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International Scholar Dossier (ISD) Scholar Manual
UC San Francisco
Providing the highest quality of
service in areas that support the
social, cultural and immigration
needs of the international
community at UCSF.
William J. Rutter Center 1675 Owens Street, Room CC-290 San Francisco, CA 94143
(415) 476-1773 [email protected]
Revised 06.12.2015 HMN
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Table of Contents Enter “CRTL” and click mouse over link to go directly to the page.
Welcome to ISD
3
System Overview
4
Changing Your Password
5
Introducing “Tabs”
6
Instructions for Completing Tabs
7
Tab 1: Biographical
8
Tab 2: Address
9
Tab 3: Position in Home Country
10
Tab 4: Passport and Visa Information
11-12
Tab 5: Education
13
Tab 6: Other:
Current US Institution Dependent-Specific (if applicable) Dependent-General (if applicable)
13
Attaching Documents
14
Required Documents
15-16
Review and Submit Your Information
17
Sample Passport Biographic Page and U.S. Visa Stamp
18
Sample Arrival Stamp in I-94
19
Resources
20
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Welcome to ISD! ISD is a database system shared between the International Students and Scholars Office (ISSO), Human Resources (HR) and prospective international scholars at UC San Francisco. It is used to gather required information about the international scholar’s program in order to create the visa documents.
The information you enter into this system is confidential and is used only by the university for official purposes. If you have any questions about using the ISD system, please contact your UCSF Human Resources (HR) representative. We would like to recognize and thank our colleagues at the UC Berkeley International Office, especially Sook Hollingshead, for creating the original version of this manual. UC Berkeley has been a tremendous source of support in UCSF’s efforts to launch ISD.
Purpose of Manual This reference manual gives answers to the most frequently asked questions for completing the ISD system. Please contact your UCSF Human Resources (HR) representative if you have any questions about ISD.
Tips for Success
1. Document Uploading: Upload all required documents (pps 15 and 16) to your computer
before starting ISD data entry.
2. Browser Compatibility: ISD is compatible with Internet Explorer version 8.x and above, and
Mozilla Firefox version 3.5.x and above. Use of other browser software (Safari, Google
Chrome, etc.) may cause errors.
3. Document Access: Have your passport available while completing ISD. If you have previously
visited the U.S., have copies of immigration documents available as well.
4. Password: After logging into ISD for the first time, change your password (p 5).
5. Save Your Work: Click “Save” after completing all required fields within each Tab. You will not be able to save information if you do not complete ALL required fields within the current Tab. After 15 minutes of inactivity, ISD will automatically log you out of the system and will not save your information unless you have clicked “Save” first.
6. Asterisks: Fill in all required fields marked with a red asterisk (*).
7. Returning to ISD: You can return to ISD at any time to complete the information if you are
not able to do so in one session.
8. Log Out: Log out when you are finished. ISSO and HR cannot access your ISD record if you
are logged in at the same time.
9. Punctuation Marks: Do NOT use punctuation marks, accents, cedillas or combined letters (such as “æ”). Use ONLY English characters (the English translation may be found on the bar code of your passport biographic page). See Sample Passport (p. 18).
10. Last Name: When entering your last name, make sure that it is entered in all CAPITAL letters
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System Overview Your UCSF HR representative will send an email with your ISD login information. ONLY your UCSF HR representative can grant you ISD access. ISSO is unable to grant scholars ISD access. Once you receive your login information from HR, complete the ISD data entry required and upload documents. A brief overview of the ISD data entry system (with detailed instructions within the following pages):
1. Log in and change your ISD password. 2. Edit your personal information on the following tabs:
a. Biographical b. Address c. Position in Home Country d. Passport and Visa e. Education f. Current US Institution g. Dependent-Specific (if applicable) h. Dependent-General (if applicable)
3. Attach required documents. A detailed description of the documents you
must attach can be found on pages 15-16.
