Exchange Visitor Services (EVS) works closely with academic units across campus to fulfill the requirements of the Exchange Visitor Program. EVS ensures J-1 Exchange Visitors are able to successfully complete their program objectives, comply with immigration regulations, and have opportunities to engage in educational and cultural exchange.
All J-1 Exchange Visitors must be sponsored and hosted by an applicable university department, and the invitation process must be initiated by the UF host department. Inviting a J-1 Exchange Visitor involves a host faculty sponsor and a department administrative contact. The administrative contact is often part of the human resources team within the host department, and is responsible for submitting the online DS-2019 Request to EVS. Department administrative contacts should follow the steps indicated in the online DS-2019 Request portal when the department submits a J-1 Exchange Visitor request.
DS-2019 Request Process
Initial applications must be submitted a minimum of 45 days prior to the intended program start date; 60 days in advance is highly recommended. For Canadian citizens, a minimum of 30 days prior to the intented program start date (Canadian citizens are exempt from applying for the J-1 visa at a embassy/consulate). Applications with extenuating circumstances, please contact Scott Davis, Exchange Visitor Services Director.
Before a department administrative contact initiates a DS-2019 Request, the host department must assign the Exchange Visitor a UFID number. When the UF host departments create the affiliation for the incoming Exchange Visitor, the department must include the visitor’s gender. Exchange Visitors who will not be paid by UF must be affiliated as Departmental Associates, Consultant-Staff, or Consultant-Faculty. It is the host department’s responsibility to assist the Exchange Visitor to create their GatorLink username and password. The Exchange Visitor's GatorLink account should be active when the department submits the online DS-2019 Request to EVS.
In order to issue a Form DS-2019, all required documentation must be submitted by both the UF host department and the potential J-1 Exchange Visitor within the online DS-2019 Request portal. As mentioned above, only the UF host department is able to initiate the DS-2019 Request process with EVS.
Click here to find what Documents are Required for a DS-2019 Request.
To initiate the DS-2019 Request online, click the appropriate button and follow the instructions below:
- Select "I have a GatorLink username and password" to login
- Use the UFID field to search for the Exchange Visitor you want to initiate the request for and click the Search button.
- The Exchange Visitor's name should show on the Search Results section below on that page.
- Click the "Register" button located next to the Exchange Visitor's information
- Complete the form, upload the required documents, and click the "Update" button located at the bottom of the page.
For a visual guide of the instructions above, click here.
An email will automatically be sent to the UF host department and the Exchange Visitor indicating that the DS-2019 Request has been initiated. The Exchange Visitor’s email will include instructions on how to complete and submit their portion of the request.
EVS will review the DS-2019 Request after all materials are submitted by both the UF host department and the J-1 Exchange Visitor. If all submitted documents and requested information are correct and complete, EVS will process the Form DS-2019 and DS-7002 (required for Student Interns only) within the below timelines.
J-1 Request Type
DS-2019 Request for Professors/Research Scholars/ Short-Term Scholars
7 business days
DS-2019 Request for Student Interns
9 business days
- Professors/Research Scholars/Short-Term Scholars
EVS will send an email to the Exchange Visitor notifying them their DS-2019 is complete and is being shipped. EVS will issue the Form DS-2019 and informational packet to the Exchange Visitor using the FedEx/DHL waybill provided in the request. Departments and Exchange Visitors should reference the waybill number through the application portal for tracking information.
- Student Interns
Federal Regulations require the DS-7002 Training/Internship Placement Plan to be signed by the ARO (EVS advisor), Student Intern, and UF Faculty Sponsor prior to issuance of the DS-2019. EVS will email the DS-7002 to the host department administrative contact to obtain the signatures. Once the fully executed DS-7002 with appropriate signatures is uploaded into the application portal, EVS will send an email to the Exchange Visitor notifying them their DS-2019 request is complete and being shipped. EVS will issue the Form DS-2019 and informational packet to the Exchange Visitor using the FedEx/DHL waybill provided in the request. Departments and Exchange Visitors should reference the waybill number through the application portal for tracking information.
Once the Exchange Visitor receives the Form DS-2019, an appointment for the J-1 Visa application may be scheduled with the US Consulate or Embassy by completing the online DS-160 application through the Department of State website. For more information about the Visa Process and U.S. port of Entry, click here.