work with a local charity.
  • Talk about the American economy, crafts and trade, and then plan a day at a county fair and/or a local trade show.
  • Talk about American sports and recreation, then pick a sport to teach visitors to play, creating a league with competitive games. Go to a game/match (high school, college, professional) all together.
  • Campus tours, or tours of local landmarks or historical districts
  • Departmental luncheons, happy hours, or other events
  • Campus cultural or educational events
  • Marquette sporting events

If a prospective scholar and the request documents submitted to OIE by the MU host meet the requirements for participation in the Marquette Exchange Visitor Program, the Office of International Education (OIE) will issue the “Certificate of Eligibility for Exchange Visitor Status” – also called a Form DS-2019. This form is emailed to the visitor to use to apply for a J-1 visa at a U.S. embassy or consulate prior to entering the United States to begin their program at Marquette. 

To request the issuance of the Form DS-2019 for a J-1 Professor, Research Scholar or Short-term Scholar, the Marquette Host should submit the required materials to OIE:

1. Completed Department Request for Issuance of Form DS-2019.
2. Faculty appointment letter, offer letter from MU Human Resources, or courtesy appointment letter that explains the purpose and dates of the visit. Faculty appointment letters and courtesy appointments must generally be signed by the College Dean and/or be approved by the Office of Provost.
3. Evidence of financial support. If provided by Marquette, this may be indicated in the appointment letter. If provided from sources outside MU (e.g. the visitor, grants, employer, etc.) then appropriate evidence from those sources.
4. Evidence of English proficiency, such as a TOEFL or IELTS score taken within the last two years. (See next section for details.)
5. Scholar Personal Data Form – completed by the prospective visitor.
6. CV or Resume
7. Brief Statement of Purpose, written by the prospective visitor
8. Copy of passport ID page
9. Copy of passport ID page(s) of dependent(s), if applicable
10. The host's/department's provisional plan for providing cross-cultural exchange activities including specific examples of activities

Federal regulations require a scholar to have “sufficient proficiency in the English language, as determined by an objective measurement of English language proficiency, successfully to participate in his or her program and to function on a day-to-day basis.“

An applicant’s English language proficiency can be verified in one of these ways:

• Results from a recognized English language test such as TOEFL, IELTS, Cambridge
• Native speaker, completion of a degree in an English-speaking country, or  employer verification of extensive work experience in an English-speaking country
• Signed documentation from an accredited academic institution or an accredited English language school recognized by OIE
• Through a documented interview conducted by the sponsor either in-person or by videoconferencing. At Marquette, this interview will be conducted by a qualified English instructor, arranged by OIE. Contact OIE to schedule the assessment well in advance.

Exchange visitors with J-1 visa status and their dependents are required by federal regulations to have health insurance throughout their stay in the United States. In most cases, the visitor will be required to enroll in the OIE international group insurance plan. Because of minimum coverage requirements, visitors who are eligible for Marquette employee benefits will also enroll in the OIE international insurance. Visit our health insurance page for further information.