4. Review and submit your ISD information to your HR representative.
5. Contact your HR representative for questions or updates on the status of your case.
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Login and Change Your Password
1. With the Username and Password provided to you by your UCSF HR representative, login to the ISD system. Copy and paste the username and password from the email to minimize login problems.
2. Change your password. Click My Account at top right of the ISD welcome page. 3. Enter a security question and answer you will remember if you lose your password. 4. Copy and paste the password provided to you in the email message from your HR
Representative into “Old Password”.
5. Enter a new password of your own choice into “New Password”. Confirm by re-entering your new password. Click Save.
6. Note your password for future reference. Passwords can be reset by your HR representative if necessary.
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Introducing “Tabs” In ISD, there are different sections that you must complete. We refer to these as “Tabs.” To find the Tabs, click Edit Personal Information in the left menu of the ISD.
Note the blue navigation menu bar across the page with the following Tabs: 1. Biographical 2. Address 3. Position in Home Country 4. Passport and Visa 5. Education 6. Other:
Current US Institution Dependent-Specific (if applicable) Dependent-General (if applicable)
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Instructions for Completing Tabs
1. Click on each Tab to access the required data fields.
2. Complete all applicable fields, including all the data fields noted with a red asterisk (*).
3. SAVE each tab after completing the information (Note: You will not get confirmation after saving nor be prompted to go to the next Tab).
4. Click on the next tab. Continue steps 1-3 until you have completed all of the tabs listed above.
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SAVE
Tab 1: Biographical Information
Passport Name
Enter your name as it appears in your passport using the following rules:
• Use ONLY English characters (the English translation may be found on the bar code of your passport biographical page).
• Enter your last name using all CAPITAL LETTERS.
• Do NOT use punctuation marks, accents, cedillas or combined letters (such as “æ”).
• Substitute a space in place of any hyphens (-).
• For example, instead of “Françoise Bæder-Hoff,” type “Francoise BAEDER HOFF.”
Passport Surname/Last Name Enter last name in all CAPITAL LETTERS.
Passport First Name Include any middle names in this field, if applicable.
Birth Information
City of Birth
Indicate province if city is not known or not applicable.
Country of Citizenship
Select from drop-down list.
If you have dual citizenship, select country which issued the passport you will use to enter the U.S.
Country of Legal Permanent Residence
The country where legal permanent resident status has been granted by the federal government of that country.
You may or may not be currently living in the country of legal permanent residence.
Click before proceeding to the next Tab.
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SAVE
Tab 2: Address Information
To update addresses, click on the “Edit” button at the right.
• Local Address:
• If you are inside the U.S., enter your local U.S. street address in Line 1. List your apartment number in Line 2.
• If you are outside the U.S., leave the address fields blank.
• List an email address that will be active while at UCSF. This may be a personal email address.
• Notify your ISSO Scholar Adviser if you are currently within the U.S. and applying for a change of status.
• Permanent Address:
• Is this a current address? Make sure this states, “No,” even if it is your current address.
• Enter your Permanent Address and Phone Number abroad.
• Mailing Address:Enter the Mailing Address where your visa documents will be sent. Leave this section blank if you would like yourlegal documents to be mailed to your Permanent Address.
Click before proceeding to the next Tab. Return to Table of Contents
“No” must always be listed here.
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SAVE
Tab 3: Position in Home Country
Click before proceeding to the next Tab.
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Position in Home Country (Enter Data if J-1 Request; Designate “N/A” in 3 fields if H-1B Request)
Most Recent Position (or occupation) Held in Home Country (Professor, Researcher, Grad Student, Undergrad Student, etc)
Enter the last position or occupation held in home country. Use only 1-3 words for your title.
If you are a student, specify the level of schooling in which you were enrolled (i.e. undergraduate or graduate).
Name of Institution for above position
Enter the company, organization or school name (not necessary to list Department name).
Employer Type
Enter the type of institution for current position held: educational, medical center, private company, city or government institution, OR other. Do not list other types of organizations.
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Tab 4: Passport and Visa Information
Current US Institution
Requesting a change of status to J-1 or H-1B from within the U.S.?
