Services for International Employees & Scholars

J-1 Scholar Application/Extension Instructions

Log into iHawk

  1. Open a web browser and navigate to the iHawk website: https://ihawk.ku.edu.
  2.  Click on the link for Administrative Service for University Departments (image)
  3. Log into iHawk using your KU online ID and password
J-1 Scholar Application Instructions

Add new Person

The iHawk system associates everything with the scholar’s account.  So to start a J-1 application, you have to start it through the scholar’s account.  So the first step is adding the scholar to iHawk.  If they have been at KU previously, try searching for their account using their KU ID number.  Here are instructions on how to add a person to iHawk.

  • Add New Person link is located on left navigation panel after you click on Department Services
  • You will need the first and last name, date of birth, gender and email address of the scholar.
  • This will create a temporary ID for the individual.

Start J-1 application

  • Under the Departmental Services Overview you should see the scholar as a Current Case. (image)
  • Click on the name. 
  • Now you should be able to see J-1 Application for a New Exchange Visitor at the bottom of Case Information Display.
  • Please open Applicant Information and click the link "Give Access to the Client." After you enter the scholar's email address, an email will be sent to the scholar with instructions on which forms they should submit.

Scholar Forms

(2) Applicant Information

  • This form gathers biographical information as well as previous immigration history in the United States.
  • A copy of the passport will be submitted. Please upload using .pdf file format.
  • Answers determine if the person meets criteria for KU sponsorship.

(3) Funding Information

  • This form should only be competed by the scholar if they will not receive funding from KU. For example, if the scholar will receive funding from their home government.  They should upload a letter from the government agency granting their funding.
  • Documents and letters uploaded should be in English or include an English translation on continuing pages. 
  • Amounts should be in US Dollars
  • This form may be submitted multiple times.  For example the scholar will receive funding from KU and from home university.  The form should be submitted once for KU funding and once for home university funding. 

(4) Dependent Family Members

  • This form should only be submitted for an individual who will come to the US in J-2 dependent status.  If spouse or children will not come, then it should not be submitted.
  • This form can be submitted multiple times. For example if the spouse and one child will accompany the scholar, then the form will need to be submitted twice.  One form for the spouse and one form for the child.
  • Please review the funding requirements to bring J-2 dependents.  Maybe a second Funding Information form will need to be submitted.

(5) English Language Ability

  • This form is designed to be submitted by the scholar and then approved by the faculty host through form routing.
  • The scholar is offered four ways to document their English language ability, if none can be met then an interview can be conducted to document language ability.

Academic Unit Electronic Forms

(3) Funding Information

  • This form should only be submitted by the KU department when the scholar is going to be an employee at KU or the department will fund their visit to KU.  Otherwise the scholar will be able to submit this form. 

(6) Program Information

  • This form should be submitted immediately.  No other information or form submission is required to submit this form.
  • This form includes program start and end dates, detailed description of the program activity and the location of scholar’s activity.

(7) Invitation Letter

  • Please upload a copy of the invitation letter using the "browse" button on this form.  Please make sure to send a copy of the invitation letter directly to the scholar.  The letter is necessary during the visa interview at the US embassy. 

(8) Departmental Approval Eform

  • This form will only become available after all of the other forms have been submitted to International Programs. 
  • Prior to submission of this form, the faculty supervisor or department chair should review the submitted forms.  The faculty supervisor/department chair will agree to specific stipulations.  If the departmental user is not the faculty supervisor or department chair, the departmental user will be able to send a request to the faculty supervisor/ department chair for final approval.

**(5) English Language Ability

  • This form is designed to be submitted by the scholar and then approved by the faculty supervisor through form routing.
  • The scholar is offered four ways to document their English language ability, if none can be met then an interview can be conducted to document language ability.
  • Faculty will receive an email with a direct link to English Language Ability form. Login information will be filled out already.

 

Final Departmental Approval

  • This is the last electronic form in the checklist. 
  • Only becomes available after all other electronic forms have been submitted.
  • The departmental user will be able to route final approval to faculty host or department chair for final approval.
  • Departmental User will receive email receipt.

Take a look at our timeline section for information about what the scholar will go through following this J-1 application.

Start J-1 Extension Request

This extension request process is designed so that a department starts and approves the request.  During the process the scholar will be able to submit information as well. Please find J-1 Extension Request under the departmental services menu on left side of your iHawk page.

Search for Scholar

You will need the scholar’s KU ID number and date of birth to find the scholar’s record.

Start New Request/ Continue with Current Request

Near the bottom you will see the “start a new request” link.  Please use it if you haven’t already started an extension.  Otherwise, please click on the extension that was already started.  They will be sorted by date order.

J-1 Extension Program Information

This form needs to be started by the department. It contains information about new program dates, location of activity and faculty host information.

J-1 Extension Applicant Information

The scholar will receive an email letting them know they submit the applicant information form on this extension request.

J-1 Extension Funding Information

If the scholar is an employee at KU, then the department should submit this information.  You will be able to route the form to HR if you do not have a copy of the new HR offer letter.  If the scholar will self-fund or have funding from a non-KU source, then they can submit this form.

J-1 Extension Departmental Approval

Once all three forms before this one are complete, it will become available.  The department user will be able to route this form to the faculty host, or department chair for approval of the extension request.

Once the extension request is complete, International Programs will review request. If there are any questions an advisor will contact the department uswer and scholar.  Otherwise an email will be sent when the new DS-2019 form is issued.


International Calendar

Founded in 1964 as part of a Ford Foundation campus internationalization grant
One of the first 12 intensive English programs in the United States
The AEC comprises three units: the Intensive English Program, Short-term Programs, and KU Outreach Programs.
Each semester, the AEC enrolls about 250 students representing more than 35 countries on six continents
The Applied English Center offers field trips and conversation groups to our students
One of 34 U.S. public institutions in the prestigious Association of American Universities
44 nationally ranked graduate programs.
—U.S. News & World Report
Top 50 nationwide for size of library collection.
—ALA
23rd nationwide for service to veterans —"Best for Vets," Military Times