DS-2019 Initial Request

A UIC department administrator must initiate the request for OIS to produce the initial Form DS-2019. Once issued, the foreign national uses the initial Form DS-2019 to apply for a J-1 EV Scholar visa at a U.S. Embassy or Consulate abroad.

Process overview

  1. Administrator gathers documentation and items listed in the “Required Documents for Administrator Form” section below (passport, J-1 offer/invitation letter, etc.).
  2. Complete DS-2019 Initial Request e-form(s) in myOIS. OIS $650 processing fee applies.
  3. OIS reviews completed request (administrator and applicant e-forms) and contacts department and/or scholar, if any follow-up is required.
  4. Once DS-2019 is issued, OIS will confirm mailing address with scholar and ship document(s) via UPS.
  5. Upon receipt of DS-2019, the scholar (and any dependents) applies for J-1 (and J-2) visa(s) at a U.S. Consulate abroad.
  6. Scholar enters the U.S. and virtually checks in with OIS as soon as possible after entry.

Processing timeframes

It is recommended that you submit a completed DS-2019 Initial Request at least 60 days in advance of the desired program start date. Please note that OIS can never guarantee visa issuance or the timeliness of visa processing.

  • Initial OIS review after receipt of both portions of the form – 5 business days.
  • Average time to collect additional documents and create DS-2019s – 1 to 3 weeks.
  • International mailing of DS-2019 form(s) – up to 10 business days, plus any special in-country restrictions.
  • Scholar’s visa application process –  30+ days, varies widely based on Consulate wait times and each scholar’s own application criteria.
  • Travel time and settling in – 10+ days.
  • Arrival timeframe and deferrals – J-1 EV scholars may enter the U.S. up to 30 days in advance of the DS-2019 program start date. OIS must validate the EV’s SEVIS record no later than 30 days from the same start date.
  • J-1 EV Transfers – Use the same request form for Research Scholars transferring their J-1 program to UIC from another U.S. institution. Submit the request at least 3+ weeks in advance of the desired start date for J-1 transfers. No breaks in the DS-2019 program dates are allowed, so the UIC start date must fall the calendar day after their last day at their prior institution. Student Interns and Short-Term Scholars are generally ineligible for transfer, please email oisj1@uic.edu with any questions.

Required documents

Both the administrator and the prospective scholar will need to gather and submit documents through myOIS when submitting the DS-2019 Initial Request e-form.

  • Copy of the scholar’s passport biographical page to accurately complete the “Add New Person” step in myOIS.
  • Signed copy of the UIC letter of invitation/offer using one of the pre-approved J-1 Exchange Visitor Template Letters from the HR website (self-funded scholars included). For assistance with appropriate appointment titles, see the J-1 Title Matrix.
  • Requests that exceed a one-year duration will require the department to attest to funding availability. (Position Authorization Form required for multi-year appointments in College of Medicine.)
  • If the scholar holds an M.D. or foreign equivalent, a signed No Patient Care Statement is required.
  • Copy of passport biographical page(s) for scholar and any dependents.
  • Curriculum Vitae or Resume.
  • Sufficient proof of financial support if non-UIC funded.
  • If the scholar is in the U.S. or had a recent J-1 program, copies of applicable immigration documents.

myOIS Steps for DS-2019 Initial Request

  1. Log into myOIS using your netID and password, then proceed to Departmental Services from the list on the left of the page.
  2. Click the task: “Add New Person” (If you know they are already in our system, skip this step and proceed to Step 4.) Please ensure the scholar’s full name is entered exactly as it appears in their passport.
  3. Watch for the automated email which will contain the TEMPID for a person without a UIN. You will need this information to proceed to Step 4.
  4. Click the Task: “DS-2019 Initial Request” and enter the TEMPID received via email (or UIN for scholars already in the system) and their DOB.
  5. Click the task: “Administrator DS-2019 Initial Request” and complete this form, including required document uploads and the department’s billing information for the $650 OIS processing fee.
  6. The Scholar’s UIC supervisor will receive a form via email for their approval and e-signature. OIS must have this approval in order to review a request; please remind the supervisor of this required step.
  7. Upon submission of the Administrator Request Form, return to the DS-2019 Initial Request landing page and click the task: “Applicant DS-2019 Initial Request.” You will be asked to provide the scholar’s email address so that their portion of the form is sent to them via email.
  8. Scholar receives their request form in a link via email and must complete the required Applicant, J-2 Dependent, and EV Certification forms, including any required document uploads. Scholars transferring to UIC from another U.S. institution must complete the optional Transfer-In form.
  9. Upon receipt of both, completed Administrator and Applicant forms, the request will be routed to an OIS advisor for review. Please allow up to 5 business days for initial review and follow-up.