Visiting Scholars

International Student and Scholar Services

East Tennessee State University welcomes international scholars, researchers, and specialists through the J-1 Exchange Visitor Program. This page is your guide whether you're a department considering hosting a visitor, a prospective scholar exploring the program, someone preparing to arrive at ETSU, or a scholar already here.

Start with the Health Insurance, Extension of Stay, and DS-2019 Request Process sections below — these apply across every stage of your time as a visiting scholar. Then find the section that matches where you are right now: Prospective Scholars, Department Hosting Guide, Pre-Arrival Guide, or Current Scholars Guide.

Important Update (Effective September 15, 2026): The Department of Homeland Security has changed how J-1 exchange visitors are admitted to the United States, replacing "Duration of Status" with a fixed admission period. This affects how extensions of stay are requested and processed — see the Extension of Stay section below for details.

  • Helpful Acronyms
    • RO: Responsible Officer
    • ARO: Alternate Responsible Officer
    • DS-2019: Certificate of Eligibility for Exchange Visitor (J-1) Status
    • EOS: Extension of Stay
    • AUD: Admit Until Date
    • USCIS: U.S. Citizenship and Immigration Services
    • DOS: Department of State
    • SEVIS: Student & Exchange Visitor Information System
    • SEVP: Student and Exchange Visitor Program
    • IES: International Enrollment and Services
    • ITIN: Individual Taxpayer Identification Number
  • Health Insurance

    Federal regulations require all J-1 Exchange Visitors to have medical insurance for themselves and any accompanying J-2 family members for the duration of their program. (Source: 22 CFR § 62.14(a)–(b))

    Minimum coverage requirements:

    • $100,000 per accident or illness
    • $25,000 for repatriation of remains
    • $50,000 for medical evacuation to home country, and
    • A deductible not to exceed $500 per accident or illness

    Health insurance options available to ETSU employees through the State of Tennessee will not satisfy all of the above coverage requirements. Scholars must choose a plan or combination of plans that meets or exceeds these requirements. Many domestic health insurance policies, including policies provided by ETSU to benefits-eligible employees, do not include medical evacuation and repatriation insurance. If you use one of these plans for health insurance, you will have to purchase medical evacuation and repatriation coverage separately.

    You are solely responsible for procuring and maintaining suitable health insurance. Health insurance coverage is required from the day of arrival and must be maintained throughout the entire duration of your stay in the U.S. Willful violation of this requirement is considered a violation of your legal status and can result in termination of your program. (Source: 22 CFR § 62.14(a)–(b))

    The health insurance coverage provided to benefits-eligible ETSU employees does not provide dental and eye coverage. We strongly recommend that you have a dental and eye examination before departing for the United States. You may also want to purchase travel insurance, as your ETSU insurance will not be effective until your purchase date.

    Contact person: Chasity Drew, RO drewcl@etsu.edu 

  • Extension of Stay

    Your authorized stay in the United States is governed by whichever of the following applies to you:

    • If your Form I-94 still says "D/S": Your Form DS-2019 program end date governs when you must take action.
    • If your Form I-94 shows a fixed Admit Until Date (AUD): Your AUD governs, not your DS-2019 program end date - even if your DS-2019 shows a later date because your program category allows a longer maximum. This is expected, not an error.

    If you are unsure which applies to you, check your Form I-94  or contact Chasity Drew.

    Beginning September 15, 2026, under new DHS regulations, ETSU's Responsible Officer/Alternate Responsible Officers (RO/ARO) can no longer directly grant a program extension. Instead, the process works in two steps:

    1. RO/ARO Recommendation: The host department must request an extension recommendation on the scholar's behalf using the J-1 Extension of Stay Recommendation Form, submitted at least 30 days before the date that governs the scholar's status (AUD or DS-2019 end date). The RO/ARO will review the request and, if appropriate, recommend the extension and issue an updated DS-2019. The maximum length of a program extension recommendation still depends on the scholar's J-1 category:
      1. Short-term Scholar - 6 months
      2. Specialist - 12 months
      3. Research Scholar - 5 years
      4. Professor - 5 years
    2. Extension of Stay (EOS) Application: An RO/ARO recommendation is not the same as an approved extension of stay. The scholar must also file an Extension of Stay (EOS) Application directly with U.S. Citizenship and Immigration Services (USCIS) before the date that governs their status expires. Only USCIS can approve the extension - ETSU cannot extend the scholar's stay on its own.

    When to File: The EOS Application may be filed with USCIS as early as 180 days before the date that governs the scholar's status. There is no penalty for filing early. See the Study in the States FAQ for more information directly from DHS.

    Filing During the Departure Grace Period: If the RO/ARO recommendation and EOS Application were not completed before the governing date, the scholar has a departure grace period to file:

    • If still on D/S: 60-day grace period.
    • If issued a fixed AUD: 30-day grace period.

