Departmental Responsibility
Departmental Responsibility regarding International Students
Providing a clear explanation of the rights, responsibilities, requirements, and options to international students is a partnership between OIS advisors and the academic advisors (DGPs, Graduate Secretaries, Committee Chairs, Coordinators of Advising, and others) in the department. OIS advisors refer all academic questions students may have to their DGP or Coordinator of Advising and we routinely depend on departmental advisors’ recommendations for immigration related items such as estimated dates of completion, verification of normal academic progress, whether off-campus employment might be integrally related to a student’s academic program, etc. Certain actions that the student or department may take can have serious immigration consequences or may require pre-approval or immediate notification requirements in SEVIS. Please let OIS know of major changes with an international student’s program, funding, personal circumstances, or health.
Notification Requirements
Forward photocopies of important documents or department correspondence to OIS (e.g., award letter with funding amount, email re: cancelation or deferment, etc) |
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Notify OIS if new (or continuing) student communicates difficulty in obtaining visa and will not be able to report to campus before the first day of class |
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(Upon) Arrival |
Remind new students to check-in with OIS and attend OIS Orientation. Ensure students are registered full-time, have housing, have paid tuition, etc. and have updated their physical address in MyPack Portal |
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Pre-Completion |
Forward copies of important documents or communications or circumstances to OIS (e.g., termination of program, non-attendance, personal/psychological/legal difficulties, serious illness or accident) |
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Extension |
Communicate a realistic new completion (or submission) date when students require a program extension of their immigration documents (On-line or paper form available on OIS website) |
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Employment |
Verify normal progress, estimated completion date, full-time status, appropriateness of off-campus employment opportunity (CPT or OPT) if/when student requests (On-line or paper form available on OIS website) |
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Completion |
Inform OIS if student is terminated/suspended, decides to change program and not continue, does not return/continue after travel abroad |
Departmental Responsibility regarding International Scholars (J-1)
Providing a clear explanation of the rights, responsibilities, requirements, and options to international scholars is a partnership between OIS advisors and department staff (faculty supervisors and personnel coordinators in the department). Certain actions that the visiting research scholar or department may take can have serious immigration consequences or may require pre-approval or immediate notification requirements in SEVIS. Please let OIS know of major changes with an international scholar’s program, funding, personal circumstances, or health.
Notification Requirements and other actions re: International Scholars (J-1)
Modify appropriate EPA Offer Letter template from HR website and prepare in draft for OIS. Submit to OIS completed and signed Request for DS-2019 to OIS along with supporting documents (copy of (draft) offer letter, funding docs and passport biographical page for Scholar and accompanying family members). If the new Scholar does not already have a Social Security number, use the Temporary ID number provided by OIS to initiate appointment (new hire) in the HR system. |
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Forward copies of any changes or relevant correspondence to OIS (e.g., change in dates, change in funding amount, cancelation, etc) as soon as possible. Notify OIS if new (or continuing) Scholar communicates difficulty in obtaining a visa and will not be able to report to campus before program date indicated in item 3 of the DS-2019 (a change in dates and a new DS-2019 may be necessary). Follow-up with Scholar to make sure Scholar will arrive on-time – respond to any inquiries from OIS about incoming Scholar. |
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(Upon) Arrival |
Assist Scholar with temporary housing, airport pick-up, required paperwork, and other settling-in issues and questions. Provide departmental orientation (keys, schedule lab safety training, email instructions, personal introductions, etc.) Call for – or confirm – Scholar’s participation in weekly New Scholar Check-in program at OIS (Scholars must check in with OIS and have SEVIS record validated with local address no later than 30 days from listed Program Begin Date or record will be automatically cancelled). Late arrivals, no-shows, and cancellations must be reported in SEVIS. Ensure Scholars have updated their address in MyPack Portal. Update/complete any appointment information in Campus Community system. OIS will update visa type and any employment authorization or restrictions in Visa Permit Panel. Arrange ride to Social Security Office for Scholars who will be paid and do not already have a Social Security number. |
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For paid employees, be sure all necessary departmental and University employment procedures are met (background check, I-9, e-Verify – only after SEVIS record is verified at OIS and Social Security number has been received). Paid employees must meet with the University’s foreign national tax officer to complete tax forms. Assist new scholar with questions regarding, library usage, gym access, parking permits, etc. |
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Pre-Completion |
Forward copies of important documents or communications or circumstances to OIS (e.g., change in funding, change in site of activity, early termination, non-attendance/participation, incidental employment, personal/psychological/legal difficulties, serious illness or accident, etc. (Can be submitted through the OIS HelpDesk and online J-1 Amendment Form available on the OIS website). |
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Extension or changes |
Submit a new Request for DS-2019 (extension) if the Scholar requires or requests (and is eligible) for a program extension. Use the online J-1 Amendment Form for minor changes and updates (such as incidental payment, early completion, change in site of activity, etc). |
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Completion |
Inform OIS when Scholar completes program and leaves, is terminated, decides to change program or transfer to another program sponsor, or does not return/continue after travel abroad, etc. Scholar should complete a Departure Form. |