The J Guide
Harvard I n t e r nati o n a l Of f i c e
Information for J Exchange Visitors
Sponsored by Harvard University
1350 Massachusetts Avenue, Rm 864 Cambridge, MA 02138 Tel: 617-495-2789
www.hio.harvard.edu
Table of
Contents
Maintaining Your Immigration Status
J-1 Reporting Requirements
Two Year Home Residency Requirement
(212e)
Health Insurance and Health Care
J-1 Immigration Regulations
10
11
12
13-14
Preparing to Come to the U.S.
Registration and Orientation
Harvard ID Cards
Documents Required to Travel
and Reenter the U.S.
Getting Started Logistics
06
07
08
09
Taxes and Social Security
Housing and Financial Matters
Life and Customs in the U.S.
MA ID and Driver's License
Cell Phones, Local
Transportation, and Other Resources
Life in the U.S.
15-16
17-19
20-22
23
24
Welcome from the HIO
J Program Objectives
The Office of Designation
HIO Responsible Officer and
Alternate Responsible Officers
About the J Program
03
04
04
05
The HIO was founded in 1944 to assist
the growing number of international
students with advice on immigration-
related matters and with the settling-in
process. Much has changed since then,
but our role within the University is
surprisingly the same. Our staff has many
years of experience advising students and
scholars on immigration matters, and we
are a valuable resource for information on
settling into this area. Each international
student and scholar at Harvard is assigned
a particular advisor in the HIO.
We look forward to being a helpful part of
your Harvard experience. Our best wishes
for a successful and enjoyable stay.
Sincerely,
Martha D Gladue
Director, Harvard International Office
WELCOME
FROM THE HIO
DIRECTOR
The entire staff of the Harvard
International Office (HIO) would like to
welcome you to our international
community. Harvard University has never
been more diverse than at the present
time, with a population of over 10,000
international students and scholars—
many accompanied by their families. We
hope that you will take advantage of the
opportunities Harvard offers and that
your interactions with each other, as well
as with the rest of the community, will be
stimulating, enjoyable, and productive.
You will find that the Cambridge/Boston
area offers the cultural and educational
opportunities of a large city, while still
being easy to navigate.
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THE OFFICE OF DESIGNATION
The U.S. Department of State’s Office of Designation designates, monitors and partners
with U.S. organizations to administer the Exchange Visitor Program, including
government agencies, academic institutions, educational and cultural organizations,
and corporations. In compliance with 22 CFR (Code of Federal Regulations) Part 62,
following is the Office of Designation’s address:
U.S. Department of State
Office of Designation - Academic and Government Programs Division
ECA/EC/AG - SA-5, Floor C2
2200 C Street, NW
Washington, DC 20522-0582
Telephone: 202-203-7131
Fax: 202-632-2701
Web address: http://j1visa.state.gov/participants/
Email address: Jvisas@state.gov
Welcome Brochure: https://j1visa.state.gov/wp-content/uploads/2022/05/EVP-
Welcome-Brochure-2022.pdf
J PROGRAM OBJECTIVES
The exchange of professors and research scholars promotes the exchange
of ideas, research, mutual enrichment and linkages between research and
academic institutions in the United States and foreign countries.
Professors, research scholars and other individuals with similar education
or accomplishments travel to the United States to lecture, observe,
consult, train or demonstrate special skills at research institutions,
museums, libraries, post-secondary accredited academic institutions or
similar types of institutions.
Foreign students have the opportunity to study at American degree-
granting post-secondary accredited academic institutions, or participate in
a student internship program that will fulfill the educational objectives of
the student’s degree program in his or her home country.
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HIO RESPONSIBLE OFFICER (RO)
AND ALTERNATE RESPONSIBLE
OFFICERS (AROS)
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Elizabeth Capuano
617-496-2817
Joseph Chen
617-496-2815
Briana Gerrish
617-495-2506
Martha Gladue
617-496-9953
Jessica Heffernan
617-495-9227
Jenny Minichiello
617-384-7538
Peter O'Meara
617-496-2819
Ivana Hrga-Griggs
617-496-2821
Anne Gardsbane
617-495-7837
Maureen Martin (RO)
617-496-2820
HuQing Piemonte
617-496-2818
Hannah Klare
617-496-2822
Colleen Griffin
617-496-1123
Darryl Zeigler
617-495-0640
Ashlee Anton
617-495-2834
Jennifer Havlicek
617-495-9227
Mike Freed
617-496-9120
Renee Burke
617-495-1406
Khuong Nguyen
617-495-2789
PREPARING TO COME TO THE U.S.
As you prepare to come to Harvard we hope that the following information will help ease your
transition to Harvard and the Cambridge/Boston area. Please take some time to review the
guidance on what your next step is in getting ready to come to Harvard.
REVIEW YOUR VISA DOCUMENTS
All new J-1 visa holders, including Canadian
citizens, are required to pay the SEVIS Fee.
For SEVIS fee payment instructions, please go
to www.FMJfee.com.
For Harvard’s Exchange Visitor Program
Number, please refer to the instructions sent
to you along with your Form DS-2019.
Your SEVIS fee payment receipt is needed for
your visa interview and entry to the U.S. Print
the receipt and carry it with you whenever
traveling into the U.S.
PAY MANDATORY I-901 SEVIS FEE
Once you receive your Form(s) DS-2019 please
review them carefully for accuracy and alert
the HIO to any errors.
You will come to the U.S. in a particular J-1
category (see DS-2019 item #4). Please see the
detailed information enclosed with your DS-
2019 on the maximum amount of time you are
permitted to remain in the U.S. for this visit
and let your sponsor know immediately if the
category is not appropriate.
