Laws and Documents
This information is intended to help you understand many of the important laws and regulations for your visa, but it is ultimately your responsibility to understand and follow the rules for your immigration status as defined by your visa during your stay in the U.S.
Important Documents
Passport
Your passport must be valid and unexpired at all times. Keep your passport and other important documents in a safe place. Report a lost or stolen passport immediately to the police, as your government may require a police report before issuing a new passport. Know your passport's expiration date and plan for renewal in advance. To renew or replace your passport, contact your country's embassy in the U.S., or plan for renewals when you visit home.
Visa
Categories: A visa is the special form that a U.S. consular officer placed on a page in your passport. There are different categories of visas, such as F-1 Student and J-1 Exchange Visitor, which are most common for university students. Each visa category has special rules you must follow.
Arrivals: Your visa is very important at the U.S. border or Port of Entry where you arrive. It allows you to present yourself for admission to the U.S. as an F-1 student or J-1 exchange visitor, for example, but it does not guarantee you admission. The U.S. Immigration Officer at the Port of Entry makes the final decision to let you enter. When your entry is approved, the Officer will stamp the entry date in your passport, noting your visa category, and marking D/S, or Duration of Status if you are an F-1 or J-1 visa holder.
Expiration Date: The expiration date of the visa is not the same as the authorized length of time you can stay in the U.S. After your visa expires, you may not enter the U.S. at the border, but it may still be okay for you to already be here and continue studying. If you leave the U.S. with an expired visa, you would have to renew it before you could return in that same visa category.
Certificate of Eligibility (I-20 or DS-2019)
F-1 students receive and keep I-20s and J-1 exchange visitors receive and keep DS-2019s.
These documents allow you to apply for your visa at the U.S. embassy, enter or re-enter the U.S., and apply for other benefits. Your I-20 or DS-2019 must remain valid at all times. If necessary, request a new form prior to its expiration date. And remember to keep every I-20 or DS-2019 you are given for your permanent record.
I-94
I-94 refers to your record of arriving in and departing the U.S. If you arrive by air or by sea, your I-94 record will be completed electronically and you will receive only the ink admission stamp in your passport, usually on a page next to your visa.
Electronic Record: Go to the I-94 Website of US Customs and Border Protection in order to find and print your I-94 electronic record. Evergreen will ask for this to make sure your arrival was correctly recorded, and you may need this in the future when you apply for certain benefits of your visa, or a Driver's License, or State ID Card.
Washington State ID Card
Evergreen encourages students staying more than one quarter to apply for and use a Washington State ID as an easy, safe, and legal way of showing your identity for general purposes, rather than your passport. Please keep your passport and other immigration documents in a safe place. Find the instructions here to apply for a WA State License or ID: WA State Department of Licensing Office
Updating Forms I-20 or DS-2019
Keep all past, current, and future I-20's or DS-2019's safely in a file. You will need them if you apply for future benefits. Review information about File Changes and Requests for appropriate processes and forms.
Change of Address
You need to report any change of your physical address to International Programs & Services within 10 days for updating in SEVIS. This update will not result in a new I-20 or DS-2019, but it must be reported. F-1 Students on OPT will have their own online portal to SEVIS to make their own address updates.
Change of End Date or Program/Program Extension
If you are unable to complete your course of study before the completion date on your I-20 or DS-2019, you must submit a Program Extension Request Form to International Programs as soon as you know, but at least 15 days before your completion date. Note that the new I-20 or DS-2019 must be issued and you must sign it before your current I-20 or DS-2019 expires.
Change of Academic Emphasis
Undergraduate international students are admitted to Evergreen as Bachelor of Arts degree students. If you decide to pursue a Bachelor of Science Degree or a Dual BA/BS degree from Evergreen, you must complete a Declaration of Intent Form for the Registration and Records Office. We will then update the Major Code on your I-20
Graduate level students are admitted directly to either the Masters in Public Administration, Masters in Environmental Studies, or Masters in Teaching degree programs. If you decide to change Masters programs, you must request an update to your I-20 or DS-2019.
Change of Level
If you complete your current bachelor's degree program of study and continue at Evergreen at a master's level, this change must be updated on your I-20.