If you are currently in the U.S. and will be changing status select “yes,” and contact your UCSF International Scholar Adviser to discuss the process.
Transferring to UCSF from another U.S. university?
Indicate if you are currently within the U.S. and if you will be transferring your program to UCSF. Detailed J-1 scholar transfer eligibility information is available on the ISSO website. Be sure to complete the J-1 Transfer In form.
If currently in the U.S., immigration status listed on I-94.
This includes F-1, J-1 student, J-2 dependent, J-1 intern, etc. The list is in alphabetical order.
Prior Visa History
Currently subject to two year (212e) home residency requirement?
If you have never been in the U.S. in J status, have never been subject to the 2-year (212e) residency requirement, or have received a waiver of the requirement indicate “No”. If subject to the requirement, indicate “Yes”.
Has the scholar ever been a J-1 exchange visitor or J-2 dependent within past 24 months?
This includes J-1 student, J-2 dependent, J-1 intern, etc.
Received a waiver of two year (212e) home residency requirement?
Indicate if you have received a waiver of the 212e.
H Visitors Only (although red asterisks not indicated, these fields are required for those seeking H-1B status)
Previously been to the U.S. on H-1B or L status?
Indicate Yes/No
Total prior months in H-1B status.
Indicate number of months
Most recent U.S. arrival date.
Indicate day, month, year as indicated on your I-94 card
If currently in U.S. and scholar plans to travel outside of the U.S. prior to requested UCSF status, list travel dates.
Travel plans can affect the time frame and process for change of status, transfer, and extension cases.
Contact your ISSO Scholar Adviser if you will be traveling abroad.
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SAVE
Tab 4: Passport and Visa Information (continued)
H Visitors Only (although red asterisks not indicated, these fields are required for those seeking H-1B status) Has the scholar ever been a J-1 exchange visitor or J-2 dependent within past 24 months?
This includes J-1 student, J-2 dependent, J-1 intern, etc.
H Visitors Only (although red asterisks not indicated, these fields are required for those seeking H-1B status)
If currently in the U.S., I-94 number and I-94 expiration date.
If appropriate, print your electronic I-94 card at https://i94.cbp.dhs.gov/I94
Petition for U.S. permanent residency (green card) pending?
Indicate Yes/No
Scholar’s Passport Number and Passport Expiration Date
Indicate here
Indicate city and country where scholar will apply for an H-1B visa stamp, if applicable (Canadian citizens exempt)
Visas cannot be obtained in the U.S.
If you are a Canadian citizen, indicate the Port of Entry or Pre-Flight Inspection location.
Is H-1B scholar in exclusion or deportation proceedings?
Indicate Yes or No
Click before proceeding to the next Tab.
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SAVE
Tab 5: Education The data fields in this section are self-explanatory. Fill in the name of your highest degree and the year it was earned. If you have any questions, contact your HR representative.
Tab 6: Other
Current US Institution (if applicable)
Currently in U.S. position at another institution? If yes, name of current U.S. institution
Dependent-Specific Complete this section only if your legally married spouse and/or unmarried child under 21 years of
age will accompany you in the U.S. as a J-2 or H-4 dependent.
All information must be completed if a J-2 or H-4 dependent will be joining the scholar (even though there are no red asterisks).
For each dependent, add a new record by clicking “Add New” and completing all the fields.
Dependent- General
Is scholar’s family currently in the U.S.? If scholar does not have family members, select “No”.
If yes, indicate status for family members as listed on their I-94 (i.e. J-2, F-2, etc.). Please specify status for each dependent. Leave blank if not applicable.
If yes, will dependents stay in the U.S. to apply for a change of status? Leave blank if not applicable.
Contact your ISSO Scholar Adviser if dependents will be applying for a change of status within the U.S.
All information must be completed for scholars with dependents accompanying them as J-2 or H-4 visitors (even though there are no red asterisks).
Click before proceeding to the next Tab.