If you are not able to enter the U.S. by the start
date indicated on your Form DS- 2019, you
must let the HIO know your actual or expected
arrival date as an updated Form DS-2019 may
need to be issued.
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APPLY FOR YOUR J-1 VISA
Apply for a J visa as soon as possible by following the
instructions on the non-immigrant visa application on
the website of a U.S. embassy or consulate.
Canadian citizens do not need a J visa in their passports
to enter the U.S.
You must bring the following documents to a U.S.
Consulate or Embassy to apply for your J-1 visa: valid
passport, Form DS-2019, I-901 SEVIS Fee receipt, DS-
160 confirmation, and any additional documentation
required by the Consulate or Embassy.
If you are coming on the J-1 Student Intern category,
you must also have the completed and signed DS-7002
Training Plan.
All accompanying dependents (spouse and unmarried
children aged 21 or younger) who will travel to the U.S.
at the same time as the J-1, or separately after the J-1
arrives in the U. S., will need their own original Forms
DS-2019 and must obtain J-2 visas (except for
Canadians) at a U.S. embassy or consulate.
ENTER THE UNITED STATES
You are not permitted to enter the U.S. in J-1 status
more than 30 days prior to the start date listed on your
Form DS-2019.
Your J-2 dependents are not permitted to enter the U.S.
before you do.
You are required to present a valid passport, original
Form DS-2019, a valid J visa (except Canadians), and
evidence of SEVIS fee payment upon entering the U.S.
REGISTRATION AND ORIENTATION
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HIO REGISTRATION
You must register at the HIO as soon as
possible after your arrival at Harvard.
After arriving in the U.S., you must complete
the HIO Registration Form and send it via
fulfill your required immigration registration.
In addition, J-1 Student Interns must also send
a copy of your fully signed DS-7002 Training
Plan with your registration form.
After arriving, please review our Welcome and
Travel informational handout, as well as our
New Student Welcome Guide, for more
information about your immigration status and
your time in the U.S.
ORIENTATION
banking and telephone information
transportation and safety issues
health care in the United States
Harvard resources (athletics, libraries, etc.)
information for spouses and partners
housing
taxes
immigration issues.
The HIO holds an orientation called “Getting
Started” for students and scholars throughout the
year.
The “Getting Started” orientation provides an
opportunity for students and scholars to meet one
another and covers the following topics:
Prior to the beginning of each semester,
orientations are offered more frequently to meet
the needs of a larger influx of people. Orientations
for spouses as well as walking/shopping tours are
offered at the beginning of each semester. Please
check the orientation schedule.
REQUIRED FEES
Please be sure to contact your Harvard department or affiliated hospital to inquire whether there
are required fees associated with your appointment at Harvard or at its affiliated hospital.
In addition to tuition and required fees from each school at Harvard, J-1 students applying for post-
completion Academic Training must pay a $150 fee to Harvard University. The HIO collects this
one-time, non-refundable fee for processing post-completion Academic Training applications and
maintaining SEVIS records for the length of the Academic Training experience.
HARVARD ID CARDS
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FOR STUDENTS
Admitted students receive their Harvard ID
cards during orientation at their school. For
the orientation time and location at your
school, consult your school’s registration
materials or its web site.
To gain access to most Harvard facilities, you must show your Harvard ID card. There are three
ID Services locations on campus:
Harvard Square - Smith Center, Rm. 807, 1350 Massachusetts Ave., Cambridge
Hours: Monday - Friday, 8:00 am - 5:00 pm
617-496-7827
Longwood Medical Area - Kresge Building, 677 Huntington Avenue, Suite 119, Boston
Hours: Monday - Friday, 8:00 am - 4:00 pm, Mon. - Fri.
617-432-0389
Business School - Business Operations Center, Shad Hall 020A, 70 North Harvard St., Allston
Hours: Monday - Friday, 8:00 am - 5:00 pm
617- 495-6814
If you lose your ID card, you may obtain a replacement card. You will be charged $25 for the
first two replacement cards, and $40 thereafter.
FOR SCHOLARS
Research scholars will be able to pick up their
ID card from Campus Services only after their
department has processed their Harvard
appointment and after the start date on the
Form DS-2019.
After your arrival in the U.S., please check with
your department to be sure that your
appointment has been processed before going
to one of the above ID card locations.
FOR J-1 STUDENT INTERNS
J-1 Student Interns at Harvard affiliated
hospitals are not eligible for a Harvard ID. J-
1 Student Interns with Harvard
appointments may be eligible for a Harvard
ID. Please inquire with your hosting
department on your eligibility for Harvard
ID.
DO CU ME NT S R E Q U I R E D T O
TR AV EL A N D R E E N T E R TH E U. S.
As a student or scholar on the J-1 visa at Harvard, you will need the
following documents in order to return to the U.S.:
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Valid Passport
Must be valid for at least six months at time of reentry
Unexpired Form DS-2019
Document expiration must not have passed by the date of reentry
Original document required; no photocopies
Valid U.S. J-1 Visa in Passport (except Canadians)
Visa expiration date must not have passed by the date of reentry
to the U.S.
Valid Travel Signatures on Form DS-2019
Travel signature on Form DS-2019 must be less than 12 months
old on the date of reentry to the U.S.
I-901 SEVIS Fee Receipt
If you do not have the receipt and have paid the SEVIS fee before,
please print one out. If you have not paid the SEVIS fee, you may
pay now and print out the receipt.
