Academic Training

Academic Training (AT) Basics

Academic Training (AT) is a benefit of J-1 student status that allows for training, paid or unpaid, in a position that is directly related to the student’s program of study. The J-1 student’s program sponsor provides the Academic Training authorization. OIS is the program sponsor if we issued your form DS-2019. Students who are sponsored by another entity, such as Fulbright or Department of State, must contact their program sponsor for information about Academic Training. AT is available both during the student’s academic program and after completion, but must be authorized by OIS in advance and prior to end of the student’s program if the student is requesting post-completion AT.

The following information is for J-1 degree-seeking students and study abroad/exchange students who are enrolled full-time in coursework. J-1 students in the non-degree category who are conducting research at JHU, including visiting students and research trainees, should refer here to learn more about Academic Training eligibility.

Eligibility Criteria:

The student

• is in the U.S. in valid J-1 status;
• is primarily in the U.S. to study rather than engaging in training or employment;
• is in good academic standing at JHU;
• is participating in a training that is directly related to their major field of study listed on the form DS-2019;
• has received an offer letter for the proposed training position;
• has been recommended by their academic/faculty adviser to participate in the training;
• and their J-2 dependents must maintain health insurance coverage that meets or exceeds the Department of State’s criteria

The position

• must be directly related to the student’s JHU program or study;
• must be in-person or hybrid. Department of State defines hybrid as one to two telework days per week. AT cannot be authorized for fully remote positions;
• must provide the student with training. Therefore, AT is not possible for positions where the student will act as an independent contractor or consultant without a direct supervisor overseeing their work and providing training. Self-employment is not permitted;
• AT allows for more than one position at a time, as long as they are all related to the student’s field of study and separate Academic Training request forms are submitted for each position.

Pre-completion vs. Post-completion Academic Training

• AT can be used before or after completion of studies. It is referred to as Pre-completion AT if used during your studies and Post-completion AT if used after you complete your JHU program of study.
• Your JHU program is considered “complete” as of the final day of your last term of enrollment. This date may be your DS-2019 end date already, but in some cases the DS-2019 end date is an estimate. This is particularly true for students engaged in multi-year programs at JHU. If you are unsure of what your actual DS-2019 end date/program completion date should be, contact OIS.
• If you plan to complete your program while you are engaged in pre-completion AT and you wish to continue your AT training position after program completion, you must submit a request for post-completion AT at least 30 days prior to your program completion date.

Full-time vs. Part-time Academic Training

• During the student’s program of study, AT positions are typically authorized on a part-time basis (20 hours per week or less), unless full-time training is required by the degree program. Full-time AT can be authorized during recognized vacation periods including summer break (if summer registration is not required for your program).
• The training position can be full-time or part-time if used after the completion of the degree program.
• Part-time AT is deducted at a full-time rate. For example, an undergraduate student eligible for 18 months of AT who uses 6 months of AT for a part-time position will have 12 months of AT remaining once that position ends.

Paid vs Unpaid Academic Training

• AT can be used for paid or unpaid training positions.
• Students applying for post-completion AT must have at least $2000/month total in funding for living expenses for the duration of the AT authorization. Funding can come from the organization where you will complete your AT, from personal funding or a combination of funding sources.

Length of Academic Training

Training used during your academic program (pre-completion) is deducted from the overall training time available.

• Undergraduate and Masters students: up to 18 months or for a period equal to the length of the study program, whichever is shorter.
• Special STEM extension for Undergraduate and Masters students: up to 36 months total for students studying in a STEM field. Length of available extension depends on overall degree program length. This extension is available for students with program end dates on or before December 31, 2024. OIS must secure permission from Department of State for each student requesting this extension. Interested students should consult OIS prior to submitting an AT extension request.
• Doctoral students: up to 36 months total or for a period equal to the length of study program, whichever is shorter. Up to 18 months can be used prior to the program end date (pre-completion AT).
• Study abroad/Exchange students: The J-1 non-degree student status maximum duration is two years. As such, the period of time in non-degree student status + time in AT + any gap between the end of the student status and start of AT combined cannot exceed two years. For programs of less than two years, AT is available for a period equal to or less than the length of the study program.

Application Timeline for Academic Training

• You must receive written approval in advance from an OIS advisor before beginning any training. Written approval is provided via an AT authorization on the DS-2019. AT cannot be authorized for training that began before OIS provided the AT authorization.
• Post-completion AT:
  • You must submit the complete AT request at least 30 days prior to the end date on your form DS-2019 or before your program completion date, whichever is earlier.
  • Failure to submit your AT request for Post-completion AT in advance may result in the completion of your J-1 record. Once your J-1 record is complete, OIS is unable to authorize AT.
  • The start date of post-completion AT must be within 30 days of the end date on the form DS-2019 or your program completion date at JHU, whichever is earlier.
  • If changing positions during post-completion AT, you must submit a new AT request at least 2 weeks prior to your current AT position end date to allow time for OIS to review and provide a new AT authorization.
  • During post-completion AT, there cannot be a gap in positions so consider timing carefully if changing positions and consult OIS if you have any questions.
• Pre-completion AT: you must submit the complete AT request at least 2-3 weeks in advance of the AT training start date.
• OIS processing time is 10 business days or two weeks. Plus you must allow time for the DS-2019 to be shipped to you via regular mail or express shipping.

Academic Training Application Process

Reporting Requirements while on Academic Training

While on Academic Training, you are required to report any changes to your training and certain personal information within 10 business days to maintain your J-1 status. Failure to report this information in a timely manner is considered a violation of your J-1 status and may jeopardize your legal status in the U.S. Changes can be reported to OIS via email at [email protected] except otherwise noted.

• Change of U.S. address
• Change of personal phone number and/or e-mail address
• Any changes to current AT such as, primary site of activity, proposed training plan, hours, and/or supervisor. An Academic Training request must be submitted in iHopkins to report these updates. 
• Changes to dependent phone number and/or e-mail address
• Change of immigration status (i.e. H1B, F-1, J-2, Permanent Resident, etc.) A copy of the approval notice must be submitted to the OIS
• Date of departure- if you decide to leave the U.S. and will not return to use the remainder of your AT

Academic Training Evaluation Requirements

While on AT, you must submit an AT evaluation eForm form to evaluate the effectiveness and appropriateness of the AT position in achieving the training’s goals and objectives.

If any of the following occur, you must submit an AT evaluation within 10 business days:

• When changing training positions
• When requesting an extension of AT
• At the completion of each AT position
• If you decide to end your AT position and depart the U.S. prior to the AT end date

Submit an AT evaluation form to OIS via iHopkins:

Note: Use the instructions below to submit the final evaluation. If you are extending or requesting new AT, you will be able to submit the evaluation using the Academic Training Request form

If you continue to have access to JHU systems using your JHED login:

• Go to http://iHopkins.jhu.edu
• Click “Login” under “Active JHED Login”
• Login with your JHED ID and password
• Once logged in, click on “J-1 Student Services” in the menu on the left, then click on “Academic Training Evaluation”

If you no longer have access to JHU systems using your JHED login:

• Go to http://iHopkins.jhu.edu
• Click “No JHED Login”
• Click “Email me my limited access pin”
• Enter your Hopkins/University ID
• A pin will be emailed to your email address that is on file with the OIS
• Once you receive the pin, log in using your Hopkins ID, date of birth and pin
• Once logged in, click on “J-1 Student Services” in the menu on the left, then click on “Academic Training Evaluation”

If you experience difficulties accessing iHopkins, please contact [email protected]

If you have any questions related to Academic Training, please contact [email protected]