Undergraduate Researchers, Interns and Visitors

Please note: If you will be inviting an undergraduate student to the University during the Summer Session as part of a Research Experience for Undergraduates (REU) Program, please contact the Office of the Summer Session. The following instructions do not apply for summer visitors. For more information regarding the differences between inviting a researcher or intern as part of a summer program or during the academic year, please visit the Summer or Academic Year page

Departments or faculty members may wish to invite undergraduate students from abroad to conduct research or participate in an internship at the University. The information on this page is only intended for undergraduate researchers or interns who will not be enrolled full time in coursework and who will be at the University during the academic year. Please see the chart below for more information on visa options. If you have any questions after reading through these materials, please contact ISSA at 574-631-3825 or issa@nd.edu.
 

Please click on the appropriate link below for more information:


Visa Options

J-1 Non-Degree Student Category

(For Full-Time Researchers Only)

J-1 Student Intern Category

B Visitor Visa

Student may conduct research for up to 24 months

Student may engage in an internship/research for up to 12 months

Student may visit for 90 days or less for lectures, conferences, seminars, campus visit, independent research or library use

Student must be engaged full time in program activity

Student must conduct work for at least 32 hours per week; enrollment in Notre Dame classes not required

Enrollment in Notre Dame classes not required

Substantial part of student’s funding must come from a sponsor (a source other than personal or family funds)

No limitations on the source of funds. Students who are self funded can use this option

No limitations on the source of funds; Students who are self funded can use this option

Requires enrollment as a non-degree student, resulting in tuition/fees costs in most cases

Does not require enrollment, however administrative enrollment is highly recommended

No enrollment

Student will receive a Form DS-2019 from ISSA to be used to obtain  a J-1 visa

Student must be enrolled in foreign degree program and internship must “fulfill the educational objectives” of that degree program

Student will take an invitation letter from Notre Dame department to the consulate for a B visa

 

Formal evaluation during and after of the internship program are required and must be submitted to ISSA

 

 

 

Student will receive a DS-2019 from ISSA to be used to obtain  a J-1 visa

 


J-1 Non-degree Student Category

Requirements

  • The student must have sufficient funding for tuition (if charged) and living expenses. The student’s participation in the program must be substantially supported by funding from an outside source (i.e. U.S. government, home government, foundation or Notre Dame).
  • The student will be required to purchase the Aetna Student Health Insurance Plan offered by Notre Dame.
  • The student must also provide proof of financial support and health insurance for any accompanying dependents (spouse or children).
  • The student will be enrolled full time in program activity.
  • The student must have verifiable English language skills sufficient to function on a day–to-day basis in the program.

Instructions for Departments

Step 1: Create the student’s record in Banner.

Step 2: Email copies of the following documents to ISSA at issa@nd:

After receiving the required documentation, ISSA will prepare the Form DS‐2019 certificate of eligibility and accompanying immigration instructions. 

Step 3: Pick up DS-2019 Packet.

When the DS-2019 packet is ready, ISSA will send an email to the contact noted on the International Student Non-Degree or Special Program Form, letting him or her know it can be picked up at the Notre Dame International reception desk in 105 Main Building.

Step 4: Express mail DS-2019 and supporting immigration instructions to student. Make sure to use a mail service with a tracking method.


J1 Student Intern Category

Requirements

Student Requirements

  • Students must be enrolled in good academic standing and pursuing a degree at an accredited post-secondary academic institution outside the U.S.
  • The program at Notre Dame must fulfill the educational objectives of the student’s degree program outside of the U.S.
  • The student must have verifiable English language skills sufficient to function on a day–to-day basis in the program.
  • The student will be required to purchase the Aetna Student Health Insurance Plan offered by Notre Dame. 
  • The student must have sufficient funding for living expenses and must also provide proof of financial support and health insurance for any accompanying dependents.

Faculty Sponsor Requirements

The faculty sponsor must read and agree to the internship requirements on Form DS‐7002 to ensure the internship position meets U.S. Department of State requirements. Requirements include:

  • The internship will provide a structured work‐based program that will reinforce the student’s academic study upon return to his or her home institution.
  • The student internship is full‐time (minimum of 32 hours/week) and the work includes less than 20% clerical work and does not displace U.S. workers.
  • The faculty member must verify the student’s English language skills are sufficient to participate successfully in the program.

Evaluation Requirement

  • All internships require a final evaluation.
  • Internships lasting longer than six months also require at least one additional evaluation undertaken at the mid‐point of the program.
  • The department must retain intern evaluations (electronic or hard copy) for at least 3 years following completion of each intern’s program.
  • Faculty sponsors must develop procedures for evaluating student interns, retain the evaluations for at least three years and provide copies of the final evaluations to ISSA at issa@nd.edu.

