WIXLIB

Orientation for J-1 Student InternsHarvard International Office

Today’s Agenda Harvard International Office (HIO)ImmigrationSettling-in TopicsResourcesThings to do in the Area

Please register with the HIOas soon as possible after arrival by sendingregistration form via -form

HIO Services Website (hio.harvard.edu)AdvisingOrientationsEventsTax Information & Software

Contacting the HIO*Office currently closed for walk-inadvising and in-person appointments untilfurther notice – expected re-opening inFall 2022*Several options to contact us:https://hio.harvard.edu/contact-us

HIO SCHEDULE – Advisor-on-Call Advisor-on-Call via Zoom for quickquestions Monday – Friday from 9:00 -10:00amand 4:00 - 5:00pm EST First-come, first-serve basis To access the waiting room clickMeeting Link, Password: HIOZoomHIO closed Saturdays and Sundays and official University holidays

HIO SCHEDULE – Pick-up Hour (Summer 2022)Pick-up Hour for document pick-up,travel signatures, free SIM cardsMonday – Friday from 12:00 – 1:00 pm(except univ. holidays)HIO Office – Smith Campus Center, 8thfloor, Suite 864First-come, first-serve basis, noappointment neededNOT for registrations or advisingquestions

Who is my HIO Advisor?https://www.hio.harvard.edu/talk-advisor

When to Contact Your Advisor? Possible changes in yourinternship Change in sourceand/or amount of yourfunding Urgent need to traveloutside the U.S. Serious illness

Change of Address For Student Interns withHarvard ID: Report changeof address to HIO using formon our website https://www.hio.harvard.edu/report-change-address For Student Interns at theHarvard-affiliated hospitals:Report change of address viaemail to HIO internationaloffice@harvard.edu Inform your internship site

Change of Address

Finding Fellow Citizens at HarvardSend Email to:internationaloffice@harvard.edu Your Name Country of Birth Date of Birth

Harvard Identification Card**Student Interns at Harvard-affiliated hospitals are not eligible for aHarvard ID ID Card Services Office, Smith Campus Center, 8th services/id-cards Library Card Crimson Cash Card “Debit Card” to be used around campus forphotocopy machines, soda/food vending machines, companies thataccept Crimson Cash

Security

Harvard Police Department Urgent Calls: Cambridge 617-495-1212 Longwood Campus 617-432-1212 Business Calls: Cambridge 617-495-1215 Longwood Campus 617-432-1215911 is the emergency number throughout the U.S. and Canada for the firedepartment, ambulance and police.

Staying Safe Stay alert and aware of your surroundingsWalk in groups at night when possibleKnow more than one way to get homeUse GPS in apps for tracking bus/shuttleBlue lights/phones are located throughout the campus

Staying SafeStudent Interns with Harvard ID: Sign up for MessageMe – in caseof emergency on campus:https://messageme.harvard.edu/ Register your laptop and/orbicycle with HUPDStudent Interns at Harvardaffiliated hospitals: Check with internship site foremergency messaging service inLongwood Medical Area

Immigration

J-1 Exchange VisitorsU.S. Department of StateU.S. Department of StateOffice of Designation - Academic andGovernment Programs DivisionECA/EC/AG – SA-5, Floor C22200 C Street, NWWashington, DC 20522-0582Telephone: 202-203-7131Fax: 202-632-2701Web address:http://j1visa.state.gov/participants/Email address: ange-visitor-guide

PassportMust be valid at least6 months into thefuture

Visa StampIt is okay if it expires whileyou are inside the U.S.

J-1/J-2 Exchange Visitor Form DS-2019SEVISNumberProgram end date2-YearHomeResidencyTravelSignature

Download/Save a copy of I-94 Recordafter every reentry!

Immigration authorities check for immigrationdocuments 100 miles from the border

Keep Electronic Copies of ImmigrationDocumentsDownloadedI-94 RecordsVisaPassportDS-2019SEVIS FeePaymentReceipt

12-Month Bar for J-1 Student Interns1. If your internship is 6 months or longer, the Dept. of State imposes a waitperiod (“bar”) of 12 months before you can return to the U.S. as a J-1Research Scholar or Professor (common visa category for postdoctoralfellows).2. Student Interns may return to the U.S. on a different kind of visa duringthe bar period, such as B1/B2 tourist visa or J-1 or F-1 student visa.3. The J-1 Student Intern visa is limited to 12 months per degree programand eligible students must be enrolled in a degree program outside theU.S.27

2-Year Home Residence Requirement If you are subject to 212(e), you are ineligible for along-term visa in the U.S., e.g., H-1B work visa orPermanent Residency/Green Card, until you havefulfilled or waived the requirement Always consult with your HIO Advisor beforeapplying for a waiver of the 212(e)28

Evaluation Requirements for J-1 Student Interns Immigration regulations requiresubmission of evaluations to the HIO– completed by both student intern &supervisor If your internship duration is 6months or less, only a FinalEvaluation is required If your internship duration is longerthan 6 months, a MidpointEvaluation and a Final Evaluation arerequired Evaluation form on HIO ern-evaluation-form

Extensions for J-1 Student Interns J-1 Student Intern status can onlybe granted for up to 12 months Extensions beyond 12 monthsnot possible Student interns must remainenrolled in degree programabroad for full length ofinternship, including extension If your internship is extended, forex. from 6 to 12 months, yourdepartment needs to be in touchwith the HIO before your DS-2019end date

Avoid Unlawful Presence Always conduct full-time research activities as outlined inDS-7002 Training and Internship Plan Never accept any employment or additional internshipwithout checking with the HIO first; don’t work withoutauthorization Do not let your DS-2019 expire Understand that laws are different between state andfederal, e.g., marijuana (legal in Massachusetts but notlegal at the federal level) Federal laws govern all airports in the U.S.!

