Well you’ll receive congratulatory emails from your department followed by a bunch of paperwork you need to fill out, some electronically and some by post. Depending on the hospital and specialty you matched in, the kind of paperwork you receive will differ. Generally they’re vaccination forms, medical clearance, a PPD test, housing application, contact info, BLS/ACLS training, online safety courses etc. Whatever forms your program sends you, fill them out, keep photocopies, and send them back immediately so you get them out of the way and enjoy your vacation before internship. Also they may end up losing your forms, want you to redo them, or they may get lost in the mail so send things early in case you have to re-send them.
IF YOU’RE NOT IN THE LAST FEW MONTHS OF MED SCHOOL RIGHT NOW DON’T READ THIS YET, YOU HAVE ENOUGH TO DEAL WITH AND YOU’LL JUST FREAK OUT. I’M SERIOUS! DON’T DO IT! YOU’VE BEEN WARNED!!!
Send as many of the forms as you can by scanning them onto a computer and emailing them to your program coordinator or appropriate person (first ask if they’ll accept it electronically, of course) and ask them to send their forms electronically as well, if possible. You’ll save money on FEDEXing things, things will get there faster, they won’t get lost in the mail, and you’ll have electronic copies of everything and won’t have to worry about keeping a huge stack of photocopies of everything you sent. Alternatively you can fax things, but email is much faster and more reliable. Unfortunately some things will have to be sent as original copies i.e. by post. The fastest way to send/receive documents to/from the states by post is using FEDEX Express, it takes 2-3 business days. If you give your program the WCMC-Q P.O.BOX 24144 as the address you want your documents sent to, they may tell you FEDEX doesn’t accept P.O.BOX addresses, but that doesn’t seem to be the case for Doha. We have received countless packages from our various residency programs as well as from the ECFMG in Philadelphia using our WCMC-Q P.O.BOX addresses. Just let your program know that.
All of you will have to deal with this residency program paperwork that your hospital requires, and it’s really not that big a deal, just get it out of the way early. Once you get your diploma at the end of April, the registrar’s office will send a form to ECFMG requesting your ECFMG certificate, which states that you passed your Step 1 & 2. Just make sure it gets issued as soon as possible, especially if you hold a non-US passport (you’ll see why shortly). You can track the progress of your ECFGM certification on OASIS.
After this stage, your class will be divided into two groups, those with US passports, and those without. If you have a US passport, go kiss your parents thanking them for not putting you through the hell of getting a J-1 visa and stop reading this blog. Go enjoy your vacation!
If, however, you do not have a US passport, ya-lahwey, keep reading.
Non-US passport holders going for residency in the US will need something called a J-1 visa. Don’t try and get a H-1B visa or some other kind, it’s not preferred and most programs are beginning to specifically request a J-1 visa for non-US passport holders. Getting the J-1 visa was a nightmare and it ruined our vacations. I’ll try and guide you through the process so as to avoid the pitfalls we experienced. Here’s what you do:
As soon as you’ve matched, download the Initial Application for ACGME-Accredited Clinical Training Programs as a PDF from ECFMG. In this PDF you’ll find a checklist of documents that you need to send to the ECFMG so that they can issue you a paper called the DS-2019, which will allow you to apply for a J-1 visa at the US embassy in Doha.
Here are the items on that checklist:
1) CONTRACT OR LETTER OF OFFER. DO NOT, I REPEAT, DO NOT get a “letter of offer”, get a contract. Many of our letters of offer (which is just a letter written by your residency program director stating that you’ll be an employee of whatever hospital) were not accepted by ECFMG and we had to later request contracts, and that just delayed our processing. A contract typically has a place for you to sign and for your program to sign. On the J-1 visa application form checklist, they list some details that the contract should contain (salary amount, dates of employment, etc.), look through it and make sure those items are outlined in your contract. If they aren’t, ask your program to write you a contract containing all the required details, otherwise ECFMG will ask you to resend the contract. Once your program faxes you your contract, sign it and hold on to it, I’ll tell you what to do with it in a bit.
2) FELLOWSHIP PROGRAM DESCRIPTION. You’re doing a residency, not a fellowship so just ignore this item.
