Academic Advisor Quick Guide
for F-1 and J-1 Students

SEVIS

Student and Exchange Visitor Information System. This is a web-based Department of Homeland Security (DHS) database system used to track information on all F-1 and J-1 visa holders. To gain access to the system, the University must go through SEVP certification. DSOs and AROs must go through training before being granted access to the SEVIS system and must meet specific reporting requirements in accordance with immigration regulations.

ISSS Portal

The ISSS Portal provides international students with a personalized account where they can view and manage their unique immigration profile, review important announcements, and submit ISSS requests.

You can think of the ISSS Portal as similar to a student's My account, but for immigration-related information only.

DSO

Designated School Official. The Student and Exchange Visitor Program (SEVP) manages schools hosting F-1 students. Every SEVP-certified school must have at least one employee serving as DSO. This individual must be familiar with immigration regulations relating to F-1 status. The primary duties of a DSO are to advise F-1 students on proper visa status maintenance and meet specific SEVIS reporting requirements. Illinois State has DSOs employed in ISSS and International Admissions.

I-20 Certificate of Eligibility

Immigration document issued by a DSO at the University to a student seeking F-1 status. At Illinois State, the very first I-20 is issued by International Admissions, but after the student arrives on campus, any subsequent I-20s are issued by ISSS. The I-20 document is unique to F-1 status and is required to apply for an F-1 visa and enter the U.S.  It is also required for other applications such as a driver’s license, social security card, and I-9 employment paperwork. The expiration date on this document (NOT the student’s visa expiration date) determines how long the student is permitted to stay in the U.S.

ARO

Alternate Responsible Officer. The Department of State (DOS) manages Bridge USA which administers exchange visitor programs and exchange visitors in J-1 status. Every DOS-designated sponsor must have at least one employee serving as ARO. This individual must be familiar with immigration regulations relating to J-1 status. The primary duties of an ARO are to advise J-1 students on proper visa status maintenance and meet specific DOS reporting requirements outlined in the immigration regulations. Illinois State has AROs employed in ISSS and International Admissions.

DS-2019 Certificate of Eligibility

Immigration document issued by an ARO at a Department of State designated sponsor. The University is a designated sponsor, however, there are several outside agencies such as Fulbright and World Learning that can also sponsor a J-1 student coming to ISU. If they are being sponsored by Illinois State, the student’s very first DS-2019 will be issued by International Admissions, but any subsequent DS-2019s are issued by ISSS. If the student is sponsored by an outside agency, their DS-2019 will be issued by an ARO at that agency and they must report to that individual in order to maintain status. The DS-2019 document is unique to J-1 status and is required to apply for a J-1 visa and enter the U.S. It is also required for other applications such as a driver’s license, social security card, and I-9 employment paperwork. The expiration date on this document (NOT the student’s visa expiration date) determines how long the student is permitted to stay in the U.S.

CPT

Curricular Practical Training is a type of off-campus work authorization for F-1 students. As the name implies, this is training which provides the student with the opportunity for practical application of the knowledge gained in their program of study and is considered part of the student’s curriculum. Usually, CPT is used for internships or other job opportunities prior to graduation for which the student will earn course credit. In most instances, an F-1 student is not eligible for CPT until they have completed two full-time semesters of study.

OPT

Optional Practical Training is a type of off-campus work authorization for F-1 students. The student’s DSO recommends OPT by issuing an I-20 document. The student must then apply to U.S. Citizenship and Immigration Services (USCIS) who then approves OPT by issuing an EAD card. In most instances, OPT occurs after graduation (post-completion). A student authorized for OPT is allowed to work within their field of study in the U.S. for up to 12 months.

STEM Extension

STEM Extension is a type of off-campus work authorization for F-1 students who have earned a degree in a STEM field (science, technology, engineering or math) that appears on the DHS STEM Designated Degree List. The specific CIP code that appears on the student's I-20 document must appear on this list and the student must meet specific eligibility requirements to apply for this two-year extension of their work authorization.  The student’s DSO recommends STEM Extension by issuing an I-20 document. The student must then apply to U.S. Citizenship and Immigration Services (USCIS) who then approves STEM Extension by issuing an EAD card. The Study in the States website has an extensive STEM OPT HUB to help students and employers understand the complexities of this type of work authorization.

Academic Training (AT)

Academic Training is a type of off-campus work authorization for J-1 students. As the name implies, this is training which provides the student with the opportunity for application of the knowledge gained in their academic program at ISU. AT can be approved during or after the student’s program of study. Students are limited to 18 months of AT or the length of their academic program (whichever is shorter). PhD students may be eligible for an additional 18 months.

ISSS Advising Services

ISSS provides immigration advising services to Illinois State University international students. We are also the unit in charge of complying with Department of Homeland Security (DHS) reporting obligations for F-1 and J-1 students sponsored by the university. In addition, ISSS is often involved in issues related to employment and in certain circumstances is responsible for providing work authorization for F-1 and J-1 students.

