Visiting Scholars
Welcome to the University of Maine and the University of Maine at Machias! We are so excited to have you here. We hope the information on this page will assist you in transitioning to your new life in Maine and on our campus.
As always, please contact the Office of International Programs should you need further information or assistance at umaineimmigration@maine.edu or at 207.581.3437.
Scholars taking part in the J-1 Exchange Visitor Program (except Canadians) must apply at a United States Consulate or Embassy in order to obtain a J-1 visa. The following items must be presented at the interview:
- Form DS-2019 (certificate of eligibility issued by the University of Maine)
- A valid passport
- Proof of SEVIS 901 fee payment. Please see the Web links below for further information about Visas and the SEVIS Fee.
- Marriage certificate and/or birth certificates if applying for J-2 for spouse and/or children
Scholars with J-1 status who are transferring from an educational institution in the United States should consult with the exchange visitor program sponsor at their present institution for instructions on the Immigration Service’s transfer process. This should be done as early as possible.
J-1 Scholars cam enter the US up to 30 days prior to the program start date and no later than 30 days from the program start date. If you arrive early, keep in mind that you may not begin your program activities until the start date listed on your DS2019. If your arrival is delayed please contact the Office of International Programs so that we can amend your program dates and issue a new DS2019. Please email umaineimmigration@maine.edu or call (207) 581-2905 for more information.
After arrival J-1 Scholars must complete a check-in and orientation process with the International Programs representative within the first week and no later than 30 days from the program start date. Failure to check in may result in cancellation of the program in SEVIS.
To complete the check-in process:
- Submit the information form and required documents through the e-OIP portal (instructions available below).
- Make an appointment with Sarah Joughin, Associate Director of OIP for an orientation and check-in meeting. The check in process takes about 30 minutes. To schedule an appointment click here.
- Follow the J Scholar Arrival Checklist as a guide for the meeting.
Instructions for submitting J-1 Scholar New Arrival Check-in (NO University of Maine ID)
- Go eoip.um.maine.edu and click “Limited Services Login” near the bottom of the page. Use the ID and PIN information issued for your original application.
- Select “J-1 Scholar Services” in the menu on the left side of the screen
- Select “J-1 Scholar New Arrival Check-in” and enter your information.
Instructions for submitting J-1 Scholar New Arrival Check-in (with University of Maine ID)
- Go eoip.um.maine.edu and click “Login” and use your @maine.edu credentials.
- Select “J-1 Scholar Services” in the menu on the left side of the screen
- Select “J-1 Scholar New Arrival Check-in” and enter your information.
The key to maintaining your J-1 status is making sure that you report any changes to your residential address, ensure that your DS2019 is valid and that you are performing the states program activities stated in your application. If leaving the US be sure to obtain a travel signature from OIP to prevent delays when reentering the country.
Web Links for Further Information
J-1 Scholar DS-2019 Extension
A J-1 Scholar may request to extend the program under the following circumstances:
- a) the faculty host or advisor approves the extension
- b) sufficient funding is available ($1500/month + additional for dependents)
- c) the J-1 program category allows for additional time
The Office of International Programs must approve the extension request. To submit an extension request login in to the e-OIP portal and select the J-1 Scholar Services menu and then the Extension Request form.
Please note: you will be required to upload financial documents if your funding does not come from your faculty host.
If you need assistance logging in to e-OIP please contact umaineimmigration@maine.edu.
Adding J-2 Dependant(s)
Dependents of J-1 scholars include spouses and children. J-2 dependents are allowed to stay in the U.S. in J-2 status for the duration of the J-1 scholar’s program. J-2 dependents are allowed to study part-time or full-time and can request U.S. work authorization
Domestic partners are not eligible for J-2 status and must obtain their own status in the U.S. (such as B visitor or business traveler, studying full-time in F-1 or J-1 status, or obtaining a work visa status through employment).
J-2 dependents are added to the J-1s SEVIS record and given their own DS-2019s. They use the DS-2019s to apply for a J-2 visa at an embassy or consulate abroad, or to apply to change status in the U.S.
Keep in mind that there may be additional financial requirements in order to bring J-2 dependents to the US. If you submitted proof of funding for exactly $1,500 per month then you will need to report an additional $450 per month for the first dependent and an additional $150 for each dependent thereafter (so, to bring a spouse and two children it would require an additional $750 per month). This proof of funding should be uploaded to the J-2 dependent request form on Sunapsis.
To request DS-2019 forms for dependents, the J-1 scholar must complete the “J-2 Dependent information form” under J-1 Scholar Services in synapses
J-2 Work Authorization
If you are the J-2 dependent of a J-1 Exchange Visitor, you can apply for work authorization through US Citizenship and Immigration Services (USCIS). This page will guide you through the application process, which can take 3-4 months.
General Guidelines:
Steps to Apply for J-2 Work Authorization:
1. Form I-765 “Application for Employment Authorization”.
Do not submit this form electronically. Please carefully read and follow the instructions for Form I-765 that are provided by USCIS, and also note the following:
Make sure to mark one of the boxes where it asks, “I am applying for…”
OIP recommends you type the application on your computer, then print and sign. If you cannot, be sure to print clearly.
- #1. Use your entire name as it appears on your passport and DS-2019 and spell out your middle name.
