Guide to Employee & Visitor Sponsorship

All foreign nationals coming to observe, work, teach, research, or perform other related duties at UIC must work with the Office of International Services to obtain immigration sponsorship or report their status if UIC sponsorship is not necessary.

Departments are generally the first point of contact for the foreign national. The information below is intended to help frame those initial conversions and to provide a basic guide to the necessary next steps. However, please keep in mind that OIS will make all final determinations regarding the most appropriate non-immigrant or immigrant classification for each individual case.

We look forward to working with you and invite you to reach out to our advisors at oisscholar@uic.edu.

Step 1: Explore status options Heading link

The following is a general overview of the most common statuses foreign nationals hold while working, teaching, researching, or performing other relevant duties at UIC. Explore the terms of each status to find options that best support your department’s goal in hiring or inviting a foreign national to campus.

UIC-sponsored statuses

Basic requirements

If your unit is interested in inviting a visitor to campus, you will need to first consider the purpose of the visit. If the main purpose of the visit is for participating in scientific, educational, professional, or business conventions, conferences, or seminars; or “undertaking independent research,” then a business visit with a B-1 visa may be appropriate. B-1 and WB are essentially the same status as outlined below.

OIS strongly advises that individuals enter for a business visit (B-1/WB), not a tourist visit (B-2/WT). Please contact OIS to discuss any prospective visitors to campus so we may assist and advise on the most appropriate immigration status option.

Restrictions

  • The visit cannot constitute work, nor benefit UIC.
  • The visitor cannot receive a salary or formal academic appointment while at UIC.
  • B-1/WB Visitors may be eligible for academic honoraria, or reimbursements of incidental expenses, only. See OBFS Payments to Foreign Nationals for more information.
  • Visitors may not have direct, or indirect patient contact, or interaction with research subjects in any manner.
  • Use of department equipment or resources is only permitted under the supervision of a department sponsor.
  • The visitor must abide by the intent of their visit throughout their stay in the U.S.

Inviting business visitors to campus

  1. Review the visa recommendations and considerations for official visitors to campus in B-1/WB status. Additional information on B-1/WB status may be found on the U.S. Department of State website as well.
  2. To initiate an invitation, email oisscholar@uic.edu to request a template “B-1/WB invitation letter.”
  3. OIS will review the letter and advise on the appropriate status and request additional documentation as needed.
  4. After review of the invitation letter, OIS will send the department check-in information.

J-1 Exchange Visitor Program overview

The U.S. Department of State Exchange Visitor Program (“J-1 Program”) is designed to promote international academic, scientific, and cultural exchange in order to develop mutual understanding between the people of the U.S. and other countries. The J-1 Program is utilized to bring Exchange Visitors (EVs) to the U.S. on a temporary basis to engage in exchange activities; not as a means of general employment.

Basic requirements

May be used for short to medium-term visitors. Funding may come from various sources: UIC, personal funds, or outside sources, such as one’s home government. The J-1 program has multiple “categories;” OIS will determine the appropriate category for each case based on information provided on the DS-2019 Request Form. All J-1 categories must demonstrate sufficient English proficiency. Other requirements depend upon the category:

  • Short-Term Scholar, Research Scholar/Professor, and Specialist – Must have at least some graduate education, plus demonstrated expertise in their field.
  • Student Intern – Must be currently enrolled and pursuing a degree at a postsecondary academic institution outside the U.S. The UIC internship must fulfill the educational objectives of the foreign degree program.

Maximum program duration limits

  • Research Scholar/Professor – 5 years
  • Student Intern or Specialist – 1 year
  • Short-Term Scholar – 6 months

Restrictions

J-1 program status does not allow immigrant intent and is therefore not appropriate for tenure-track positions. The “12-month bar” prohibits a person from becoming a Research Scholar/Professor for 12 months if he or she was previously in J status for more than 6 of the previous 12 months in a category other than Short Term Scholar. The “24-month bar” prohibits a person from becoming a Research Scholar/Professor for 24 months if they were previously a Research Scholar/Professor.

Next steps

Review steps 2-4 below, or if you are ready to submit a new request, go to myOIS and select, “DS-2019 Initial Request.” Contact our J-1 advising team at oisj1@uic.edu with any questions.

Basic requirements

Bachelor’s degree or higher. The person must have the degree required by the position, and there must be a direct relationship between the person’s degree and their work. H-1B status allows immigrant intent. Appropriate for both non-tenure track and tenure track positions.

Program limit

Up to 3 years at a time, for up to 6 years total. Extensions beyond six years may be possible under certain circumstances.