Please note that you may reenter the U.S from Canada, Mexico and the
Caribbean islands, except Cuba, with an expired visa after a visit of less
than 30 days to the places mentioned above – you must have your DS-
2019, your I-94 printout, and your valid passport.
MA I N T AIN I N G YO U R I MM I G R A TI O N S TA T U S
The following is a summary of what international students and scholars must do to properly
maintain lawful J-1 status in the U.S. For additional information, please visit the HIO web site or
contact your HIO advisor.
Change of Residential Address
All requests for extensions must be made well
before your current Form DS-2019 expires.
Students must request an extension from the
registrar’s offices at their respective schools.
Scholars should contact their department about
requesting an extension.
Extensions
You must report any change of U.S. residential
address within 10 days of moving. If your DS-2019
was issued by the HIO, you may report your address
change online.
Students must remain continuously enrolled in a full-
time course load every fall and spring semester. You are
required to obtain prior written authorization from your
HIO advisor in order to take a reduced course load
unless it is your final semester at Harvard. If you have
to interrupt your studies (for example, take a leave of
absence), you must contact your HIO advisor
immediately.
You are eligible for on-campus employment if you have
maintained full-time student status. Employment is
limited to 20 hours per week when school is in session,
but can be full-time during official school vacations,
such as spring break, summer vacation, and winter
recess. You must obtain employment authorization from
your HIO advisor prior to commencing any off-campus
employment. You must also report your on-campus
employment to the HIO.
If you are a J-1 student sponsored by an organization
other than Harvard, please obtain such work
authorization from that organization. You must have
authorization from your J-1 sponsor before engaging in
on-campus or off-campus employment.
If you are completing or leaving your academic
program or research project earlier than indicated
on the end date of your DS-2019, you must notify
your HIO advisor as soon as possible. In some
cases, you may need to receive an HIO approval
before leaving your program at Harvard.
Early Departure or Completion of Program
J-1 students, scholars and their J-2 dependents
must maintain required health insurance (including
basic Medical Health Insurance, Medical Evacuation
and Repatriation insurance) throughout their stay in
the U.S. Check the HIO website for more details.
Health Insurance
Full Course of Study for J-1 Students
Conditions of Employment for J-1 Students
Employment for J-1 Scholars
As Short-Term Scholars and Research
Scholars/Professors, you are required to be employed
and conduct your academic activities only at the
location(s) listed on your Form DS-2019. You may
participate in occasional lectures and short-term
consultations at off-campus locations, however, you
must obtain written authorization from your HIO
advisor prior to undertaking any such lecture or short-
term consultation. Visit the HIO website for details on
how to obtain such authorization.
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When planning to travel outside the U.S., please
ensure that you have the proper documents listed
in the "Travel and Reentry" section of this guide.
International Travel
J-1 REPORTING REQUIREMENTS
As a J-1 Exchange Visitor, you are required to notify the HIO of certain changes during your J-1
program at Harvard.
You must promptly notify the HIO of:
your current residential U.S. address (not a
P.O. box or mailing address)
telephone number
email address for you and any J-2
dependents
any change of Site of Activity (host
department, center or lab)
any change in host professor, supervisor or
principal investigator
any offer for occasional lecture or short-
term consultation
change in program duration, as indicated by
the program dates listed on the DS-2019
early completion or departure from Harvard
extension of J-1 Program
transfer or move to another institution
departure of J-2 dependents from the U.S.
prior to the J-1’s departure
Any changes to address information must be
reported to HIO within ten (10) business days
of the change so that the HIO may report this
in SEVIS.
Any proposed change or addition to your Site of Activity
(host department, center or lab), host professor, supervisor
or principal investigator
Any occasional lecture or short-term consultation
Any change in your program duration, including early
completion, an extension or a transfer to another
institution.
You are required to have HIO authorization prior
to any of the following changes or additions
occurring:
Additional Notes
J-1 Research Scholars who are M.D.s are not permitted
patient contact in the U.S. while in the J-1 Research Scholar
category. Please contact your HIO advisor with any questions
regarding this regulation.
Always retain all Forms DS-2019 as part of your personal
records. We strongly encourage you to maintain a set of
copies and/or scans of all immigration documents issued to
you, including passport biographic pages, visas, and Form
DS-2019. You will need these documents to apply for work
permission, or other types of U.S. immigration statuses or
visas.
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Public Charge
Under certain U.S. federal, state, county, and local laws, J-1
visa holders and their dependents may qualify for “public
assistance,” such as health insurance, subsidized housing,
food assistance, or unemployment benefits. Accepting such
benefits as a J-1 or J-2 visa holder can lead to inadmissibility
to the United States due to reliance on “public assistance”
under the Immigration and Nationality Act, this could
ultimately result in denial of re-entry into the United States
in the future. The J-1 visa holder is responsible for
understanding that certain types of benefits could qualify for
“public assistance” and knowing the risks associated with
enrolling and/or receiving such benefits.
TWO YEAR HOME RESIDENCY
REQUIREMENT (212E)
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In some cases, the J-1 visa carries with it a two-year home residence requirement which obliges
you and your J-2 dependents to return to your home country for two years before being eligible to
apply for an immigrant visa or a non-immigrant H, L or K visa. The requirement also makes you and
your J-2 dependents ineligible to change to any other visa status within the United States.
Not all J-1 visa holders are subject to this requirement. The requirement applies to individuals in
one of the following situations:
• If you are funded by the United States Government, your own government, or international
organizations during part or all of your stay in the United States, you are subject to the
requirement.
• If your skills are needed in your home country, as registered on the Exchange Visitor Skills List,
you are subject to the requirement.