Change of Legal Name
The name on your I-20 or DS-2019 should match the name on your passport. If you change any part of your legal name on your passport, please inform International Programs & Services.
Change of School or Transfer
Your I-20 or DS-2019 lists Evergreen as your school of attendance. Sometimes students choose to transfer to another school before they finish their degree or studies at Evergreen or after they've completed a program of study at Evergreen. You will need to work with both the new school and Evergreen in order to properly transfer your SEVIS record to the new school.
Maintain Status
What is "status"? This means you are legally in the U.S., you have correctly followed the rules for your visa, and you may enjoy the benefits offered through the F-1 or J-1 visa because you are "in status". If you break the rules knowingly or unknowingly, you will be considered "out of status", no longer eligible for benefits, and you will have to take action to get back "in status".
What are the rules I must follow? Read below based on your visa type.
F-1 Visa
How to Maintain F-1 Status
- Report to the Office of International Programs & Services after initial arrival (i.e. attend orientation)
- Maintain full-time status (see exceptions below) each quarter
- 12 credits each quarter for undergraduate students
- 8 credits each quarter for graduate students
- Report contact information changes within 10 calendar days. Includes changes to phone number, US mailing address, US physical address
- Make normal academic progress
- Do not let your I-20 expire
- Do not let your passport expire
- You may not work or intern (paid or non-paid) without approval from the Office of International Programs & Services
- Obey all Federal, State, and local laws
J-1 Visa
How to Maintain J-1 Status
- Report to the Office of International Programs & Services after initial arrival (i.e. attend orientation)
- Pursue the stated authorized activity of your J-1 program (studying, teaching, researching)
- Maintain full-time status (see exceptions below) each quarter
- 12 credits each quarter for undergraduate students
- 8 credits each quarter for graduate students
- Report contact information changes within 10 calendar days. Includes changes to phone number, US mailing address, US physical address
- Maintain sufficient health insurance coverage for yourself and any dependent J-2 family members for the duration of your J-1 program.
- Do not let your DS-2019 expire
- Do not let your passport expire
- You may not work or intern (paid or non-paid) without approval from the Office of International Programs & Services
- Obey all Federal, State, and local laws
- Follow the rules for the grace period following the end of your J-1 program
Exceptions to Full-Time Requirements
Annual Vacation Quarter
F-1 and J-1 regulations permit one vacation quarter each year. For most students this will be Evergreen's summer quarter, but for a few students it might be a different quarter. Normally you must have been registered full time for three quarters in a row before a vacation quarter, but if you start at Evergreen during a winter or spring quarter, you will be eligible for the upcoming summer vacation quarter. For transfer students, your enrollment at your previous school will be counted. Contact the Office of International Programs & Services if you want to request a vacation quarter during fall, winter or spring. Summer quarter does not require special approval.
Final Quarter at Evergreen
F-1 students in their final quarter may take as few credits as they need to complete the degree requirement. For example, if you have earned 176 credits and only need 4 credits to graduate with a BA at 180, then you only need to register for 4 credits.
Academic Difficulties
Students may request a reduced course load (RCL) on account of initial difficulty with the English language or reading requirements, unfamiliarity with the U.S. teaching methods, or improper level course placement. The student must resume a full course of study in the subsequent term. RCL authorization for academic difficulties is only available one time.
Medical Conditions
You may request a reduced course load (RCL) due to a temporary illness or medical condition for a period of time not to exceed an aggregate of 12 months while pursuing a course of study at a particular program level. It is possible to be authorized for more than one reduced course load due to illness as long as the aggregate period of that authorization does not exceed 12 months.
Leaving and Reentering the United States
Travel with the following:
- Unexpired passport
- Unexpired visa
- Unexpired I-20 or DS-2019 with valid travel signature (see below)
- Financial support documents
- Copy of transcript or course registration
- Copy of your I-94 record
Valid Travel Signature
You must have a valid travel signature on your I-20 or DS-2019 when re-entering the U.S. after traveling. Request a signature before departing the U.S. from your PDSO/DSO or RO. The signature is good for a one-year period, though we can sign more often, such as every six months.
For F-1 students on OPT, the signature is valid for only 6 months. In addition, you must be in-status, following the rules, and maintaining a full course of study for the DSO to provide a valid travel signature.
