Trojan International Training for USC Department Administrators
In this detailed guide, USC Department Administrators will find information on scholar e-form requests, submission timelines, processing times, preliminary application steps, and application requirements for international scholars at USC. The process for DS-2019 requests, including initial and transfer applications, is outlined along with important considerations such as processing durations and required documentation. Stay informed about the procedures and timelines involved in sponsoring international scholars at USC.
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Trojan International Training Trojan International Training for USC Department Administrators for USC Department Administrators DS DS- -2019 Initial & Transfer 2019 Initial & Transfer- -In Requests for J In Requests for J- -1 Scholars 1 Scholars PRESENTED BY THE OFFICE OF INTERNATIONAL SERVICES PRESENTED BY THE OFFICE OF INTERNATIONAL SERVICES
E-form Submission As of February 26th, the following scholar e-form requests will be initiated by the USC Department Administrator in the Trojan International portal: DS-2019 Initial & Transfer-In DS-2019 Correction Request DS-2019 Cancelation DS-2019 Extension Note: The DS-2019 e-forms for Non-Degree Students (NDS) are not currently available in the Trojan International portal. Please continue to submit NDS requests by email attachment. Coming soon! All other request types can be submitted in the portal directly by the J-1 Exchange Visitor.
Processing Times Submission Timeline for Initial Applications: OIS requires sponsoring departments to select a start date a minimum of two months from the date the application is submitted to OIS. The process can begin as early as four months prior to the start date. This allows for adequate processing time with OIS & the U.S. Embassy. In addition to the two-month period, please factor in additional time for the preliminary steps prior to application submission. Submission Timeline for Transfer applications: OIS requires departments to select a start date a minimum of one month from the date the application is submitted to OIS. This allows for adequate processing time with OIS & the applicant s former institution. OIS Processing Times: Initial: 10 business days (incomplete applications can take up to 1 month) Transfer: 3 business days (following the exchange visitors DS-2019 start date and ISV submission.) The processing window begins on the business day following submission. DS-2019 Maximum Duration Allotted: The maximum duration allotted for an initial DS-2019 application is 2 years. Extension are granted based on the exchange visitors category prior to the DS-2019 end date.
Preliminary Application Steps Requirements for Submission 1. USC NET ID/ USC ID Number The department administrator must obtain a USC Net ID through Workday or the iVip process for their applicant. For additional information, visit the Obtaining a USC Net ID for Trojan International Access webpage. 2. ISD (application fee) The department administer must submit the ISD for $250 through Workday. The ISD memo must identify the name of exchange visitor and request type (Initial or Transfer). 3. English Language Proficiency Required for all applicants, including native English speakers. The host faculty is required to conduct a documented interview or provide TOEFL/ IELTS scores. Please factor in additional time for the preliminary steps prior to application submission.
Application Requirements (Initial & Transfer) 1. DS-2019 Initial / Transfer Request form 2. Log into Trojan International (TI) & click Add New Person. Note: Failure to enter the correct information will result in the applicant not having access to the TI portal. 3. Copy of passport for exchange visitor & dependents 4. USC Invitation letter 5. Proof of Funding for exchange visitor & dependents 6. Transfers only: Copy of DS-2019 for exchange visitors and their dependents from current institution
Accessing Trojan International Save this link to access the Trojan International portal. For reference, the login screen is below:
To access specific e-forms, please click J-1 Scholar Forms under More tab
Departmental Authorization This process only occurs once per departmental user 1. Each department administrator using Trojan International must request individual departmental authorization prior to starting a request. 2. Once OIS approves your departmental access, you will be notified via email within two business days. 3. We encourage department administrators to request authorization prior to our launch (Feb. 26, 2024).
Add New Person Once departmental services access is granted, submit Add New Person with the applicant s USC NetID and 10-digit ID number.
To the right of the screen, youll find an example on how to complete the Add New Person form correctly. For additional information, visit the Add New Person Instructions webpage. Failure to enter the correct information will result in the applicant not having access to the Trojan International portal. Note: If the applicant is missing a first or last name on their passport, contact the J-1 advising team for guidance.