• If you are a graduate of a foreign medical school participating in an internship, residency, or a
clinical training program in the United States sponsored by the Educational Commission for
Foreign Medical Graduates (ECFMG), you are subject to the requirement.
Are You Subject to 212(e)?
You should check both your Form DS-2019 and
J-1 visa to see if you are subject to the two year
home residence requirement, 212(e). If you are
sponsored by Harvard, please contact the HIO
for further clarification.
Advisory Opinion from the U.S.
Department of State
If there is a doubt whether or not you are
subject to the requirement, you may request an
Advisory Opinion from the U.S. Department of
State.
212(e) Waiver
If you are subject to the requirement and do
not wish to fulfill the requirement, you may
apply for a Waiver of the two-year home
residence requirement.
Please note: before requesting an Advisory
Opinion or applying for a Waiver, contact your
HIO advisor. Failure to inform an HIO advisor
regarding this matter could jeopardize your
ability to secure an extension of Form DS-2019
or change into another non-immigrant status.
HEALTH INSURANCE AND HEALTH CARE
Government Regulations Regarding Health Insurance
Medical benefits of at least $100,000 per accident or illness
Payment for repatriation (preparation and transportation of remains to home country) in case of death in the
amount of $25,000
Payment for medical evacuation (transportation to home country on advice of attending physician) in the
amount of $50,000
A deductible not to exceed $500 per accident or illness
Coverage of pre-existing conditions after a reasonable waiting period
Payment by the insurance company of at least 75% of the costs of medical care (the patient must not be
required to pay more than 25% of medical care costs)
U.S. Federal Law - All J visa holders are required to maintain health insurance that meets the following
requirements:
The J Guide 13
A.M. Best rating of A- or above
McGraw Hill Financial/Standard & Poor’s Claims- paying Ability rating of ‘A- or above
Weiss Research, Inc. rating of ‘‘B+’’ or above
Fitch Ratings, Inc. rating of ‘‘A-’’ or above
Moody’s Investor Services rating of ‘‘A3’’ or above.
To comply with these regulations, health insurance policies must be underwritten by corporations having one
of the following:
Insurance backed by the full faith and credit of the government of the Exchange Visitor’s home government will
meet this requirement. It is not necessary to purchase additional health insurance if coverage from your home
government meets the J visa requirements.
Harvard's health insurance plans meet the requirements of the J-1 visa except for the repatriation and
evacuation requirements. The University has agreed to cover the costs of medical evacuation and repatriation
for J visa holders on Harvard’s Exchange Visitor Program. The HIO has information on stand-alone repatriation
and medical evacuation plans for those not on Harvard’s J visa program.
Compliance with Health Insurance Regulations
HEALTH INSURANCE AND HEALTH CARE
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Important Health Insurance Considerations for Scholars
You must purchase private insurance in the U.S. as soon as possible after arrival if you do not have health insurance
from home that covers you while you are in the U.S. You should at least have travel insurance to cover you when you
first arrive.
It is essential that you plan ahead for your health insurance needs if you or your dependents arrive in the U.S. with a
pre-existing condition, including pregnancy.
The various options available to scholars at Harvard are listed below:
1. Harvard Employee Insurance - This is the University-subsidized insurance for “benefits eligible” Harvard employees
and immediate eligible family members.
2. HUSHP - Harvard postdoctoral fellows who are not “benefits eligible” can purchase the “Affiliate” coverage under
this plan.
3. Other options - The HIO has a variety of brochures for outside plans that meet the J visa requirements.
There is also information available on the HIO’s web site.
4. The Health Connector - Harvard affiliates who do not meet the criteria as a postdoctoral fellow or “benefits eligible”
affiliate may be eligible to enroll in a Massachusetts health plan offered by the Health Connector service.
For more information on health insurance options, please refer to the Health Care section under Life at Harvard of the
HIO website.
Dental Insurance
J-2 Dependent Information
There are no dental insurance options for
scholars who are not “benefits eligible.”
Fee-for-service dental care is available on
the Harvard Square and Longwood Medical
Area campuses. Additional information on
dental care options for affiliates is available
on the HIO web site.
Dependents of scholars who are “benefits eligible” are
eligible for the same health insurance plans as the scholar.
Scholar dependents must enroll in HUSHP within 30 days of
the scholar’s appointment start date, or within 30 days of
their own arrival in the U.S., whichever is later. Scholars
wishing to enroll their dependents for health insurance plans
should do so when they themselves enroll or when their
dependents arrive, if they arrive at a later date. If dependents
do not choose the Harvard plan, they will not have access to
the Harvard University Health Services clinics.
TAXES
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Getting Started
As an international student, researcher, or faculty member at Harvard, it is important that you be aware of your U.S.
income tax obligations. U.S. tax laws distinguish between residents and non- residents for U.S. tax purposes. Non-
residents only pay taxes on U.S. source income, while residents follow the same tax rules as U.S. citizens and pay taxes
on their worldwide income. Most incoming J visa holders are considered non-residents (J students for the first five
calendar years in the U.S. and J-1 scholars for the first two calendar years in the U.S.).
Tax Treaties
Filing Tax Returns
There are many tax treaties between the U.S. and other
countries. Such treaties may exempt earnings, scholarships,
and stipends from taxes. The Office of the Controller (OTC)
will determine your tax status using a system called Glacier.
Please note: In order to claim a tax treaty benefit, you must
have either a U.S. Social Security Number (SSN) or an
Individual Tax Identification Number (ITIN).
