HOSTING/HIRING FOREIGN NATIONAL VISITORS SCHOLARS AND EMPLOYEES
iSTART DEPARTMENTAL USER GUIDE
PRESENTED BY:
THE DIRECTORATE OF INTERNATIONAL STUDENT & SCHOLAR ADVISING (DISSA)
HOSTING/HIRING FOREIGN NATIONAL EMPLOYEES AND SCHOLARS
• THE MAJORITY OF FOREIGN NATIONAL EMPLOYEES, SCHOLARS AND VISITORS WILL NEED TO BE PROCESSED IN iSTART BY THE HIRING OR HOST DEPARTMENT.
• J-1 SCHOLAR ADVISING ADVISES AND ASSISTS PRIMARILY WITH REGARD TO J-1 SCHOLARS.
• FACULTY ADVISING ADVISES AND ASSISTS ELIGIBLE H-1B, TN, O-1, AND E-3 EMPLOYEES WITH REGARD TO VISA AND EMPLOYMENT-BASED SPONSORSHIP FOR PERMANENT RESIDENCY.
• BEFORE A FOREIGN NATIONAL CAN BEGIN WORKING, CONDUCTING RESEARCH, ETC., J-1 SCHOLAR ADVISING OR FACULTY ADVISING MUST APPROVE THE APPROPRIATE iSTART eFORMS.
• NOTE: INTERNATIONAL STUDENT ADVISING ADVISES AND ASSISTS ELIGIBLE UNDERGRADUATE INTERNATIONAL STUDENT INTERNS.
• NOTE: THE DIRECTORATE OF INTERNATIONAL STUDENT AND SCHOLAR ADVISING (DISSA) DOES NOT ADVISE OR ASSIST INTERNATIONAL VISITORS IN B-1/B-2 OR VISA WAIVER VISA STATUSES.
GLOBAL PROGRAMS/DISSA ORGANIZATIONAL STRUCTURE
Global Programs
Directorate of International Student and Scholar Advising (DISSA)
INTERNATIONAL FACULTY ADVISING
Zoe Guy
• Assistant Director
Lisette Hickok
• International Faculty Adviser
Michael Madeira
• International Faculty Adviser
Ping Yu
· International Faculty Adviser
Allison Wicks
• Program Assistant
INTERNATIONAL FACULTY ADVISING CONTACT INFORMATION
Telephone Email Address Advising
• (814) 865-0423
•
• 402 Boucke Building, University Park, PA 16802
• By Appointment
J-1 SCHOLAR ADVISING
Jessica Gardner
• Assistant Director
Bernadette Bove
• J-1 Scholars Adviser
Allison Wicks
• Program Assistant
J-1 SCHOLAR ADVISING CONTACT INFORMATION
Telephone
Address
Walk-In Advising
• (814) 863-2631
•
• Check-in at the DISSA Advising Desk: 408A Boucke Building
• Monday, Tuesday 1:30pm-4:30pm Thursday, Friday 8:30am-11:30am
REQUESTING ACCESS TO ISTART
LOG INTO iSTART USING YOUR PSU ACCESS ACCOUNT BY CLICKING ON THE ADMINSTRATIVE SERVICES FOR UNIVERSITY DEPARTMENTS LINK
REQUESTING ACCESS TO ISTART
1 - CLICK ON DEPARTMENTAL SERVICES
2- CLICK ON DEPARTMENTAL ACCESS REQUEST 3 - COMPLETE DEPARTMENTAL ACCESS REQUEST 4 - CLICK REQUEST ACCESS
*ALWAYS SELECT “SCHOLARS” AS THE CAMPUS LOCATION*
NOTE: ONLY THE PERSON IN NEED OF ACCESS CAN REQUEST ACCESS
PROCESSING FOREIGN NATIONAL EMPLOYEES AND SCHOLARS IN ISTART
• EACH NONIMMIGRANT AND IMMIGRANT SECTION CONTAINS 4 SLIDES
• GENERAL INFORMATION ABOUT THE VISA STATUS
• OVERVIEW OF THE PROCESS WITH THE VARIOUS ENTITIES AND SYSTEMS
• DETAILS OF THE PROCESS PER PERSON
• iSTART PROCESS; THE REQUIRED eFORMS AND DOCUMENTATION
General Information
Process Details & Timeline
Process Overview
iStart eForms & Required Documents
PROCESSING FOREIGN NATIONAL EMPLOYEES AND SCHOLARS IN iSTART
• AFTER REVIEWING THIS GUIDE, YOU SHOULD BE ABLE TO DO THE FOLLOWING:
• ADD A NEW PERSON TO iSTART
• IDENTIFY WHICH STATUSES ARE PROCESSED BY J-1 SCHOLAR ADVISING
