[NEW OP–initial posting 2/12/26]
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Operating Policy and Procedure

OP 70.37: Exchange Visitor Program (J-1 and J-2 Visa Sponsorship)

DATE: February 12, 2026

PURPOSE: This Operating Policy/Procedure (OP) sets forth the policy and procedures for Texas Tech University as the Program Sponsor with the U.S. Department of State’s Exchange Visitor Program (EVP). The Exchange Visitor Program promotes bona fide educational, research, and cultural exchange through global interchange and collaboration of persons, knowledge, and skills. This OP establishes the requirements for participation in Texas Tech University’s Exchange Visitor Program.

REVIEW: This OP will be reviewed in January of each year by the Vice Provost for International Affairs, the Responsible Officer (RO), and the Senior Associate Vice President for Human Resources.

POLICY/PROCEDURE

1.  Definitions

a.    Exchange Visitor Program – A program established under Department of State regulations (22 CFR Part 62) designed to promote the global interchange of persons, knowledge, skills, and developments in the fields of education, arts, and sciences.

b.    Exchange Visitor – A foreign national participating in an Exchange Visitor Program in the USA. An Exchange Visitor will obtain a J-1 visa or J-1 visa status.

c.    Dependents – The foreign national spouse and/or minor, unmarried children of an Exchange Visitor. An Exchange Visitor’s dependents will obtain J-2 visas or J-2 visa status.

d.    J-1 Visa or J-2 Visa – A nonimmigrant visa given to foreign nationals participating in an Exchange Visitor Program. The foreign national participant receives a J-1 visa, and the foreign national’s dependent family members receive J-2 visas.

e.    Exchange Visitor Sponsor – A U.S. entity, recognized international agency, or organization having U.S. membership, and offices given permission by the U.S. Department of State to serve as an Exchange Visitor sponsor.

f.    Responsible Officer (RO) / Alternate Responsible Officer (ARO) – The official or designated alternate official of an Exchange Visitor Sponsor who is responsible for administering the sponsoring organization’s Exchange Visitor Program. The Director of International Student and Scholar Services (ISSS) is assigned the role of Responsible Officer. The Responsible Officer will designate all Alternate Responsible Officers.

g.    International Affairs (IA) – The Texas Tech office that supports and facilitates the international mission of Texas Tech University. It provides services for faculty and students and offers international educational and cultural experiences for the university and community.

h.    International Student and Scholar Services (ISSS) – The Texas Tech office within International Affairs that is responsible for administering the institution’s Exchange Visitor sponsorship program.

2.  Exchange Visitor Categories Sponsored by Texas Tech University

The program will provide sponsorship in the following J-1 Exchange Visitor categories: Professor, Research Scholar, Short-Term Scholar, Student (J-1 degree-seeking students and J-1 non-degree students), and Student Intern. These are the J-1 non-immigrant categories and may or may not align with job titles at Texas Tech. The J-1 Professor and Research Scholar categories are the most likely J-1 categories for post-doctoral positions at Texas Tech and should be considered as the visa option for post-doctoral positions when not on F-1 optional practical training (OPT). Exceptions will be reviewed on a case-by-case basis.

a.    Changes in Exchange Visitor Categories

The Exchange Visitor categories sponsored by Texas Tech are subject to change based on the needs of the institution. Specific information about each category is available on the International Affairs website.

3.  Procedures

The following procedures will govern the Texas Tech University Exchange Visitor Program:

a.    Texas Tech departments and employing units should initiate a request to the ISSS office at International Affairs to authorize International Affairs to act on behalf of the university in pursuing J-1 status after the department has made the decision to bring an Exchange Visitor. An RO/ARO will send the DS-2019 application form with guidance to the host department/host to fill out. The form needs to be forwarded to the chair of the department for approval. More information is available on the Texas Tech International Affairs website.

b.    The ISSS Office will complete the screenings for foreign nationals through the Texas Tech Office of Export and Security Compliance (OESC).

c.    The ISSS Office will request financial support documents from the scholar or the sponsoring department, including for Texas Tech funds, government funds, personal funds, or other.

d.    The ISSS Office will prepare and process the DS-2019 form for a J-1 visa in the following categories: Research Scholar, Professor, Short-Term Scholar, Student Intern, and Student (J-1 degree-seeking students and J-1 non-degree students).

e.    J-1 visa holders are required per Department of State Regulation (22 CFR 62.14) to have health insurance for the duration of the Exchange Visitor’s program in the U.S.

f.    The Exchange Visitor is required to check in with the International Affairs Office within 10 days upon arrival in Lubbock to have their SEVIS record validated. Failure to do so will result in automatic completion of the SEVIS profile.

g.    The hosting department must pay the following fees to International Affairs for the processing and oversight of Exchange Visitors:

* Note that TTU/IA fees will increase by approximately 2 percent each year.

4.  International Affairs Guidance

ISSS is responsible for preparing guidance on Texas Tech University’s J-1 program, including documents and forms to request sponsorship and extend, transfer, or amend a J-1 program and general information for Exchange Visitors and hosting departments. Guidance will be found on the International Affairs website.

a.    Wage Deductions and Withholdings

If funded by Texas Tech, J-1 employees are subject to wage withholding for retirement, FICA, and income tax in the same manner as all other employees. The tax analysis for federal withholding exemptions will be made by the International Tax Office.

b.    Permissible J-1 Services

(1)    J-1 Professor / Research Scholar / Short-Term Scholar: Program participants must be engaged solely in teaching, research, consultation, or observation.