Immigration law is complex and can have severe consequences if violated. Therefore, ISSS highly recommends other units on campus refer international students to ISSS for any immigration-related issues by directing them to our ISSS Advising Services page.

Date of Entry

New students cannot enter the country or begin on-campus employment more than 30 days before the program start date listed on their I-20 or DS-2019. 

Summer  Enrollment

• If Summer semester is a vacation period, the student does not need to be enrolled, and there is no limit to the number of online courses the student can take.
• If Summer semester is the student’s first or last semester, they must be registered full-time (6 credits) and at least one course must be in-person.

Full-Time Enrollment

F-1 and J-1 students must be registered full time every Fall and Spring

• UG = 12 credits
• GR = 9 credits OR at least 1 credit thesis (499/599) OR at least 1 credit of an A90 course

Distance Education Limits

• F-1 and J-1 students are allowed to take 3 online or online hybrid credits out of the 9/12 credits required to be considered full-time.
• Academic English and Pathway students are not permitted to take any online or online hybrid courses to meet the full-time requirement, but if they take above and beyond the number of credits needed to be considered full-time, those credits can be online/online hybrid.
• ISSS follows the Office of the University Registrar's course-type definitions when determining whether a course is online or online hybrid.

Dropping Courses

An F-1 or J-1 student wishing to drop a course should request the drop through the Registrar's Office. ISSS will need to approve the drop before it is processed.

If dropping the course will cause the student to go below full-time, they must first be approved for a Reduced Course Load (RCL) through ISSS before the drop will be approved. RCLs can only be for specific reasons stipulated by immigration law. 

• Students who will be dropping a course and adding another to replace it should be advised to first add the other course before requesting the drop.
• CLW requests for students with Graduate Assistantships must also be approved by ISSS. If the CLW request involves the student dropping below full-time (per Full-Time Enrollment definition listed above), then the student must first be approved for a Reduced Course Load (RCL) through ISSS before the CLW will be approved.

Program End Dates and Extensions

• F-1 and J-1 students have specific program end dates listed on their I-20 or DS-2019 document. These end dates are based upon the average time it should take a full-time student to complete the program.
• If you are advising an international student regarding their academic program, it is best to be aware of the specific program end date listed on their I-20 or DS-2019 document, as it can greatly impact the student's options for enrollment.
• F-1 and J-1 students can only be permitted to extend their program end dates for very specific and limited reasons. Please see the Extending Your Stay section of the ISSS website for further details. If a student is granted an extension, they must continue to be enrolled full-time for any future terms.
• An F-1 or J-1 student wishing to extend their program, must submit a Program Extension Request. This request (including the Academic Advisor Approval form) must be submitted prior to the program end date listed on their I-20 or DS-2019 document.
• A student who was expected to complete their program, but receives an Incomplete grade in one or more of their courses, is not eligible for a program extension because they will not be enrolled in coursework for the future term.

On-Campus  Employment

• F-1 and J-1 students are limited to 20 hours per week while school is in session and 28 hours per week during official breaks. These limits are based upon an aggregate of all on-campus jobs combined. Please visit the On-Campus Employment section of the ISSS website for full details.
• J-1 students must have written authorization from their ARO prior to beginning any on-campus work. Please refer all J-1 students to ISSS prior to beginning any on-campus employment.
• If the student does not have a Social Security Number, they will need a signed letter from both their hiring supervisor and their ISSS Advisor in order to apply for one.
• The letter template for the hiring supervisor can be found here.

Off-Campus  Employment

• F-1 and J-1 students must have authorization prior to any off-campus work, including internships.
• Any off-campus work must be directly related to the student’s field of study.
• Generally, F-1 students are not eligible for off-campus work until they have completed two full-time semesters.
• See CPT, OPT, STEM Extension, and Academic Training in the Glossary (above) for more details.

Information Updates

Immigration regulations require F-1 and J-1 students to update ISSS within 10 days of any change in their personal contact information or academic program. This includes changes in address, phone number, major/field of study, level of study, addition of a minor, etc.

Some information updates can be reported by updating information in My while others require the student to submit a request through the ISSS Portal.

Please see the Reporting Changes section of the ISSS website for further details.

Final Semester

Several issues may arise during the student’s final semester that can impact their future immigration status and have specific application deadlines. Examples include:

• Less than a full-course load needed to finish degree
• Incomplete coursework/research delays
• Transferring to another institution
• Work authorization

F-1 and J-1 students should be advised to meet with their ISSS Advisor to address any last semester concerns.

Withdrawing from the University

International students wishing to withdraw from the university should be directed to ISSS as a withdrawal will directly impact their visa status and ability to stay in the U.S.

F-1/J-1 Termination

• If an F-1 or J-1 student has violated any immigration regulations, their SEVIS record may be terminated.
• The student may have to depart the US immediately and the termination may affect their ability to obtain future visas and/or cause problems at the port of entry.