- #3. Enter your address in the Orono area. We recommend that you include the last 4 digits to the end of your zip code to help with mail delivery of the EAD card. Check the U.S. Postal Service website to look up your full zip code. If, for some reason, your United States address during the period of application will not be in Maine, ask OIP how to proceed. If you might be moving and decide to use a friend’s address, where your name is not on the mailbox, you should write “c/o” (for “in care of”) and your friend’s name all on the same line with the street address. Make sure your name (or your friend’s name) is on the mailbox.
- #14. Enter the eleven-digit serial number from your electronic I-94 record or paper I-94 card.
- #19. Enter “J-2 dependent”
- #20. Enter (c)(5), and leave the third set of parentheses blank. Above the three sets of parentheses, write “J-2 work permission”.
Make sure all questions on the form have an answer. If a question is not applicable to you, then write N/A (N/A = “Not Applicable”).
2. A letter (see sample) from you, the J-2 applicant, to the USCIS Service Center requesting work permission. You should include the following:
- The reason you want want to work, some worthwhile interest, or activity that might include family travel or recreational or cultural activities.
- Proof that your earnings are not necessary for the J-1 Exchange Visitor’s support. Your letter should indicate the sources and amount of the J-1 Exchange Visitor’s support, and include a short budget or statement of family expenses to demonstrate that his or her resources are adequate without any income from your employment.
3. Two photos to the standards of Department of State specifications.
- These pictures are the passport style photos in color. On the back of each photo, lightly print your name and date of birth with a pencil. Put the photos into a small envelope and staple it to the top of Form I-765. Be sure to include new pictures, ie, pictures that have not been used with a previous immigration application.
4. A check for the filing fee (see the USCIS website for the current fee) made payable to “U.S. Department of Homeland Security.”
5. A photocopy of the J-1’s DS-2019, “Certificate of Eligibility for Exchange Visitor (J-1) Status.”
6. Documentation of you and your spouse’s I-94:
Visit the CBP website to retrieve and print out a copy of your electronic Form I-94
7. A photocopy of your own DS-2019.
8. Photocopies of the identity pages of your passport. This includes the page that has your photograph and biographic information.
9. A copy of your last EAD, front and back, if you are applying for a renewal of your J-2 work permission.
10. Form G-1145 (Optional) By completing this form, you can elect to receive an email and/or text message from USCIS notifying you that your application has been accepted.
Consult the USCIS website to find out the specific address where to send your application. Your application category is (c)5
It is recommended that you use the U.S. Postal Service’s certified mail, return receipt requested or use a courier service such as FedEx or UPS.
USCIS states that your application will be processed more quickly if sent to the post office box rather than to the street address.
Before you mail, make photocopies/scan of your entire application plus supporting documents, and keep them with your mailing receipt.
Approximately 2-4 weeks after mailing your application, USCIS will send you a notice of receipt on Form I-797. You can check for updates to your case and sign up to receive email notifications online at the USCIS Case Status website. If you filed Form G-1145 with your application, you will also receive text and/or email updates on your case.
Wait 3-4 months while your application is pending at USCIS. Once you receive your EAD, you can start working.
Apply early: If your current EAD expires before you receive the renewal, you will have to stop working and wait until it arrives. You can apply for renewal of your work authorization no more than 120 days before your card expires. Note that before applying for a new EAD, you and your J-1 Exchange Visitor may have to extend your permission to stay. More information is available on the extension page for scholars.
Other Important Items:
Social Security Number (SSN): To begin paying you, your employer will need your Social Security number, which you can obtain by applying for a Social Security card. You will need the following documents to apply for your SSN:
- SSN Application
- Statement of Claimant or Other Person
- How to Apply for SSN during pandemic
- passport
- DS-2019
- I-94 (click here to get an electronic copy)
USCIS Form I-9, “Employment Eligibility Verification.” When you begin work, you and your employer must complete Form I-9, which requires you to document both your identity and your authorization to work. For Form I-9, your EAD card is acceptable proof of both.
Social Security taxes: As a J-2 dependent you are subject to Social Security (F.I.C.A.) taxes on your earnings. This is in contrast to J-1 students, who are exempt from Social Security (F.I.C.A.) taxes for their first five years in the United States, as long as they continue to declare non-resident status for tax purposes (see Internal Revenue Service Publication 519, “U.S. Tax Guide for Aliens”).
Federal, state, and local taxes: Your earnings as a J-2 dependent will be subject to applicable federal, state, and local taxes; also, employers are required by law to withhold those taxes from your paychecks.
Federal, state, and local taxes: Your earnings as a J-2 dependent will be subject to applicable federal, state, and local taxes, and employers are required by law to withhold those taxes from your paychecks. By April 15 of each year, you must file a federal income tax return and a Form 8843, “Statement for Exempt Individuals,” covering the prior calendar year – whether you owe more taxes or not. OIP usually sponsors tax workshops each spring year, and you can access some tax information and resources on our website. However, OIP staff members are not able to answer tax questions.
For Faculty & Staff
The University of Maine welcomes international faculty and staff. The Office of International Programs at the University of Maine provides a number of immigration and support services to international faculty and staff prior to arrival and during their employment at UMaine.
Are you Sponsoring a Visiting Scholar or researcher?
You can find more information on supporting and sponsoring scholars, students, and researchers below.