You may not realize that you will have to complete U.S. tax
forms. Federal and state income tax forms are completed
annually in the United States and submitted to the Internal
Revenue Service (IRS) between January 1 and mid-April for
the previous tax year. This is required even if you do not
have to pay any U.S. taxes or do not have any U.S. source
income.
The U.S. tax system is organized according to the calendar
year and is a pay-as-you-go system, which means that taxes
may be deducted from salaries, stipends, and scholarships if
these funds are from U.S. sources. In most cases, taxes are
automatically withheld from your pay (or charged to your
term bill if you receive a Harvard scholarship). Your available
income after taxes, therefore, may be less than anticipated as
you may be subject to federal, state, and/or Social Security
taxes that can range from 14% to 30% of your total income.
The amount of taxes you will pay will depend on the type of
income you receive and your tax status in the U.S.
The Non-Resident Tax Group
Tax treaty eligibility
Amount of tax withheld from payments made by the
University
Type of U.S. tax reporting documents to be received and
filed
The Non-Resident Tax Group which is part of the Office of
Controller is located at 1033 Massachusetts Avenue, 2nd
floor in Cambridge. You may contact them by phone at 617-
495-8500 option 5 or via email. The Group helps foreign
nationals determine their tax residency status and apply for
tax treaty benefits. Determining tax residency is important
because it affects:
Tax Preparation Assistance
To help guide you through the tax filing process, the HIO will
provide, at no charge to you, web-based tax return
preparation software, Sprintax, designed exclusively for
international students, scholars, and their dependents who
are non-residents for tax purposes. The Sprintax website also
addresses various tax issues, including federal resident
returns and dual status returns, as well as state returns. It is
available to anyone with a valid Harvard ID and PIN through
the HIO website.
Tax Reporting Documents
If you are employed in the U.S., your employer will send you
the Form W-2, a statement of earnings, by the end of January
that details your income and any taxes withheld during the
previous year. If you receive benefits of a tax treaty for
employment, scholarship or fellowship income, you will
receive a Form 1042-S by mid-March that details your
income and treaty benefits. You will need these documents
to complete your tax forms. Be sure to keep copies of all your
tax documents. If you are leaving Harvard before the end of a
calendar year, be sure that the University Financial Services
Office has your proper mailing address so that you will
receive the necessary tax documents.
Tax forms must be completed if you were in the U.S. during
any part of the previous year on any visa other than a tourist
visa even though a tax treaty may exempt you from paying
any U.S. taxes or you have no U.S. income.
SOCIAL SECURITY NUMBERS (SSN)
A Social Security Number (SSN) is a tax identification number that will be needed by your employer for payroll and
taxation purposes. To work in the U.S. you must have an SSN. You may start working without an SSN as long as you
provide evidence to your employer that you have applied for one.
In order to be eligible for a Social Security Number (SSN), you will need to present evidence of work authorization to
an official at a local Social Security Administration (SSA) office. Please note that it is NOT possible to apply for an
SSN online or via an agency. You must have a personal interview with a Social Security Administration representative
in a local Social Security office.
Representatives from the Social Security Administration come to campus annually in the fall to process SSN
applications. Check the HIO website for details.
When to Apply?
You must have been in the U.S. for at least ten days and have registered with the HIO at least three work days prior
to going to an SSA office. This waiting period assures that your record will have been updated in the government’s
database. In addition, you cannot apply before the start date of your Form DS-2019. For locations and hours of
operation, go to the SSA website.
To apply for an SSN, take the documents required for your visa status listed below to one of the SSA offices:
J-1 Students under Harvard's
visa sponsorship
J-2 Dependents
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Passport
Form DS-2019
Letter from the HIO indicating that
you have work authorization
J-1 Scholars
Passport
Form DS-2019
The J-1's Form DS-2019
Employment Authorization Document*
J-1 Student Interns
Passport
Form DS-2019
Form DS-7002 Training Plan
Letter from the HIO indicating that
you have work authorization
Passport
Form DS-2019
*Note: J-2 visa holders must first obtain work
authorization from USCIS before applying for an SSN.
HOUSING
The J Guide 17
The challenges of finding accommodations in the Boston area can be difficult. Harvard University Housing
(HUH) offers a broad range of housing and real estate services to the University’s graduate students, faculty,
and employees. You can find listings of non-Harvard housing in the Cambridge and Boston area through
Harvard Housing Office.
The Sperling’s Best Places website suggests that the cost of living in Cambridge, MA is more expensive than
the majority of the country. Sperling’s cost of living indices, which are based on a U.S. average of 100, lists
the Cambridge cost of living index as 183.40.
As of July 2020, the average apartment rent in or near Cambridge is $2916 per month. One bedroom
apartments in Cambridge rent for $2582 per month on average and two bedroom apartments rent $3256
per month on average.
Most landlords require tenants to sign a lease, a legally binding contract outlining the conditions that both
the landlord and the tenant agree to meet. Leases are usually for one year, although it may be possible to
arrange a lease for a shorter period of time. Before signing any lease, you should understand everything in
it. Signing a lease commits a tenant to paying the amount of rent specified on the lease every month for the
duration of the lease, whether one occupies the apartment or not.
Landlords may ask for the first and last month's rent when you sign a lease. Some will also require a
security deposit (usually equal to one month's rent). The security deposit will be returned to the tenant
when the lease ends, provided that there has been no damage to the property. For the tenant's protection,
the landlord should document (in writing) any damage that existed before the tenant moves into the
apartment. The landlord is required by law to put the security deposit in a special account (called an escrow
account). Within 10 days of receipt of the deposit, the landlord must give the tenant in writing the name and
address of the bank, and the account number where the tenant's security deposit has been placed. At the
end of the lease the security deposit will be returned to the tenant, provided there is not any new damage.
