Passports

A passport is an official document required for international travel issued by a government that certifies an individual’s identity and nationality. It takes the form of a small booklet and includes the passport holder's name and personal information, a photo of the passport holder, and an individualized passport number.

Getting a Passport. Individuals must apply for a passport, which usually requires completing an official government form, preparing personal documents (such as evidence of citizenship and photo ID), submitting a personal photo, and paying a fee. To find out the specific passport processes for your country, check your country’s government website online or visit a passport acceptance facility (such as a post office, library, or local government office). Passport approval can take anywhere from a few weeks to several months. If you don’t yet have a passport, ensure you begin the application process as soon as possible.

Passport Requirements. All participants are required to have a passport to travel to the U.S. All passports must have an expiration date of at least 6 months after the last day of your program. For example, if the last day of your program is May 30th, 2025 your passport must expire on or after November 30th, 2025.

**Always have your passport on hand, and in an easily accessible part of your carry-on bag, during travel.

DS-2019

A DS-2019, or Certificate of Eligibility, is a document used to initiate the J-1 visa procurement process authorized by the U.S. Department of State.

The document identifies an exchange visitor and their sponsor (often a university or educational institution), and provides a description of the exchange program, its duration, the category of exchange, and estimated costs. DS-2019 approval allows a prospective exchange visitor to interview at a U.S. Embassy or Consulate and eventually acquire a J-1 visa, which is needed to enter the U.S.

DS-2019 Process

The Mansfield Center at UM prepares the DS-2019 forms and sends them to the U.S. Embassy in the applicant’s home country. The Embassy then verifies the DS-2019 electronically to finalize the visa application process. Your U.S. Embassy/Consulate will provide participants with a printed DS-2019 form before travel. The DS-2019 form is used as a secondary form of validation for the J-1 visa.

Travel day: Keep the original copy of your DS-2019 form in your carry-on bag during travel. Do not leave it at home or pack it in your checked bag! You must carry this form along with your passport while traveling, as you will need to present it upon entering the U.S.

J-1 Visa

A J-1 visa is a non-immigrant visa issued by the U.S. for research scholars, professors and exchange visitors participating in cultural exchange programs. The J-1 visa validates who can legally enter the U.S. and stay for the duration of the program.

Qualification. To qualify, applicants must meet specific eligibility criteria, demonstrate English proficiency, and have sponsorship from a university, private sector or government program.

J-1 Visa Procurement. Once the Mansfield Center has processed your DS-2019 forms and sent them to the U.S. Embassy in your home country, you will be asked to attend an interview at the Embassy or Consulate for your J-1 visa. The Mansfield Center Travel Team can arrange travel for any participants needing transportation or accommodation for their visa interview, pending qualifying circumstances

Travel Day. Once approved by the Embassy, your J-1 visa will be secured inside your passport on one of the back pages. Triple check that the visa is inside your passport after your interview and prior to traveling. You will not be able to enter the U.S. without it.

Terms & Conditions

The Terms & Conditions document outlines policies that participants are subject to for the duration of their program and J-1 visa dates.

Parts of the Terms & Conditions

The Terms & Conditions include information like participant rights and responsibilities, prohibited activities, medical coverage, and alcohol and drug policies. In addition, it outlines the roles of the U.S. Department of State, implementing partner, and host institution. A signature is required for program participation. The Terms & Conditions document will be provided to all participants in the Welcome Email.

Participant Release

The participant release form is a document authorizing the U.S. Government, Implementing Partner, and Host Institution to use photographs, videos, recordings and quotes of you during your time on-program.

By signing the form, you consent to the publishing, release, and/or quoting of your personal media in content related to your program. You may decline to give your consent without disadvantage or penalty. A participant release form will be provided via email.

I-94 Form

The I-94 is a document that indicates a participant’s date of entry into the U.S., place of entry, and visa status upon entry (for example, J-1, tourist, student).

Acquiring your I-94

I-94 documents are generated once participants arrive in the U.S., and can be looked up online using the U.S. Customs and Border Patrol website. I-94s are used to validate the participant in their program. https://i94.cbp.dhs.gov/search/recent-search

ASPE Health Benefits Card

Accident and Sickness Program for Exchange (ASPE) is a temporary health benefits program provided for exchange participants in the U.S. It is funded by the U.S. Department of State and administered by Seven Courts. The ASPE Health Benefits Card is a document detailing your personal information and ASPE coverage.

ASPE Coverage

ASPE covers emergency and unexpected medical events, not routine care. Participants are responsible for co-pays and must submit claims to both ASPE and their primary insurance. Showing your ASPE card is required when seeking any form of medical coverage during your program. ASPE is not an insurance policy and does not replace regular health insurance. It is only valid from the program start date until the program end date. For a comprehensive list of benefits, refer to the ASPE Health Benefits Guide. All participants will receive their ASPE cards via email before departure and will receive a physical copy after they arrive in the U.S.

Submittable and Acceptance Portal

Submittable

Submittable is an online platform where participants fill out program-related forms, surveys, and upload important documents. 

Acceptance Portal Survey

This survey collects crucial participant information that helps facilitate program logistics, travel details, housing preferences, and more. Participants receive a link to the Acceptance Portal via email, which includes detailed survey instructions. It is vital that participants complete the Acceptance Portal survey via Submittable as soon as they receive the instructions. This survey contains time-sensitive information.

Travel Feedback Survey

The Travel Feedback survey collects information about participants’ experiences with airlines, transit, security, luggage handling, layovers, and hotels. This feedback is used to enhance our travel resources and improve the assistance we provide to future participants. Participants receive a link to the Travel Feedback survey within one week of arrival to the U.S.