(2)    J-1 Students: Program participants can study full-time and secure part-time on-campus employment.

(3)    J-1 Student Interns: The internship must fulfill the educational objectives for their current degree program at their home institution. A student may participate in an internship with or without wages or other compensation, and full-time employment is permitted, as outlined on the student’s Training/Internship Placement Plan (T/IPP) or Form DS-7002.

c.    Impermissible J-1 Services

The Exchange Visitor Program is not available for or intended as a substitute for other employment visas that may be best suited for the specific services to be performed. After reviewing a request for J-1 sponsorship, International Affairs may determine that the job duties and working conditions are disallowed under the Exchange Visitor Program and provide guidance on the appropriate visa category to use.

(1)    J-1 Professor / Research Scholar / Short-Term Scholar: The J-1 visa cannot be used for employees who will hold tenure-track or tenured faculty appointments or for persons whom the department intends to sponsor for permanent residence within 24 months.

(2)    J-1 Students: J-1 students cannot seek any on-campus or off-campus employment without employment authorization through ISSS in advance.

(3)    J-1 Student Interns: Internships cannot place a student intern in any position that involves the following (22 CFR 62.23(I)(8)(i)):

• Unskilled or casual labor;
• Childcare or elder care;
• Aviation; or
• “Clinical positions or engaging in any other kind of work that involves patient care or contact, including any work that would require student interns to provide therapy, medication, or other clinical or medical care (e.g., sports or physical therapy, psychological counseling, nursing, dentistry, veterinary medicine, social work, speech therapy, or early childhood education).”

d.    Duty to Report Changes to International Affairs

J-1 and J-2 Exchange Visitors and hosting departments are responsible for notifying International Affairs of any of the following:

• Changes in job duties;
• Program or employment violations;
• Extensions of J-1 engagement;
• J-1 resignation before the program end date;
• J-1 change of visa status;
• Loss, destruction, or alteration of Form DS-2019;
• Change of address;
• Lapse in insurance coverage;
• The death or serious injury, sexual abuse, or arrest of an Exchange Visitor; or
• The involvement of an Exchange Visitor as a victim or perpetrator of a serious crime.

e.    Termination from J-1 Program

Willful failure, on the part of the J-1 or J-2 Exchange Visitor, to abide by the requirements of the Exchange Visitor Program is a basis for termination of Texas Tech’s sponsorship.

f.    Hosting Department Noncompliance

Willful failure, on the part of the hosting department, to abide by the requirements of the Exchange Visitor Program is a basis for disallowing the department host from further participation in Texas Tech’s Exchange Visitor Program. Hosting department noncompliance with J-1 program requirements will be reported at an institutional level only, unless the noncompliance activities also require reporting to the U.S. Department of State.

5.  Duties of the Departments

The host department needs to:

a.    Offer necessary support in J-1 scholars’ housing arrangement in terms of their specific situation;

b.    Arrange airport pick-up to make sure J-1 scholars have a smooth transition from the airport to their housing accommodation upon arrival in Lubbock;

c.    Arrange an orientation for J-1 scholars during their first day on campus. In the orientation, the host department needs to make sure J-1 scholars are well informed of the services the department can offer and who to contact for different questions;

d.    Offer the necessary support and guidance to help J-1 scholars apply for the campus ID card and Texas Tech email account;

e.    Remind J-1 scholars that they need to complete their check-in with International Affairs before they schedule their check-in with the department;

f.    Notify International Affairs immediately if a J-1 scholar’s program needs to be ended before their program ending date;

g.    Report to International Affairs an incident involving Exchange Visitors within one business day when their J-1scholars are not able to do so by themselves; and

h.    Complete the program evaluations for J-1 student interns. (At a minimum, all student intern programs require a concluding evaluation, and programs lasting longer than six months also require a midpoint evaluation.)

6.  Insurance Policies

a.    Exchange Visitors are required under U.S. government regulations to have medical, evacuation, and repatriation insurance in effect for themselves and any accompanying spouse and dependents in J status. All Exchange Visitors must maintain the required insurance throughout the duration of their program with the following minimum benefits (22 CFR 62.14). Refer to the Bridge USA website.

(1)    Benefits of at least $100,000 per accident or illness;

(2)    Repatriation of remains in the amount of $25,000;

(3)    Expenses associated with the medical evacuation of the Exchange Visitor to his or her home country in the amount of $50,000; and

(4)    A deductible not to exceed $500 per accident or illness.

b.    During check-in at International Affairs, J-1 visa holders will be required to affirm that they and their family members (if applicable) have continuous insurance coverage in effect in compliance with the U.S. Department of State insurance requirement for J exchange program participants for the duration of the J program (22 CFR 62.14).

c.    The Exchange Visitor’s insurance may be provided by the host department or scholars, depending on what has been offered by Texas Tech.

7.  Authoritative Reference

22 Code of Federal Regulations Part 62

8.  Right to Change Policy

Texas Tech reserves the right to interpret, change, modify, amend, or rescind this policy in whole or in part at any time without the consent of employees.

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