3) APPLICATION FOR INITIAL SPONSORSHIP. This is a one-page form contained within the PDF. This form contains 2 boxes to fill in. You can fill in Box A all by yourself. Box B has to be filled in by your TPL (Training Program Liaison). The TPL is the official contact person in your hospital who will communicate with the ECFMG. In my case, it was a lady in my hospital’s GME (Graduate Medical Education) office. You don’t pick your TPL, there’s just someone designated for this stuff. Please, please, please as soon as you download the J-1 visa application PDF, print the APPLICATION FOR INITIAL SPONSORSHIP FORM and fill out box A. Send it along with the contract you need signed from item 1 to your TPL by FedEX Express. You need the original documents with the signatures on them for these 2 documents, that’s why you’re sending them by FEDEX rather than by emailing/scanning them. Along with the contract and APPLICATION FOR INITIAL SPONSORSHIP FORM, you should send an empty, pre-addressed, pre-paid FEDEX Express package. What does this mean? It means you will send a FEDEX EXPRESS package to your TPL containing three items: 1) the contract you already signed and need them to sign, 2) the APPLICATION FOR INITIAL SPONSORSHIP form where you filled out box A and need them to fill out box B, and 3) an empty pre-paid, pre-addressed FEDEX EXPRESS package (it’s really a big cardboard envelope that you fold in half and looks identical to the FEDEX Express package in which it is contained, only it is empty and will be addressed differently, as I’ll explain). This empty FEDEX EXPRESS package should have your TPL’s address written as the “FROM” address and the WCMC-Q address as the “TO” address (in other words, the TO and FROM addresses are switched compared to the package in which this empty package is contained) that’s why it’s called pre-addressed; you’ve already written all the addresses on it. Think of it this way: when you send someone a letter and they want to reply, they have to write a letter and send it in an envelope, right? Well what you’re doing is providing the letter they’re going to send to you (i.e. the contract and APPLICATION FOR INITIAL SPONSORSHIP form which they sign) as well as the envelope they’re going to use to send it to you (i.e. the empty pre-addressed, pre-paid package that already has the address written on it and has it’s postage paid for. It’s like an envelope within an envelope). WCMC-Q student affairs will help you and the school mailroom has these kinds of packages in stock. This way, your TPL opens up the FEDEX package you sent, gets the contract signed, fills out box B in the APPLICATION FOR INITIAL SPONSORSHIP form, and puts them both into the empty FEDEX Express package that you already addressed and paid for, contained within the FEDEX package you sent. This way the TPL doesn’t have to pay any fees, visit the FEDEX office, or write any addresses, they just give it to their mail room. You want to make it as easy as possible for him/her to send these 2 forms to you as fast possible, because these are the only forms among your J-1 visa application forms that your TPL has to sign. Once you have them in your possession, you no longer need to rely on your TPL for anything and you will have total control over your application. This is very important and worth the trouble and cost of sending the pre-paid, pre-addressed packages, because a lot of the delay we experienced with our applications was because our TPL took a long time to send stuff back and forth between us the ECFMG. And whenever the TPL did send something, s/he would send it by regular, slow mail i.e. not express. Get these two forms from your TPL and you will be able to communicate with the ECFMG directly, the TPL is just a middleman and you should eliminate him/her! Supplemented with the APPLICATION FOR INITIAL SPONSORSHIP is the APPLICATION FOR J-2 DEPENDANT SPONSORSHIP. J-2 visas are for your spouse and children since they need visas to enter the states as well. If you don’t have dependants, then you don’t need to send this form. If you have questions, ask Zeinab Ammous (ammous09@gmail.com) in my class about it. She’s the only person who needed J-2 sponsorship for her family.
4) STATEMENT OF NEED: This is a letter from the Qatari government that states they need physicians in the specialty you’re going into, thereby justifying the need for you to go the states and train in that specialty. The assumption being you’ll come back to your country after you finish residency. Coming back to your country is something you can work around of course, but that’s another discussion on it’s own. The WCMC-Q registrar’s office will help you procure this document.
5) C.V. Just print out the same C.V. you used for the residency application you uploaded onto ERAS. Yes, it’s that simple.
6) $200 ADMINISTRATIVE FEE. Go to OASIS and click on “Financial Account Summary”. When a new window opens up, scroll to the bottom and click on “Make an online payment” and add $200 to your account using a credit card. It will automatically be debited from your account once your application is processed by the ECFMG. This comes out of your own pocket, the school won’t pay for it.