Restrictions

Those individuals subject to the Two-Year Home Residence Requirement, 212(e), as a result of previous J-1 status do not qualify unless 1) the J-1 visitor completes the home residence requirement or 2) obtains a recommendation from the Department of State for a waiver. A minimum salary is required, however, the minimum acceptable salary will not be known until after the sponsorship process has been initiated by OIS.

Basic requirements

TN status is available to Canadian or Mexican citizens (not landed immigrants) under the United States-Mexico-Canada Agreement (USMCA), formerly North American Free Trade Agreement (NAFTA). Individuals may be invited, on a temporary basis, to engage in business on a professional level. The professions defined under the agreement require at least a baccalaureate (bachelor’s) degree or appropriate credentials demonstrating the status of a professional. See the Department of State website for more detailed information.

Program limit

A person entering the U.S. with this status can apply for a length of stay for up to three years. No maximum limit on the number of extensions has been established under the provisions of the USMCA agreement. Must maintain ties to home country.

Restrictions

Generally, not appropriate for tenure-track positions, consult OIS. Dependent status for spouse/child (TDs) does not allow for work authorization.

Procedure

Contact OIS to review the prospective position and the individual’s qualifications to determine eligibility for TN status. There are two options to initiate a TN request: via travel (no cost) or an “in-country” application with USCIS (fees apply). Once the TN arrives to campus, check-in is required.

Extensions/amendments

Possible via in-country or travel prior to status expiry. Please contact OIS for specific instructions.

Questions about TN status can be directed to oisscholar@uic.edu.

Basic requirements and restrictions

Individual must be in the top 5% of their field internationally, and their preeminence must be documented. Often used for people who do not qualify for H-1B status because of the two-year home residence requirement due to prior J status. Change of status in the U.S. is not possible if the person is subject to the Two-Year Home Residence Requirement. For those individuals, travel and obtaining new entry visas would be necessary for the O-1 and their dependents to obtain O status after the USCIS approves the person for O-1 classification.

Program limit

Three years initially, after which it may be extended (indefinitely) in one year increments.

Overview

Certain alien physicians subject to the Two-Year Home Residence Requirement 212(e), who have been offered a full-time clinical faculty appointment at UIC or UICOM-Peoria, are eligible for sponsorship of a Conrad State-30 Physician Waiver Application. U.S. Citizenship and Immigration Services (USCIS) may waive the two-year home country requirement upon the recommendation of the U.S. Department of State, Waiver Review Division (USDOS). The regulations authorize the Illinois Department of Public Health (IDPH)/Center for Rural Health to request the USDOS to recommend that USCIS grant the waiver.

Requirements

The alien physician must demonstrate that they have an offer of full-time employment, will begin employment within 90 days of receiving a waiver, and will work for at least three years at a medical facility in an area designated by the U.S. Department of Health and Human Services as having a shortage of health care professionals. The program accepts applications from all medical specialties, including primary care physicians, psychiatrists, and specialist. If UIC is selected for one of the 30 annual waiver slots by IDPH, UIC would then apply for the H-1B employment classification on behalf of the alien physician.

Submitting a waiver request

Interested UIC Departments should contact OIS for more information about the State-30 Waiver Application process, including costs, timing, and other specific requirements. Note, waiver applications need to be submitted to IDPH by October 1st.

For employment-based Permanent Residence information see our Permanent Residence webpage.

Non-UIC sponsored statuses

The following statuses do not require UIC sponsorship. In these cases, the foreign national holds a status sponsored by an external organization, school, or employer, which allows them to observe, work, teach, research, or perform other related duties at a third-party location (e.g., UIC).

While departments do not need to request UIC sponsorship in these situations, the foreign national must still complete an Immigration Check-In with OIS upon arrival to campus and comply with the terms of their status while here.

Overview

International Employees with valid work authorization not sponsored by UIC do not require an immigration document issued by the Office of International Services. Some common non-UIC sponsored international employee statuses may include but are not limited to:

  • F-1 OPT/STEM – graduate of a non-UIC institution working on “Optional Practical Training” (OPT)
  • F-1 CPT – student enrolled at another school working at UIC on “Curricular Practical Training” (CPT)
  • J-1 AT – graduate of a non-UIC institution working on Academic Training (AT)
  • J-1 3rd-party sponsored – ex. Fulbright, ECFMG-sponsored alien physicians
  • J-2 – J-1 dependent with work authorization
  • H-4 – H-1B dependent with work authorization
  • Green card-pending/Adjustment of Status/I-485-pending – awaiting a final green card, has work authorization (EAD card)

If you are unsure of the employee’s status, please contact OIS at oisscholar@uic.edu.