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Attaching Documents - Instructions Before submitting an ISD record to HR, all required documents must be attached. Attachments cannot be larger than 4 MB. The following are acceptable file formats:
Bitmaps (*.BMP) • Microsoft Word documents (*.DOC)
• Compuserve Graphics Image Files (*.GIF) • JPEG files (*.JPG)
Adobe Acrobat files (*.PDF) • Text files (*.TXT)
Excel spreadsheets (*.XLS) • xZipped files (*.ZIP)
To attach documents:
1. Bundle all required documents into one attachment and save to Desktop. 2. Click Attach Documents on the left navigation bar. 3. Click “Browse” to locate the single file you will upload, and select the document. 4. Click “Document Name” and enter a description (i.e. “Documents for Kevin LONG”).
5. Click Save.
Should the visitor have questions about the required documents, the HR representative should be contacted.
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Must be check marked
Leave Blank
Documents for (Scholar Name)
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For Initial J-1 Requests If you are currently outside the United States, and will be entering as a new J-1 scholar, include clear copies of the following:
Identity/biographical page of your passport Showing name and date of birth of the scholar
Identity/biographical page of your family’s passport(s) (if applicable)
Previous DS-2019 forms for you and your family For current and/or previous stays in J-1 or J-2 status in the past 2 years
Proof of funding for any sources other than UC San Francisco. Include currency conversion. Minimum funding requirements on ISSO website.
For Transfer of J-1 Programs If you are currently in J-1 status at another United States institution, and are transferring to UC San Francisco, include clear copies of the following:
Completed Transfer In form (current U.S. school
signs)
Identity/biographical page of your passport Showing name and date of birth of the scholar
Identity/biographical page of your family’s passport(s) (if applicable)
Your most recent DS-2019 form
Your family’s most recent DS-2019 form(s)
Proof of funding for any sources other than UC San Francisco. Include currency conversion. Minimum funding requirement on ISSO website.
Copy of the paper or electronic I-94 record https://i94.cbp.dhs.gov/I94
J-1 Visa stamp (if applicable)
For Change of Status from F-1 to J-1 If you are currently in the U.S. in F-1 status and will change status to J-1, consultation with a Scholar Adviser at UC San Francisco’s ISSO is required to discuss the process at least four 4 months prior to your J-1 start date. Notify your ISSO adviser if you are changing from any other status to J-1 scholar within the U.S. Include the following documents:
Identity/biographical page of your passport Showing name and date of birth of the scholar
Identity/biographical page of your family’s passport(s) (if applicable)
Proof of funding for any sources other than UC San Francisco. Include currency conversion. Minimum funding requirement on ISSO website.
Copy of the paper or electronic I-94 record https://i94.cbp.dhs.gov/I94
I-20 for you and family members
Employment Authorization Document (EAD), if applicable
J-1 Extension of Program If you are already in J-1 status at UC San Francisco, include copies of the following:
Proof of funding for any sources other than UC San Francisco. Include currency conversion. Minimum funding requirement on ISSO website.
If renewed since initial arrival, identity/ biographical page of your passport (and your family’s passports, if applicable)
Documents for J-1 Scholars to Upload UploUpload
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H-1B Documents to Attach
TRAVEL ADVISORY: ISSO strongly discourages traveling in and out of the U.S. while an H-1B petition is pending approval with USCIS. Under certain circumstances, traveling on another visa status or a previous H-1B record may jeopardize the approval of H-1B status. Please discuss your concerns about traveling abroad with the ISSO office. H-1B EXTENSION AND/OR AMENDMENT: Only documents with an asterisk (*) below are required. It is not necessary to resubmit the other listed support documents that ISSO should already have on file. ISD SUBMISSION: Log in to ISD, enter or update required data fields and upload a PDF scan with the below documents.
☐ Passport Page(s) * ∙ Most recent passport biography page(s) with date of expiration shown
☐ Degree, Diploma or Certificate ∙ Degree, diploma or certificate as proof of completion
☐ Certified Translation of Degree
(if not in English)
∙ Documents in a foreign language must be submitted with an English translation
∙ The translation can be done by anyone other than the applicant or family member
∙ Include the following statement with translator’s signature, “I, [name of translator] certify that I am fluent in [foreign language] and English, and the attached translation is complete and accurate to the best of my knowledge.”
