J 1 Visas From A to Z Sandra

J 1 Visas From A to Z Sandra Ordonez • Boston University Medical Center

Trainee Visa Types

Immigration Options for Residents F-1 Optional Practical Training (OPT) H 1 -B J 2 or H 2 -B Employment Authorization Document (EAD) J-1

F-1 Optional Practical Training (OPT) F-1 Visa is for undergraduate or graduate students OPT permits additional 12 months of work to complement education Traditionally OPT is converted to H 1 B if used in residency

H 1 -B Designed to allow U. S. employers to recruit & employ foreign professionals in specialty occupations within the USA for a specified period of time. No home residency requirement More liability, paperwork & cost for employer

J-2 or H 2 -B Dependents of J-1 or H 1 -B visa holders Eligibility to work directly dependent on spouse Maintaining work eligibility is resident responsibility An Employment Authorization Document (EAD) is required in addition to the visa

Employment Authorization Document (EAD) Used in conjunction with J-2, H 2 -B and other forms of legal immigration. Typically issued for periods of 1 year and must be renewed. Typically followed up on by HR as part of I 9 Verification

J-1 Exchange Visitor Sponsorship Program (EVSP)

J-1 Visa • Department of State • AAMC • NRMP • ECFMG

Educational Commission for Foreign Medical Graduates (ECFMG) Private, non-profit organization Established in 1956 Administers Exchange Visitor Sponsorship Program (EVSP) • Designated visa sponsor for all J-1 physicians participating in clinical US GME Utilizes Institutional or Program Training Program Liaison (TPL) to process visa applications

2014 -2015 J-1 Physician Facts J-1 Physicians in US GME Programs in 20142015 • 130 Countries Represented • 61% Men, 39% Women • Training in 49 out of 50 states + Puerto Rico • Over 30% training in Internal Medicine

Top 10 Nations of Origin for J-1 Physicians, 2014 -15 Country India Canada* Pakistan Lebanon Saudi Arabia Jordan Egypt Philippines Syria Peru No. of J-1 Physicians 2, 369 1, 855 567 401 309 264 173 168 165 164 Source ECFMG database. Data current as of January 29, 2016.

States With Highest Number of J-1 Physicians, 2014 -15 Country New York Michigan Texas Ohio Massachusetts Illinois Pennsylvania Florida No. of J-1 Physicians 1, 595 692 605 569 521 513 500 460 Source ECFMG database. Data current as of January 29, 2016.

Top Specialty Fields Pursued by J-1 Physicians, 2014 -15 Country Internal Medicine Pediatrics Family Medicine General Surgery Neurology Psychiatry Pathology Anesthesiology Diagnostic Radiology Obstetrics/ Gynecology No. of J-1 Physicians 4, 441 1, 064 651 622 557 429 227 168 164 146 Source ECFMG database. Data current as of January 29, 2016.

Prior to Arrival

Timeline for Processing Nov - Jan Recruiting Mid-March NRMP Match March/April Collect Required Documents April June Submit J 1 Application to EVNet J 1 Arrival

J-1 Visa U. S. Teaching Hospital Training Program Liaison J-1 Physician ECFMG U. S. Department of State SEVIS

Initial Application Documents Contract/Letter of Offer Statement of Need CV Passport Name Page(s) Training Program Description (subspecialties only)

Initial Application Documents Contract/Letter of Offer • • • Start and End Dates of Training Specialty Training Level Stipend Signed by Applicant & Appropriate Personnel Fully executed contract/offer letter required prior to applicant being submitted in EVNet

Initial Application Documents Statement of Need • Issued by federal office of applicant’s most recent country of permanent residence • Ministry of Health letterhead • Addressed to ECFMG • Align with specialty being pursued • Contain stamp/seal of issuing government • Dated signature of issuing official • Issued in English Also known as the Ministry of Health (MOH)

Initial Application Documents Statement of Need Sample Exact wording that has been approved by the U. S. Secretary of Health and Human Services for the Statement of Need:

Initial Application Documents CV Passport Name Page • Educational History • Applicant • Academic History • All dependents • Month/Year to Month/Year format • All gaps after medical school should be accounted for.

