updated 7/7/2008
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ACADEMIC TRAINING FOR STUDENTS IN J-1 STATUS
Purpose of this page

This page is designed for J-1 students. It explains "Academic Training," the name used by the State Department for certain types of study-related employment. It will tell you the conditions that you have to meet in order to qualify for "Academic Training," and how to apply. ("Academic Training" does require that a J-1 visa holder work in academia, but the proposed employment must be directly related to the student's major field of study.)

"Academic Training" is flexible in its format and offers a variety of employment situations to supplement your academic program in the United States. It is available before completion of your program of study as well as afterwards. As long as you stay within the stipulated time limits, it lets you work part-time while classes are in session and full-time during vacation periods; and, under certain circumstances, you may interrupt study to work full-time, for example while you are writing a thesis. J-1 students in non-degree programs are eligible for "Academic Training."

For advice and for further information, consult staff at the Bechtel International Center.

Your J-1 Responsible Officer

To qualify for "Academic Training", you must first obtain approval in writing from your J-1 Responsible Officer, who represents your J-1 sponsor and issues your Forms DS-2019. He or she must evaluate the proposed employment in terms of your program of study and your individual circumstances, and then decide whether it would be appropriate or not. If Stanford is your sponsor, then your J-1 Responsible Office is the Bechtel International Center. If your J-1 sponsor is an agency , and if you are uncertain how to reach your J-1 Responsible Officer, the Bechtel International Center will help you find out, but has no authority to grant employment permission.

Before completion of your program of study...

Conditions -Eligibility

  1. Your primary purpose in the United States must be study rather than "Academic Training."
  2. You must be in good academic standing at the school named on your Form DS-2019.
  3. The proposed employment must be directly related to your major field of study.
  4. Throughout your "Academic Training" you must maintain permission to stay in the United States, in J-1 student status, and apply for extensions as necessary.
  5. You must maintain health insurance coverage for yourself and any J-2 dependents throughout your "Academic Training."

Limitations - general

  1. Your employment may be authorized for the length of time necessary to complete the goals and objectives of the training, provided that is approved by [both] the academic dean or advisor and the responsible officer. It may not exceed the period of full course of study or 18 months, whichever is shorter. If you receive a Ph.D., however, your "post-doctoral training" may last as long as 36 months. Additional "Academic Training," beyond the 18 or 36-month limit, is allowed only if it isrequired for the degree.
  2. Part-time employment for "Academic Training" counts against the 18 or 36-month limit the same as full-time employment.
  3. Earning more than one degree does not increase your eligibility for "Academic Training."

B. After completion of your program of study . . .

    1. "Academic Training" approved after completion of your program must be reduced by any prior periods of "Academic Training."
    2. "Academic Training" following completion of your program of study must involve paid employment.
    3. "Academic Training" after completion may commence no later than 30 days following the completion of the student's studies.
    4. If you plan to leave the United States after you complete your program of study and reenter the country for J-1 "Academic Training," you must obtain employment authorization before you leave. Otherwise you will have trouble reentering. Consult your J-1 Responsible Officer for advice.

The application

  1. Obtain an employer's letter that includes your job title, a brief description of the "goals and objectives" of your "Training program" (your employment), the dates and location of the employment , the number of hours per week, and the name and address of your "training supervisor" (the quotations come from the regulations). Make sure that your employer's letter includes all of these details and has the company leatherhead.
  2. Give a copy of your employer's letter to your academic adviser or dean for use in writing to your J-1 Responsible Officer recommending the "Academic Training". Your adviser's letter must be written in department leatherhead and must set forth:
    • The goals and objectives of the specific training program;
    • A description of the training program, including its location, the name and address of the training supervisor, number of hours per week, and dates of the training;
    • How the training relates to the student's major field of study; and
    • Why it is an integral or critical part of the academic program of the exchange visitor student." Your adviser must also approve your "Academic Training" for the length of time necessary to complete the goals and objectives of the training." (In fact your J-1 Responsible Officer may have a blank for use by your academic adviser that will serve as the required letter of recommendation.)
  3. When your adviser's letter is ready you should deliver or send it to your J-1 Responsible Officer, with a copy of the employer's letter attached.
  4. Your J-1 Responsible Officer must evaluate the "Academic Training" program and decide whether it is warranted and appropriate. If so, your J-1 Responsible Officer will write you a letter of approval. The letter will authorize your employment with a specific employer for a specific period of time. The letter, which will be written by one of the staff members at the I-Center, will also cite the code of law (22 CFR 62.23(f)) which permits you to work in the United States under Stanford's J-1 sponsorship.
    Students who qualify for the second 18 months of Academic Training (based on post-doctoral work), may apply any time prior to the current Academic Training expiration date. In order to authorize "post-doctoral training" your J-1 Responsible Officer must also issue you a new Form DS-2019, for no more than 18 months at a time.

Authorization to work

  1. A Social Security Number. To put you on the payroll, your employer will need your Social Security number, which you can obtain by applying for a Social Security card.
  2. Form I-9, "Employment Eligibility Verification." When you begin work, you and your employer must complete Form I-9, which requires you to document your identity and work authorization according to directions on the back of the Form. Of the various items acceptable as documentation, you may find that the most convenient combination is your passport (or other photo-bearing identification if you are Canadian), I-94 Departure Record card, the Form DS-2019, and your J-1 Responsible Officer's written work authorization. Your employer, who keeps Form I-9, will make copies of the documents you submit, and return the originals to you. Form I-9 must be updated any time that you receive a renewal of your permission for "Academic Training."

Social Security and other taxes

1. Social Security taxes. In general, as a J-1 student you will be exempt from Social Security (F.I.C.A.) taxes for your first five years in the United States, as long as you continue to declare non-resident status for tax purposes (see Internal Revenue Service Publication 519, "U.S. Tax Guide for Aliens." )
2. Federal, state and local taxes. Unless you qualify under a tax treaty between the United States and your home government, your earnings as a J-1 student will be subject to applicable federal, state and local taxes, and employers are required by law to withhold those taxes from your paychecks. By April 15, you must file a federal income tax return and a "Required Statement" covering the prior calendar year to determine whether you owe more taxes or have a refund coming.

A note of caution

As a J-1 student you are eligible for a variety of work opportunities in the United States, but employment without proper authorization is a serious violation of your status. Remember that before you start any kind of employment, you must first consult your J-1 Responsible Officer, whose written approval is necessary in advance.