Amending Scholar Programs

A pushback amendment request is required in the following scenarios:  

• Scholar's visa interview is after their start date.  
• Scholar's planned arrival is 15 days after the start date on their DS-2019.  
• If a scholar will arrive within 15 days after their start date, an amendment request is encouraged but optional. 

It is important to keep track of the start dates of incoming scholars in your departments. The DS-2019 will expire 30 days after the start date if not amended. 

 

Required Documents  

• Invitation/offer letter with new program dates and new signatures 
• If the previously submitted funding document states specific dates, please submit an updated version of the funding document as part of the amendment request.  
• RISC International Scholar Determination  
• The requested start date must be within six months of the approval date; otherwise, an updated RISC International Scholar Determination is required.     

A scholar may participate in their program activities between the start and end date listed on their DS-2019. If their program activities need to continue beyond their current end date, an extension request is required.   

The maximum duration of each J-1 category is:  

• Research Scholar: 5 years  
• Professor: 5 years  
• Student Intern: 12 months (or the student's graduation, whichever comes first)  
• Short-Term Scholar: 6 months  

It is important to submit amendment requests for program extensions at least 30 days prior to the current end date to ensure the program remains active. Inactive programs cannot be extended.  

  

Required Documents  

• Amendment Letter using Master Template 
  • Proof of funding for extension period if not otherwise noted in amendment letter  

An amendment request is required if the host department and/or the physical location where the exchange visitor conducts their program activities will change, or if the primary site of activity will not change but an additional site of activity will be added. When the amendment is for a change of host department, the new department should submit the request.  

Required Documents  

• Change of host department and/or physical location 
• Amendment Letter using Master Template
• If the faculty supervisor will also change, include the Acknowledgement of Faculty Sponsor Responsibility Form  
• Additional site of activity  
  • Explanation of why the secondary site of activity is necessary 
  • Explanation of the activities that will be conducted at the secondary site 
  • Name, email, and phone number of the person who will supervise the exchange visitor at the secondary site 
  • Explanation of how the faculty supervisor will supervise the exchange visitor’s activities at the secondary site (e.g., in person visits, phone/videoconference calls, etc.) 
  • Hours per week or percentage of time that will be spent at secondary site 
• Secondary Site of Activity Letter on departmental letterhead and signed by the faculty supervisor with the following details 

Required Documents  

• Amendment Letter using Master Template
• Must include the name, title, and signature of both the former and the current supervisor, unless the former supervisor is no longer affiliated with UF. 
• Acknowledgement of Faculty Sponsor Responsibility Form

Required Documents  

• Amendment Letter using Master Template
• If non-UF funding, provide a letter from the funding source   

An exchange visitor is expected to participate in the program activities detailed in their original UF invitation/offer letter. Changes of program activities can only be approved if the new activities are consistent with the original academic objective.  

 

Required Documents  

• Amendment Letter using Master Template
• Provide a detailed explanation of the new program activities  

If a scholar will be leaving their program more than two weeks prior to the end date on their DS-2019, their DS-2019 must be amended to shorten the program.  

  

Required Documents  

• Statement of Program Reduction
• A signed resignation letter from the scholar will be accepted in lieu of a program reduction letter 

In the case of multiple program changes, the amendment letter should detail each change. If necessary, the master template can be adapted to include additional information.  

Include the date each change will become effective. For example, if a scholar's program will be extended effective January 1^st, but they will receive a raise effective October 1^st, the letter must explicitly indicate those dates.  

 

Required Documents  

• Amendment Letter using Master Template
• Additional supporting documentation if applicable (see categories above) 

No.

Please submit an amendment letter using the master template, alongside any additional supporting documentation if applicable (see categories above). The amendment letter should detail each change. If necessary, the master template can be adapted to include additional information.  

A signed resignation letter from the scholar will be accepted in lieu of a program reduction letter.   

• If the scholar has received their visa:  
• Confirm the scholar's intended date of arrival, then choose the day the scholar will start to participate program activities. (The scholar can enter the US up to 30 days prior to the start date on their DS-2019). 
• If the scholar does not yet have their visa, but has scheduled their visa interview:  
• Choose a start date 2-3 weeks after the visa interview date.  
• If the scholar is in administrative processing:  
• Administrative processing time varies widely. The process can take between a few weeks and, in rare cases, over a year.  
• The DS-2019 will expire 30 days after the start date if not amended. 
• To keep the DS-2019 valid, choose a start date a month in the future. Multiple pushback amendments may be required as administrative processing proceeds.   

No. The scholar is responsible for initiating the transfer process with EVS. However, if you are aware that one of your scholars intends to transfer to another university/institution, please email EVS to confirm that we are informed.  

Email the RISC office at international@research.ufl.edu and inform them of the scholar’s new program dates. They will either issue you an updated RISC International Scholar Determination or request that the application be resubmitted.