Regulations

On this page, you can find information on J-1 Exchange Student visa regulations and KSU policies. Please keep in mind that communication with your home institution might be necessary for certain actions, and exchange students with a DS-2019 from a third-party must comply with both KSU and the third-party's policies and procedures.

Enrollment and Course Withdrawal

J-1 exchange students are required to be engaged full-time in their program of study. At KSU, this means being enrolled in a certain number of credit hours each semester:

  • Undergraduate students = at least 12 credit hours
  • Graduate students = at least 9 credit hours

Exchange students are expected to enroll in courses held on-campus. Course registration is handled by the International Student and Scholar Services office (ISSS). All changing of class schedules must be done in communication with ISSS. 

Course Withdrawal: Students who need to withdraw from a course must request permission from the ISSS. In most cases, students will be required to maintain their full-time status, which might include adding and paying for a new class if you drop a class.

In certain, limited circumstances, you may be eligible for an exception to the full-time enrollment requirements. This is known as a Reduced Course Load, or RCL, and is for medical or bona fide academic reasons. DO NOT withdraw from a course without speaking to your international student advisor first, even if you are failing the course. Authorization should always be received in advance of dropping below full-time.

Reporting Requirements

Initial Check-in: Upon arrival in the U.S., exchange students must complete a check-in process and have their DS-2019 validated. DS-2019 validation notifies the Department of State that you have reported to the school and is participating in your exchange program. At check-in, an advisor will also make sure that you have a valid passport and a correct U.S. entry record.

Contact Information: All exchange visitors must have a valid U.S. residential address in the SEVIS system. Any changes to your address, e-mail, phone number, and site of activity must be reported to the ISSS within 10 days. Failure to report changes can be a term for the termination of your J-1 program.

Employment and Academic Training

As a J-1 student, you are eligible for a variety of work opportunities in the United States. However, employment without proper authorization is a serious violation of your status. Remember that before you start any kind of employment, you must first consult your international student advisor in the ISSS or third-party organization that issued your DS-2019, whose written approval is necessary for advancement.

 

On-Campus Employment:

J-1 exchange students are eligible to work on-campus if certain criteria are met:

  • The student is enrolled full-time in classes and has a valid DS-2019.
  • The employment position is on the premises of Kennesaw State University.
  • The total employment hours are no more than 20 hours per week. The 20-hour limit is cumulative for all on-campus jobs but does not include any authorized Academic Training.
  • The exchange student receives authorization for employment from an international student advisor in writing before beginning employment.

If you have identified an on-campus job, please contact the ISSS for the appropriate form that your supervisor will need to complete.

Do not begin work until you receive written authorization from the ISSS or the third-party international student advisor!

 

Academic Training:

Academic Training is training related to your field of study and is an integral or critical part of your program. Academic training can be done while you are enrolled in courses or can begin up to 30 days after you finish your coursework. To qualify for Academic Training, you must first obtain approval from your international student advisor in the ISSS or third-party organization. He or she must evaluate the proposed employment in terms of your program of study and your individual circumstances, and then decide whether it would be appropriate or not.

  • To be eligible for Academic Training, you must:

    • Ensure that study, not employment, is your primary purpose for your stay in the U.S.
    • Be in good academic standing.
    • Find training, including paid or unpaid employment positions or internships, directly related to your major field of study in the United States.
    • Maintain permission to stay in the United States. (Your DS-2019 must cover the period of the Academic Training--apply for an extension before your program completes, if necessary.)
    • Maintain health insurance coverage.

  • Your employment may be authorized for the “length of time necessary to complete the goals and objectives of the training, provided that the amount of time is approved by [both] the academic dean or advisor in the department of your major and the J-1 officer [international student advisor]."

    • If your exchange was one semester you are eligible for up to four (4) months of Academic Training.
    • If your exchange program was a full year you are eligible for up to nine (9) months of Academic Training.
    • Please note: The amount of Academic Training done after completion of coursework must be reduced by any periods of Academic Training done during your coursework.
  • Academic Training following completion of your program must either involve paid employment or you must provide proof of sufficient funds to support yourself during the training period. KSU considers sufficient funds to be at least $2000/month.
    • Obtain an offer letter from your prospective employer that includes your job title, a brief description of the goals and objectives of your “Training Program” (your paid or unpaid employment or internship), the dates and location of the employment, the salary, the number of hours per week, and the name and address of your training supervisor. Make sure that your employer’s letter includes all of these details, as they are required by the Department of State regulations.
    • Complete the Academic Training Form and give a copy of it with your employer’s letter to your KSU academic advisor for their approval.
    • Once your KSU Academic Training Form is signed by your academic advisor, you should submit it with the offer letter to the ISSS. The ISSS must evaluate the Academic Training program and decide whether Academic Training is warranted and appropriate. The ISSS may also conduct a site visit of the location of your academic training. If in order, he or she will write you a letter of approval and note your Academic Training in SEVIS.
    • ***Third-party exchanges such as IREX, ISEP, or CBYX must follow the policies and procedures of their exchange programs.