• IDENTIFY WHICH STATUSES ARE PROCESSED BY FACULTY ADVISING
• INITIATE REQUESTS IN iSTART
• REVIEW YOUR OPEN CASES
FEDERAL AGENCY OVERVIEW
Department of Labor (DOL)
Department of Homeland Security (DHS)
Department of State (DOS)
Employment & Training Administration
Customs & Border Protection (CBP)
Citizenship & Immigration Services (USCIS)
Immigration & Customs Enforcement (ICE)
Consular Affairs
Educational and Cultural Affairs
Foreign Labor Certification (PERM)
SEVIS
National Prevailing Wage Center
DEFINITIONS & TERMS
• NONIMMIGRANT VISA
• ISSUED TO PERSONS WITH A PERMANENT RESIDENCE OUTSIDE THE US BUT WHO WISHES TO BE IN THE US ON A TEMPORARY BASIS (I.E. TOURISM, BUSINESS, TEMPORARY WORK, OR STUDY).
• IMMIGRANT VISA
• ISSUED TO PERSONS WISHING TO LIVE PERMANENTLY IN THE US.
HTTPS://TRAVEL.STATE.GOV/CONTENT/VISAS/EN.HTML
COMMON TEMPORARY VISA TYPES USED TO HIRE/HOST FOREIGN NATIONALS
J-1 Scholar
TN H-1B
E-3
Uncommon
F-1 Student on OPT
O-1
Uncommon
J-2
B-1/B-2
Cannot Earn Income
J-1 Student on Academic Training
iSTART DEPARTMENTAL USER ACCESS
• THE SCREEN SHOTS DEMONSTRATE THE FOLLOWING:
• HOW TO LOG IN WITH DEPARTMENT ACCESS
• ACCESSING CLIENT CASES
• VISUAL OF WHAT GROUPED eFORMS LOOK LIKE AND WHAT PENDING FOR REVIEW MEANS
• UNDERSTANDING CLIENT ACCESS VS. 2ND APPROVER
LOG IN WITH DEPARTMENT ACCESS
Click “Administrative Services for University Departments” link
VIEWING ALL CLIENT RECORDS
VIEW CASES YOU HAVE SUBMITTED
YOU CAN CLICK ON CURRENT CASES TO PULL UP PAST CASES AND THEN CLICK OPEN CASES AGAIN TO RETURN TO OPEN CASES
CASE INFORMATION DISPLAY
TO VIEW THE STATUS OF THE REQUEST FOR THIS CASE CLICK ON THE SPECIFIC REQUEST TITLE
REVIEWING A PENDING GROUPED eFORM
The section is incomplete and needs action by the Department Administrator to either complete the section or initiate the second approver e-form to the scholar
The section is complete and no further action is needed
The section is not yet available until all other sections of the request have been completed
The section is pending review by DISSA
The section has been sent to a PI, HR, Dept. Head or Applicant as a second approver to complete. Upon completion of the 2nd approver section, it will be complete and a check-box will be visible.
The icons above are what you will see when completing the Becoming a J-1 Scholar request. Below is a brief description of other icons you may see as an iStart Departmental Services user.
Optional- Submission of this section is not required
Draft- The section has been saved to draft status by Department Administrator Submit Another- Allows for multiple submissions of the same e-form - Use ONLY for NEW requests
Follow-Up Required- The section has been saved to follow-up status by DISSA and requires action by the initiator of the request
Denied- eForm has been denied by DISSA - A NEW request must be submitted
CLIENT ACCESS VS. 2ND APPROVER
• CLIENT ACCESS ALLOWS THE DEPARTMENTAL REPRESENTATIVE TO SEND AN ENTIRE eFORM TO THE CLIENT (SCHOLAR/EMPLOYEE) FOR THEIR COMPLETION.
