Basic Definitions:
Passport: Your passport, issued by your country of citizenship, should always be kept valid at least six months into the future. To renew your passport, contact your home government.
Certificate of Eligibility (I-20 or DS-2019): This certificate is an immigration document that correlates with the particular immigration status you hold. An I-20 is used for F-1 students and F-2 dependents. A DS-2019 is used for J-1 exchange visitors and J-2 dependents. Even after you have left the United States, you should retain these documents as they serve as an official record of your immigration history. They are also useful for tax purposes.
Visa: The visa is the most commonly misunderstood immigration document. It refers to the stamp in your passport that is obtained at the US Embassy or Consulate outside the U.S. The validity of the visa stamp only pertains to the period during which you may use it for admission to the US. It does not indicate the length of time you may remain in the US. In general, you may remain in the US with an expired visa as long as your I-20, DS 2019 and/or I-94 card is still valid and you are still pursuing the objectives of your stay in the US. Additionally, the visa stamp indicates the number of entries permitted, usually one, two, or M for multiple entries.
Immigration Status: This is generally related to the type of visa you were issued, and is reflected on your I-94 card. If you change your immigration status, this will be reflected on a new I-94 card that USCIS (see below for more information about USCIS) will issue.
Form I-94: This is a document you can get online at https://i94.cbp.dhs.gov/I94/#/home (Arrival/Departure record). This is a very important document as it indicates the immigration status you are given upon entry to the United States and the length of time you may stay. Most students and exchange visitors are given “D/S” as the length of stay. This means that you can stay in the US until you complete your program of study as long as your I-20 or DS-2019 is valid.
F-1 Students: The F-1 classification is used for students pursuing a full course of study at an academic or language institution. This status is used solely for the purpose of study.
H-1B Temporary Workers: This classification allows a foreign national to work in the US in a “specialty occupation” for a maximum of 6 years.
J-1 Exchange Visitors: The J-1 classification is used for exchange visitors. In the University setting, this status is used for visiting faculty, research scholars, short-term scholars, specialists and exchange students.
TN: This classification allows citizens of Canada and Mexico to work in the US in certain occupations specified under the North American Free Trade Agreement (NAFTA).
USCIS: United States Citizenship and Immigration Services, formerly known as the Immigration and Naturalization Service, is the agency that is responsible for the administration of immigration and naturalization adjudication functions.
DOS: Department of State, is in charge of the J-1 Exchange Visitor Program, US Embassies and Consulates.
SEVIS: Student and Exchange Visitor Information System (SEVIS) is a database that schools use to communicate required information to the Department of Homeland Security and the DOS.
Record Keeping: ALWAYS keep your immigration documents safe. This includes keeping ALL copies of your I-20s and/or DS-2019s, as well as other immigration documents. Do not throw away these important documents as you may need them in the future.
While you are in the United States, you must follow US Immigration regulations. To be “in status” means that you are following all of the guidelines that pertain to your particular status (F-1, H-1B, J-1, etc.). The following guidelines will provide you with a general understanding of some immigration rules. You will not, however, gain an understanding of the actual procedures which must be followed in order to fulfill your obligations. Consultation with and assistance from the staff of OISS is necessary to comply with all of your immigration responsibilities.
Please be aware that the Department of Homeland Security ultimately holds you responsible for maintaining your immigration status. Therefore, please consult with CIIP staff prior to making any major decisions.
GUIDELINES FOR ALL STUDENTS AND SCHOLARS
Immigration Documents
Be sure that your passport, I-20, DS-2019 and/or your I-94 remain valid at all times. In other words, you should periodically check the expiration dates on all of your immigration documents.
Your passport should remain valid at least 6 months into the future. If you need to apply for an extension of your permission to remain in the US, please do so at least 3 to 6 months in advance of the expiration date on your I-20, DS 2019 or I-94 card.
Traveling
In the US. For travel within the US, always take your passport and other immigration documents. If for any reason you are stopped by the authorities, you may be required to show proof of your permission to temporarily reside in the US. While in the New Orleans area, keep your documents in a safe place and carry copies.