    Filing an EOS Application during this grace period does not provide an automatic extension of employment authorization while the application is pending, and the scholar may not resume any DS-2019-authorized employment until the EOS Application is approved.

    Important: If the EOS Application is denied, there is no grace period - the scholar would be required to depart the United States immediately.

    International travel while an EOS Application is pending is strongly discouraged. Traveling while an EOS Application is pending will generally cause USCIS to consider it abandoned. See our Travel page for details.

    ETSU cannot extend DS-2019 forms issued by other program sponsors such as ISEP, Fulbright, ECFMG, etc.

    Extending the DS-2019 (once the EOS Application is approved) means the J-1 visitor is allowed to stay legally in the U.S. until the end date on that document or until the program is completed, whichever is earlier. The visa stamp in the passport is not automatically extended - if the exchange visitor leaves the U.S. after obtaining an approved extension and wishes to re-enter in J-1 status, a new visa stamp may be needed if the previous one will have expired at the time of re-entry.

  • DS-2019 Request Process

    ETSU issues Form DS-2019 to eligible J-1 Exchange Visitors. The process depends on your situation:

    New Scholars:

    The Host Department must complete a J-1 Scholar Request Form and submit it, with all required documentation. This may include a notation regarding the visitor's salary or stipend, a letter from the visiting professor's government or scholarship agency, or a personal bank statement. The ARO will issue the DS-2019 for the host department to send to the visitor.

    Extensions:

    Extension of Stay, above.

    Transfers into ETSU:

    Eligible visitors transferring their J-1 sponsorship to ETSU should have both current and prospective program sponsors coordinate the transfer date. ETSU departments wishing to sponsor a transfer should submit a J-1 Scholar Request Form.

    Transfers out of ETSU:

    Scholars must notify the RO, drewcl@etsu.edu, of their intention to transfer before accepting another position.

  • IES Contact

    Location: 310 S. Dossett Drive, Ada Ernest House

    Contact: Chasity Drew, Associate Director; PDSO/RO

    Address: 
    International Enrollment and Services
    P.O. Box 70668 
    Johnson City, TN 37614

    Office Phone: (423) 439-8321

    Email: drewcl@etsu.edu

    Office hours:
    Monday through Friday 
    8:00 a.m. to 4:30 p.m.

  • Prospective Scholars

    The J Exchange Visitor Program is managed by the U.S. Department of State Bureau of Educational and Cultural Exchange. ETSU is a sponsor under this program and can issue DS-2019 forms for eligible participants.

    The purpose of the Exchange Program, per the Fulbright-Hays Act of 1961, is to increase mutual understanding between the people of the United States and other countries through educational and cultural exchange.

    A prospective visitor must have an ETSU host faculty member or department, and that host must work with International Enrollment and Services (IES) regarding issuance of the DS-2019, visa, and other pertinent documents. See DS-2019 Request Process, above, for details.

  • Department Hosting 
     

    This guide provides an overview for ETSU departments hosting international visitors. For further information, please contact Chasity Drew, RO at drewcl@etsu.edu.

    • Determining Proper VISA and Immigration Status

      When an ETSU department wants to invite an international scholar for a visit that involves payment of an honorarium or salary to the visitor, it is important to establish beforehand that the visitor will be eligible for payment while in the United States. A foreign person's eligibility to accept employment in the United States is covered under the Department of Homeland Security regulations and varies depending on the immigration status of the foreign person.

      Under current regulations, visitors who enter the United States under the J-1, B-1, or B-2 visas may be eligible to receive an honorarium or salary and reimbursement of travel expenses.

      B visas (visitors for pleasure or business)

      • For short-term visitors engaged in compensated activity for 9 days or less.
      • Must not have received compensation from more than 5 U.S. sources in the last 6 months.

      • ETSU is not required to issue documentation, but departments may issue an invitation letter to facilitate the visa petition. 

      (Source: INA § 212(q); 8 CFR § 214.8)

      J visas Exchange Visitor Program

      • For long-term visitors (more than one month).
      • ETSU must issue visitor a form DS-2019. See DS-2019 Request Process, above.
      • J-1 visitors who are already in the U.S. may transfer to ETSUs exchange program, if eligible. Please consult the RO, Chasity Drew, before making an offer to the exchange visitor.
      • Visitors must financial documentation showing sufficient funds before Form DS-2019 can be issued.
      • Complete the hiring paperwork as for a temporary appointment with the words "Contingent Upon Approved Work Authorization" on the employment contract, under other employment conditions.
    • Pre-Arrival Department Responsibilities
      • Submit the J-1 Scholar Request Form with required documentation (see DS-2019 Request Process above) 
        • Please note that, effective January 5, 2015, the policy on English language proficiency took effect.
      • Visitor uses DS-2019 to petition for a J-1 visa, after paying the SEVIS I-901 fee.
      • Obtain approvals and complete hiring paperwork before the visitor's arrival.
      • Documentation of health insurance coverage.
      • If the visitor will be an ETSU employee, insurance coverage may be included in the benefits package and a benefit orientation letter will be forwarded to employee.
      • Current physical address. International Student and Scholar Services must be notified, in writing, of changes in physical address within 10 days of its occurrence.
      • Notify our office if the visitor's employment is terminated. 
      • Notify our office if the visitor leaves the university more than 30 days earlier than the dates listed on the DS-2019.
      • Notify our office if the visitor is absent more than 30 days.  
    • Within 15 Days of Arrival