• 2ND APPROVER ALLOWS A HIRING MANAGER TO DESIGNATE A SECOND PARTY (APPLICANT, PI, HR, ETC.) TO COMPLETE A PORTION OF THE FORM (AUTHORIZATION, ENGLISH LANGUAGE PROFICIENCY, EXPORT CONTROL, ETC.).
TROUBLESHOOTING ISTART TIPS
• ENSURE THAT EACH PDF FILE IS SMALLER THAN 1 MB
• SCAN YOUR FILES AT 200DPI
• SCAN FILES AS BLACK/WHITE VERSUS COLOR
• CLEAR YOUR DEFAULT BROWSER’S COOKIES AND CACHE
• TRY USING A DIFFERENT BROWSER - WE RECOMMEND FIREFOX, CHROME OR SAFARI
• STILL INCURRING ISSUES? EMAIL FOR H1B, TN, E-3, 01 RELATED ISSUES OR FOR J- 1SCHOLAR RELATED ISSUES
NONIMMIGRANT VISA OPTIONS
B-1 BUSINESS VISITOR OR VISA WAIVER BUSINESS (VWB)
• PRIMARY PURPOSE
• CONSULT, ATTEND MEETING
• NO EMPLOYMENT
• PERMISSIBLE ACTIVITIES
• B-1 VISA HOLDERS OR VISA WAIVER BUSINESS (VWB) MAY PARTICIPATE IN SCIENTIFIC, PROFESSIONAL OR BUSINESS CONVENTIONS/ CONFERENCES, OR UNDERTAKE INDEPENDENT RESEARCH.
• RESTRICTIONS
• B-1 VISA HOLDERS ARE NOT PERMITTED TO ACCEPT FULL-TIME, PART-TIME OR TEMPORARY TEACHING OR RESEARCH POSITIONS.
• HONORARIUMS PERMITTED IF THE ACTIVITY LASTS NO MORE THAN 9 DAYS AND THE INDIVIDUAL HAS NOT ACCEPTED PAYMENT FROM MORE THAN 5 INSTITUTIONS IN THE PREVIOUS 6 MONTHS.
• FUNDING SOURCE
• SUBSISTENCE ALLOWANCE (PER DIEM) OR REIMBURSEMENT FOR TRAVEL AND LIVING EXPENSES PERMITTED.
• HONORARIUMS PERMITTED BUT LIMITED.
• DURATION
• B-1: 6 MONTH MAXIMUM, POSSIBLE EXTENSION
• VWB: 90 DAY MAXIMUM
• COST
• THE INDIVIDUAL IS RESPONSIBLE FOR ANY COSTS INCURRED
• ADMINISTRATIVE OFFICE
• HOST DEPARTMENT
• **DISSA IS NOT INVOLVED IN THIS PROCESS**
B-1/VWB: PROCESS OVERVIEW
Penn State Host Department
• Export Compliance Office – Visual Compliance Report
• Host Department - Letter of Invitation
Department of State
• Consular Affairs: B-1/B-2 Visa Application
Department of Homeland Security
• Customs and Border Protection: B-1 or VWB at port of entry
B- 1/VWB: PROCESS DETAILS
Host Dept. Contacts Export Compliance Office
• Complete export review process
Consular Affairs
• Visitor makes visa appointment
• Wait times vary and are unpredictable
J-1 EXCHANGE VISITOR SCHOLAR CATEGORIES
• PRIMARY PURPOSE
• PARTICIPATE IN EDUCATIONAL OR CULTURAL EXCHANGE
• PERMISSIBLE ACTIVITIES
• PERMITTED TO ENGAGE IN ACADEMIC TEACHING OR RESEARCH ACTIVITIES AS LISTED ON IMMIGRATION DOCUMENT (DS- 2019)
• RESTRICTIONS
• NO TENURE TRACK OR TENURED POSITIONS.
