The U.S. Department of State’s Bureau of Consular Affairs oversees visa issuance at U.S. visa posts worldwide. Sometimes the visa post can’t immediately approve a visa application and will request additional time for processing, which is referred to as Administrative Processing.
Administrative processing may be conducted for a variety of reasons. In higher education, it’s most often invoked when there’s concern the field of research may have military applications or concerns about ties to hostile foreign governments or organizations. These types of checks are referred to as Security Advisory Opinions (SAOs).
Although this process is classified as secret, we do know that once a Consular Officer flags an application for an SAO, the case file is sent to the Department of State in Washington, DC and then distributed to a reviewing security or scientific agency for clearance. Once the reviewing agency clears the application, the visa post can then issue the visa stamp. The review typically takes at least 90 days.
Administrative Processing Questions
How do I know if my application was flagged for administrative processing?
In most cases, when you apply for your visa, the Consular Officer will provide you with a handout stating your visa was “refused under 221g” and/or “subject to administrative processing.” You may be asked to provide supplemental information about your research or biographical background using a separate form. You or your PI can typically respond to the request if it’s specific to your research. ISSO does not have a template letter for responses, as each request for additional information is unique to the applicant. Sometimes visa posts don’t mention the administrative processing at all, so if the visa issuance is taking longer than the stated processing times, you should follow up directly with the visa post via email.
How can I avoid administrative processing?
If the Consular Official doesn’t clearly understand your research or believes that your research may have a military application, they are obligated to make the referral. When interviewing, be prepared to discuss your research in the most basic non-technical language possible so that non-scientists can understand. We also recommend bringing your CV, your PI’s CV and a copy of your lab or program’s webpage explaining your research. You can present the documentation if requested.
How long does administrative processing last?
The Bureau of Consular Affairs considers 90 days to be the normal processing time. Most cases are resolved in a few weeks, but some can last for several months. A few can last over six months. The duration of administrative processing often correlates to the volume of visa applications that consulates are processing worldwide, so we usually see an increase in administrative processing around January 1 and the summer holidays.
Can I expedite administrative processing?
Congress and U.S. security agencies view SAOs as vital to national security which make it difficult to influence the process. It’s important to also point out that once an application has been flagged for administrative processing, the visa post where you applied has no control over the process and neither does your academic institution —your case is sent to a government office in Washington DC for processing. Therefore, reaching out to the embassy during Administrative Processing will usually not result in meaningful feedback. Unfortunately ISSO is also unable to influence your case when in administrative processing.
What do I do if my UCSF start date passes but the administrative processing is not completed? (J-1 Visa holders)
The ISSO requires J-1 visa holders to check in within 20 days of the start date listed on their DS-2019. However, if your case is in Administrative Processing, this may not be possible. In this situation, notify your ISSO Adviser of your delay. The ISSO will work with UCSF’s Human Resources to amend the start date on your DS-2019 to a date that is at least 2 months from the current date on your DS-2019. If more time is needed, another amendment will be processed (there is no limit on the number of amendments). Once the Embassy emails you with a notice that your visa has been approved, please contact your ISSO advisor who will then mail your updated DS-2019 with the new start date, which you can present to the embassy when collecting your visa stamp.