      Within 10 Days of Arrival, the visitor should provide the RO with the following:

      • Passport, DS-2019, I-94, and other immigration documents
      • Documentation of health insurance coverage (see Health Insurance, above)
      • Current physical address
      • Emergency contact information

      The visitor will receive instructions for completing the immigration check-in process.

    • Ongoing Department Responsibilities
      • Notify the RO within 10 days of any change in the visitor's physical address.
      • Notify the RO if the visitor's employment is terminated.
      • Notify the RO if the visitor leaves more than 30 days before the DS-2019 end date, or is absent more than 30 days.
      • See our Travel page for full travel guidance.

      Extensions: See Extension of Stay, above - the host department initiates extension requests.

      Other logistics: Housing (contact the Housing Department), Post Office Box, Social Security, ID Cards, and Email/Computer Account requests are coordinated by the host department.

  • Pre-Arrival

    Information for scholars preparing to arrive at ETSU.

    • Immigration Documentation

      ETSU will email you Form DS-2019, which you'll use to petition for a J-1 visa at the American Consulate with jurisdiction over your residence. Upon U.S. arrival, an immigration officer will process your DS-2019 and issue your I-94. Bring all immigration documentation to IES upon arrival on campus.

    • SEVIS I-901 Fee

      Required for new exchange visitors before petitioning for a visa. Visit the I-901 Fee page for payment. This fee MUST be paid prior to petitioning for a visa.

    • Program Transfer / Changing Immigration Status

      If transferring sponsorship or changing status, contact both your current sponsor (if applicable) and our office for guidance.

    • Arrival

      Johnson City is served by the Tri-Cities Airport www.triflight.com (airport code - TRI), located approximately 18 miles from the university. 

    • Program Dates

      You cannot enter the U.S. more than 30 days before the reporting date on your DS-2019.  Should your program dates change, please notify us so that a new form DS-2019 can be issued.

    • Check-in and Orientation

      Upon arrival in Johnson City, you are required by the U.S. Department of State to attend a mandatory orientation. You will need to bring your immigration documents (passport, J-1 visa, DS-2019, and I-94 card), proof of insurance and personal and emergency contact information. Please email Chasity Drew, RO , drewcl@etsu.edu to schedule your appointment.

    • Financial Matters

      On-campus housing ranges from approximately $2,500-$4,400/semester; off-campus apartments $800-$1,500/month plus deposits. We estimate that living expenses will require approximately $2,000 per month for a single person. No school fees are payable to this school by Exchange Visitor professors, research scholars, or specialists unless they decide to attend classes. ETSU and many Johnson City establishments will accept major credit cards (Visa and MasterCard).

    • What to Bring

      You will be able to purchase anything you may need in Johnson City. For purposes of immediate settling down, however, we suggest you bring with you: bed linens, towels and blankets and toiletries.

    • Health Insurance

      See Health Insurance above for details.

       

    • Two-Year Home Residency Requirement

      Exchange Visitors who are subject to the two-year home residency requirement, must return to their home countries and be physically present there for an aggregate of two years before being eligible to return to the United States in immigrant status, H status, or L status. For the terms of the requirement, please see item 1. (a) on page 2 of your DS-2019 form. If you have questions about the requirement, including whether or not you will be subject to it, please raise them with the consular office when you apply for a visa or direct them to our office.

    • Housing

      You may be able to stay on-campus, provided there is an apartment or dormitory room available during your stay. For information on campus housing, please contact the Housing Office at housing@etsu.edu.

      Off-campus: Off-campus housing may prove difficult to secure before you arrive. If you wish to live off-campus, please make plans to arrive in Johnson City at least two weeks before the start of your exchange program to secure appropriate accommodations. You should feel free to contact your academic department to see if they can help you locate off-campus housing. Please see the Off-Campus Housing Resources website for off-campus housing information.

    • Limitation of Stay

      Limitations of stay for persons entering the U.S. under the J-1 Exchange Program depend on the exchange visitor category, as follows:

      • Research Scholar 5 years
      • Professor 3 years
      • Specialist 3 years
      • Short Term Scholars 6 months (no extension permitted)
    • Social Security Card

      Scholars who are employed by ETSU must have a social security number before you can receive compensation. Please see the Social Security Administration website for detailed information.