Check-in with OIS

Non-UIC sponsored international employees must check-in with OIS via the myOIS portal. Department administrators will initiate the check-in process by submitting the “Non-UIC Sponsored International Employee/Visitor Check-in Form” in myOIS.

After the department completes this form, it will be emailed to the international employee and they will be asked to upload their immigration documents and provide their contact information. OIS will review the complete request within 3 business days and update GOAINTL for paid employees.

*Please note, if you are onboarding an undocumented individual (“DACA”) – DO NOT USE MYOIS, email oisscholar@uic.edu with the work authorization and offer letter only.

The Fulbright Program is the U.S. government’s flagship exchange program, created to increase mutual understanding between the people of the U.S. and other countries. The program allows foreign graduate students and young professionals to study and research in the U.S. Operating in about 155 countries, Fulbright welcomes approximately 4,000 foreign students and researchers to academic institutions across the U.S. each year.

The Office of International Services supports inbound Fulbright scholarship recipients in residence at UIC. However, OIS is not the primary J-1 immigration program sponsor or advisor. Fulbright students and scholars receive immigration sponsorship from Fulbright and their partner organizations, the most common at UIC being:

  • AMIDEAST: engaged in international education, training, and development activities in the Middle East and North Africa.
  • IIE: supports the flagship educational and cultural exchange programs of the U.S. Departments of State and Defense.

Prospective

Prospective Fulbright Students and Scholars should apply for the program through the Fulbright Commission or the U.S. Embassy in their home country. Additional information may be found on the Fulbright website.

Getting started – Fulbright Students

Prospective students intending to enroll in a degree program at UIC should work with the Fulbright commission in their home country who will then coordinate their application with the appropriate admission unit at UIC.

Getting started – Fulbright Scholars

Fulbright scholarship recipients who intend to solely conduct research (not enroll in a degree program at UIC), may directly contact UIC faculty members to request an affiliation for their Fulbright research programs. It is up to the UIC academic unit to confirm if they are willing to host the visitor, or not. Typically, all cost-of-living expenses are covered by the scholar’s Fulbright funding, but the department should always confirm this with the prospective scholar.

Fulbright Scholar (Researcher) cycle process

  1. Scholar (Researcher) reaches out to the UIC department to request affiliation.
  2. Department decides whether feasible/interested or not, if interested, issues an invitation letter.
  3. Scholar (Researcher) confirms the invitation with Fulbright.
  4. Fulbright will then email the faculty advisor/department and the Office of International Services (OIS) that this affiliation has been requested and needs to be confirmed.
  5. Institutional Response Form sent. OIS will assist in completion in collaboration with the department and will be the final signature on the form.
  6. Fulbright prepares the immigration paperwork for the scholar and provides the scholar with pre-arrival/programmatic resources.
  7. Scholar arrives to UIC and checks in with OIS (email oisj1@uic.edu upon arrival to campus to confirm check-in process).
  8. Scholar completes UIC check-in process and begins program.
  9. Upon program completion, UIC department and scholar complete a Departure Verification Form and submit it to OIS to confirm the program end. OIS will close out the scholar’s record accordingly.

Commitment to host requirements

  • UIC Invitation Letter – If the UIC academic unit is willing to host the visiting scholar, they will need to issue a letter of invitation. The letter should specify the dates of the research visit and the nature and details of the research  project. Once the UIC department confirms hosting the visiting scholar and issues a letter of invitation, the scholar will work with the Fulbright Commission or the U.S. Embassy in their home country to finalize their grant, begin the immigration paperwork process, and prepare for arrival to UIC.  OIS does not issue immigration documents for Fulbright scholarship recipients.
  • Advisor Memo and Completion of Fulbright Institutional Response Form (IRF) – The UIC faculty member hosting the scholar may receive an email from Fulbright detailing the  responsibilities of the Faculty Advisor and requesting completion of an Institutional Response  Form (IRF).
  • Faculty Advisor Memo – The Faculty Advisor Memo is a reference document that highlights the role of the UIC faculty associate in hosting the Fulbright Scholar.
  • Institutional Response Form (IRF) – Please contact OIS when you receive this paperwork so that we may assist you in completing this form. The IRF is a document Fulbright requests the host institution to complete to confirm program details such as start date, general university requirements, and resources available to the scholar. This document confirms that the UIC unit is expecting and willing to host the individual. Please complete the form to the best of your ability (“access to university services” and “cost” sections will need to be completed by the department). OIS can assist with the completion of the “insurance” and “housing” sections, as well as the “university contact information” section. Once the form is completed the department should sign at the bottom of page 2 and email the form to OIS. OIS will then sign off under the University Contact Information section and send the fully completed/signed form back to Fulbright so they may process the paperwork for the incoming scholar.

