General Information
§ Eligibility – Please refer to the ECFMG J-1 Sponshorship Fact Sheet for eligibility requirements for J-1 sponsorship.
§ When to submit applications – Incoming residents/fellows new to UW should submit their J-1 application paperwork as soon as they have matched into their program. Residents/fellows who will be continuing in a UW program should submit their paperwork by the end of February or as soon after as possible.
§ Processing time – It typically takes 4-6 weeks for the ECFMG to receive, review, and process a DS2019. If there are any deficiencies in the application, this can delay the approval process by several weeks. It is recommended that applications be submitted at least 10 weeks prior to the start date to allow time for review by the GME office prior to submitting to the ECFMG.
§ TPL - This is the communication point person between the UW GME programs and the ECFMG. All issues regarding visas go through the TPL, who also certifies the applications. Applications should NOT be signed by anyone else. The TPLs at UW are Gabrielle Pett and Amity Neumeister.
For Applicants
§ Payment – It is HIGHLY recommended that you pay online through OASIS. Payment made by check can delay the application processing time by up to 10 days.
§ CVs – These need to be current and should not include any gaps in time (ie, must account for all dates).
§ I-94 – You must review your I-94 carefully to ensure that the information written on your I-94 by the Customs and Border Protection (CBP) official is accurate (ie, issued I-94 as J-1 with date).
§ Statement of Need from Ministry of Health – This letter needs to refer to the specific program the applicant will be in, not the parent program. If you will be doing subspecialty training, the letter needs to refer to the subspecialty training program. If you are switching from a residency to fellowship program, you will need a new MOH letter for the fellowship program.
§ US Embassy/Consular Interviews – Please see the US Embassies and Consulates website for important information. It is a good idea to find out the wait time for appointments at the embassy/consulate, as processing/interview times vary by location. You must have your current DS2019 prior to your interview, however you should not wait until you receive it to make your appointment.
§ Initial Sponsorship Applicants – IMGs sponsored by the ECFMG can only enter the US from abroad 30 days prior to the date indicated on the DS-2019.
§ Validation of Initial Arrival (for those with an initial J-1) – ECFMG must confirm the arrival of all initial J-1 physicians in the government database, SEVIS, within thirty days of the training start date. Trainees must fax their completed Validation of Initial Arrival form to the ECFMG, signed by the TPL, along with their I-94, copy of their J-1 visa page, and stamped DS2019.
§ Request for Travel - Effective immediately, all physicians who have already commenced training in the United States in J-1 visa status and require travel validated Forms DS-2019 for either themselves or J-2 family members must complete a "Request for Duplicate Form DS-2019 for Travel" form. As soon as you know that you will be traveling, you need to submit your request if the travel validation section on your DS-2019 is not current. It typically takes 2 weeks (10 business days) turnaround time, so it is essential that this request be made well ahead of your planned travel.
§ Permission to Apply for Entry into the US – You must have a valid visa in order to re-enter the US if traveling abroad (except from Canada, Mexico, and the adjacent islands). As long as you remain in the US, it does not mater if your visa expires, however if you choose to travel outside the US, you must have current Travel Validation status and update your visa status prior to returning.
For Programs
§ J-1 Visas for Non-Standard Training Programs - Please refer to the following procedures for applying for approval of a non-standard training program for ECFMG sponsorship.
§ Program Descriptions – These are for subspecialty training. It is VERY important that the description follow the guidelines provided in the application packet. Helpful hint: Use their instructions as an outline. This needs to be printed on letterhead and signed by the program director.
§ Program Name – Please be sure that all references to the program are consistent (this is especially important with non-standard training program applications).