The J Guide 18
Utilities Stoves, Refrigerators, Washing
Machines/Dryers, and Other Appliances
Most apartments are furnished with either gas or
electric cooking stoves. Please be certain that the
pilot light of a gas stove, which automatically
ignites the burners, is always burning. If the
burners do not light when turned on or if there is
an odor of gas, the pilot light should be checked
immediately by the gas company. A refrigerator
may or may not be included in an apartment. You
can lease a refrigerator from Harvard Student
Agencies or purchase a second-hand one from
individuals or discount appliance stores.
Apartment buildings may have coin-operated
washing machines and dryers in the building.
Also, many neighborhoods have Laundromats
with coin-operated washers and dryers. It is best
to bring your own laundry detergent to the
Laundromat because it is expensive to purchase
it there. Most Laundromats are open for 15 - 18
hours a day and have money-changing machines
and counters or tables for folding clothes. Some
Laundromats offer washing-and-folding services
for a fee.
It is important to find out whether or not the rental
price of an apartment or house covers utilities and
heat (oil, electricity or gas). Cold water usage for
apartments is usually included in the rent. You
should ask the landlord which type of heat is being
used and which company to contact to arrange for
service. You can get an estimate of the monthly
utility bills by calling the respective companies. If
utilities are paid separately, you will be charged
monthly for gas and electricity. If your heat is
provided through oil, you will usually need to pay
for the oil at the time of oil delivery.
Renter and Property Insurance
Anyone living in a rented apartment should
consider having personal property insurance to
cover both property loss and personal liability
(protection against any person sustaining an injury
or loss in the apartment). Such insurance covers
personal liability even when one is not home. The
usual coverage for personal liability is up to
$100,000; this amount can be increased to
$500,000 with little extra cost. When discussing
coverage with an insurance representative, you
should mention any special conditions such as
subletting, roommate coverage, or additional
coverage for expensive items such as jewelry,
computers, or other equipment. Personal liability
and renters insurance may be obtained through
private brokers.
HOUSING
The J Guide 19
Banking Credit Cards
Rent $2,500-$3,000 per month
Utilities $250 per month
Internet and Mobile phone $70-$150 per month
Food $400 per month
Health Insurance $2,000-$20,000 per year (depending on coverage)
Below is an estimate of the average cost of major expenses in the Cambridge/Boston area. It is intended to provide
you with a sense of the approximate cost of living as you prepare to move to this area. Not all expenses that you may
have are listed below.
Choosing a Bank - Consider the location of branch
offices and automatic teller machines (ATMs) when
selecting a bank. Sometime you are charged a fee to
use an ATM at a location other than your bank branch.
Inquire about fees charged to you since they vary from
bank to bank. Sometimes a bank may waive the fee if
you arrange direct deposits with them.
Opening a Bank Account – Your Harvard ID card and
passport are usually acceptable. If you do not have your
Harvard ID card, a Form DS-2019 is acceptable along
with your passport. You will also need a local address.
Most banks offer online banking, allowing you to pay
bills and to monitor your bank account on-line, but you
will need to set up the service.
Debit Cards
Most banks issue a debit card with the opening of a
checking account. A debit card looks like, and for the
most part, functions like a credit card. The main
difference is that money is directly taken from your
bank account when using a debit card. Most businesses
accept debit cards. You may be limited to a certain
amount of daily withdrawals.
FINANCIAL MATTERS
Estimate of Living Expenses
Most banks offer credit cards. Please take some time to
research and compare your options before deciding on a
credit card. In most cases students may be required to
have a Social Security Number (SSN) in order to apply
for a credit card (see information on SSN on page 13).
International graduate students who are not eligible for
an SSN will be able to obtain a credit card with limited
credit when opening an account at the Harvard Credit
Union, located at 104 Mount Auburn Street, Cambridge
and Kresge Building Room 108 at 677 Huntington
Avenue, Boston. You will need to present a Harvard ID
card, a $25 minimum opening deposit, and a valid
passport. You will be asked to complete IRS Form W-
8BEN.
For your protection, sometimes banks and credit card
companies temporarily freeze your account when they
notice unusual activities such as withdrawals being
made in another country. It would be to your benefit to
notify your bank and/or credit card company before you
travel outside the U.S. so you will have regular access to
your bank account.
LIFE AND CUSTOMS IN THE U.S.
About American Culture
In adjusting to any new culture, it is helpful to have
some knowledge of the culture. Even though the
U.S. population is made up of many different ethnic
groups, and that fact is one of the defining
characteristics of the United States, it is still
possible to talk about some shared "mainstream"
values. The following explanation of these values
may help you to know who Americans are. It may
help you to tell whether puzzling American
behavior is due to cultural conflict or individual
differences. A discussion of cultural values is not
about being right or wrong; it is about different
ways of doing things. Remember that these are
generalizations; sometimes they will be relevant,
sometimes they will not.
The information provided here is an adaptation of
Appendix 5 of NAFSA's International Student
Handbook: A Guide to University Study in the U.S.A.
Published by AT&T; and also of the Yale University
OISS Handbook for International Students and
Scholars.
The idea of equality leads Americans to be fairly
informal in their behavior and in their relationships
with others. You will see such informality in dress,
language (particularly in use of first names and slang),
posture, and classroom activities like eating in class,
asking many questions and making comments, etc.
Invitations may be very casual and often are not
written.