7) ADDITIONAL DOCUMENTS:
a. INCLUDE A COPY OF YOUR DS-2019 AND/OR IAP-66 FORM if you’ve had a J-1 visa before. You probably don’t’ have an old J-1 visa so you can just skip this step.
b. PROOF OF COUNTRY OF MOST RECENT LEGAL RESIDENCE IF THIS DIFFERS FROM YOUR COUNTRY OF CITIZENSHIP. Meaning, if you’re not Qatari, you will need a form from the Qatari government stating that you live there. Thanks to my good friend and classmate, Heba, for providing the following instructions non getting this form:
I. go to samar, ask her to prepare letter/make a phone call to Tariq Al-Sewaidy at QF. He will prepare a letter stating you are a Cornell student, you have been resident in Doha from such date to present. Make sure he places your name as is appears on your Passport and that he stamps it.
II. Take it to Immigration Office. If you’re going from tilt roundabout to Merkiah roundabout, you have to go under a bridge, right? The ministry is to the left of that bridge (near the Lebanese fruit & vegetable store), so don’t go into the tunnel, stay above ground and make a U-turn on the roundabout on top of the bridge. You’ll get to a petrol station, take your first right after it, it’s around there.
III. go to the second floor. Tell them you want "6alab shahada lil iqama" or “request of proof of residency”. They can complicate it or make it very simple. ask for the 3akeed A'atiya if they complicate it. you give them 10 riyals an they make the form for you, make sure that they stamp it (someone got it for me from a building next door. They look you up on their system, and write you a letter stating your name, how long you've been in Qatar. Problem is its in Arabic and the guy who types it up in English isn’t always available.
IV. Take it to a certified translator (i went to Al-Amal, they took 30 riyals, Location: take a right at TV roundabout, keep going straight and it's one of the shops on your right, it’s in the same area as Al-Jamiya bookstore before you get to the next roundabout). Have them translate it for you in English and you have your form!
c. OFFICIAL DOCUMENTATION OF FUNDING IF OTHER THAN OR IN ADDITION TO HOSPITAL STIPEND. Meaning, where are you getting the money to live off of during residency? The hospital, duh. Your contract from the hospital should state your salary and that’s enough. So just skip this step as well.
8) RETURN AIRBILL FOR EXPEDITED DELIVERY TO THE TPL (OPTIONAL). This is totally optional. The whole purpose of this J-1 visa application process is so you get a form called a DS-2019 (more on that later). By default, once your J-1 visa application documents are processed, ECFMG will send the DS-2019 to your TPL by regular mail, your TPL will then send the DS-2019 to you in Qatar by regular mail. I totally don’t recommend you take this default path. Nancy chose to do this and the ECFMG sent her DS-2019 to her TPL, but they forgot to address it so it sat in their office for a whole week. And Maryam’s DS-2019 somehow ended up in Chicago and was stuck there for a while. What they’re suggesting with item 8 on this checklist is to send ECFMG a pre-paid, pre addressed package addressed to your TPL along with your J-1 application forms. This way it gets sent to your TPL quicker. But I don’t recommend this since the DS-2019 will have to go through your TPL who will then send it to you. The smart thing to do is to include an empty, pre-addressed, pre-paid FEDEX Express package addressed to yourself, rather than your TPL, when you send your J-1 application forms to the ECFMG. We put the TO address as WCMC-Q and the FROM address as the ECFMG. This way, all the ECFMG has to do is place the DS-2019 form into this pre-paid, pre-addressed package and drop it in the mail. Nothing for them to fill out or fees to pay, and it will arrive in Qatar within 3 business days. This is the same principle as when you are trying to get your contract and the form with box B from your TPL. You’re basically idiot-proofing the process for them and also receiving things quicker since it’s by express. It worked out just fine for Amira and I (we did it this way) and we were able to bypass our TPL. You will need permission from both the ECFMG and your TPL in order to bypass your TPL, just send an email asking your TPL to tell the ECFMG it’s ok with him/her if you receive DS-2019 directly without going through the TPL.
9) COPY OF MEDICAL SCHOOL DIPLOMA. Ask the registrar’s office for this.
