Academic Training forJ-1 Students
 

J-1 academic training is designed to allow J-1 students the opportunity to apply knowledge gained in the classroom to a practical work experience off campus. This handout discusses the rules and procedures that govern academic training. 

Academic training is available to a J-1 student during the course of study and after completion of studies. As long as you stay within the stipulated time limits, academic training allows you to 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 also eligible for academic training.

Academic training cannot exceed 18 months in length (36 months for post-doctoral training) or "the period of full course of study" whichever is shorter.

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  WSU is your J-1 sponsor, then your J-1 Responsible Officer is one of the UCIE advisors. If your J-1 sponsor is an agency, and if you are uncertain how to reach your J-1 Responsible Officer, an UCIE advisor will help you find out, but has no authority to grant employment permission.

Eligibility

To be eligible for academic training you must meet the following conditions:

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

Duration of Academic Training

Your employment may be authorized for a period of time necessary to complete the goals and objectives of the training as approved by your academic advisor, or academic dean, and your J-1 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 be authorized for as long as 36 months. Additional academic training, beyond the 18 or 36 month limit is allowed only if the training is required for the degree. Part-time employment for academic training counts against the 18 or 36 month limit the same as full-time employment. Any academic training approved prior to the completion of your program must be deducted from the total period available.

Application Process

You must apply for "academic training" employment authorization a minimum of 30 days before completing your degree requirements. Before you can commence employment under the provisions of academic training, you must first have authorization from your academic advisor and your J-1 Responsible Officer.

Job Offer

The regulations, which govern academic training, require that authorization only be given for "firm job offers." Additionally, you must receive a job offer within 30 days of your graduation date, although your actual employment may begin later. If you do not have a firm job offer within 30 days of graduation, your J-1 status ends and you lose the opportunity for academic training. 

Academic Advisor Recommendation

The regulations also require that your academic advisor supply a detailed rationale for any period of academic training. You can provide your advisor with a copy of UCIE's Preparing Letters of Recommendation for J-1 Academic Training. To meet these requirements the letter from your academic advisor or dean must state the following:

Your name, certification of full-time status, major field of study and expected completion date of study.
The goals and objective of the specific training program (i.e., the employment).
How the training relates to your major field of study.
Why the training is an integral or critical part of your academic program.
A description of the training program (position title and responsibilities), including its location, the name and address of the training supervisor, number of hours per week, and starting and ending dates of the training.

To assist your advisor in writing this letter, it may be helpful to provide him or her with a copy of your letter of offer from your prospective employer that includes the information outlined above.

J-1 Responsible Officer Authorization

When this letter is complete, bring it to your J-1 Responsible Officer (an UCIE advisor if WSU is your J-1 sponsor) along with your letter of offer from your prospective employer. Note: You cannot be authorized for academic training without a "firm job offer". Your J-1 Responsible Officer will evaluate your request for academic training to determine whether it is warranted, appropriate and in compliance with the regulations. If so, he or she will prepare a letter of approval. If necessary, you will also be issued a new Form DS-2019 which will extend your stay to cover the period of authorized academic training.

Travel Abroad and Reentry

If you plan to leave the U.S. after you complete your program of study and reenter the country for J-1 academic training, you must obtain academic training before you leave. Otherwise you may have trouble reentering the U.S. Consult your J-1 Responsible Officer. 

Extending J-1 Academic Training Authorization

The regulations governing academic training require that the J-1 sponsor evaluate the "effectiveness and appropriateness" of your academic training. UCIE will authorize the initial six months of the academic training period for students sponsored by WSU. Along with your letter of authorization you will receive a J-1 Student Academic Training Evaluation Questionnaire which you must complete and return to UCIE before the remaining period of academic training can be authorized.

Other Considerations

Social Security Number

In order to work in the U.S. you will need a valid Social Security number (your WSU ID number is not a valid Social Security number). To apply, please obtain instructions and directions to the Social Security Office nearest WSU from UCIE. The Social Security Administration will process your application and a number will be sent to you in about one month.

Taxes

In general, F-1 students who have been in the U.S. less than six calendar years are exempt from social security (FICA) and Medicare taxes. You should bring this to the attention of your employer because many employers are not familiar with this provision of the tax laws. If you need further information about the J-1 student social security and Medicare tax exemption, please contact UCIE.

Students in J-1 status are subject to all other taxes that may apply: federal, state and local (but check with UCIE to see if your country is one of the few that has a tax treaty with the U.S. allowing students to exclude a limited amount of earned income from federal taxation). Also, you may be able to treat a period of academic training as an extended business trip and substantially reduce your federal taxes by deducting "travel expenses" (amounts for housing, transportation and a per diem food allowance) from your income. You should consult an accountant or tax attorney to see if you can deduct travel expenses in your circumstances.

Employment Eligibility Verification

Within the first three days of beginning work you and your employer must complete an INS Form I-9 entitled Employment Eligibility Verification. This form will be kept on file by your employer and must be updated each time you receive a renewal of your work permission.

Failure to Comply with Employment Regulations

It is your responsibility to comply with all immigration regulations which apply to J-1 students, including employment regulations. Working without proper authorization is a serious violation of your student status. If you fail to comply with your responsibilities, you may not be eligible for benefits normally granted to J-1 students and, in some situations, may be subject to deportation. Prior to accepting any employment in the U.S., we strongly urge you to consult with the Office of International Programs.