If you have already left and didn't get a signature, contact the Office of International Programs & Services as soon as possible.
U.S.A. Tax Information for International Students
U.S. Federal Income Taxes
If you earned money in the U.S. or received a scholarship from a U.S. institution, the money may be subject to federal income tax by the U.S. government. The U.S. Internal Revenue Service is responsible for all federal income taxes.
Important Dates
The U.S. Tax year is from January 1 to December 31st each year
Tax Day is April 15 and is when tax returns are due to the U.S. IRS
Filing Your Tax Return
Most international students should not use commonly advertised tax preparation services or software as it doesn't account for non-resident tax situations.
As an international student or scholars in the U.S. you are obligated to file a U.S. tax return or a Form 8843 for each year of your stay. The form indicates to the U.S. federal government that you are an international student and considered a non-resident of the U.S. for income tax purposes. This is important if you also may have earned income from outside the U.S. during the tax year. If you do not file this form, the out-of-country income may be taxable.
Filing Options
- Paper Filing: In February, the Office of International Programs & Services will host a workshop on completing and filing the basic Form 8843. We encourage all students to attend. Other than postage, filing would be free of charge.
- Glacier Tax Prep: If you worked on campus, you can take advantage of Glacier Tax Prep as it's a free online service that accounts for nonresident issues.
- Sprintax: If you earned income on or off campus, you can use Sprintax, a paid tax service for nonresident issues.
What Forms Do I File?
| I have W-2, 1042-S, and/or 1099 Form(s) | I do not have W-2, 1042-S, and/or 1099 Form(s) | |
|---|---|---|
| Non- Resident |
Form 8843 |
Form 8843 |
| Resident | Form 1040 | None |
Tax Resources
W-4: Form you fill out when you start a job in the U.S.
W-2: Form sent to you by your employer(s) showing how much money you earned in the position(s) during the tax year and how much tax money was withheld for the federal government income tax. Social security, as a nonresident, should not be withheld. Contact your employer if there are issues.
1099-INT: This form may be sent to you by your bank. It shows the amount of interest income you earned last year. While U.S. residents are taxed for this income, non-residents are not subject to taxes on interest.
Form 1042-S: Foreign Person’s U.S. Source Income Subject to Withholding if you have received scholarships in excess of tuition and mandatory fees charged to your student account. Contact Evergreen Financial Services if you have questions about this form. studentaccounts@evergreen.edu
1098-T: Contact Evergreen Financial Services with questions. studentaccounts@evergreen.edu
IRS webpage on Tax Issues for Foreign Students and Scholars.
U.S. Dep. of Homeland Security’s webpage on F-1 and M-1 Students: Obtaining a Social Security Number.
U.S. Social Security Administration’s webpage on Social Security Information for Non-Citizens.
Disclaimer: The Evergreen State College does not have the resources, training or legal authority to provide direct advice with the completion of tax return for individual students. All information is provided for courtesy and should be used for reference purpose only.
File Changes and Requests
Program Extension
Students can complete and submit a Program Extension Request for an extension of their academic program. This will change the date on their I-20 or DS-2019. Reasons for extension may include:
- Change in field of study
- Change in research
- Initial DSO/PDSO error
- Medical condition delaying coursework
Declare a Change in Your Degree
By default, you will earn a Bachelor or Arts. If you wish to earn a Bachelor of Science or a Bachelor of Arts and Science, you will need to take a couple of steps.
Review degree requirements as they differ across the three types.
- Submit Declaration of Intent for Registration and Records
- Email the Office of International Programs and Services at studyabroad@evergreen.edu to let them know that you intend to pursue a Bachelor of Science or a Bachelor of Arts & Science.
Miscellaneous Changes
Submit the Misc Changes Form if any of the following apply to you:
- Change of Address
- Change of Academic Level (i.e. bachelor's to master's)
- Change of Legal Name
Transfer Out Request
If you plan to transfer to another U.S. school or attend another U.S. school after you complete your program at Evergreen, you will need to transfer your SEVIS record to the new school. Your SEVIS record needs to be transferred sometime after the end of the quarter, and before the end of your 60-day grace period.
To request a transfer of your SEVIS record, complete the submit the SEVIS Transfer Out Request Form