10) FULL FACE PASSPORT SIZED PHOTO. The same kind you use for US visas i.e. white-background, ears showing, no smiling, 5x5 cm. Make sure to send an original photo, they won’t accept photocopies.
Once you have all the documents on the J-1 visa checklist, scan them all on your computer for your reference and then mail them by FEDEX Express to ECFMG. Once your application is processed (may take up to 4-6 weeks maximum, but apparently we know people at the ECFMG and they get it done much quicker) they will send you a notification email telling you your DS-2019 has been sent by post. It will arrive in Doha within 3 business days of receiving that email if you did the pre-addressed, pre-paid thing I suggested. Note that your DS-2019 will not be issued unless your ECFMG certificate has been issued. You don’t need the physical certificate, you just need them to have finished processing it. You can check whether it has been processed on OASIS. This all depends on the WCMC-Q registrar’s office sending the request to have it issued as soon as possible and how fast ECFMG can process the request. Also it’s important to have all your J-1 visa application forms mailed to ECFMG early, because they don’t check their mail every day, so you may not necessarily be processed the day that your package arrives to them. You can also track the progress of your DS-2019 online at OASIS or by calling them at 00-1-215-386-5900 (by landline in Qatar) or +1-215-386-5900 (by mobile) and stating your 9-digit ECFMG/USMLE ID number. Hope you didn’t lose that number! You should keep a copy of it and everything else with Raya in case you lose it.
To summarize:
You should sign your contract and fill out box A in your APPLICATION FOR INITIAL SPONSORSHIP form. You then send these 2 papers by FEDEX Express to your TPL and include an empty pre-paid, pre-addressed FEDEX Express package addressed to yourself and from the TPL. Keep calling/emailing your TPL to sign them and send them in the pre-paid, pre-addressed package you provided. It will arrive in Qatar within 3 business days. Once you receive the APPLICATION FOR INITIAL SPONSORSHIP and contract (both of which are now signed by your TPL), gather all the other documents on your J-1 visa checklist and send them by FEDEX Express to the ECFMG along with another pre-paid, pre-addressed FEDEX package addressed to yourself and from the ECFMG. The ECFMG will process your application and send you the DS-2019 in the pre-paid, pre-addressed package you provided and it will arrive in Qatar within 3 business days. You can follow the progress of your DS-2019 on OASIS r by calling the ECFMG. While all this is happening, you should make sure the ECFMG received the paper from the registrar’s office requesting your ECFMG certificate and follow its progress on OASIS or by calling the ECFMG, because the won’t send you your DS-2019 before your ECFMG certificate is issued.
Now you can go to the US embassy in Doha and apply for your J-1 visa! You will need to bring the following items with you to the embassy. Instructions are available on the official website.
1) DS-156. Fill it out online then print it. This is the only one that has to be filled out electronically. This form also has a barcode on the right side of the page, make sure it’s clear when it prints.
2) DS-157: print it off the website, you can fill it out electronically or by hand
3) DS-158: print it off the website, you can fill it out electronically or by hand
4) DS-2019: you need the original form from the ECFMG. You cannot use a photocopy or fax copy and you cannot apply for your visa without this form. I can’t stress this enough.
5) US passport-sized photo: 5x5, full face, facing-forward, white background, no smiling. They’re very strict about the criteria. They recommend Gulf Colors as their preferred photo shop. There’s a branch very close to the embassy and one behind the Hardeez that’s right before Ramada junction as well.
6) Pink and yellow receipts from Commercial bank. You go to any branch of commercial bank in Doha and tell them you want to pay the US visa fee, it’s like 479QR. You pay the bank, and they give you 2 carbon-copy receipts, a pink one and a yellow one. Make sure you have both when you go to the embassy. And if you’re one of those people with a long name, make sure the name written on the receipt contains at least the first three names in your name.
7) SEVIS fee receipt. This is a fee you pay on the US embassy in Doha website using a credit card. It is $180. It is totally different from the $200 administrative fee you paid on OASIS and it’s totally different from the 479 QR commercial bank fee. Once you pay the fee, print an online copy of the receipt. They will mail you the original receipt eventually, but the embassy will accept a copy of the online receipt that you can just print at home. You cannot pay this fee until you receive your DS-2019 since they ask you for 2 numbers that are written on your DS-2019 form. You can do it the night before you go to the embassy.