Instructions for Departments

Step 1: Create the student’s record in Banner.

Step 2: Email copies of the following documents to ISSA at issa@nd:

  • Completed International Student Non-Degree or Special Program Form (to be completed by student)
  • Passport Identification Page
  • Funding documentation to account for living expenses. For more information, click here.
  • A letter from the student’s home institution printed on letterhead and bearing the stamp of the home institution confirming that the student is enrolled and listing the student’s anticipated completion date

Step 3: Submit original, completed DS-7002 to ISSA in 105 Main Building. (The Responsible Officer signatures should be left blank; this will be completed by ISSA staff.)

After receiving the required documentation, ISSA will prepare the Form DS‐2019 certificate of eligibility and accompanying immigration instructions. 

Step 4: Pick up DS-2019 Packet.

When the DS-2019 packet is ready, ISSA will send an email to the contact noted on the International Student Non-Degree or Special Program Form, letting him or her know it can be picked up at the Notre Dame International reception desk in 105 Main Building.

Step 5: Express mail Form DS-2019 and supporting immigration instructions to student. Make sure to use a mail service with a tracking method.


Additional Responsibilities for Departments

Step 1: Consult with the Office of the Registrar to select or develop an appropriate course for the program. 

All international participants in research-based programs and other programs that are not based on coursework should be registered (at a minimum) for a zero-credit course. Course registration and enrollment—even in a zero-credit course—is necessary for students to establish access to University systems and resources.

Step 2: Ensure students have access to housing.

ISSA advises departments to consider housing options early. Campus housing is generally not available during the academic year to students who are admitted to the University outside of a regular admitting office and to those who are not full-time students. For more information, please contact the Office of Housing at housing@nd.edu. Departments are responsible for advising participants about off-campus housing options as appropriate. 

Step 3: Set up meals with the Campus Card Office.

Units that plan to provide meal plans, Domer Dollars, Flex Points and/or Food Services gift cards to participants should work with the Campus Card Office in advance of student arrivals. 

Step 4: Contact the Office of Student Accounts to ensure that students are billed properly for tuition, housing, meal plans and health insurance.

Tuition billing is based on any enrollment—even if students are enrolled in a zero-credit course only. A student enrolled in a zero-credit course and no other courses during the fall or spring term will incur the full tuition charge for that semester as well as any associated fees including the Aetna student health insurance premium. Departments should consult with the Office of Student Accounts to make sure that students are billed properly.

Step 5: Provide pre-arrival instructions to students.

International students and interns will receive a welcome packet from ISSA that includes immigration instructions and information about University Health Services' requirements. Departments are responsible for providing additional pre-arrival communications to program participants.

Step 6: Contact the Office of Student Employment to set up payments (if applicable).

Programs that offer stipends or other payments directly to participants should follow the established University guidelines for establishing payments. For questions regarding establishing student payments, please contact the Office of Student Employment at stdempl@nd.edu or 574-631-6454.

International participants on certain visas may be ineligible to receive payments. Departments that invite students to campus should work with International Student and Scholar Affairs to ensure that the proper immigration documentation is issued and that participants arrive in the appropriate immigration status to engage in program activities and accept any payments.  For questions about payments to international students, please contact ISSA at issa@nd.edu or 574-631-3825.

Step 7: Communicate clearly with participants regarding their travel to campus and how they will be received upon their arrival. 

Each unit is responsible for coordinating its own arrivals and welcoming its new students. ISSA does not provide a pick-up service for students.


ISSA's Responsibilities

ISSA will:

  1. Issue Form DS-2019, which allows students to apply for a J-1 visa.
  2. Provide a pre-arrival packet that includes immigration instructions, health services instructions and orientation requirements (please see additional information in the Responsibilities to Students section below).
  3. Register the students' immigration documents upon their arrival to campus.
  4. Invite students to participate in International Student Orientation or to an informational meeting (depending on arrival date).
  5. Send weekly ISSA Updates emails to students, which provide information about upcoming programs and events as well as immigration requirements.

Student Responsibilities

Pre-Arrival Instructions

Step 1: Read page 2 of Form DS-2019 carefully and sign the bottom of page 1

Step 2: Pay the SEVIS I-901 Fee.

The Department of Homeland Security (DHS) charges a one-time Student & Exchange Visitor Information System (SEVIS) I-901 fee for students beginning a new J-1 program. Students must pay this fee prior to applying for a J-1 visa. To pay the fee:

Step 3: Obtain a J-1 Visa. Any dependents should obtain J-2 visas.