    • Weather

      In the Johnson City area, we have four distinct seasons: winter, spring, summer, and fall. The winter season usually lasts from late November to early April with periodic snowfalls, sleet, and generally very cold weather. We recommend you include warm clothing in your luggage. Spring and fall usually bring mild weather, and although summer days can be hot, the evenings are usually pleasantly cool.

    • Mailing Address

      You you should be able use your Host Department's mailing address to receive mail while you are here. 

  • Current 

    Visiting Scholars and their dependents must comply with several governmental regulations throughout their stay in the United States. The information here is generic and not exhaustive. Scholars are highly encouraged to discuss their particular situation with the RO.

    • Maintaning J-1 Status

      Once you are admitted to the United States under the J-1 status, you MUST follow the Department of States regulations and procedures pertaining to your nonimmigrant status.

      Checking In

      Make an appointment to meet with Chasity Drew at drewcl@etsu.edu as soon as possible after your arrival on campus but not later than a week after arriving.

      Passport

      You MUST maintain a valid passport at all times.

      Change of Address

      You MUST notify our office of any change of address, via email, within 10 days of such change.

      Program Activities

      You MUST engage ONLY in the activities permitted in your form DS-2019. You MUST not change activities or work location without consultation with the RO.

      Health Insurance

      See Health Insurance above.Willful failure to comply with insurance requirements can result in your termination from the J-1 program.

      Travel

      See our Travel page for full guidance on domestic and international travel while on J-1 status.

      Extension of Stay

      See Extension of Stay above.

      Transfer To/From ETSU

      See Pre-Arrival - Transfer above for transfer procedures. J-1 scholars must be in lawful status to be eligible for transfer.

    • Employment

      J1 scholars sponsored by ETSU may only be employed as stated on the form DS-2019. Work authorization is limited to the dates indicated on the current DS-2019.

      Social Security Number

      You will be able to apply for a security number once you have checked-in and your SEVIS record activated. You MUST wait 2-3 business days before going to the Social Security Administration Office; otherwise, you will be placed in administrative processing which could delay the Social Security Number issuance by several weeks.

      You will need a letter from your host department certifying to your J-1 status and your eligibility for a social security number.

      In addition to the letter above and to a Social Security Application Form, you will need to take the following documents:

      • Employment offer letter
      • Passport/Visa
      • DS-2019
      • I-94

      Once you have these documents, you can go to the Social Security Office to apply for your number.

      Local Social Security Office: 818 Sunset Dr, Suite 203, Sunset Commons Building, Johnson City, TN 37604

    • Employment for J-2

      J-2 dependents may be eligible for employment authorization, provided the income won't be used to support the J-1 principal. J-2s must apply to USCIS for an EAD (Form I-765) before beginning employment. Contact the RO for current filing details and fees.

    • Outreach Activities

      Scholars are encouraged to share their heritage through campus/community engagement opportunities coordinated through IES or other campus organizations.

  • 12 and 24 Month Bars

    The 12 and 24 month bars are different from the two-year home country residence requirement. Any indication below that there is “no wait” time refers only to the 12 and 24 month bars. It is possible that a J-1 visitor has no wait time related to the 12 and 24 month bars - but is subject to the two year home residency requirement. 

    The 12 and 24 month rule affects J-1 exchange visitors who have been in the U.S. on a J-1 visa previously, and wish to return, using the J-1 visa. The bars prohibit certain “repeat participation” in the Research Scholar or Professor categories only. Depending on what your previous J category was, you may be subject to a 12 month bar, a 24 month bar or have no bar at all. The following chart shows how long you would have to wait (the 12 or 24 month bar) before you could obtain a new J-1 Research Scholar or Professor visa based on what your previous J status was. If you have never before had J-1 visa sponsorship, then the bars do not apply to you.

    • for LESS than 6 months
      • Research Scholar/Professor - 24 months
      • All other categories - no wait
    • for MORE than 6 months
      • Research Scholar/Professor - 24 months
      • Student, Student Non-Degree, Specialist - 12 months
      • J-2 Dependent of Research Scholar/Professor - 24 months
      • J-2 Dependent of other categories - 12 months

      (Note: distinct from the Two-Year Home Residency Requirement )

  • Forms

    The Host Department must complete a J-1 Scholar Request form.

    If visiting scholars are eligible for an extension of stay, the Host Department must complete the J-1 Scholar Extension form. Because extensions are time sensitive, such requests must be submitted at least 30 days before the current DS-2019 expiration date.

    Eligible visiting scholars planning to transfer to another J-1 program must contact Chasity Drew, RO, drewcl@etsu.edu to discuss eligibility.