You may have heard the expression "Time is money."
That is how Americans view time, as a limited resource
to be saved or spent for useful purposes. Americans
may get impatient with lines that move slowly in
supermarkets, banks, etc. particularly if the checkout
person or bank teller is taking time to chat with a
customer. In practical terms, this means that Americans
will usually be on time for meetings and engagements
and will keep a schedule of their activities and expect
others to do the same. You should arrive on time for
meals and appointments with professors, doctors, and
other professionals. You can arrive anytime between
the hours specified for informal parties, and receptions.
If you are unable to keep an appointment, you should
call the person to say that you will be late or unable to
get there. In meetings and professional encounters
being organized is highly valued, whereas "wasting
time" in "idle" conversation is not.
Perhaps the most important thing to understand
about Americans is their devotion to individualism.
From an early age, children are trained to be
independent and responsible for their own futures.
Such training may sometimes lead to a seeming
lack of respect for parents in particular and older
people in general. Along with valuing individualism
is a need for privacy, for time alone. Privacy often
begins at an early age, with children sleeping in
separate rooms from their parents and even giving
each child a separate bedroom (if parents can
afford it). Although Americans are a welcoming
people, most expect even friends to phone first
before dropping in at their homes. Casual
unannounced visits are less common than in some
other cultures.
Individualism and Privacy
Informality
Time
Directness and Assertiveness
Americans generally consider themselves to be very
frank and direct in their dealings with others. When
talking to someone about something they don't like
about a person's behavior, they may call it
"constructive" criticism. Most Americans do not think it
is necessary to disguise their feelings; even if their
words are not open, facial expressions may be
revealing. Being honest is often seen to be more
important than preserving harmony in interpersonal
relationships.
The J Guide 20
A D J U S TI N G T O A N E W C U L T U R E
Phase I - The Honeymoon
During this initial period you may feel excited and exhilarated. For some, however, the novelty soon wears off.
It is important to understand that as time passes you will be better able to enjoy your new
surroundings.
Feelings and attitudes about being at Harvard and in the United States will improve although you may never get
to the high level experienced during the first phase.
You may become more relaxed, regain your self-confidence, and enjoy life in the United States. A more balanced
view of life at Harvard and the United States will develop. Misunderstandings and mistakes which in the earlier
phases of culture adjustment would have become major obstacles will be more easily understood and resolved.
You may miss your usual ways of dealing with school or work, social relationships, and everyday life.
You may find yourself studying for hours longer than your classmates and colleagues because of language
differences. If English is not your first language, speaking and listening to English every day and trying to
understand how things are done here may feel like an overwhelming effort.
You may feel homesick and may idealize your life back home, while being highly critical of life in the United
States. Feeling frustrated, angry, anxious, or even depressed is not uncommon. You may experience minor
health problems and/or disruptions in sleeping and eating patterns.
Your motivation may diminish, and you may feel like withdrawing from your new friends. This is a natural
reaction to living in a new culture. You may contemplate going home early before completing your degree or
research. You may be angry at not finding what you had expected. Helping a spouse and children adjust to life
in the United States may pose an additional challenge.
Phase II - The Rejection
Phase III - The Recovery
The J Guide 21
Culture shock is a term used to describe the anxiety and feelings (of surprise, disorientation, confusion,
etc.) felt when people have to operate within an entirely different cultural or social environment, such as a
foreign country. It grows out of the difficulties in assimilating the new culture, causing difficulty in
knowing what is appropriate and what is not.
As a new student or scholar at Harvard, you may find adjusting to a different educational system, culture
and in some cases language to be more challenging than you expected. The following information may be
helpful. A pattern of cultural adjustment often occurs over a period of several weeks or months. There are
usually three phases in Culture Shock.
A D J U S TI N G T O A N E W C U L T U R E
Recognize what is happening and realize that
these reactions are very common. If you are here
with your spouse and family it is important to
acknowledge your feelings to one another.
Reach out to friends and others for help instead of
withdrawing, even though it may be difficult. In
certain cultures it is not acceptable to share your
problems with people outside the family. Here,
however, students and scholars are faced with
obstacles unlike those they have faced back home.
The family support system upon which you relied
at home is not easy to replace. At Harvard, there is
the additional stress of trying to succeed in a
different educational system.
Get together with students and scholars from your
home country. It can be a big help to speak your
own language, to share a meal from home or have
a cup of coffee and talk about adjusting to living in
the United States. Please e-mail Kathryn Rossi at
the HIO or ask at the HIO front desk for contact
information of students and scholars at Harvard
from your country.
Contact a cultural club to meet students or
scholars from your own country and/or other
countries.
Get out and discover some of the attractions in the
Greater Boston area. Sitting inside and doing
nothing when you are feeling depressed can make
you feel even more isolated. There are always
events happening on the Harvard campus and the
neighboring communities.
Athletic activities or other kinds of exercise such
as taking walks may also be helpful.
Ways to Diminish Feelings of Culture Shock
The J Guide 22
Outings & Innings is a cultural and recreational/leisure
program for Harvard faculty, staff and retirees. You
need a Harvard ID and PIN to access their services.
Postdoctoral fellows who are eligible for a benefits
package may use the service as well. The tickets for
various events are often sold at a discount and a
transaction fee is not charged.
HARVie is another online resource for anyone who is a
member of the Harvard Community with a Harvard ID
and PIN.
Click here for more community resources outside the
Harvard campus.
