J-1 Employment Authorization

based on Academic Training

This handout only applies to J-1 students with a DS-2019 Form issued by San Diego State University. Students with a DS-2019 Form from a sponsoring agency need to contact their sponsor directly for information on academic training.

Background

Academic Training refers to employment, internships or practicum in the student’s major field of study that will enhance or enrich the academic knowledge with practical experience. It is considered an integral and important part of the overall experience for international students, and all students are encouraged to engage in some type of academic training. Students wishing to discuss whether a prospective training opportunity meets the requirement of the J regulations are encouraged to make an appointment to talk with the International Student Advisor who handles J-1 advising.

Training Options

Students may engage in Academic Training either during a course of study, after completion of a course of study, or a combination of both. The training may be paid or unpaid. The training may be with one or several employers.

Eligibility

In order to be considered for academic training, the student must be in good academic standing. Students on probation are not eligible for this training. A guaranteed job offer is required before academic training can be approved. All training must be directly related to the student’s major field of study, and must be recommended by the student’s Academic Advisor in the form of a letter to the International Student Center.  After reviewing the letter and finding the student eligible the International Student Advisor will give the final work authorization approval.

Time Limitations

Students may engage in Academic Training for up to 18 months. However, the training may not exceed the amount of time spent in the course of study.  Students on a one semester exchange program are eligible for 4 months of Academic Training.  Students on a one year exchange program are eligible for 9 months of Academic Training. Student on a degree program are generally eligible for the entire 18 month period. Doctoral students doing postdoctoral training under the supervision of an academic or research institute may do a maximum of 36 months of training.  

Application Period

Training during the semester

The application period is anytime during the semester. Students must allow enough time to receive approval from both the Academic Advisor, and the International Student Advisor before beginning the employment.  
 
 Training after the semester

The International Student Advisor must approve the training before the expiration date of the DS-2019. You must meet with the International Student Advisor no later than the semester application deadline. The application deadline for Fall semester is December 10.  The application deadline for Spring semester is May 10. The training start date may be up to 30 days after the end of the semester.

 

Authorization Procedure

The first step is to obtain a job offer from a company.  The next step is to obtain a letter of recommendation from the SDSU Academic Advisor in your department. Please refer to the attached sample letter before contacting the academic advisor.  The letter must state the following:

Once the Academic Advisor has issued the letter, make an appointment to meet with the International Student Advisor. If the Advisor finds the student meets the eligibility criteria, and the letter contains the required information, then the academic training will be authorized for the period of time requested.

Important: Do not begin working until you have received written approval from the International Student Advisor.

Social Security Number

Once authorized for academic training, students must obtain a Social Security number in order to be employed in the US. Take the following documents with you to the Social Security office: valid passport, I-94 form, DS-2019 and the letter of employment authorization from the International Student Advisor.  The Social Security office closest to SDSU is located at 7961 University Avenue.

Request for Letter Of Recommendation from Department Chair or Graduate Advisor

Students on the J-1 visa status are eligible to pursue a paid training opportunity in their major field of study either during or after their enrollment at SDSU. The majority of international students on the J-1 status are exchange students who are studying at SDSU for one or two semesters. The requirements of the J-1 Federal Regulations state the training must be directly related to the student’s field of study, and must be considered an integral or critical part of the student’s academic program.  

To be authorized for the training, the students are required to obtain a recommendation letter from the academic advisor in the major they are studying at the US institution. The academic advisor’s letter needs to verify that the proposed training would be suitable for a student in this field of study. Students should provide you with a letter from the company offering them the position that explains the nature and duties of the job or internship. It is important that you review the employer’s letter before writing the letter of recommendation.  

If you find the student’s proposed training meets the requirements, please write a letter of support that includes the information below.  A sample letter is provided on the back of this page.  

  1. 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
 
  1. The goals and objectives of the training program
 
  1. A statement acknowledging that the training relates to the student’s major field of study, and that it is an integral or critical part of the academic program.
 
 

If you believe the student’s request does not meet the above requirements, the student is not eligible for the type of training at this time.  

Thank you for taking the time to consider this student’s request. If you would like additional information, please feel free to contact Jane Kalionzes or Yvette Pederson at the International Student Center at 594-1982

 

Sample Letter

DATE 
 

To Whom It May Concern: 

(Name of student) has been offered a training position with (name of company) located at (location) for the period from (date) to (date) for (# of) hours per week. The supervisor will be (name of supervisor) located at (location). 

The training program will include (description of program and job duties). The goals/objectives of the training program will be (describe goals/ objectives). 

It is my belief that the proposed training is related to the student’s field of study, and that it is an integral or critical part of the academic program. 

Sincerely, 
 

Name

Title