Enroll & Hire International Students

For Academic Departments Enrolling F-1 Students 

An F-1 student is a nonimmigrant pursuing a “full course of study” to achieve a specific educational or professional objective, at an academic institution in the United States. Even though F-1 students engage in cultural and educational exchange while studying at Emory, it is not a regulatory requirement as it is for J-1 students (see below). Due to the fundamental differences between the F and J student programs, academic departments are not required to comply with the same regulations when enrolling F-1 students as they do for J-1 students. Regardless, since all of Emory's schools enroll international students, faculty and staff should be aware of ISSS resources and know when to refer a student to ISSS. By doing so, Emory can ensure that F-1 students are holistically supported. Please review the "ISSS Resources" section below for links to helpful services offered by ISSS. Visit ISSS' Compare F and J Status page to learn more about the differences between these two student statuses.

For Academic Departments Enrolling/Hosting J-1 Students 

The purpose of the State Department's Exchange Visitor Program is to promote cultural and educational exchange between US citizens and those of other countries. The J-1 Student program provides international students with opportunities to participate in academic exchange programs in the US and then return home to share their experiences. Due to the Exchange Visitor Program's unique and specific mission, hosting a J-1 student comes with some extra responsibilities for the student's academic program. These responsibilities include:

1. Being Familiar with the J-1 Exchange Visitor Program's Rules and Requirements Including the Following:
   • Understanding Emory's J-1 Student DS-2019 request process.
   • Understanding J-1 student's employment options.
     • Even on-campus work requires written permission from ISSS prior to the J-1 student's employment start date.
   • Ensuring that the J-1 student category is used only for the following types of students:
     • Prospective students who will enroll full-time under a properly executed bi-lateral student exchange program.
     • Full-time degree-seeking students who are funded by a US or foreign government entity.
        
2. Verifying English Language Proficiency
   • J-1 students need to have sufficient English fluency to perform their academic activities and navigate daily life in the US.
   • The State Department gives three options for verifying English language proficiency during the initial request process:
     • Signed documentation from a non-Emory academic institution or English language school (download an evaluation template)
     • A documented interview by Emory’s hosting department with the J-1 exchange visitor, either in person or by video conference (download an interview evaluation template)
     • A recognized English language test.
       • Test options: TOEFL, IELTS or Pearson.
       • Acceptable minimum scores vary by school. 
          
3. Letting ISSS Know if a J-1 Student's Arrival is Delayed
   • Departments must inform ISSS right away if a J-1 student's arrival in the US is delayed.
   • The student's SEVIS record will be updated, and a new DS-2019 form will be issued reflecting their correct program dates.
      
4. Letting the Student Know of the ISSS Check-in and Orientation Requirement
   • Check-in: This mandatory e-form is found under the "New Students" tab in ISSS Link and must be completed before ISSS can activate the student's SEVIS record.
   • Orientation: ISSS hosts a separate orientation for J-1 students and their families. Attendance is a federal requirement for J-1 exchange visitors.
   • For check-in and orientation details visit ISSS' New Student Post-Arrival Checklist.
      
5. Informing and Encouraging Students to Purchase and Maintain Health Insurance
   • Departments are required to inform and encourage J-1 students and their J-2 dependents (if applicable) to purchase and maintain health insurance for the duration of their stay in the US.
   • Students who fail to obtain and maintain insurance case lose their immigration status.
      
6. Providing Cultural and Educational Opportunities for the J-1 Student and Their J-2 Dependents
    
7. Evaluating and Monitoring the Student's Progress Throughout Their Stay at Emory
    
8. Notify ISSS Within 24 hours of Any Serious Problem or Controversy
   • Host departments are required to email ISSS (isss@emory.edu) if they become aware of anything that could be expected to bring the Department of State, the student, or Emory’s exchange visitor program into notoriety or disrepute.
   • Incidents that require reporting include, but are not limited to, the conviction of a crime, potential litigation related to a Emory’s J-1 program in which the student may be a named party, serious accident or injury, or sexual abuse allegations.
      