Cultural and Recreational Events
Public Service at Harvard
VolunteerMatch - a database of volunteer
opportunities in Boston and Cambridge
Often volunteering with an organization can bring
unexpected benefits not only to the people or
organization you are serving but also to you. You may
learn how organizations are different or similar to those
in your country. You may improve on some of your
technical skills and learn new ones. It is usually
possible to get a recommendation from a supervisor
regarding your volunteer work. All the above-
mentioned can be helpful when it comes time to
finding paid employment. Here are two resources to
help you find volunteer opportunities at Harvard and
beyond.
Volunteer Opportunities
M A D R IV E R ' S L I C E N SE A N D S T A T E I D
In order to obtain a Massachusetts driver’s license,
you must go to a Massachusetts Registry of Motor
Vehicles (RMV) office and take a written test in order
to obtain a learner’s permit. You must later take a
road test (driving test) in order to get the actual
driver’s license. For information on Massachusetts
driving regulations, consult the handbook available
at branch offices of the RMV or on the RMV web site.
The RMV web site has a list of branch offices and
current wait times.
When you go to an RMV, you must take at least three
acceptable forms of identification: your passport and
I-94 printout, your Form DS-2019, and one document
showing proof of Massachusetts residency.
Acceptable proof of Massachusetts residency
includes a lease, a bank statement, or a utility bill
that shows your name and address. You must also
present your Social Security Number (SSN) card if you
have one. If you do not have an SSN and you are not
eligible to obtain one, you must obtain a letter of
denial from a Social Security Administration office
before going to an RMV. Please let the HIO know if
you have difficulties in obtaining a Massachusetts
driver’s license.
MA Driver's License
The J Guide 23
If you are not eligible or choose not to apply for a
Massachusetts driver’s license, you may apply for a
Massachusetts State ID or Liquor ID. To purchase
alcohol in Massachusetts, you must be at least 21
years old. It is not advisable to carry your passport
as a form of ID if you are in the
Cambridge/Boston area.
To apply for a Massachusetts ID or a Liquor ID, you
must be at least 21 years of age. You may go to an
RMV with the same forms of identification listed
under Driver’s License. You will pay a fee and be
given an application to complete for a
Massachusetts ID or a Massachusetts Liquor ID.
The RMV will then issue you a card with your
photo on it to be used for identification purposes
in Massachusetts. Please note that restaurants,
bars, etc. are legally permitted to exercise their
own discretion in deciding whether or not to
accept a Massachusetts ID as proof of age when
you try to purchase alcohol. For more information,
refer to the RMV web site.
MA State ID or Liquor ID
Your visa document (Form DS-2019 or Form I-20) must indicate an authorized stay in the
U.S. of at least 12 months total to be eligible for a learner's permit, driver's license, or Mass
ID card. If your Form DS-2019 or Form I-20 is valid for less than 12 months total, you will
only be eligible to apply for the MA Liquor ID.
Please note that some RMV locations only provide limited services (noted on the web site).
The addresses of two nearby RMV branch offices are listed below:
• Boston – 136 Blackstone Street, Boston
• Watertown - 550 Arsenal Street, Watertown
J-1 Status Requirements
C E L L PH O N E S , T R A N SP O R T A T I O N , AN D
O T H E R R E S O U RC E S
Most cellular plans require a Social Security
Number. Below is a list of cellular plans that
do not require a Social Security Number.
T-Mobile Monthly 4G - This service offers the
same rate as a regular contract, but clients pay
the bill at the beginning of the month rather
than at the end. No Social Security Number or
contract is needed. The closest T-Mobile store
to Harvard Square is located at 1438
Massachusetts Avenue, Cambridge.
AT&T Pay As You Go Phone - This service
offers four plans from which to choose, none
requiring a Social Security Number or a
contract. The individual is automatically billed
for a certain number of daytime minutes, and
some plans include free night and weekend
minutes. Alternatively, post-paid plans with a
service agreement and credit may offer more
favorable rates. Upon presentation of a
Harvard ID, AT&T will waive the $500 security
deposit and offers a 10% discount off the price
of the rate plan. The closest store offering this
plan is located at 692 Massachusetts Avenue.
Cambridge, MA 02139.
Cell Phones
The J Guide 24
MBTA - The Massachusetts Bay Transportation
Agency offers service throughout greater Boston.
MBTA routes 66 and 86 offer frequent service
across the Charles River to the Allston campus and
beyond. For complete route and schedule
information, please go to the MBTA web site.
Harvard Shuttle - MASCO manages the Harvard
Medical School shuttle which runs between the
Longwood Medical and Academic Area (LMA) and
Harvard University in Cambridge. If you have a
Harvard ID, you can ride the shuttle bus free of
charge. Tickets for the Harvard M2 shuttle can be
bought at certain institutional parking offices or at
the Harvard Information Center at the Smith
Campus Center Arcade in Cambridge. Purchase
locations for M2 tickets are listed on the M2
schedule, which is available at your
parking/commuting office, the Harvard Information
Center at Smith Campus Center Arcade, and the
security desk at Vanderbilt Hall. For more
information, please refer to the MASCO web site.
Zipcar - Zipcar has rental cars by-the-hour
available all over metro-Boston, including cars at
Harvard’s Cambridge, Allston, and Longwood
campuses. Check their web site for more
information.
Bicycles - Hubway is a bike-sharing system
providing bikes at Hubway stations in Boston,
Brookline, Cambridge, and Somerville. You can
purchase a variety of passes and memberships
online and access a bike when you need it, three
seasons per year (the system shuts down in the
winter).
Transportation
J-1 Visa Exchange Visitor Participant brochure
Wilberforce Pamphlet on the Rights and
Protections for Temporary Workers
Other Resources