8) Your passport – must be valid for at least 6 months after the date of your arrival to the US
9) Those are all the documents you need, but bring along a copy of your contract and any other forms you feel are important, just in case they ask. They didn’t ask us though.
Once you have all these documents and have paid all your fees. Schedule an interview for your visa at the US embassy online using the same link I listed above. Actually you can just walk in without an appointment, we all did and it was fine. You can go any day from 8:00-10:00am except Monday, Friday, and Saturday because they don’t do visa interviews on those days. The embassy opens at 7:30 am though so be there like 7:00 or 7:15 so you can be first in line and get through all the security checks otherwise you won’t get out of there till like 10:30am. The purpose of the interview is to make sure you’re not a terrorist and to convince them that you will come back to Qatar after residency. I’m not kidding. They check if your name is on their black list. I have a very common name so my name was black-listed. You will need to demonstrate “strong ties with Qatar” and tell them you want to come back and work in the hospital here and you love it etc. When they ask you “what are your plans after residency, don’t say I’m going to stay in the states and do 3 fellowships and a bunch of research” you’re coming straight back home! It’s a little game you play with the interviewer, just play along. The theoretic purpose of a J-1 is to allow you to study a certain specialty since your country is “in need” of it and then you come back to that country after you complete your training to serve that need. Most people got their visa the very next day after the interview. My name matched that of 14 terrorists on their list so they had to screen my name and it took me 2 weeks to get my visa. If your family is planning on applying for a green card, let them wait until after you have your J-1 visa!!! If your family has green cards, it weakens your ties with Qatar since it means your family will spend a lot of time in the states and you would stay with them. Don’t argue with the embassy, that’s how they see things.
Once you have your J-1 visa, you will need to enter the US with it along with your DS-2019. The immigration officer at the airport will stamp and sign it and then you present it to your hospital as proof of your J-1 status when you go for residency. The J-1 visa you are issued may be valid anywhere between 1-5 years and may be single entry or multiple-entry depending on your nationality (yes, it’s discrimination). If you have a visa that doesn’t last long then you’ll have to keep renewing it every year.
The last thing you need to start residency is your social security number. You cannot apply for a social security number until you have your J-1 visa. Sucks huh? It takes a few weeks so get the ball rolling with your residency program as soon as you arrive in the US
Get all this J-1 crap taken care of as soon as possible, because you get your medical school diploma at the end of April and residency starts mid-June to early July and you have to have your J-1 visa ready by your start date or you can’t start residency. So you’re on a very tight schedule. Because we had so much delay with our processing, 5 of us had to go to NY for graduation (school paid for ticket and hotel) and then fly back to Doha for our J-1 visa interviews since our DS-2019s hadn’t arrived in Doha by the time we left for graduation so we couldn’t schedule interviews at the embassy before travelling. Once we got our DS-2019s we interviewed at the embassy for the J-1 visa and then flew back to the states for our residency orientation (we had to pay for that trip). And the some of us had fly back to Doha AGAIN because our visas weren’t ready by the time orientation came around, so we had to fly back to Doha, pick up our visas and then re-enter the US using our J-1 visas in between orientation and the start dates of our residencies (also paid for that ticket). So think of the money spent on the pre-paid, pre- addressed FedEX Express packages as an investment. I hope you guys can avoid all the delays and BS we had to deal with by using this guide.
Remember:
1) DO EVERYTHING AS EARLY AS YOU CAN
2) IDIOT-PROOF AND STREAMLINE THE STEPS FOR PEOPLE AS MUCH AS POSSILBE AND TRY TO ELIMINATE THE MIDDLEMAN, LIKE YOUR TPL. S/HE WILL JUST CAUSE MORE DELAY.
3) KEEP HARRASSING/CALLING/EMAILING PEOPLE TO GIVE YOU THE DOCUEMENTS YOU NEED FROM THEM. YOUR FUTURE IS AT STAKE HERE. WE CALLED THE STATES NEARLY EVERY DAY DURING THE MONTH OF MAY, TO BEG THEM TO SEND OUR PAPERS, BECAUSE WE HAD SO MANY DELAYS.