Policies and Practices for Managing Institutional Risk --Scholar Services

1. Policies and Practices for Managing Institutional Risk--Scholar Services NAFSA Region I Conference--October 20, 2006 Tamara Echter, University of Washington Carol Holz, University of Alaska--Fairbanks Valerie Rosenberg, Oregon State University Steve Springer, University of Texas at Austin

2. University of Texas at Austin • Approximately 50,000 students (10,000 grad.) and 18,000 staff • Steve Springer, Assistant Director of Int’l. Student & Scholar Services • Approximately 4800 int’l. students and 1100 scholars (J/H) • Student & Scholar Services • Student Services • Director of ISSS supervises 6 student advisors • Scholar Services • Assistant Director of ISSS supervises 2 scholar advisors (who process Hs and Js) and handles LPR processing • Provide H and LPR processing for two sister campuses (fee) SCHOLARS • 600 Js • 350 Hs • 150 other • 80% researchers

7. Why these positions? • Provost decided that these most directly support the two primary functions of the university: teaching ad research, and • Waivers of Provost’s policy • request submitted in writing by chair to Assistant Vice Provost (who contacts our office to discuss) and granted in writing • Overview and quirks of our H-1B and LPR processing • Almost exclusively OR/P petitions (no denials in at least 19 years) • No labor certification applications for researchers, only “special handling” for faculty (and no re-recruitment) • Part-time Hs, yes, with assurances (see next slide) • Depts. prepare much of H-1B petitions • Prevailing wage issues for post-docs in some areas • All H filing fees paid by hiring department

8. I-9s managed by HRS, but Payment Request Form by ISSS before any payment/salary • Insurance • Scholars not employed by UTA can purchase student health insurance plan • Insurance Advisor assists • Taxes • NRA tax assistance provided online and through spring workshops/personal advising sessions

10. University of Alaska, Fairbanks • Approximately 8,000-9,000 students in residence • International students • F-1 Status: approximately 250 • J-1 Status: 30-50 per year • International scholars (non-student): 50-75 per year • H-1B Researchers/Research Faculty: 70-80

11. Office of the Provost Office of International Programs Director OIP Associate Director Exchange and Study Abroad Programs Program Coordinator International Advisor F-1 PDSO J-1 RO H-1B Processing PR Information Facilitation Program Coordinator (primarily F-1) Half-time office receptionist

12. UAF Policy on H-1B Petitions • The University of Alaska Fairbanks will restrict this process to faculty and researchers in positions requiring the PhD or terminal degree in the field, and to information technologyspecialists supporting academic computing and networking. • Full-time positions only. • Direct hires only with HR Director and Provost approval. • All H filing fees paid by hiring department. • International Advisor prepares I-129 forms for all units with one exception.

19. UAF Policy on PR Petitions • The University of Alaska Fairbanks, in exceptional cases, will support petitions to the U.S. Citizenship and Immigration Service (USCIS) for U.S. permanent residency status in the Employment Based categories of first and second priorities (EB1 and EB2) for current UAF employees in the H-1B status. • Limit of Support: letters of recommendation or support by the sponsoring institutional unit required to accompany the petition and information needed for required labor certifications. • Funding: No financial support obligated; decision of unit sponsor.

20. University of Washington • 43,000 students (12,000 grad) and 27,600 faculty and staff • Tamara Echter, Scholar Advisor • 2,600 international students • 1,974 international scholars, faculty, & staff (J/H/TN) • Student & Scholar Services • Student Services • Director of ISS supervises 3.5 student advisors • Scholar Services • Director process LPR and some J-1 Scholars • Director of ISS supervises 2 scholar advisors who handle J/H/TN • SCHOLARS • 1252 J-1 • 613 H-1B • 109 TN

21. Educating Our Constituents • UTA • Hiring/Inviting and “Green Card” workshops each semester, mini workshops on more specific issues several times each semester, printed guide for depts., and broadcast e-mail • UAF • Workshop participation with Admissions; Graduate School; Human Resources • Printed guides, information for departments • Website development • OSU • UW • Extensive web site, quarterly half-day J-1 orientations, one-on-one meetings to train new Administrators on visa requests, attend UW Administrators meetings periodically to provide ongoing training and updates.

22. Managing Expirations • UTA • HRS Records send ISSS periodic I-9 expiration reports, beginning 120 days in advance (we contact dept./scholar); J-1 insurance report monthly through in-house FileMaker database • UAF • Previously: Multiple databases • Current: fsaATLAS implementation to auto-generate expiration emails to individuals and hosting departments • OSU • UW • Employing department responsible for tracking expirations. Payroll has started sending out notices to Department Payroll Coordinators at 90, 60 and 30 days before expiration of the I-9 form.

23. Avoiding Travel Problems • UTA • H-1Bs travel with original I-797 approval notice, obtained from our office each time, so we have a chance to advise, unless Js need signature we have little chance to advise, but handouts available and provided at check-in/orientation, advise carefully about security checks, etc. • UAF • H-1Bs same as UT; F-1 and J-1 we see only when travel signatures are needed. Handouts are available. Email reminders regarding travel authorization sent before the end of each semester. Web links to DHS sites for information. • OSU • UW • J-1s receive comprehensive information and travel signature at time of check-in. H-1Bs get written travel information along with copy of LCA and I-129. Original I-797 given to employee.

24. Assisting with Personal Applications • UTA • Provides general information on adjustment of status and general review of I-485 and assists with dependents’ with I-539s • HANDOUT: “Use of an attorney for the process: Please realize that the adjustment of status is a personal process, and not a process undertaken by the employer, so you may use an attorney to prepare it and assist you with it. ISSS can provide general information about the forms and the process but not legal advice, so for matters of strategy or complex questions, we will suggest that you consult an attorney. We are happy to provide the names of board-certified and competent immigration attorneys who can assist you. We will mail it with the I-140 petition if you wish to file concurrently.” • Particularly if adjustment applicants have “problems” in their past, we strongly encourage using an attorney • UAF • OSU • UW

25. Current Challenges and Initiatives • UTA • building in-house forms/database system, next month on-line LCAs, slowly moving to less department--more advisor preparation of forms but hope that eventually they can enter data and we can “massage” before creating final, and working to create better communication with departments • UAF • fsaATLAS implementation • Policy development for PR processing • Time!!!! • OSU • UW • Inefficient data retrieval. Trying to eliminate duplicate data entry within the university through enhanced technology. Building stronger relationships with Academic Human Resources and Dean’s Offices has been helpful.