Academic Training

DOWNLOAD ACADEMIC TRAINING PRESENTATION

DOWNLOAD APPLICATION MATERIAL

Before undertaking any academic training you must have written approval from your Responsible/Alternate Responsible Officer. The University of Oregon's Responsible/Alternate Responsible Officers are also International Student Advisors in International Affairs (IA). If the University is your program sponsor, you should see one of these advisers for your academic training approval. If your program sponsor is an outside agency, you will need to contact the agency for your academic training approval.

1. Your proposed academic training must be directly related to your major field of study as listed on the Form DS-2019 (formerly IAP-66)
2. You are in good academic standing.
3. You have permission to stay in J-1 student status and apply for extensions as necessary.

Doctoral students are eligible for postdoctoral training not to exceed 36 months. This training is permitted only under the supervision of an academic institution. Postdoctoral training can be approved in a maximum of 18 month increments. Students who have had earlier academic training must subtract that period of training from their postdoctoral allowance.

You should be aware that part-time employment for academic training counts against the 18 or 36 month limit the same as full-time employment.

For all forms listed here, please refer to "download application material" section above.

Note: These procedures apply to academic training both during and upon completion of studies. Students wishing to undertake academic training upon completion of studies must have firm job offers within 30 days of program completion.

1. Obtain a letter of offer from your prospective employer. That letter should include the following:

1. job title
2. a brief description of the goals and objectives of your academic training, i.e. employment
3. the dates and location of work
4. the number of hours per week you will be employed
5. the name and address of your supervisor
6. salary

1. Give a copy of the employer's letter to your academic dean or advisor and have the advisor complete Attachment A, recommending the academic training and specifying why it is an integral part of your program.
2. Bring your academic advisor's letter (Attachment A) and a copy of the employer's letter to one of the International Student Advisors in IA.
3. 4. The Responsible/Alternate Responsible Officer will give you a letter of approval for the duration of the academic training

Form I-9When you begin to work, your employer will ask you to complete the INS Form I-9, required of all new employees. The purpose of this form is to prove identity and eligibility to be employed. Your academic training authorization letter is acceptable proof of your legal permission to work. You will also need to show proof of your identity. Any photo identification such as your student identification card, passport or driver's license should be satisfactory.

Changing employers
You may have more than one employer during the authorized period of academic training provided the change in employers is approved in advance by the Responsible Officer according to the original guidelines for approving your academic training and does not exceed the time limitation.

Evaluation of Academic Training
Program sponsors are required to evaluate the effectiveness and appropriateness of your academic training. This evaluation is being done as part of the initial review of the recommendation for academic training made by your academic dean or advisor. (See Attachment A)

Social Security Number and Card
Employers need a social security number to put you on their payroll. If you do not already have a social security card take the following documents with you to apply for a social security number and card:

1. Passport (Canadians may use another form of photo identification)
2. I-94 Departure Record Card
3. Pink copy of the J-1 Exchange Visitor's Form DS-2019
4. Your academic training authorization letter or a letter from IA.

Application for social security number must be made in person. The Eugene office of the Social Security Administration is located at the following address:

If your employer would like information about tax withholding for international students authorized to work, please refer them to Employment and Taxation of International Students.

Federal (US)
All nonresident J visa holders must file form 1040NR and the accompanying Information Statement, even if they have no US source income. By April 15, you must file an income tax return, Form 1040NR, with the Internal Revenue Service, covering the prior calendar year (January 1-December 31). The return determines whether you owe more taxes or are entitled to a refund. You are also required to file an "Information Statement" along with the 1040NR. These forms should be mailed to the Internal Revenue Service, Philadelphia, PA 19255. See IRS Publication 519, "US Tax Guide for Aliens," for more information.

State
The state of Oregon has an income tax. You should file your state tax forms at the same time you file your federal tax return forms. Information about where to send your Oregon tax forms is found at the bottom of the tax form.

Social Security
During the first five years as a student in J-1 status, you are not required to pay social security taxes from your earnings if the services performed are to carry out the purpose for which you were admitted. This includes work that is considered a part of your J-1 program and any other employment that is explicitly authorized by the Exchange Visitor Program's Responsible/Alternate Officer.

Tax Workshops
International Affairs (IA) at the University holds a series of tax workshops from February-April 15. These workshops are designed to assist the international community in complying with US and Oregon tax regulations. For more information about the schedule of these workshops, contact the IA.