☐ Academic Equivalency
Evaluation
∙ A general or basic evaluation of a non-U.S. degree is recommended ∙ See NACES Members at http://www.naces.org for options on evaluation
services
☐ Medical License *
(if applicable)
∙ If position involves incidental patient care, include a valid license with California Medical Board, 2113 certificate or 2168 certificate
☐ Curriculum Vitae ∙ CV with list of publications
Include any of the below if currently in the U.S. in a non-immigrant visa status (F, H, J, L, O, TN status, etc.), otherwise skip
☐ Visa Stamp(s) * ∙ All prior U.S. visa stamps issued by a U.S. embassy
☐ Most Recent I-94 Record * ∙ See http://www.cbp.gov/i94 for your most recent I-94 admissions record
☐ Form I-797(s) ∙ All prior I-797 approval notices, if previously held H, L, O or TN status
☐ Form I-20(s) ∙ All prior I-20 forms, if previously held F status
☐ Form DS-2019(s) ∙ All prior DS-2019 forms. if previously held J status
☐ Waiver of 2-year Requirement
(if subject to section 212(e))
∙ If in J status and subject to the two year home residency requirement, provide either U.S. Department of State (DOS) Advisory or Recommendation Letter to waive requirement, and/or Form I-612 Waiver Approval Notice issued by USCIS
☐ Employment Authorization Card ∙ If previously held F-1 OPT, J-2 or L-2 status
☐ H-4 Dependent Application *
(if applicable)
∙ Original Form I-539 (http://www.uscis.gov/i-539), completed & signed by dependent
∙ $290 filing fee check payable to “Department of Homeland Security” ∙ Dependents’ passport, visa, I-94, I-797, I-20, DS-2019, marriage and/or
birth certificate.
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Review and Submit to Department
1. Click Review and Submit to Department on upper left part of navigation screen.
2. If there is any missing information, it will be listed in red. Enter the remaining required information in applicable tabs and save.
3. Click again on Review and Submit to Department. Click Submit. 4. If you receive an error message while submitting your information, contact your HR
representative to determine if your information was received.
Missing Information
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Sample Passport
Sample Visa
P<USAOBAMA<<BARACK<HUSSEIN<<<<<<<<<<<<<<<
Type/Class states what visa type the visitor is authorized to enter the U.S. on.
The visa may be used to authorize entry to the U.S. on or before this date.
Passport Barcode: If you have a symbol in your name, enter your name in ISD as it appears in this section
“M” authorizes visitor to seek entry into the U.S. multiple times using this visa. If a number is written, you may enter the U.S. that many times.
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Sample Electronic I-94 form
Sample Paper Form I-94
I-94 Number
I-94 Expiration te
I-94 Number I-94 Expiration Date: Will be listed as “D/S,” or a date will be listed.
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Resources For more information about UCSF’s ISSO programs, please see the following resources:
UCSF International Students & Scholars Office http://isso.ucsf.edu
UCSF International Students & Scholars Office: Settling into SF and ISSO Events Resources: http://isso.ucsf.edu/resources Events: http://isso.ucsf.edu/events Facebook: https://www.facebook.com/UCSFInternationalStudentsandScholarsOffice Helpful information about visas, getting settled in San Francisco, ISSO events and resources to enhance your stay in the U.S.
J-1 Professors and Researchers http://isso.ucsf.edu/immigration-visas/j-1-scholars Information you need before and after your arrival.
J-1 Health Insurance Requirements http://isso.ucsf.edu/immigration-visas/for-scholars/j-1-scholars/health-insurance-requirement A description of the required health insurance coverage for all J-1 Exchange Visitors and dependents.
H-1B Temporary Workers http://isso.ucsf.edu/immigration-visas/h-1b-scholars Helpful information about visas, getting settled in San Francisco and resources to enhance your stay in the U.S.
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