• INCIDENTAL OUTSIDE EMPLOYMENT ONLY IF AUTHORIZED IN ADVANCE BY J-1 SCHOLAR ADVISING
• 12 MONTH BAR PREVENTS A NEW PROGRAM IF AN INDIVIDUAL HAS HELD J STATUS (J1 OR J2) IN THE LAST 12 MONTHS FOR A PERIOD GREATER THAN 6 MONTHS
• 24 MONTH BAR PREVENTS REPEAT PARTICIPATION IN THE RESEARCH SCHOLAR AND PROFESSOR CATEGORIES UPON COMPLETION OF A RESEARCH SCHOLAR OR PROFESSOR PROGRAM
• J-1 AND J-2 MAY BE SUBJECT TO A TWO YEAR HOME RESIDENCE REQUIREMENT DUE TO THE SKILLS LIST OR RECEIVING U.S. OR FOREIGN GOVERNMENT FUNDING
• FUNDING SOURCE
• FUNDING CAN COME FROM A VARIETY OF SOURCES, INCLUDING SELF-FUNDING
• DURATION
• SHORT TERM SCHOLAR MAX. 6 MONTHS
• RESEARCH SCHOLAR & PROFESSOR 3 WEEKS TO MAX. 5 YEARS
• EXTENSIONS: INITIATED BY DEPARTMENT
• COST
• NO COST TO THE DEPARTMENT OR THE EV (OTHER THAN VISA FEES)
• ADMINISTRATIVE OFFICE
• DEPT. MUST COMPLETE REQUEST AT LEAST 2-4 MONTHS PRIOR TO START OF J EV PROGRAM TO ENSURE TIMELY ARRIVAL
• J-1 SCHOLAR ADVISING
J-1 SCHOLAR: PROCESS OVERVIEW
Penn State
•iStart: Department/Scholar/HR/EPPIC/Export Compliance Office/J-1 Scholar Advising
Department of Homeland Security
•Immigration & Customs Enforcement
•SEVIS: Form DS-2019 (processed by J-1 Scholar Advising) & I-901 Fee (paid by Scholar)
Department of State
•Consular Affairs: J-1 Visa Application
Department of Homeland Security
•Customs and Border Protection: Arrive within 15 days of the start date on DS-2019 or request a deferral
J-1 SCHOLAR: PROCESS DETAILS & TIMELINE
Export Compliance Office
P.I./Faculty Supervisor or HR:
•English Language Proficiency
•Authorization Forms
J EV (Pre-Arrival)
•Complete pre-arrival eForms on checklist, which includes:
•Upon receipt of DS-2019 pay SEVIS I-901 fee
•Schedule visa interview (except Canadian Citizens)
•Confirm Travel Plans
•Purchase insurance for self and accompanying dependents
J EV Post-Arrival
•Arrive to Penn State within 15 days of the DS-2019 start date or complete the Amend DS-2019 Program Dates eForm on his/her checklist, otherwise notify Dept./J-1 Scholar Advising to defer or cancel J EV program
•Complete J-1 Scholar training in iStart either pre-or post arrival, but before check-in
•Check-in with department and complete Document Check-in eForm via iStart within 30 days of DS-2019 start date
J-1 SCHOLAR: ISTART E-FORMS & REQUIRED DOCUMENTS
Department
P.I./Faculty Supervisor/HR/Export Comp./EPPIC
Exchange Visitor (EV)
•J1: Becoming a Penn State J-1 Scholar eForm Group
•Program Information
•Visual Compliance Certification
•Submit for DS-2019 Creation
•Document Check-in
•J-2 Dependent Check-in
– if applicable
•J1: Extension
•2nd Approver for Language Proficiency
•2nd approver for Export Control Verification
•2nd Approver for Program Information
•Authorization Forms
•Pre-Arrival
•Applicant Information including proof of funding
•Dependent (Spouse/Children) information - if applicable
•English Proficiency Certification
•I-901 Fee
•Amend DS-2019 Program Dates - if applicable
•J-1 Visa Confirmation
•Emergency Contact Info.
•Confirm Travel Plans
•J-1 Scholar Training
•Post-Arrival
•Document Check-in with Dept.