For instructions on securing a visa, visit the Obtaining a New Visa page

Step 4: Set up your Notre Dame NetID and password and access your Notre Dame email account.

The NetID is the log on ID used to check email and to log on to other University services. To activate the NetID, students should visit https://accounts.nd.edu/activation. Students will need their birthdates and Notre Dame identification numbers (a nine digit number beginning with 901 that the University will provide) to begin this process. Once students set up their NetIDs and passwords, they will be able to access their Notre Dame email accounts at http://gmail.nd.edu as well as InsideND

Step 5: Comply with University Health Services requirements. 

  • Prior to their arrival on campus, students should enter their vaccinations online at http://onlinestudenthealth.nd.edu.

  • Students should complete the Medical History and Physical Report Form and return it to University Health Services (UHS) prior to leaving their home countries. They may find the form at http://uhs.nd.edu/forms/.

  • Due to Indiana state law, all international students must complete a health and tuberculosis (TB) screening upon their arrival to campus at University Health Services, located on the first floor of St. Liam Hall. If students are enrolled in the Aetna Student Health insurance plan, the health screening and required tests will be covered under the plan. If students are not enrolled in this plan, UHS will bill the cost of the tests to their student accounts

Step 6: Enroll in the Aetna Student Health insurance plan.

All international students and student interns will automatically be enrolled in the Notre Dame health insurance plan, Aetna Student Health. Students should refer to http://uhs.nd.edu/insurance-billing for more details regarding the 2014-2015 plan. The 2014-2015 insurance rates are available at http://uhs.nd.edu/insurance-billing/2014-2015-rates/. Students who will be on campus for less than one semester will be billed a daily rate of $6.34 per day. This fee will automatically be billed to a student's account. The University’s group insurance policy meets the minimum standards for a health insurance policy set by the U.S. Department of State to maintain J-1 immigration status.

For questions regarding the Aetna Student Health insurance plan, please contact Connie Morrow at Constance.J.Morrow.22@nd.edu.

Health Insurance for Dependents

Health insurance for dependents is significantly more expensive than health insurance for students. If as student plans to get health insurance for a spouse or child, he or she should research insurance plans prior to arrival in the U.S. and make sure they comply with the U.S. Department of State's minimum insurance requirements for a J-1/J-2 visa:

  • Medical benefits of at least $50,000 per accident or illness
  • Repatriation of remains in the amount of $7,500
  • Expenses associated with the medical evacuation of the exchange visitor to his or her home country in the amount of $10,000
  • A deductible not to exceed $500 per accident or illness

For information about dependent insurance through the Aetna Student Health insurance plan, please visit http://uhs.nd.edu/insurance-billing

Step 7: Read through the Maintaining Lawful J-1 Status page for information about maintaining your J-1 immigration status while at Notre Dame. 

Arrival Instructions

Step 1: Present the following documents to the inspections officer at the U.S. port of entry (do not pack these items in your checked luggage):

  • Passport with J-1 Visa (unless you are exempt from the visa requirement)
  • Form DS-2019 issued by Notre Dame
  • Appointment Letter/Letter from your department
  • Evidence of Financial Resources
  • If you have a dependent, he or she will need to present a passport, Form DS-2019 and J-2 visa.

The officer will stamp your passport or I-94 card and mark it  "J-1" and "D/S." "D/S" means that you can remain in the United States as long as you remain in valid immigration status. 

Step 2: Print Your I-94 Record

If you did not receive a paper I-94 card, you should access and print your I-94 record at https://i94.cbp.dhs.gov/I94/request.html. You should keep this record with your immigration documents. The Department of Homeland Security (DHS) advises that it may take up to three days from the date of an individual’s entry into the United States for I-94 information to become available through the web interface.

Step 3: Register Your immigration documents. 

All international students are required to register their immigration documents with ISSA, located in 105 Main Building, within one week of arrival on campus. Students should bring their passport, visa, Form-DS2019, I-94 admissions stamp or card and local U.S. address.

Step 4: Attend International Student Orientation or meet with ISSA staff. 

Students who are admitted for the fall or spring term will be invited to ISSA’s International Student Orientation, where they will receive information about maintaining their immigration status and making the most of their time at Notre Dame. ISSA staff will meet with students  who are admitted for the summer or out-of-cycle to ensure they receive important information regarding maintaining their immigration status. Additional orientation activities remain the responsibility of the initiating/managing campus unit.  

Step 5: Secure a University ID card.

Students who are registered in a course for a given semester—including zero-credit courses—are eligible for student ID cards. Students should obtain their ID cards in person at the Card Services Office in 423 Grace Hall. They will need to present their ND ID number and passport.