The ‘Department’ Tab

This page provides field-by-field instructions for the Yale host department to complete the ‘Department’ tab for new J-1 sponsorship requests.


Important: Click Update!

update button

OISS Connect does not automatically save as data is entered in the form. You must complete all fields and click the Update button at the bottom of the page to avoid losing entered data.


Before You Begin

You will need the following required information to complete this section. See the below for additional explanation.

  1. Faculty sponsor’s email address
  2. Site(s) of activity
  3. Brief description of activities (e.g. research in biology)
  4. Funding sources and amounts
    Financial support documentation (funding amounts and document sources), if the appointment is not 100% funded by Yale; see required minimum levels.
  5. If short-term appointment, possibility of extension beyond 6 months?
  6. English language assessment form
    English Language Assessment Form completed by the faculty member, or confirmation that the scholar has a degree or transcript from an institution that gives instruction in English
  7. Form DS-2019 mailing options
    Courier label, if requesting OISS to mail out the DS-2019 - Note: the department must pick up J-1 Student Intern documents at OISS.
  8. If the scholar has an M.D., will the appointment include patient contact?

Step 1: Reopen the Scholar Record

Reopen the scholar card

A. From the Dashboard, click on the 'Pending Records' tab.

B. Find the scholar's record and click on their name to to open the record. (If searching, use only one name, e.g. 'Parker', not 'Parker Emerson'.)

Click the department tab

C. Next, click on the 'Department' tab


Step 2: Enter Department Contact and Faculty Sponsor Information

Department and Faculty info

D. Review and update as needed the Department Contact and Faculty Sponsor information, which was entered in the New Sponsorship Request.

E. Enter faculty sponsor’s Yale email. Entering phone number is optional.


Step 3: Enter Site of Activity

Site of Activity info

F. Choose from Site of Activity records saved in your account. Click here for instructions to save a new Site of Activity record.

G. If entering a new (not previously saved) Site of Activity, make sure to enter a physical (not mailing) address and zip code (e.g. 06510, not 06520).

H. If the scholar will be at more than one Site of Activity, click the Add button to add additional sites.


Step 4: Brief Description of Activities

Exchange visitor information

Provide information about the scholar's field, activities and title. You may leave the description question blank.


Step 5: Enter Funding Amounts

Funding Information

Enter funding amounts for the entire appointment period (e.g. if a three year appointment, add up the three annual salaries).

Enter numbers only, no characters (e.g. “30000”, not “30,000”) in funding amount fields, as titled above. Click here to review funding amount requirements.

You will need to upload evidence to the Documents tab of Home Gov, Other Institution, and Personal Funding, but not of Yale Funding.

alert Change Alert: We no longer require that you enter funding descriptions. We will rely on uploaded evidence to determine and record funding source.


Step 6: Questions for Determining J-1 Category

OISS will make the final decision on which J-1 category is best for the scholar. Providing answers to these questions helps OISS to make this determination. You may click the resources below if you are interested in the differences. inks from this section:

Determine J-1 Category


Step 7: Select Method of English Language Assessment

J-1 regulations require assessment of English language proficiency (CFR 22§ 62.10 (a)(2)). If assessed by interview or English language test, upload the English Language Assessment Form to the Documents tab.

English Language Proficiency


Step 8: Select DS-2019 Mailing Option

DS-2019 Mailing Options


Step 9: Indicate Patient Contact

Patient contact


Step 10: Department Attestation for Student Interns

For Student Interns


Step 11: Provide Any Additional Notes

Additional Notes


Step 12: Click Update

Be sure to click the Update button at the bottom of the record to save.update button


Step 13: OISS Processes the DS-2019

OISS will notify the scholar and the department when the DS-2019 is ready to be picked up, or has been mailed out.