(Revised 23 Oct 2008. Reviewed 23 Oct 2008.)

[Please note the “Revised” and “Reviewed” dates above, which confirm the last update on this entry.]

When you need the personal services of Visa Services, sometimes it is best to schedule an appointment. Other times you may just drop in. To help you determine the best approach please note the following kinds of service.

INITIAL REGISTRATION IN THE VISA SERVICES OFFICE

If you have just arrived at Duke, then you need to register in Visa Services to confirm that you entered in the proper immigration status, that all of your paperwork is in order, and, if you are being paid by Duke, that your employment authorization is valid. This process is handled differently, depending on your immigration status and your relationship to Duke.

Initial Registration - F-1 and J-1 Students

If you have been advised that there is a group registration for your school or program that includes Visa Services registration, please attend that group registration. If you arrive in the U.S. early, or if there is no group registration for your school or program, you may come to Visa Services during one of the “Standing Registration Appointment” times (see below).

Initial Registration - J-1 Professors, Research Scholars, Short-Term Scholars, Specialists, and Summer Work Travel Participants

Please plan to attend one of the “Standing Registration Appointments” (see below).

Exception: if you are on the Fulbright Program J-1 or on the J-1 Program under ECFMG sponsorship, you need to make an appointment to meet with an adviser (see “Scheduled Appointments” below).

Initial Registration – All Others: E, G, H, O, TN, etc.

Please call or e-mail an adviser and make an individual “Scheduled Appointment” (see below).

STANDING REGISTRATION APPOINTMENT SCHEDULE - FOR INITIAL REGISTRATION ONLY

You do not need to call ahead for a special appointment, though it is fine if you would like to call and confirm that you will attend specific Standing Registration session.

• Office hours are
  • Monday through Friday (called week days), 8:00 a.m. to 5:00 p.m.
  • We are closed on Saturday and Sunday (called weekends) and on usual Duke holidays.

• Scholar/employee (not student) registrations
  • Twice each week day
    • Morning start time 09:30 a.m.
    • Afternoon start time 01:30 p.m.
• Student registrations
  • Twice each week day
    • Morning start time 11:00 a.m.
    • Afternoon start time 03:00 p.m.

Please arrive 5 to 10 minutes before the scheduled time for Standing Registration sessions so that we can start promptly. If you arrive late, you will not be permitted to participate in that registration and will have to wait until the next one.

WALK-IN SERVICE

There are some things that our front line advisers can do for you on a walk-in basis.

These include:

All of these services are offered first-come, first-served. Sometimes we can provide these services immediately. Other times there will be several students or scholars ahead of you and you will have to wait. In most cases, the wait is no more than 10 to 15 minutes.

If you come for walk-in service, but you really need to talk with an adviser about your case, you may have to schedule an appointment and return at another time. The adviser assigned to your case will meet with you if he or she can, but often they have other appointments and duties scheduled all day. Do not expect to “walk-in” and see an adviser for a detailed discussion of your case. Do not expect to “wait until an adviser is free,” as this could be a very long wait – even all day. If people have made appointments in advance it is not fair to them to have their appointments interrupted or cut short to deal with a walk-in case. We wish to respect the importance of everyone’s time, and give each person our full attention during his or her scheduled appointment.

SCHEDULED APPOINTMENTS

To save you time and prevent frustration, it is often best to schedule an appointment if you need to discuss future plans, changes in your immigration classification, changes in your work or study, transfers, and so on.

You may schedule appointments with advisors by telephone or by e-mail. Please see telephone and e-mail contact information in our Office Staff Directory

We know that you are very busy. It is most efficient if you e-mail the adviser giving several days and times that are best for you. The adviser will try to accommodate your schedule.

BE PREPARED FOR YOUR APPOINTMENT

If you are coming to submit a request or application, please be advised that you will find almost all of the necessary materials on our web site at: www.visaservices.duke.edu. For most of your needs, you should review the web site and download the necessary forms before meeting with an advisor. The informational materials and forms generally explain the process and list all of the required documents students/scholars must bring in order to submit their application or request.

Do not bring “some” of the required documents and plan to bring or send the others “later.” This only means that you will have to make two appointments and two trips. Everything will go faster if you are prepared for your appointment. In almost all circumstances you will need to bring at least your passport, I-94 card, and Form I-20 or DS-2019.

THANK YOU for taking the time to read the appointment scheduling process. We look forward to working with you.