Additional Initial Application Documents Previous IAP-66 and/or DS-2019 (previous J 1 s) I-94 Arrival/Departure Records (previous J-1 s) Return Airbill for Expedited Delivery (Optional) Transfer Request Documentation (J 1 -reseach to J 1 clinical) Medical School Diploma & Passport Photo (LCME Graduates Only)

Additional Initial Application Documents Previous IAP-66 now a DS-2019 Sample IAP-66 Sample DS-2019

DS-2019 Mailed to TPL Review all information for accuracy Copy/Scan for program records Mail to J-1 Holder via trackable courier

J 1 -Appointment Application Create Appointment Profile in EVNet Initiate Individual Appointment Upload All Required Documents Resident Completes OASIS Application & Pays Fee 4 -6 Weeks DS-2019 Mailed to TPL

Initial Arrival

J 1 -Appointment Application Maximum 30 days prior to start date Visa Holder Enters Country Within 72 Hours Initial Arrival Verification With TPL 3 -10 days Initial Arrival Validation 7 -14 days Social Security Number Application

Initial Arrival Validation Form Validation of ECFMG sponsored Copy of visa

Additional Initial Application Documents I-94 Arrival/Departure Records Electronic I-94 Paper I-94 (Land Sea Crossings)

SEVIS Verification

Social Security Number Apply as soon as SEVIS Verification is complete » Social Security Number Application » Original documents » 7 -14 days » Required for I 9 Processing

During Residency

Role of the J-1 Exchange Visitor J-1 physicians are also specifically responsible to: • Maintain a valid passport • Secure and maintain required health and accident insurance for themselves and their J-2 dependents, as detailed on the Mandatory Insurance page on the ECFMG website. • Report any address changes within ten days to ECFMG through ECFMG’s On-line Applicant Status and Information System (OASIS) or the My. ECFMG mobile app • Engage in full-time training at the host institution identified on Form DS 2019 • Notify ECFMG of any proposed changes to his/her training plan (e. g. , training levels, training dates, resignation, etc. ) • Adhere to all U. S. laws

Insurance Requirement Federally mandated requirement Minimum continuous coverage Trainee attests annually in OASIS

Form I-644 Completed annually for continuing trainees

Away Electives Notification of Off Site Rotation Form http: //www. ecfmg. org/evsp/notification-offsite-rotation. pdf Required 30 or more days in advance New DS-2019 will be issued

Leave of Absence/Early Departure Leave of Absence • Notification of Leave of Absence Form • http: //www. ecfmg. org/evsp/notification-LOA. pdf • Requires updated contract if training dates impacted • New DS-2019 will be issued Dismissal http: //www. ecfmg. org/evsp/early-dismissal-form. pdf Resignation http: //www. ecfmg. org/evsp/notificationresignation. pdf

Reporting Serious Incidents

Cross Cultural Activities J 1 program objective is educational AND cultural Trainees expected to have opportunities to learn about American culture Celebrating holidays Cultural activities (museums, festivals, etc) Social events (concerts, sporting events) Multicultural events (potlucks, festivals) Academic conferences

After Residency

Options After Residency Fellowship J-1 Waiver Job Return to Home Country (minimum 2 years)

J-1 Waiver Job No required documents from training program Items that may be requested: Letters of recommendation Board eligibility letter Copies of visa documents

Returning to Home Country No required documents from training program Trainee has 30 days from end date to leave the country Several extensions can be requested: Board Exams (trainee initiated) Personal/Medical (program initiated)

Best Practices & Resources

Recommendations for Trainees Retain copies of all visa documents. Keep originals in a safe place and copies in separate location. Do not carry around documents unless absolutely necessary.

Resources Pre-Arrival Information http: //www. ecfmg. org/evsp/pre-arrivalinformation. html The Exchange Visitor Program Welcome Brochure https: //j 1 visa. state. gov/wpcontent/uploads/2015/03/Brochure-The-Exchange. Visitor-Program. pdf U. S. Embassies and Consulates http: //www. usembassy. gov/

Resources Visa Appointment and Processing Wait Times https: //travel. state. gov/content/visas/en/general /wait-times. html Wilberforce Pamphlet on the Rights and Protection of Temporary Workers https: //travel. state. gov/content/dam/visas/Legal Rightsand. Protections/English%20 Online%20 Re ading%205 -20 -2013. Pdf

Questions