Application Process

Application Process

A J-1 Scholar is a visiting researcher, professor, or specialist from a country outside of the United States who has been approved to enter the United States for a specific purpose and for a limited amount of time.  The J-1 Exchange Visitor Program is administered by the U.S. Department of State (DOS) for the express purpose of promoting international educational exchange of expertise and stimulating collaborative teaching and research efforts.  Exchange is truly at the core of the program and based on this philosophy and directive.

HPU is authorized to sponsor J-1 Scholars in select categories only. HPU is not considered an "umbrella" sponsor, which means that we are only authorized to sponsor exchange visitors (EVs) whose programs will occur on HPU campuses or sites and will be primarily affiliated with HPU departments. The DOS prohibits using the EV program to place foreign nationals into regular employment positions, whether the job takes place on HPU sites or elsewhere.

J-1 Participant Program Process Overview

  1. Potential J-1 participant communicates with relevant prospective HPU hosting department regarding J-1 participant position
  2. HPU hosting department accepts J-1 participant for position (Dean/VP Approval)
  3. HPU hosting department requests international J-1 participant packet forms from HPU's Office of International Students and Scholars (OISS)
  4. HPU hosting department prepares international J-1 participant packet
  5. HPU hosting department submits international J-1 participant packet to OISS in-person at 500 Ala Moana Blvd, Ste 5A or through email to
  6. HPU hosting department informs HPU HR department about approved J-1 participant
    1. HR process includes a background check, and if needed, creation of HPU ID or IT access

  1. OISS reviews and verifies the international J-1 participant packet and requests any missing documents from the HPU hosting department or incoming J-1 participant if necessary
  2. OISS creates the J-1 participant record into the government database (called SEVIS) and prints the DS-2019
  3. OISS prepares the immigration packet and contacts the HPU hosting department to pick it up once ready
  4. HPU hosting department mails immigration packet to the incoming J-1 participant (OISS recommends that you send this packet through FedEx/DHL/UPS)
  5. J-1 participant receives immigration packet

  1. J-1 participant pays the SEVIS fee online after receiving the immigration packet
  2. J-1 participant contacts the U.S. consulate or embassy for a J-1 visa appointment and completes visa application forms
  3. J-1 participant attends visa interview – there may be additional security checks
    • Please note: The visa process may take between 4-12 weeks
  4. J-1 participant receives visa entry stamp and prepares to come to the U.S.

  1. J-1 participant arrives in the U.S.
  2. J-1 participant appears in person to OISS (500 Ala Moana Blvd, Suite 5A) for the mandatory immigration check-in as soon as possible after arrival
    • J-1 participant connects with additional departments as needed (i.e. HR, Registrar, hosting department, etc.)
  3. J-1 participant and hosting department must keep OISS informed of any changes to the J-1 participant’s status

Document Checklists

This is the list of documents that the J-1 participant and the hosting department will submit to OISS to begin visa authorization process

  • Department Request to Host J-1 Participant Form
  • J-1 Participant Request for DS-2019 Form
  • Copy of official offer letter to J-1 participant from your college dean or head of department
  • Certification of English language proficiency
  • Proof of financial sponsorship
  • Photocopy of the biographical page in J-1 participant passport
    • Photocopy of the biographical page(s) in any dependent passport (if necessary)
  • Request to Transfer J-1 Sponsorship in to Hawai’i Pacific University (if necessary)

This is list of documents the J-1 participant will receive from HPU (created by OISS, mailed out by hosting department)

  • J-1 Welcome Letter
  • J-1 Program Overview
  • DS-2019: Certificate of Eligibility for Exchange Visitor (J-1) Status
  • Immigration Check-In Reminder
  • Other documents may be needed