Please note that the following items are required to start the application: Application Fee ISD # USC ID Number for applicant USC Net ID for applicant USC Email for applicant Host faculty Interview for English Proficiency (or TOEFL/ IELTS scores)
Once each section is complete, the department administrator will be returned to the application checklist page. This section requires the department administrator to upload the USC invitation letter issued to the applicant.
Applicants Email Notification and Checklist Step 1: Following the completion of the department administrator s sections, the applicant receives an email to complete their required fields and upload supporting documentation. Step 2: Applicant assigns Host Faculty to confirm English Language Proficiency.
Host Faculty Receives Email Notification-English Language Proficiency Note: A documented interview or TOEFL/IELTS test scores will be accepted.
Department Administrators Application Review Department administrator will receive an email notification alerting them to review the applicant s submitted information.
The department administrator will receive an email notification alerting them to select My Current Cases.
Step 1: Department administrator will select applicant s name from list. Step 2: Department administrator will select application type.
Host Faculty Receives Email to Review/Approve Request (includes screening questions)
The department administrator receives an email alerting them to select My Current Cases to complete the next step.
Department Administrator Assigns the Department Chair/Center Director
Department Chair/Center Director Receives Email to Review/Approve Request
Applicant and Department Administrator Receive Email Confirmation For Final Submission to OIS OIS Processing window begins 10 business days.
DS-2019 Issuance The DS-2019 for the applicant and their dependents will be emailed directly to the applicant and department administrator. The DS-2019 packet will include an important informational handout. The applicant prints and signs their DS-2019 (exchange visitors are not permitted to use digital signatures). Notes: It is important that the applicant reviews the DS- 2019(s) for accuracy. Transfer-In requests will receive their DS-2019 within the 3 business days following their start date and ISV submission.
E-form Workflow for DS-2019 Initial & Transfer-In Requests for Scholars 1. The request is initiated by the USC department administrator (includes uploading supporting documentation). 2. The request will then be routed to the applicant to complete their portion of the e-form (includes uploading supporting documentation). 3. The applicant will then assign the host faculty to confirm their English Language Proficiency. 4. Simultaneously, the host faculty member will be notified to confirm the applicant s English Language Proficiency, while the department administrator will be notified to review/approve the applicant s submission. 5. The department administrator will then assign the host faculty for review/approval. 6. Once the host faculty reviews, approves and answers the J-1 screening questions, the department administrator will be notified to assign the department chair/center director for review/approval. 7. Once the department chair/center director reviews/approves, the department administrator and applicant receive an email confirmation for final submission to OIS. 8. The department administrator and applicant are emailed the DS-2019. Notes: Sections will remain locked until the previous section is submitted. Sections will unlock in the order indicated above. Be mindful of processing delays caused by pending approval signatures. Check case status in Trojan International. The processing window begins on the business day following submission.
Visa Application Overview for New Arrivals J-1 Exchange Visitors (EV's) require a J-1 visa to enter the U.S. (Citizens of Canada & certain island countries are exempt from obtaining a J-1 visa) Steps to obtain a J-1 visa: Step 1: Once the DS-2019 has been issued, EV pays SEVIS fee & completes the DS-160 application. Step 3: EV schedules & completes visa interview at U.S. Embassy. Step 4: Once the J-1 visa is issued, EV enters the U.S. up to 30 days prior and no later than 15 days after their DS-2019 start date.
Mandatory Reporting Responsibilities for New J-1 Arrivals (Initial and Transfer-In) Please include information about the topics below in your communication materials for pre- arrivals and recent arrivals. 1. Medical Insurance 2. Immigration Status Verification (ISV) The J-1 is required to submit ISV upon their arrival to the U.S. to activate their SEVIS record. 3. Orientation The Department of State requires that all J-1 Exchange Visitors & J-2 dependents maintain health insurance coverage for the duration of their program. The J-1 is required to purchase medical insurance prior to their arrival. Please instruct new arrivals (initial and transfer-in) to attend the virtual orientation available on the OIS website. J-2 dependents are not required to submit ISV.
Thank you for your attendance Questions? Contact Us OIS Live: Speak with a J-1 Advisor on Zoom Email: For J-1 Scholars: J1scholar@usc.edu For J-1 Students (J-1 Degree and Non-Degree): J1student@usc.edu Website: ois.usc.edu