9. Reporting the Following Changes/Updates to ISSS in a Timely Manner:
   • Any changes in the student's program (i.e. financial support, end date, site of activity, etc.).
     • These types of changes require ISSS approval in advance.
   • Any change to the J-1 student and J-2 dependent's (if applicable) contact information.
     • Includes changes to their physical address, email address or phone number.
     • These changes must be reported within 10 calendar days of a change.
   • If any of the student's J-2 dependent(s) permanently leave the US before the DS-2019 program end date.

ISSS Link is the online system that Emory F-1 and J-1 students use to submit requests to ISSS. International students can log into ISSS Link to access their information and submit e-forms such as the "New Student I-20 Request" and the "J-1 Student Request." 

I-20 Request Process (F-1 Students)

Unlike the J-1 student request process, departments are not directly involved with individual F-1 student I-20 requests. After formally accepting an offer of admission (through paying a deposit or other formal means) and the university information system (OPUS) has been updated to indicate the student's intent to enroll, the student will receive an email with instructions on how to log in to ISSS Link and submit the "New Student I-20 Request" e-form. Barring any unforeseen or extenuating circumstances, I-20 requests will be reviewed by ISSS within three business days of submission. If the request is complete, the I-20 will be issued within three business days. For more details, visit ISSS' I-20/DS-2019 Request Process page. 

Even though departments are not required to complete a portion of each student's I-20 request e-form, they are fundamental to the process. Annually, ISSS sends an email to schools requesting that they complete ISSS' "Annual Program Survey." This online survey gathers pertinent information ISSS needs to create I-20s (and DS-2019s) for each program (cost, key dates, etc.). Additionally, ISSS relies on information gathered by schools during the admission process and entered into OPUS.

DS-2019 Request Process (J-1 Students)

In addition to completing ISSS' "Annual Program Survey" (see above) for each academic program and updating OPUS, a department representative is required to complete a portion of each student's "J-1 Student Request" e-form. This involvement ensures that Emory University complies with regulations particular to J-1 Exchange Visitors (including J-1 student status eligibility requirements and host department responsibilities). There are three parts to J-1 student DS-2019 request: the student initiated e-form, the Emory academic department e-form, and ISSS review process. Each portion of the request is detailed below. 

Student Portion

The "J-1 Student Request" e-form must be submitted by the following students:

• All newly admitted students who will come to Emory in J-1 status.
• Current Emory students who are sponsored by another J-1 program (such as Fulbright) and are requesting to transfer their SEVIS record to Emory.   

Initiating the J-1 Student Request" E-form:

New Students: After a new student is "Prematriculated" or "Matriculated" in OPUS, their information will feed into the ISSS Link system. ISSS will email the student the next business day to invite them to submit their DS-2019 request in ISSS Link. 

Current Students: Current Emory students who are transferring their sponsorship from another organization, such as Fulbright, to Emory are directed to contact ISSS at newfjstudent@emory.edu. ISSS will respond to student's email with instructions for initiating the DS-2019 request in ISSS Link.

As part of the "J-1 Student Request" e-form, the student will do the following:

• Confirm biographical information that is required for the DS-2019.
• Upload financial documentation confirming that they can meet their estimated cost of attendance while at Emory.
• Enter the name of a designated representative in their Emory academic department, who will receive a link to complete the request.

Emory Department Portion

Upon submission of the e-form, the student's department representative will receive an e-mail requesting that they log into ISSS Link and submit the department's portion of the "J-1 Student Request" e-form. 

As part of the "J-1 Student Request" e-form, the department representative will do the following:

• Confirm the student's degree/non-degree status at Emory.
• Verify English proficiency. All J-1 students (regardless of native language) must have verified English language proficiency. The State Department gives three options for verifying English language proficiency during the initial request process:
  • Signed documentation from a non-Emory academic institution or English language school (download an evaluation template)
  • A documented interview by Emory’s hosting department with the J-1 exchange visitor, either in person or by video conference (download an interview evaluation template)
  • A recognized English language test.
    • Test options: TOEFL, IELTS or Pearson.
    • Acceptable minimum scores vary by school.
• Attests that the department agrees to the responsibilities of hosting a J-1 student (See "Academic Department Responsibilities Enrolling F-1 and J-1 Students" section above.)

