ISSA Updates: Scholar Processing. International Student and Scholar Affairs Fall 2016

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1 ISSA Updates: Scholar Processing International Student and Scholar Affairs Fall 2016

2 J 1 Scholar Processes & Information ISSAlink issalink.nd.edu

3 Two J 1 Scholar Paths: Non faculty appointments (including postdocs): Host department works with Office for Postdoctoral Scholars to process appointment All other appointments: Host department works directly with Office of the Provost to process appointment

4 Non faculty appointments/postdocs Submit the following documentation to Diana Dickson in the Office for Postdoctoral Scholars 1. Scholar s CV/resume in English 2. Scholar s home address (if not on CV/resume) 3. Copy of scholar s passport 4. Request for Appointment Form (postdoc website) 5. Staff Personnel Action Form (HR website)

5 All other appointments (faculty) 1. Submit the New Hire packet to The Office of the Provost. 2. Complete faculty set up in the Faculty Profile System. Once the appointment is approved and the background check is complete, the department can request the DS 2019 from ISSA. The DS 2019 request requires an assigned NDid number in Banner, which is generated by the Office of the Provost or the Office for Postdoctoral Scholars.

6 Immigration Request Form Fill out the Immigration Request Form (ISSA website) and return to the Office of the General Counsel. If Debbie Gabaree determines that a J 1 visa is appropriate, you may proceed to ISSAlink.nd.edu. This can be done at the same time as your appointment request process, but it must be complete before you being your J 1 Request.

7 ISSAlink.nd.edu User portal to ISSA s data management system Allows department to complete a new J 1 scholar application, and update ISSA on J 1 extension requests, early terminations, & late arrivals Allows the scholar to upload documents directly

8 Process Review Process the appointment Scholar reports changes via ISSAlink.nd.edu Office of the Provost OR Office for Postdoctoral Scholars Receive Scholar NDid. *Immigration Request Form with General Counsel Complete the J 1 Applicant forms and request the new DS 2019 via ISSAlink.nd.edu Department reports updates via ISSAlink.nd.edu

9 Complete the J 1 Applicant forms and request the new DS 2019 via ISSAlink.nd.edu Department mails the DS 2019 to the scholar Scholar schedules visa appointment with consulate/embassy

10 ISSAlink Access First step: Leah at to request access. Second step: set up on ISSAlink the next day

11 ISSAlink Access

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13 New J 1 Scholar Request

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17 Client = Scholar Scholar will upload his/her: resume/cv copy of passport (and dependent s) bio pages financials (if not paid by the university) Previous DS 2019 s

18 Departments will: Upload the signed appointment letter (if not a postdoc) Confirm the General Counsel has determined the scholar is a J 1 Verify English proficiency Confirm Short term scholar or Research Scholar for apptments that are 6 months or less

19 If this is a postdoc appointment, the application will then go to Diana Dickson for approval. She will review the application and upload the signed appointment letter.

20 Short term Scholar Consideration When requesting visa paperwork for an appointment of 6 months or less, you can choose between two types of J 1 visas. Details of the Short Term Scholar category: Maximum duration of 6 months. Extensions beyond 6 months are not possible. Does not impact a scholar's ability to return to the U.S. for a J 1 program in the future Especially appropriate if the scholar is here for a very short appointment, or is expected to receive multiple, non adjacent appointments over the coming years. Details of the Research Scholar/Professor category: Maximum duration of 5 years. If appointed for a shorter term, extensions within this limit are possible. The extension request must be submitted while the current record is active. Once the program expires, the scholar will be subject to a 24 month bar that will prevent him or her from returning to the U.S. to pursue another J 1 Research Scholar/Professor program. Please note: Because these options have consequences for the scholar as well as the university, we highly recommend the scholar be consulted in the decision.

21 Final Steps of New J 1 Scholar Process 1. When both ISSAlink forms have been completed, the department will receive a confirmation from ISSA. 2. ISSA will process the DS 2019 within five working days. 3. ISSA will the department contact when the DS 2019 is ready for pickup at 105 Main Building. 4. The department is responsible for mailing out the DS 2019.

22 Responsibilities of the Department 1. Work with the appropriate Office to complete the appointment process. 2. Verify the scholar has the necessary background and English proficiency. 3. Provide scholar access to J 1 Applicant Information form. 4. Complete the Department Information form. 5. Mail the DS 2019 to the scholar. 6. Logistics regarding the scholar s arrival and life in the U.S. 7. Report scholar updates to ISSA.

23 J 1 Scholar Update Requests: Extension Requests Early Termination Late Arrivals

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28 Late Arrivals Submit the Scholar Late Arrival Form if the scholar will arrive more than two weeks later than the program start date printed on the DS If the scholar will arrive more than 30 days after the original program start date, or if the end date will change, please upload an updated appointment letter. Even if there is not enough time to get an updated DS 2019, when we amend the start date, it can be verified in SEVIS during secondary inspection at a port of entry.

29 J 1 Scholar Reporting Responsibilities: Scholar Check in Occasional Work Authorization J 2 Dependent Requests Early Departures

30 Upon Arrival: Immigration Check In All J 1 scholars are required to check in with ISSA as soon as possible after their arrival at ND, even if their program is only a few days long. This is completely separate from any check in with HR or the Postdoc Office. This step is CRITICAL so that we can report to the government that the scholar is here and has begun the program. SEVIS automatically invalidates or terminates the scholar record 30 days after the scholar start date if they have not checked in with ISSA. If SEVIS record is terminated, scholar does not have legal status in the US and cannot work.

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32 For any occasional work that is compensated (travel reimbursement, honorarium, stipend, etc).

33 Early Departures

34 Early Departures

35 ISSA Contact Information Immigration Staff Leah Zimmer Roy Bronkema Cynthia Reeves Programs Staff Heather Christensen General Information jscholar@nd.edu