J-1 Employment

An on-campus job will require the student to obtain a Social Security Number for payroll and tax withholding purposes. Students will need two letters for their SSN application: an on-campus job offer letter and an endorsement letter from our office. You will be issued an endorsement letter only after you submit a work authorization request in iTorero. Please follow these steps after you receive a job offer:

IMPORTANT NOTE ON BACKGROUND CHECK: If you do not have a Social Security Number yet, you may input your passport number instead. Questions related to the background check should be directed to the Human Resources and initiated by the hiring manager.

1. Obtain an offer letter from your hiring department or HR. The offer letter:
   • Must be on the department letterhead AND signed by your supervisor/hiring manager. The letter must include the following information:
     • Your full name (must match your full name as it appears on your passport)
     • Job title
     • Employment Start Date
     • Number of hours/week
     • USD Employer Identification Number: 95-2544535
     • Employer Telephone Number
     • Student's Immediate Supervisor
   • Students can send this sample to their hiring department as a reference.
2. Once you receive this letter, submit your Work Authorization request in iTorero (under J-1 Student and Scholar Services) in order to receive an endorsement letter from our office. Since the Social Security office requires a hard copy of this letter, you need to obtain the letter from the International Center once you receive an email confirming it is ready for pick-up. At this time, you will also receive additional information about applying for your SSN.
3. Once you receive this endorsement letter, you will need to contact your nearest Social Security Administration office to schedule an appointment.

Final Reminder:

• It will take a few weeks to receive your SSN card after applying. However, you can legally begin working based on the date indicated on your on campus employment authorization letter issued by an OISS J-1 Responsible Officer while you are waiting to receive the card.
• A Social Security number is for tax/payment purposes, you do NOT need a SSN in order to have a background check. You can use your passport number for this purpose.

You must be within 30 days of your start date in order to apply for your SSN.

"Academic Training" (AT) is the name of the provision that allows J-1 students to engage in short-term internship or employment opportunities (paid or unpaid) in areas relevant to their field of study. You are permitted to pursue AT if the internship or short-term employment meets certain guidelines and you have prior authorization from a J-1 advisor at OISS. You will need to meet with a J-1 advisor at OISS to discuss the process and procedure at least 8 weeks before your DS-2019 expiration date.

You are eligible to apply for Academic Training if:

1. Your DS-2019 has NOT expired.
2. You have been maintaining good academic standing.
3. You have received an offer of employment or internship in an area related to your field of studies.
4. You are able to demonstrate sufficient finances to cover your expenses during the period of Academic Training. (Salary or remuneration from AT employment may cover this requirement.)
5. You are able to demonstrate proof of insurance (that meets USD's insurance requirements) valid for the period of Academic Training.

Application Process

Please login to iTorero and fill out the e-form entitled "J-1 Academic Training Application"

1. Submit a clear scan of your offer letter, proof of funds, and proof of insurance.
   
2. Once we receive a statement of recommendation from your academic adviser (whose contact information you will be required to provide), we will proceed to processing your AT request.
3. Upon approval of your Academic Training, you will receive the following documents:

• A letter of Academic Training authorization, meant for your employer or internship provider
• A new Form DS-2019, with new a new program end date and indicating the newly-authorized Academic Training

Processing Time

Approximately 5 business days.

Offer Letter Criteria

Please make sure your offer letter observes the following criteria, in order to meet AT requirements:

• Must be formally written on company letterhead
• Must include the following information:
• A brief description of your responsibilities during the internship
• Name of your supervisor
• Location of employment (physical address only; no P.O. box)
• Number of required hours per week
• Dates of actual training/employment

Time Limitations

Exchange students

Maximum AT may not exceed actual time earned as a full-time enrollee. For instance, a semester exchange student may spend up to 4 months of full-time Academic Training period, post completion.

Degree-seeking students

AT may be granted up to a maximum of 18 months, or the period of the full course of study, whichever is shorter. For instance, a student who is in the LL.M. program, which only runs for 10 months, may only do AT for 10 months.

AT Start Date

For AT after completion of studies, regulations state the AT must begin no later than 30 days after coursework has been completed.

Visa Renewal During Academic Training

It is possible for a J-1 student with an approved Academic Training request to apply for a new J-1 visa, if overseas travel is anticipated within the period of Academic Training. As is standard practice with visa applications, the J-1 student must already have the DS-2019 with the extended program dates, as well as all supporting documents pertinent to the Academic Training request, such as the offer of internship/employment, letter of support from the academic department, and, if necessary, recently-issued financial documents.

If the student is not expecting to travel overseas during the Academic Training period, then renewing one’s J-1 visa will not be necessary to maintain J-1 status in the U.S.

Academic Training and Social Security Numbers

A J-1 student on authorized Academic Training will be eligible to apply for a Social Security Number ( assuming the student has not worked on campus prior to pursuing AT). An endorsement letter (referred to as “sponsor letter”) will have to be issued by the student’s J-1 adviser, and will have to be presented when applying for the Social Security Number.