•Medical Insurance
•2nd Approver of Extension eForm
J-1 UNDERGRADUATE STUDENT INTERN
• PRIMARY PURPOSE
• STUDENT RESEARCH/PRACTICAL TRAINING TO FULFILL EDUCATIONAL OBJECTIVES FOR A CURRENT DEGREE PROGRAM AT FOREIGN INSTITUTION
• PERMISSIBLE ACTIVITIES
• PERMITTED TO ENGAGE IN PAID OR UNPAID ACADEMIC OR RESEARCH ACTIVITIES AS LISTED ON HIS/HER IMMIGRATION DOCUMENT (DS- 2019)
• RESTRICTIONS
• J-1 AND J-2 MAY BE SUBJECT TO A TWO YEAR HOME RESIDENCE REQUIREMENT BASED ON THE SKILLS LIST OR RECEIVING FUNDING FROM A U.S. OR FOREIGN GOV’T SOURCE
• FUNDING SOURCE
• CAN ORIGINATE FROM A VARIETY OF SOURCES, INCLUDING SELF-FUNDING
• DURATION
• CAN ORIGINATE FROM A VARIETY OF SOURCES, INCLUDING SELF-FUNDING
• ADMINISTRATIVE OFFICE
• DEPT. MUST COMPLETE REQUEST AT MIN. 60 DAYS PRIOR TO START OF J EV PROGRAM
• INTERNATIONAL STUDENT ADVISING
•
• 1-814-865-6348 OPTION #2
J-1 STUDENT INTERN: PROCESS OVERVIEW
Penn State
• iStart: Department/J-1 Student Intern/International Student Advising
Department of Homeland Security
• Immigration and Customs Enforcement
• SEVIS: Form DS-2019 and DS-7002 (processed by International Student Advising)
Department of Homeland Security
• Customs and Border Protection: Must arrive within 4 days of days of start date on DS-2019
J-S TUDENT INTERN: ISTART E-FORMS & REQUIRED DOCUMENTS
Department Exchange Visitor (EV)
• Intern: Undergraduate – Initial Request eForm
• 2nd Approver of Initial Request
• Student/trainee Intern Application
• Intern Agreement Form
• Passport
• Evidence of University Status
• CV/Resume
• TOEFL/IELTS Score Certification
• Evidence of Funding
• Evidence of Health Insurance
H-1B TEMPORARY WORKER
• PRIMARY PURPOSE
• EMPLOYMENT
• PERMISSIBLE ACTIVITIES
• H-1B MUST HAVE AN ACADEMIC OR RESEARCH, FULL-TIME POSITION, INCLUDING BUT NOT LIMITED TO TENURE TRACK POSITIONS.
• H-1B VISA HOLDERS SPONSORED BY PENN STATE MUST WORK AT PENN STATE IN THE JOB LISTED ON H-1B PETITION; ANY CHANGE IN EMPLOYMENT MAY REQUIRE A NEW H-1B PETITION.
• RESTRICTIONS
• NO EMPLOYMENT WITH OR PAYMENTS FROM ANOTHER EMPLOYER UNLESS THAT EMPLOYER HAS FILED A CONCURRENT H-1B PETITION.
• MUST BE PAID A WAGE THAT MEETS OR EXCEEDS THE PREVAILING WAGE OR THE ACTUAL WAGE.
• FUNDING SOURCE
• INDIVIDUAL MUST BE ON PENN STATE’S REGULAR PAYROLL.
• DURATION
• INITIAL PERIOD: UP TO 3 YEARS
• EXTENSIONS: UP TO 3 YEARS PER EXTENSION
• MAXIMUM: 6 YEARS
• COST
• THE HIRING DEPARTMENTS PAY DHS FEES FOR ALL H-1B PETITIONS
• STANDARD PROCESSING/BASE FEE: $460
• ANTI-FRAUD AND DETECTION FEE (INITIAL PETITIONS ONLY): $500
• PREMIUM PROCESSING: $1225
• THE INDIVIDUAL COVERS DHS FEES FOR HIS/HER FAMILY MEMBERS
• ADMINISTRATIVE OFFICE
• DEPARTMENT MUST INITIATE INITIAL AND EXTENSION REQUESTS FOR SPONSORSHIP AT LEAST 4-6 MONTHS IN ADVANCE
• INTERNATIONAL FACULTY ADVISING
H-1B: PROCESS OVERVIEW
Penn State
• iStart: Department/Employee/HR/Export Compliance Office/International Faculty Advising
Department of Labor
• Employment & Training Administration: Labor Condition Application
Department of Homeland Security
• Citizenship & Immigration Services: Form I-129, Petition for a Nonimmigrant Worker
Department of State
• Consular Affairs: H-1B visa (if outside the US)
Department of Homeland Security