J-1 Academic Training
Academic training is designed to allow J-1 students the opportunity to apply knowledge gained in the classroom to a practical work experience off campus. It is available for full or part-time employment to those in both degree and nondegree programs. Academic training can be paid or unpaid, and can be used before or after the completion of the academic program.
Your J-1 Program Sponsor and Responsible Officer
To receive academic training authorization, you must apply to your J-1 Responsible or Alternate Responsible Officer (RO/ARO), who represents your J-1 sponsor and issues your Form DS-2019. The RO/ARO must evaluate the proposed employment to determine whether it can be authorized. If Penn is your J-1 sponsor, your RO/ARO is an ISSS advisor. If your program is sponsored by another institution, ISSS can help direct you to the RO/ARO at your institution.
Eligibility
To be eligible for academic training, you must meet the following conditions:
- You must be in valid J-1 status and in good academic standing at the school named on your Form DS-2019.
- Academic training must be done with a specific employer or training site.
- The proposed employment must be directly related to your major field of study.
- Written approval must be obtained in advance for the duration and type of academic training.
- If your post-completion Academic Training will be unpaid, you must prove you have adequate financial support.
Duration of Academic Training
The duration of academic training depends on the type and duration of your academic program. Check with ISSS about your specific situation.
General limits which apply to all students:
- The duration of academic training may not exceed the length of the academic program.
- Part-time and full-time academic training are counted the same against the total time allowed. Part-time academic training is not counted at half the rate of full-time.
- Academic training used before completion of the academic program is deducted from the total time available.
Specific limits include:
- Nondegree students: Example: An exchange student enrolled for one semester may be granted academic training for the equivalent time of their studies. Total J-1 program time for nondegree students is limited to 24 months, including both study and academic training time.
- Degree students: Academic training is normally limited to a maximum of 18 months.
- PhD students: Academic training may be available for 36 months for "postdoctoral training" positions. Please see ISSS to discuss the criteria.
Application Process
You must receive academic training authorization before you begin employment. For authorization to work after the completion of your academic program, you must receive a firm job offer and apply to ISSS within 30 days of the program completion date (although employment may begin later).
To apply for academic training, meet with an ISSS advisor and submit the following items:
- Copy of the Job Offer Letter. Academic training authorization may only be given for "firm job offers."
- Academic Advisor Recommendation. Please discuss your plans for academic training with your academic advisor. Provide your advisor with a copy of Preparing Letters of Recommendation for J-1 Academic Training and a copy of your job offer letter.
Assuming you have met the requirements for academic training, the RO/ARO will issue a letter authorizing your employment for a specified period of time, and, if applicable, issue a new DS-2019 form. You should provide the employer with copies of the authorization letter and DS-2019 form at the beginning of your employment.
Travel Abroad and Reentry
If you plan to leave the US after you complete your program of study and reenter the country for J-1 academic training, you must apply for work authorization with your RO/ARO before you leave. If you leave the US before applying for academic training, you have relinquished your ability to return to the US in J student status and obtain academic training work authorization.
A valid travel signature on your DS-2019 and valid visa stamp are required to reenter the US while on Academic Training. Consult your RO/ARO for more information about travel on Academic Training.
Extending J-1 Academic Training Authorization
If you are eligible for an extension of your academic training, please contact ISSS at least one month prior to your current DS-2019 expiration date.the expiration of your current academic training authorization.
Important Considerations
- Please let us know if your dependents are in the US. They will also require updated DS-2019s.
- ISSS is required to report any address changes for University-sponsored students to the immigration service, so you must continue to update your local address and other contact information in Penn InTouch while you maintain J-1 status.
- Throughout your period of academic training you must maintain permission to stay in the United States, in J-1 student status, and apply for extensions as necessary.
- You must maintain health insurance coverage for yourself and any J-2 dependents throughout your academic training period.
Social Security Number
Employment in the US requires a valid Social Security number (your Penn ID number is not a valid Social Security number). To apply, please visit ISSS for instructions.
Taxes
In general, J-1 students who have been in the US for no more than five calendar years are exempt from social security (FICA) and Medicare taxes. You should bring this to the attention of your employer. Many employers are not familiar with this provision of the tax laws.
Students in J-1 status are subject to all other taxes that may apply: federal, state and local. Check with ISSS to see if your country is one of the few that has a tax treaty with the US allowing students to exclude a limited amount of earned income from federal taxation. You should consult an accountant or tax attorney for any special tax issues such as deducting business or travel expenses.
Employment Eligibility Verification
Within the first three days of beginning work, you and your employer must complete a form entitled Employment Eligibility Verification (USCIS Form I-9). This form should be provided by your employer and must be updated each time you receive a renewal of your work permission.
Failure to Compy with Employment Regulations
It is your responsibility to comply with all immigration regulations which apply to J-1 students, including employment regulations. Working without proper authorization is a serious violation of your student status. If you fail to comply with your responsibilities, you may not be eligible for benefits normally granted to J-1 students and, in some situations, may be subject to deportation. Prior to accepting any employment in the US, we strongly urge you to consult with ISSS.
Preparing Letters of Recommendation for Academic Training
J-1 academic training is designed to allow J-1 students the opportunity to apply knowledge gained in the classroom to a practical work experience off campus. To obtain authorization for academic training, the student must have a job offer and a letter from his or her academic advisor or dean recommending the student for academic training. For authorization to work after the completion of their academic program, a student must receive a firm job offer and apply to ISSS within 30 days of the program completion date, although employment may begin later.
Guidelines
The immigration service regulations for J-1 academic training require that the academic advisor provide a detailed rationale for any off campus employment related to the J-1 student's field of study, including the following:
- The student's name, verification of full-time status, major field of study and expected completion date of study.
- The goals and objective of the specific training program (i.e., the employment).
- How the training relates to the student's major field of study.
- Why the training is an integral or critical part of the academic program, and
- A description of the training program (position title and responsibilities), including its location, the name and address of the training supervisor, number of hours per week, and starting and ending dates of the training.
Departments may use uniform, field-of-study-specific explanations for points 2 and 4. Students should give advisors the information required in point 5, preferably in the form of a written position description. The advisor can then integrate the necessary information for point 5 into the letter.
Sample
Letters of recommendation must be on University letterhead. The letter may read as follows:
[DATE]
To Whom It May Concern:
[STUDENT NAME] is a full-time student in the [DEPARTMENT/ACADEMIC PROGRAM]. He/she is working for the [DEGREE] in [FIELD OF STUDY], which he/she expects to receive in [COMPLETION MONTH & YEAR]. I recommend that [STUDENT NAME] be authorized to engage in a period of academic training employment.
The recommended academic training is for [POSITION TITLE and EMPLOYER NAME, CITY, and STATE] from [EMPLOYMENT DATES], for [#] hours per week. The job duties are [BRIEFLY DESCRIBE DUTIES].
The goals of this academic training are [GOALS]. The training is related to the student's major field of study [HOW]. This training is an integral or critical part of the student's academic program because [REASON].
Sincerely,
[SIGNATURE of the academic advisor, department chair, or the academic dean]
Related Links
- ISSS Instructions and Forms
- http://www.upenn.edu/oip/iss/
- Employment Options for J-1 Students
- http://www.upenn.edu/oip/iss/visa/j1/student/employment.html
- J-1 Academic Training
- http://www.upenn.edu/oip/iss/visa/j1/student/training.html
- Penn InTouch
- https://sentry.isc.upenn.edu/intouch/
- USCIS Form I-9
- http://www.uscis.gov/i-9