Exchange Visitor Program

1
Exchange Visitor Program

• International Student and Scholar Programs
• Emory University
• 2008

2
Need to Know Basics

• Purpose of the EV Program
• Requesting a J Scholar
• Departmental Role
• PeopleSoft Issues
• Changes of Department
• Category Eligibility
• The Pre-Arrival Process
• The Visa Process
• Consequences of not checking in
• Hiring Information for J Employees

3
Purpose of Exchange Visitor Program

• To promote cultural understanding between the
  peoples of the U.S. and other countries
• The basis of inviting people to come to our
  exchange program
• A guide to determine if the J visa is appropriate
• An opportunity to develop
• relationships between Emory
• and other institutions abroad

4
The Request Process

• PeopleSoft access from Stephanie Roberts
• Review the ISSP Website http//www.emory.edu/ISSP
  /admins/j1/jnew.htm
• Read Hosting an Exchange Visitor
• Review Exchange Visitor Information Form
• Complete Departmental Request Form (DRF) 3 pages
• Complete Compliance Form 2 pages
• Provide all supporting Documents

5
PeopleSoft Issues

• Training is required to obtain a login and
  password.
• Contact Stephanie Roberts by email if you have
  technical difficulties with your request in
  PeopleSoft. Stephanie.roberts_at_emory.edu

6
Requesting Access to ISSP Functions

• Only you or your Supervisor can request access.
• A Dean, Director, or Specified Name Approver for
  your department must approve ISSP Functions
  access.

7
Requesting Access to ISSP Functions

• To request access, visit http//emory.hr.emory.edu
  /isspaccess

8
Requesting Access to ISSP Functions

• Login using your Emory username and password.
• Under Request or Edit Access, click on ISSP
  Functions
• Choose Request access to ISSP Functions

9
Requesting Access to ISSP Functions

• Follow the directions on the request page.

10
Requesting Access to ISSP Functions

• Once you have submitted your access request, you
  should receive a response from the ISSP office
  within 5 business days (usually much sooner).
• If your access is approved, you will receive a
  PowerPoint via email that will walk you through
  the process of creating and submitting a request.
• Remember that ONLY department administrators can
  submit requests via this system! J-1 scholars
  cannot access the system themselves.

11
Accessing ISSP Functions

• Login to Peoplesoft HR as usual
• Navigate to HRWeb
• You will see a new section called ISSP Functions

12
Creating a New Request

• You will need to enter information in the
  following areas in order to create your request
• Bio/Demo
• Passport/Visa/Entry
• Dependents
• School/Duties
• Dept. Contact
• J1 Visa Funds (J-1 only)
• Notes/Submission
• The information you receive after your access is
  approved will walk you through each of these
  screens.

13
Using Lookup Fields

• Many fields in the request have a small
  magnifying glass next to them. Clicking this
  button will bring you to a page where you can
  search for the correct value.
• When searching, you should remember three main
  things
• Always put your search terms in the box labeled
  "Description". All the other fields should be
  blank.
• Change the drop down box next to the word
  "Description" from "Begins With" to "Contains".
  This will find your search term anywhere in the
  results rather than just at the beginning.
• It is always OK to search for just part of a word
  or phrase. This is often faster and more
  effective than trying to figure out exactly what
  Peoplesoft is looking for.

14
Case Sensitivity

• The other very important thing to remember when
  searching for value is that Peoplesoft is CASE
  SENSITIVE in searching! This can be an issue
  when looking for department names, CIP codes,
  etc.
• Example Searching for chemistry would return
  Biochemistry, but not Chemistry. Likewise,
  searching for Chemistry would return Chemistry
  but not Biochemistry.
• There are two suggestions for dealing with this,
  keeping in mind the tips already given above.
• Search once with the first letter of your
  description capitalized, and once with it lower
  case.
• OR, you can simply leave off the first letter.
  Searching for hemistry will return Chemistry
  AND Biochemistry.

15
CIP Code Search Example
16
Tricky Fields

• A few fields aren't quite as self-explanatory as
  we might like.
• Department ID This is your department number. It
  should begin with a U.
• Field of Work This should be the general field
  in which the person will be working. An example
  might be "Biochemistry", or "French Language and
  Literature." Remember to search for just part of
  the field to see what is available.
• Position in Home Country This applies only to
  J-1s. Most of the time, these visitors are coming
  from a university. Do a search, and put
  "University" in the description field on the
  lookup page. This should help find a match.