Arrival & check-in

Please remember to have the student or scholar check in with OIS. We will ask them to provide their contact information and copies of their immigration documents. They will also be invited to an orientation.

  • Students – Fulbright students will be contacted to check in upon arrival at UIC and meet with an OIS advisor. New international students typically have a “SEVIS Hold” placed on their university account upon admission, which prevents them from registering for courses. OIS will remove the hold after check-in or if the student is fully remote after reviewing the “Intent to Enroll” form. Fulbright students will be invited to an international student orientation hosted by OIS, where we cover immigration  information as well as practical tips for studying at UIC and living in Illinois.
  • Scholars – Fulbright scholars will meet with an OIS advisor to complete their check-in and review campus resources.

Other support resources

Immigration and campus resource questions

Unfortunately, OIS is not able to provide immigration advice to non-UIC sponsored students/scholars. However, we are happy to review any questions they may have and direct them to the appropriate resource.

Social Security Numbers/TCNs

In general, J-1 visa holders are only eligible for an SSN if they have employment. Please email OIS at oisj1@uic.edu if you have questions about a Fulbright Student or Scholar’s employment eligibility on campus.

  • Students – Fulbright students must ask their immigration sponsor for permission to work on-campus during their program. Fulbright will provide them with the necessary paperwork for their SSN application. The student will need to provide a copy of the employment approval letter from their Fulbright sponsor in addition to a copy of the UIC Offer Letter.
  • Scholars – If they are paid by UIC and need a Temporary Control Number (TCN), departments should work with Business & Finance to obtain a TCN.

Contact information

OIS Fulbright Advisor
oisj1@uic.edu
(312) 996-3121

Institute of International Education (IIE)
(212) 883-8200

AMIDEAST
inquiries@amideast.org
(202) 776-9600

Step 2: Gather required documents Heading link

Once the job offer or visit terms have been finalized with the foreign national, you can begin gathering the standard documents and information listed below, along with any additional requirements necessitated by the target status. As a reminder, these items are only necessary for statuses requiring UIC sponsorship (e.g., J-1, H-1B, TN, O-1, or E-3). Information about UIC Hiring Resources may be found on the HR Staff & Managers site.

Please note that files must be in PDF or image (JPG, PNG, or GIF) format and cannot exceed 1 MB. You may not upload a Word document.

Standard list of documents and information required for all statuses

  1. Offer Letter
    • Fully executed by both parties.
    • May be equivalent agreement, contract, or other standard offer of employment for the employment classification.
    • For J-1 EVs: see 4 specific J-1 Exchange Visitor HR templates.
  2. Visual Compliance Results
    • Required for all new employees and visitors to UIC. If the person is already a UIC employee and is changing immigration status (ex. F-1 OPT to H-1B) this is not needed.
    • After screening is complete, save/collect the “PDF results”
    • Contact Export Controls with any questions: uicexport@uic.edu
  3. Deemed Export Form
    • Required for H-1B and O-1 Requests only.
    • This is a certification pertaining to the release of controlled technology or technical data to foreign persons in the United States.
    • Contact Export Controls with any questions: uicexport@uic.edu.
  4. Job Description
    • For Academic Professional and Civil Service positions – submit the official UIC, final, approved, and most recent copy.
    • Faculty, postdoc, or clinical positions – Consult Faculty Affairs HR or the appropriate HR unit with any questions regarding minimum job requirements or position details.
    • For J-1 EVs – No job description is required. However, Title is limited to those listed on the J-1 Title matrix.
  5. Office of Access and Equity (OAE) approval
    • Include a copy of the OAE appointment form approval email for any new position that requires this step. See the OAE Academic Hiring Guidelines for more information, including “Appointments That Do Not Require a Search.”
    • Not required for J-1 EVs.
  6. Clinical Positions and Patient Care Statements
    • For positions requiring clinical care – Only H-1B or O-1 status is appropriate. Additional documents, such as licensure and certifications, are required and listed in the H-1B section.
    • For non-clinical positions – When foreign medical doctors come to UIC to engage in non-clinical activities, an H-1B or J-1 “No Patient Care Statement” must be included.
  7. Criminal Background Check (CBC)*
    • OIS does not require a copy of CBC approval; however, this step must be completed before the start date requested. Delays in onboarding UIC-sponsored employees could result in Department of Labor and/or Immigration violations.
    • See HR’s Background Check Compliance page for more information.
  8. C-FOPAL for Billing 
  9. Foreign National Items
    • Copy of passport bio page showing name and date of birth.
    • Copy of current CV.

