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AU INTERNATIONAL (SUNAPSIS) UPDATES
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J-1 Validation Appointment Request now in
AU International
(Note new expectations for managers)
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We have moved the J-1 Validation Appointment Request to AU International and made some changes to improve the process.
When a new J-1 Exchange Visitor arrives in the U.S., department managers will log in to AU International and click on J-1 Arrival & Validation in the Tasks section. Then, click on J-1 Validation Appointment Request.
Most of the questions on the form will be the same as the old form. However, there is one new section that requires you to upload scans of the J-1 EV's immigration documents. Most new J-1 EV's do not have access to a scanner as soon as they arrive in the U.S., so they probably need to come to campus to scan documents anyway. This change in the process helps ensure that their first stop upon arriving is to see you - the department manager or administrator - and that we receive clear and legible scans of their documents.
Once you submit this form, the J-1 Exchange Visitor will receive an email instructing him/her to log into AU International and complete the J-1 Initial Proof of Insurance e-form. Please be sure that your J-1 EV receives this email and purchases the insurance as soon as possible. All new J-1 Exchange Visitors are required to enroll in at least 45 days of PGH insurance coverage for themselves and any J-2 dependents.
Also, once Beverly Tarver has reviewed your J-1 Validation Appointment Request Form, she will send an email to the J-1 EV with a scheduled validation appointment time. You and the mentor will receive a copy of this email. She will also send a Teams appointment for the validation appointment.
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Alert emails about J program expiration now being sent
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The following email is now being sent to J-1s starting at 90 days in advance of the end date on their current DS-2019. Department managers are being copied on these emails. The email will also be sent at 60 days and 30 days before the J program end date.
Your J Program Is Approaching Expiration
Dear **J-1 Name**,
Your J Exchange Visitor program is ending on **DS-2019 End Date**. It is up to your AU host department to decide whether they want to extend your J program.
If the department chooses to extend your program, the department manager (copied on this email) will initiate the extension in our online portal, AU International.
Once the department completes the necessary e-forms, you will receive an email from ipso@augusta.edu notifying you that you should log into AU International with your AU network ID and password to complete your extension request e-forms.
Thanks,
IPSO Staff
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Navigating AU International and starting a request
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Remember that when you start an e-form, you will first need to look up the international person's record by entering their University ID and DOB. For anyone who is currently employed, the University ID is the employee ID number. For J-1 Exchange Visitor Affiliates (EVAs) or anyone who has not started employment with AU yet, the University ID is a temporary ID number (starts with TEMP).
If you are starting an initial J-1 or H-1B request, the temporary ID number for the prospective J or H will be provided to you in the response email to your Immigration Consultation Request Form.
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You can find the University ID (employee ID number or temporary ID number) by clicking on "My Department's Employees & Scholars" when you log in to AU International.
If you need to find the date of birth for an international person in your department, click on that person's name in the "My Department's Employees & Scholars" list. The date of birth, along with the University ID, will be listed at the top of that page.
Below that, there will be links to the different types of requests. Instead of going back to the "Departmental Services" page, you can click on one of these links. (Note that the initial J-1 or H-1B request links won't be listed because they can only be accessed with the link you receive in the response to your ICRF.)
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Reminder about new arrivals to campus
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Remember that all new J-1 Employees and Exchange Visitor Affiliates (EVAs) should visit the hiring/hosting unit administrative contact upon first arriving in Augusta. The administrative contact then schedules a validation appointment with Beverly Tarver. (This process is now in AU International. See above for details.)
Beverly then guides the new J-1 Employees and EVAs through the remaining legally-required immigration steps in coordination with the administrative contact. While awaiting the issuance of the SSN and the AU in-processing, J-1 employees/EVAs will not yet have a JagCard ID and MUST be escorted on campus by an AU employee.
Prior to the final in-processing, these new arrivals may only engage in the AU activities described below.
- Meet with hiring/hosting department administrator to review and complete forms such as the criminal background check, NetID application, various compliance forms, and to receive the JagCard ID.
- Visit the department to see the new work space and to meet with other faculty and staff members and participate in general meet-and-greet activities. Such encounters should be brief and limited.
- Participate in appointments with Human Resources and Employee Health.
NOTE: The AU faculty supervisor/PI is key to ensuring compliance with this policy.
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Social Security offices suspending in-person appointments until further notice
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On Tuesday, March 17, 2020, the Social Security Administration suspended face-to-face service to the public in their field offices and hearings offices nationwide until further notice. They are still providing critical services via phone, fax and online. For more information, see the SSA website.
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H-1B status and changes to job locations, position duties, and titles (including promotions)
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Departments are advised that all duties must be listed in H-1B department requests. Departments sponsoring clinical faculty should include any appointments as medical directors of programs or other duties on the initial H-1B requests. Further, position title changes, especially, the promotion of H-1B personnel, will always require that an amendment be submitted to USCIS prior to the promotion taking effect. While a beneficiary’s job duties may remain the same, their Department of Labor classification and ensuing salary requirements necessitate the filing of an H-1B amendment. Managers are reminded that they should submit a Change of Duties form in AU International for any proposed change to H-1B employment.
Finally, all worksites must be listed on initial H-1B sponsorship requests and reported if changes occur. If there are multiple job sites, an H-1B itinerary will need to be furnished. A link to the itinerary can be found in the department request form in AU International.
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Issuance of new H-1B visas still suspended
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Presidential proclamation 10052, issued on June 22, 2020, suspended the issuance of new H-1B visas for entry into the U.S. This suspension was extended at the end of December to March 31 of this year. It is our hope that the new administration will let this suspension expire on that date.
Departments and international employees are advised that there are still many Covid-related travel restrictions in place, independent of the proclamation. For more information on COVID travel restrictions and requirements and current visa processing, please consult:
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