17
Supporting Documents

• DRF Hard copy
• Proof of finances
• Description of Exchange Agreement
• Copy of offer letter
• Compliance Form w/ original signatures
• Dates of the Program and English Proficiency
• Curriculum Vitae
• Proof of Degree
• Passport ID page, if available
• Copies of any previous DS-2019 forms
• Dependent information

18
Processing Time at ISSP

• 5-10 business days from the day all the materials
  are received at ISSP to complete the request

19
Departments Role

• Determine exchange
• agreements
• Invite scholars
• Screen eligibility / Verify credentials
• Submit requests to ISSP
• Host the scholars as guests
• Assist with some personal / HR matters
• Provide facilities and amenities to fulfill their
  purpose for being here
• Provide information and updates to ISSP

20
Exchange Agreements

• There should be an agreement of some sort
  between Emory and the individual scholar or
  institution.
• A job offer / a salary / compensation
• A position offer / use of facilities, etc.
• An invitation to participate
• The scholar agrees by accepting
• the offer.
• Written details should be
• provided to ISSP.

21
Eligibility of the J

• The choice of the J is determined by
• Description of activity
• Degree level / experience of scholar
• Length of program
• Looking at any previous J experience in the past
  2 years

22
J Visa Categories

• Research Scholar
• Professor
• Students
• Non-Degree Students
• Specialists
• Short-Term Scholars
• Student Interns

23
Reporting Changes

• Even subtle changes can be major problems for an
  exchange visitors situation.
• Changes are required to be reported to ISSP
• Address / Legal name change
• Funding
• Location of work / sites of activity / department
• Employment authorization
• New supervisor
• Leave of absence
• End of Program and/or Termination

24
Pre-Arrival Materials Sent

• NEW SCHOLAR
• DS-2019
• Cover Letter from ISSP
• Insurance Brochure
• EV Brochure from Dept of State
• SEVIS Fee Instructions
• Welcome Newsletter
• Business Card

• DEPARTMENT
• Notification of Reporting Requirement Memo to
  Supervisor
• Copy of DS-2019
• Copy of Cover Letter
• Copy of SEVIS Instructions
• Make sure these are read carefully!

25
The Visa Process

• The J documents we issue are not the visa, but
  will help in getting the visa.
• You can read about the visa process in the
  Welcome Newsletter, on our website, and on the
  Department of State website.
• Visa processing times vary.
• Allow10 working days at ISSP after complete.
• Allow an additional 2 4 months for visa
  application processing and security checks.

26
New Scholar Check-In at ISSP

• Check-in and orientation are required by law.
• Scholar brings passport, DS-2019, I-94 card, and
  any other documents for review and copying.
• Two-Hour orientation is provided.
• Immigration rules are reviewed and discussed.
• SEVIS record is updated.
• Scholar is now in active status.

27
Orientation Topics

• Immigration Regulations
• Documents copied
• Health Insurance
• Emory Card
• Banking
• Transportation
• Social Security Number
• Housing

• Local Culture
• Etc.

28
Consequences of Not Checking In

• SERIOUS TROUBLE!
• If an exchange visitor arrives to the U.S. and
  does not check in before the deadline, his/her
  name will automatically appear on a No Show
  list. This list will alert DHS Officials and at
  some point in the future, they will begin to look
  for these individuals.
• Scholars may not have the opportunity to continue
  and will be expected to leave the country, if
  they have not checked in on time.
• Please verify that your scholar did actually
  attend the ISSP orientation and check-in. (Many
  scholars have attended the HR orientation
  thinking that was the one that ISSP has.)

29
SEVIS (Student and Exchange Visitor Information
System)

• Computer database for reporting to the Department
  of Homeland Security
• Required to enter certain data
• Used to issue the Form DS-2019

• Used to report changes and updates of information

30
Transfers to Emory

• Request is submitted as usual.
• Document is issued only after current institution
  authorizes the date of release of the SEVIS
  record.
• DS-2019 given on first day of program.

• Transfer is coordinated between the 2
  international offices.

31
Extensions

• Request is required as usual, but only with
• DRF hardcopy
• Compliance form with original signatures
• Copy of insurance

• Change only the new end date!

32
Change of Department

• MUST wait for approval!
• New department submits request as usual.
• Old department must be made aware.
• Changes must be in PeopleSoft.

• New DS-2019 may or may not be needed.

33
Communication is the Key

• AdminNews Listserv e-news monthly
• Students/Scholars Listserv e-news bi-weekly
• ISSP Website
• Limited walk-in Assistance
• Individual Assistance / Email
• Notification Memos
• How can ISSP best communicate important messages
  to you and to faculty / supervisors of scholars?