ISSS Portion

Once the academic department submits their part of the request, ISSS will review the request within three business days. 

• New J-1 Students: If no additional follow-up needed, ISSS will email the student a digital copy of their DS-2019 within three business days. Otherwise, ISSS will email the student and/or department representative for additional information/documentation.
• Current J-1 Students Requesting a SEVIS Transfer: ISSS will contact the student's current J-1 sponsor (i.e. Fulbright) to set up the SEVIS transfer. Once transferred, ISSS can issue the student an Emory-issued DS-2019.

Nonimmigrants, including F-1 and J-1 students, are not eligible for Federal Work Study positions. However, F-1 and J-1 students are permitted to work on-campus in non-Federal Work Study positions as long as they comply with the following on-campus employment rules. Hiring departments should also be aware of these rules to ensure that Emory stays in compliance with federal regulations.

• F-1 and J-1 students can work on campus up to 20 hours a week when school is in session, and more than 20 hours a week during breaks.
• Students may begin working on-campus prior to applying for a Social Security number (SSN).
• F-1 students need an official employment offer letter in order to apply for an SSN.
  • ISSS provides a template offer letter for hiring departments to complete and print on their office's letterhead.
  • Once printed and signed, the hiring department should give it to the student so the student can request an SSN support letter from ISSSS and apply for their SSN.
• J-1 students need to get authorization from their J-1 sponsor before they can start an on-campus job.
  • The J-1 student on-campus work authorization is valid up to 12 months at a time, which means that the hiring unit will need to update their I-9 per authorization.
  • Emory-sponsored J-1 students initiate the on-campus employment authorization process in ISSS Link by completing the "On-Campus Employment Authorization" e-form
    • Upon submission of the e-form, the student's hiring manager will receive an e-mail requesting that they log into ISSS Link and provide the employment details.  
    • Once the hiring manager completes their portion of the e-form, ISSS will review the request within five business days.
    • If approved by ISSS, the ISSS advisor will create a J-1 on-campus employment authorization letter and e-mail it to the student.
    • The student will use this letter to complete hiring paperwork and apply for a SSN.
  • If a J-1 student is sponsored by another organization (such as Fulbright), then they need to get authorization from their J-1 sponsor.

Visit ISSS' On-Campus Employment page for more information.

For more information on the I-9 verification process and other onboarding paperwork, refer to HR's Manager Resources.

Below is a list of resources and services provided by ISSS that campus partners may find helpful as they support Emory's international community.

• Contact an ISSS Staff Member
  • For general and programmatic support, academic units should contact their school's designated ISSS liaison.  
  • For student-specific questions, campus partners can reach out to the student's assigned ISSS advisor.
  • To learn about ISSS' programs and events or to help a student get involved, contact Amber Cordell, ISSS' Associate Director, Programming and Support and/or Ford Johnson, ISSS' International Engagement Program Coordinator. 
     
• Get Involved: This section of the ISSS website lists the wide variety of programs, events, and trainings provided by ISSS.
   
• Life in the US: This section of the ISSS website is designed to assist Emory's international community navigate life in the United States. Whether they are new to Atlanta or have been at Emory for years, all international students can benefit from these resources. Here, students can find information on a wide-range of topics including:
  • Living in Atlanta (Banking, Driver's Licenses, Housing, Mobile Phones, and many more topics that will help new international students acclimate to life in Atlanta)
  • Healthcare & Insurance (Health Insurance, Healthcare Services, and J-1/J-2 Insurance Requirements)
  • General Immigration Resources (Apply for a US visa, Change of Status, Entering the US & Arriving to Campus, Immigration Documents, and Travel)
  • SSNs, ITINs & Taxes
  • Additional Resources (Bringing Family, Protection from Scams, Updating Contact Information, and much more)