Outside the US. Visit the CIIP at least two to three weeks prior to leaving so that staff may inspect your immigration documents and provide you with any support documents needed to re-enter the US. If you have a pending immigration petition, may want to consult with CIIP staff several months in advance of any planned travel.
National Security Entry-Exit Registration System (NSEERS). Some students, faculty and staff may have additional immigration obligations during entry and departure. For more information, please contact CIIP Staff.
Medical Insurance Compliance
Federal regulations require all J-1 exchange visitors and their dependents to carry appropriate medical insurance for the duration of their exchange program. However, the university requires all students in F or J status to carry medical insurance. Thus, insurance charges are automatically placed on student fee bills.
Changes in Job Duties
Please notify CIIP prior to any changes in your job duties, research program, salary, title or work location. Any significant changes in the terms and conditions under which you were invited to XULA, may affect your immigration status.
Changes in Your Academic Program
Please notify CIIP prior to changing your major, program level, transferring to another university, taking courses at another university, engaging in employment, or reducing your course load. Such changes will need to be properly annotated in the Student and Exchange Visitor Information System (SEVIS).
Change of Address Notification
The US government requires all foreign nationals to report a change of address within 10 days of moving to a new location. Depending upon your status this reporting requirement may be met as follows:
J-1 Exchange Visitors. Notify CIIP using the Address Change Form available from CIIP. This information is then recorded in the Student and Exchange Visitor Information System (SEVIS).
ADDITIONAL GUIDELINES FOR SCHOLAR
Course load Requirements for J-1 Students
Full Courseload
- Degree Students. You must be registered for 12 hours if you are an undergraduate student or 9 hours if you are a graduate student. You must maintain full-time enrollment for the entire semester.
- Non-Degree Students. You must be engaged “full-time” in a prescribed course of study as defined by your program sponsor. In most cases, XULA is your program sponsor and will generally require full-time enrollment as defined above. Other program sponsors have similar requirements.
Exceptions. You may be exempt from the full course of study requirement under the following conditions, some of which require advance approval: (1) medical problem, (2) bona fide academic reason, (3) enrollment in a non-degree program, (4) participation in academic training, or (5) you will complete all degree requirements by the end of that school term.
- Check in at the CIIP Office: St. Joseph Academic Resource Center, Room 312
- Social Security Number – You must apply for a US social security number (SSN) as soon as possible. The SSN is required for the University to pay you. It is also needed to maintain a bank account, to obtain a driver’s license and to arrange connection of utilities (telephone, electricity, etc.)
- Benefits Package Orientation – If you will be employed by XULA, schedule a Benefits Orientation in Human Resources, located at Xavier South Room 410. This orientation will acquaint you with the various insurance and pension plans available from the university.
- Health Insurance – All faculty and staff should carry appropriate medical insurance. However, exchange visitors are required by federal law to maintain insurance for themselves and their dependents. Therefore, the CIIP requires exchange visitors to complete the Medical Insurance Compliance form available during check-in.
- Banking — The two closest banks to the XULA main campus are below. Scholars are permitted to open an account without a US social security number, but do require a bank letter from CIIP.
- Chase, 3201 South Carrollton Avenue
- Capital One Bank, 4121 Canal Street (Canal St. and Carrollton Ave.)
- XULA ID Card – Your department will submit a personnel action form for you. This will generate a XULA ID number. After receiving this number, you may obtain an ID card in the Office of Auxiliary & Support Services located in the University Center Room 122G
- Louisiana Driver’s License Or State Identification – In order to get a Louisiana Driver’s License, you must take both a written and a practical driver’s license test. You will need to have proof of identification, your social security card, proof of Louisiana address, passport, I-94 and I-20 or DS-2019 form. For more information, call the Department of Motor Vehicles at 1-877.DMV.LINE or visit their website at http://dpsweb.dps.louisiana.gov/DPSForms.nsf/.
- UPDATE YOUR ADDRESS!
- You must notify CIIP within 10 days of moving and give us your new street (physical) address. This may not be a P.O. Box or campus office.
- You may use Banner to update your mailing address. This is the address the university will use to send important correspondence. If you fail to do this, you will not receive important mail from the University.
- 榁 Scholars are also required to notify immigration directly of changes in address using form AR-11 found at www.uscis.gov.