Initial Steps for a DS-2019 Request for J-1 Student Interns
Create or Update Position/Person of Interest (POI) Record in HCM
Before completing the Add New Person e-form or initiating a DS-2019 Request in the MyISSS Departmental Services portal, departments must first add/update a position or in HCM (directly or with the assistance of the HR Service Center).
Determine if there is Already an HCM Record
Start by determining whether the prospective exchange visitor . Use the Transaction Launch page as the platform for searches; it supersedes row level security, department, and campus limitations to allow HCM searches of the entire university, and allows searches by partial data, which makes them much more powerful.
- Duplicate records can cause failures in online hiring steps, create tax compliance issues, and may lead to issues accessing university portals (e.g., MyISSS Student/Scholar portal, MyCUinfo).
Record Already Exists in HCM
- Update the prospective exchange visitor's record as necessary (, , , ) to reflect the new exchange visitor program.
- Departments that are HRSC-supported:
- Submit a request to HRSC to update the appointment end date update.
- Provide the scholar's first and last name, employee ID, POI confirmation, new appointment end date, sponsoring department, and sponsor's position number.
- Departments that are not HRSC-supported:
- Update the end date in HCM utilizing the 鈥楳aintain Person of Interest鈥 page.
- Contact the HRSC with questions or for assistance.
No HCM Record
If the prospective exchange visitor does not already have a record in HCM, you will have to add a record.
To collect the information required for the HCM record, have prospective exchange visitors complete the Scholar: Prospective J-1 Exchange Visitor Intake Form and submit a copy of their passport.
- Departments may choose to develop their own internal form for collecting information required for the HCM record.
Departments that are HRSC-Supported
Departments that are not HRSC-Supported
- If you will yourself, review the resource and take all necessary steps prior to adding the record in HCM.
Previous CU Student or Scholar without Employee ID
If the prospective exchange visitor is already affiliated with the University of Colorado/CU system (e.g., has a previous student or scholar program) and did not previously have an Employee ID:
- Email the prospective exchange vistor's name, University ID from the previous program, and Employee ID from the HCM record to the ISSS advisor assigned to your department as soon as it is generated so ISSS can add it to the prospective exchange visitor鈥檚 MyISSS profile. If applicable, also include the previous student ID and OPERID.
Add a New Person in MyISSS Departmental Services (Create a MyISSS Profile)
After a position/POI is added in HCM for the prospective exchange visitor, the department administrator can submit the Add New Person e-form (to create a MyISSS profile) for prospective exchange visitors who do not already have a CU affiliation and MyISSS profile. Departments may use the Scholar: Prospective J-1 Exchange Visitor Intake Form to collect information (optional, departments may choose to develop their own forms and processes).
- Do not submit an Add New Person e-form for individuals already affiliated with the University of Colorado/CU system through a previous student or scholar program.
- If you have questions about whether or not a record exists for a prospective scholar, contact the ISSS advisor assigned to your department or institute.
Once the prospective exchange visitor has a MyISSS profile, departments can proceed with submitting the DS-2019 Request documentation to ISSS.
- An e-form version of the DS-2019 Request for J-1 Student Interns is currently being developed.
Initiating the DS-2019 Request (Student Intern) in the MyISSS Departmental Services Portal
Add New Person (Create a MyISSS Profile)
After a position/POI is added in HCM for the prospective exchange visitor, the department administrator can submit the Add New Person e-form (to create a MyISSS profile) for prospective exchange visitor student interns who do not already have a CU affiliation and MyISSS profile. Departments may use the Student Intern: Prospective J-1 Exchange Visitor Intake Form to collect information (optional, departments may choose to develop their own forms and processes).
- Do not submit an Add New Person e-form for individuals already affiliated with the University of Colorado/CU system through a previous student or scholar program.
- If you have questions about whether or not a record exists for a prospective exchange visitor, contact the ISSS advisor assigned to your department or institute.
Once the prospective exchange visitor has a MyISSS profile, the department can initiate the DS-2019 Request (Student Intern) in the Departmental Services Portal.
DS-2019 Request (Student Intern)
- DS-2019 Request Checklist- Student Intern
- Resources to help collect the information required for the DS-2019 Request (optional, departments may choose to develop their own forms and processes)
- If J-1 SEVIS record transfer is required: The exchange visitor will complete the SEVIS Record Transfer-In e-form included in the prospective exchange visitor e-forms they complete for the DS-2019 Request.
- The exchange visitor will coordinate the release of their J-1 SEVIS record to 彩民宝典 with their current host institution.