Travel

Students wishing to travel outside the U.S. during their exchange program may do so if the following conditions are met:

  • They are in possession of a valid passport.
  • Their visa will be valid on the date of re-entry to the U.S. or they are eligible for automatic revalidation of their visa.
  • The DS-2019 is valid and has a travel authorization signature on it.

Please make an appointment with an international student advisor if you wish to travel outside the U.S. The advisor will discuss your travel plans with you and review your documents to make sure you are eligible to travel. 

Please keep in mind that you may need a visitor's visa or transit visa when traveling internationally. Students wishing to travel to Puerto Rico, the U.S. Virgin Islands, and other U.S. territories do not need a valid visa to return to the U.S. since these are part of the United States.

Program Extension

Occasionally, exchange students wish to extend their stay at KSU for an additional semester. However, at KSU only students studying in the fall semester can extend their program for an additional semester. 

You are eligible to apply for an extension of status if:

  • You are working towards the original program objective indicated in section 4 of your most recent Form DS-2019.
  • Your home university gives you written permission to extend your program.
  • You are maintaining your status as a J-1 Exchange Student.
  • You can demonstrate adequate funding for yourself and any J-2 dependents during the period of the proposed extension.
  • You and your J-2 dependents will continue to maintain the required health insurance coverage.

All extensions must be completed before the end of the initial program listed on the DS-2019. Please contact the ISSS to request an extension. We will guide you as to what documentation you will need to provide according to your exchange program.

Grace Periods

Grace periods are periods of time that are given to you in order to depart the U.S.  Not being mindful of this grace period could cause you to fall out of status. 

  • After Completion of Program = 30 days
  • After Termination of Program Due to Violation of Status = Immediate Departure Required

Students cannot travel internationally (including cruises) and re-enter in J-1 status during their grace period. If you have questions about travel during your grace period, see a ISSS advisor.

212(e) Home Residence Requirement

Under 212(e) of the Immigration and Nationality Act, certain J-1 exchange students are ineligible to apply for specific U.S. immigration benefits and statuses until they have completed a two-year residency in their country of legal residence. Students who are subject to 212(e) will have this noted on their J-1 visa in their passport.

  • You may be subject to the 212(e) if your J-1 exchange program at KSU falls into any of these categories:

    • Your exchange program was funded by the U.S. government or the government of your permanent residence. The funding can be partial or complete, direct or indirect.
    • Your home country or country of legal residence needs persons with specialized knowledge or skills in certain fields, and you are engaging in one of these fields during your exchange program. The list of knowledge and skills can be found on the Federal Register.

    Please note: If you are on a J-1 visa and have the 212(e) restriction, your J-2 dependents will also have this restriction.

  • J-1 students with the 212(e) restriction are ineligible to apply for the following benefits/statuses until they have completed two years of residence in their country of nationality or last legal permanent residence :

    • Immigrant visa
    • Adjustment of status to permanent resident
    • Visas in the H (temporary worker), L (intracompany transferee), or K (fiancé) categories
    • Change of status within the U.S. to any non-immigrant category except for A (diplomatic), G (international organizations), or U (victim of qualifying criminal activity)
  • To meet the two-year requirement, a former J-1 exchange student subject to 212(e) must reside and be physically present in their country of nationality or last legal permanent residence for a total of two years. However, the time is cumulative; a former exchange student does not need to complete the entire two years at one time. Please note that none of the time can be while the student still has an active J-1 exchange status, and if the student participates in another exchange with another two-year requirement, the two-year clock will reset.

U.S. Department of State Resources

The Department of State wants every exchange visitor to have a full understanding of the exchange visitor regulations and the resources available to exchange visitors. Below are links to important Department of State documents for Exchange Visitors, as well as the Department of State's Office of Designation contact information.

Street Address (couriers):
U.S. Department of State
Office of Private Sector Exchange Designation
Academic and Government Programs Division
ECA/EC/D/AG - SA-4E, Room E-B001
2430 E Street, NW
Washington, DC 20037

E-Mail: Agexchanges@state.gov 
Phone: (844) 300-1824 

Mailing Address:
U.S. Department of State
Office of Private Sector Exchange Designation
Academic and Government Programs Division
ECA/EC/D/AG - SA-4E, Room E-B001
2201 C Street NW
Washington, DC 20520