Social Security Number

Why do you need a Social SecurityNumber (SSN)? Required if you are receiving stipend/payment fromyour internship site However, you may be asked for it in other non-workrelated situations.When can you apply? No earlier than 10 days after registering with the HIOand once you have the required documents

What do you need? Application form (SS-5)PassportVisa stampDS-2019HIO authorization letterCheck HIO y-numbers

What to do?Gather required documents, including HIO authorizationletterComplete the Online Social Security Number Applicationon the Social Security Administration (SSA) websiteVisit local SSA office within 45 days to completeapplication processCard is not given immediately – should arrive in the mailwithin 14 business days (approximately 3 weeks)Leave SSA office with a confirmation letterShow the letter to the administrator at your internshipsite

Where do you complete the applicationprocess? Social Security Administrationoffices nationwide have reopenedfor walk-in appointments Staffing is reduced and socialdistancing protocols are in placeso be prepared to wait outside Possible appointments reservedfor Harvard affiliates at Harvard’sCambridge campus or atCambridge SSA office (HIO willinform you via email)Social Security Office Cambridge10 Fawcett Street, Cambridge#74 or #75 Bus from HarvardSquareSocial Security Office BostonO’Neill Federal Building10 Causeway StreetGreen line North Station Stop

Harvard Resources and Traditions

Harvard University Library Privilegesfor those not eligible for a Harvard ID Widener Library (main campus): Harvard faculty member cansponsor a Library BorrowingCard – faculty must submitHarvard Library ProxyApplication Form Free, expires after 1 year orwith end of role Countway Library (HMS): Harvard faculty member cansponsor a Library search-assistants

Harvard AthleticsHarvard Gym Membership(check with membership office foreligibility & cost)https://recreation.gocrimson.comHarvard Spectator Sportshttps://gocrimson.com

Harvard Language Exchange ange-harvard-language-center

Office for Equity, Diversity, Inclusion &BelongingEvents y Spaces:https://edib.harvard.edu/affinityspaces

Hasty Pudding Theatrical ClubEst. 1795 by twenty-one Juniors from Harvard College

Harvard ARTS FIRST FestivalEnd of April every yearIncludes Harvard students, faculty, staff and affiliates

Harvard UniversityNative American ProgramPowwow(part of ARTS FIRST festival)

Taxes

Taxes“ In this world nothing iscertain but death andtaxes. “Benjamin Franklin,American Scientist, Publisher, Diplomat Sprintax (software) HIO emails information and password in mid-February If you receive funding from your internship site, you willreceive a tax reporting document from them Make sure to update your contact info. when departingU.S.

Housing

Housing Resources Harvard-owned Housing(student interns at hospitals noteligible) Off-campus Housing Sublets, Roommates Check with your internship sitefor other resourceshttps://www.huhousing.harvard.edu(Click tab for “Other Housing and Resources” for Sublets, Roommates)

Renting an ApartmentYou are typically expected to pay: First month’s rentLast month’s rentSecurity depositRealtor’s fee or “Broker’s Fee”A lease is a binding agreement

Banking

Bank Account No fee to open a bankaccount Need a U.S. address,passport and some money Social Security Number notneeded for most banks ATM (Automatic TellerMachine)/Debit Card FDIC Sticker (FDIC-insured)

ID Theft/Scams U.S. government agencies, and most private entities, will neverrequest sensitive personal information such as a Social SecurityNumber via phone or email. They also would never threatenpeople or request gift cards or cash in order to avoid penalties. Do not answer phone calls from numbers that you do not knoweven if the number appears to be an official one such as the policeor immigration officials. Consider removing personal contact information from socialmedia (LinkedIn, etc.) to protect your identity. Report suspicious emails – forward to phishing@harvard.edu. Ask Questions/Get Advice» Contact your HIO Advisor» Call HUPD’s non-emergency line

HealthInsurance

J-Visa Health Insurance RequirementMedical benefits of at least 100,000 per accident orillnessA deductible not to exceed 500 per accident or illnessPayment for repatriation(preparation andtransportation of remains tohome country) in case ofdeath in the amount of 25,000Payment for medicalevacuation (transportation tohome country on advice ofattending physician) in theamount of 50,000Coverage of pre-existingconditions after a reasonablewaiting periodPayment by the insurancecompany of at least 75% ofthe costs of medical care (thepatient must not be requiredto pay more than 25% ofmedical care costs)Dependents must havecoverage

Health Insurance For Your Internship –Options to ConsiderInsurance from home country – contact*before* the internship to clarify: Does the plan cover all J-1 visahealth insurance requirements? Are there restrictions on whichdoctors/clinics I can visit in theBoston/Cambridge area? Who do I contact if I have a healthemergency? How do I file an insurance claimand/or receive reimbursement formedical costs while in the U.S.?Insurance plans outside Harvard specificto international students and holars

Mobile Phone

Transportation

Public Transportation - MBTACharlie Card or Ticket 2.40 per subway ride 1.70 per bus ride Monthly Link Pass (subway& bus) 90.00 Monthly Bus Pass 55.00 No discount for universitystudents

Where to Get a Charlie Card?Major subway stations: Harvard Square Park Street Downtown CrossingLongwood Medical Area: Kenmore Square TStation Star Market 7-Eleven store

MBTA Ticket Machines Add money to yourCharlie Card Monthly LinkPass Purchase on or Afterthe 15th Day of thePrevious Month

Public BusSilver LinePart of the subway system

Ride Shares/Taxis Booking via App orWeb Tip 15-20% Luggage extra tip

Bicycles Observe traffic laws Police can issue tickets Wear a protectivehelmet Always lock your bike toa permanent fixture Bike share: Bluebikes(https://www.bluebikes.com)