Additional documents and information specific to status

Proof of English Proficiency – The EV must provide proof of English proficiency. This may be done by a documented in-person, videoconference, or phone interview conducted by the supervisor or by a recognized English language test.

  • For interviews, the date of the interview will be required.
  • For tests, refer to UIC Graduate Admission English Proficiency Requirements for acceptable score minimums.

Student Intern Requests only – Form DS-7002 Training/Internship Placement Plan (TIPP)

  • Have a draft of Form DS-7002 ready and completed by the supervisor and EV. Do not collect signatures on the PDF at this time. Details regarding the Training Plan will be requested in the e-form. When the full Student Intern process is completed by OIS, we will then request to collect signatures on an OIS-issued DS-7002 before issuing Form DS-2019.

H-1B Examiner Letter (draft in PDF format)

Deemed Export Form (draft in PDF format)

If any off-site employment

  • Affiliation agreement(s)
  • Right of Control Memo (draft)

Data For Actual Wage Memorandum

  • Number of similarly situated employees in the department with the same job title as the Foreign National being hired (foreign national should not be included in this number). If there are no similarly situated employees in your unit, reference the next higher unit level (College or University-wide).
  • Lowest and highest wage paid to similarly situated employees, reasons for the range.

Please note that all O-1 requests must be vetted before submitting a myOIS intake form.

Deemed Export Form (draft in PDF format)

Additional documentation and support letters will be requested by the OIS advisor after initiating the process.

If the employee will obtain TN status via travel, contact oisscholar@uic.edu for guidance. The process is initiated outside of the myOIS immigration portal. No fees apply.

If the employee will obtain TN status by remaining inside of the U.S. and changing employers or status, begin the process in myOIS.

  • TN Examiner Letter (draft) – contact OIS to obtain a template.

Please contact OIS to obtain a template E-3 letter.

Step 3: Submit initial request through myOIS Heading link

Once all of the abovementioned documents and information have been gathered, you are ready to submit the initial immigration request to the Office of International Services using the myOIS immigration portal.

  1. Watch recorded myOIS e-form training session(s)
    • Prepare for a complete and accurate submission by first watching the H/O/TN/E-3 E-Form Training or the J-1 EV Scholar E-Form Training, as applicable. Please email oisscholar@uic.edu to request the link.
    • Please note that UIC administrators who attended these live sessions in September 2024 are not required to watch the training(s) again.
  2. Log into myOIS
    • Log in using your standard UIC NetID and password. If you do not have access, you can request it by selecting “administrator.”
    • Once you are in myOIS, proceed to Departmental Services.
  3. Select the appropriate task
    • From the list, select the task associated with the target status: H-1B/O-1/TN/E-3 Initial Request, DS-2019 Initial Request, or DS-2019 Student Intern Request.
  4. Connect the foreign national to the task
    • If the foreign national already has a UIN, enter it now.
    • If the foreign national’s UIN is not found, there are two possibilities:
      1. The individual is already at UIC in a self-sponsored and/or unpaid status. Please email oisscholar@uic.edu to request an OIS TEMPID.
      2. The individual is new to UIC. Please select “Add New Person.”
        • Enter the UIN in “university system ID.”
        • Choose the target status (H-1B, O-1, E-3, or TN).
        • Watch for the automated email which will contain the foreign national’s TEMPID. Note this number and proceed to the next step.
  5. Select the appropriate task from the list and complete the required forms.

Step 4: Processing times Heading link

After you submit the initial request through myOIS, it will be assigned to an OIS advisor for review. The advisor may reach out to you with questions or requests for additional information and/or edits.

Since each immigration case is unique, processing times can vary. In addition, government agency times are also subject to change. However, here are some general guidelines according to the target status.

Time of OIS receipt of the request to the scholar’s UIC start date.

J-1 H-1B O-1 TN E-3
60 days Premium: 6-8 weeks, Regular: 3-6 months weeks to months days to months By travel: 4-8 weeks

If at any point during this process, you or the foreign national have questions about the appropriate target status, required documents/information, or how to submit the intial request through myOIS, please connect with an OIS advisor at oisscholar@uic.edu. We are here to help guide all parties to what will hopefully be a smooth and successful request for initial status.