- Department Invitation Letter templates
- Exchange Visitor Program Summary Template (Print on Department Letterhead)
A completed DS-2019 Request (Student Intern) and Training/Internship Placement Plan (T/IPP) must be submitted in the MyISSS Departmental Services portal at least 3 to 6 months in advance of the desired exchange visitor program start date.
- It is possible that an exchange visitor program start date may have to be delayed due to timing issues related to internal review procedures, export control licensing (if applicable), and visa acquisition.
Office of Export Controls (OEC) Review
All DS-2019 requests, including student intern requests, must be reviewed the Office of Export Controls (OEC) for export control concerns before ISSS can begin processing the request.
- This initial review can take 5 to 6 weeks and the outcome could require additional steps that can further delay the exchange visitor program start date.
If you are submitting a DS-2019 Request (Student Intern) on behalf of a 彩民宝典 Research Institute (e.g., LASP, CIRES) that has its own internal export control review process, you will have to upload documentation of the completed internal review in the Export Control Review e-form.
The Export Control Review e-form with the internal export control review documentation will be sent to the Office of Export Controls for a final review.
If the exchange visitor will participate in sponsored research projects, you must include complete project information and a description of the exchange visitor鈥檚 proposed project activities in the Program Information & Details e-form.
The export control review will result in one of the following outcomes:
- OEC determines that no export license is required for the proposed exchange visitor program.
- OEC approves the Export Control Form, and the request is forwarded to ISSS for processing.
- OEC requires additional information from the sponsor to complete the review. Assuming OEC鈥檚 request is answered promptly, this will typically add 1 to 2 week to the review process before a final determination is made.
- If it is determined that no license is required, OEC will approve the Export Control Form and the request will be forwarded to ISSS for processing.
- If a license is required, the request will be processed as described below.
- OEC determines that the exchange visitor requires an export license from the U.S. government.
- The departments decided to modify the exchange visitor鈥檚 activities so a federal license is no longer required (since it can take 3 to 6 months to obtain an export license).
- OEC will indicate, 鈥淭he exchange visitor's proposed activities will be modified.鈥 on the Export Control Review Form and submit the e-form to ISSS. The DS-2019 Request will be set to Draft Status for the department to update. All the DS-2019 Request e-forms will have to be resubmitted again including the Departmental Responsibilities & Attestation e-forms. OEC will review the request again and once OEC provides approval on the Export Control Form, the DS-2019 Request will be forwarded to ISSS for processing.
- The department requests OEC apply for the export license.
- OEC will indicate that they will apply for the export license on the Export Control Review Form and submit the e-form to ISSS. ISSS will not process the DS-2019 Request until the license is obtained. OEC will let ISSS know when the license is obtained. The Export Control Form will be set to Draft Status so OEC can mark, 鈥淎n export license has been obtained and this Export Control Review Form is approved.鈥
Initiating the Training/Internship Placement Plan (T/IPP) in the MyISSS Departmental Services Portal
In addition to submitting a complete DS-2019 Request (Student Intern) to ISSS, the department must also submit the Training/Internship Placement Plan (T/IPP) e-forms for ISSS to issue a DS-2019 for a J-1 exchange visitor student intern program.
- Collect the Training/Internship Placement Plan (T/IPP) Details (optional, departments may choose to develop their own forms and processes)
- Initiate the Training/Internship Placement Plan (T/IPP) in the MyISSS Departmental Services portal.
- Complete the Exchange Visitor & Host Organization Information (Department Administrator) e-form.
- Resource for collecting information for data entry:
- Complete the Phase Information (Phase Supervisor) e-form.
- You will enter the Phase Supervisor鈥檚 name and email address and the e-form will be sent to them for completion.
- You must initiate a separate Training/Internship Placement Plan (Supervisor) e-form for each phase of the student's internship, if applicable.
- Initiate additional e-forms on the Training/Internship Placement Plan (T/IPP)- Student Intern request landing page.
- Do not initiate the Certification (Student Intern) e-form until all prior e-forms are in submitted status (including additional Phase Information e-forms if applicable).
- Open the Certification (Student Intern) e-form, enter the name and email address of the prospective exchange visitor student intern and submit the e-form.
- The student intern must review the complete Training/Internship Placement Plan (T/IPP) and agree to it.
ISSS will issue a hardcopy DS-7002 with the information from this Training/Internship Placement Plan (T/IPP) and the primary phase supervisor and student intern are required to physically sign the hardcopy DS-7002 in ink. The hosting department is responsible for mailing the signed DS-7002 to the prospective excange visitor student intern.