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					                   INVITING AN H1B TEMPORARY WORKER
                        Complete H1B Packet of Forms and Instructions:
                   http://www.oie.ohio-state.edu/int_scholars/H-1Bpacket.pdf

The following process is for hiring a new H1B scholar or staff member. For amended
applications or 2nd term applications, just email the HR Manager.

1. The supervisor and employee submit the required documentation detailed below to the HR
Manager, who follows the process outlined in the H1B Packet. The HR Manager will also create
a position description, post if necessary, and order keys for the scholar.

I encourage you to submit visa requests AS SOON AS you have a scholar you want to hire.
While it takes 4-6 months for the INS to process H1Bs, it commonly takes me days, weeks, and
in some cases months to get all the required documentation together from the supervisor and
scholar.

2. Once the approval notice is received from the USCIS, the HR Manager will fax it to OIE and
provide the original along with an offer letter and employee packet to the Division Coordinator.
The Coordinator must mail these to the scholar certified/express mail.

3. A foreign national currently outside the US may not begin working for OSU until the H-1B
petition is approved by USCIS, OR enter the US more than 10 days before the start date on the
approval notice. Scholars must check in with OIE within 10 days of their start date on their
approval notice; failure to do so will jeopardize the scholar’s legal status in the U.S.

4. When the scholar’s employment is set to terminate, the supervisor and/or scholar must notify
the HR Manager in writing so that they can be removed from the payroll. Any keys must be
returned to the HR manager on the final date of employment.
                     REQUIRED DOCUMENTATION

              Complete H1B Packet of Forms and Instructions:
         http://www.oie.ohio-state.edu/int_scholars/H-1Bpacket.pdf


FROM THE SUPERVISOR, I NEED THE FOLLOWING:


_____    A job description emailed to the HR Manager. This should be completed first so
         that the HR Manager can confirm the position and type of visa are appropriate.

         Please also answer the following-

         Is this position temporary or permanent?

         How many hours a week?

         Address of where the scholar will work?

         What is the funding source?

         Salary?

         The names and titles of any individuals the employee will be supervising (if
         student, please include Grad or Undergrad designation)?

         What are the keys the scholar will need to have, or rooms they need access to?

         What is your Fedex account number?


_____    A signed H-1B Departmental Agreement Form (Page 14 of the H1B Packet
         below)-please print, sign, and return.

_____    A letter of support (sample below). Please print on letterhead, sign and return.
FROM THE EMPLOYEE, I NEED THE FOLLOWING:

_____     Completed Case Information Sheet for Foreign National (Page 15 of H1B Packet)

_____     Copy of your most recent diploma and transcripts, with a certified translation if
          not in English (Page 22 of H1B Packet). Transcripts are not required if the
          individual's field of study is clearly indicated on the diploma. Note: Although
          credential evaluations from recognized US credential evaluation services are not
          required and rarely needed, CIS may request one at its discretion, delaying
          processing of the case.

_____     Copy of your curriculum vitae/resume in English (not needed for simple H-1B
          extensions having no changes to employment at OSU).

_____     ONE check or money order for $185 made out to "USCIS". Checks may be
          personal checks. All checks must be drawn in dollars on a US bank and must have
          the name of the US bank imprinted on the check (not typed or handwritten). If
          your supervisor is paying for this application, they need to complete the Purchase
          Request Form below (or online requisition in most cases) and submit to the CBO.

_____     Copy of passport pages showing picture, expiration date, and biographical
          information.

FOR FOREIGN NATIONALS IN THE UNITED STATES, ADD:

_____     Copy of both sides of the current Form I-94--white card normally stapled in the
          passport. Ensure the red immigration stamp is legible.

_____     Current immigration status documents, as follows:

              If presently in F-1 status, a copy of both sides of the most recent Form I-
               20, along with a copy of the employment authorization document (EAD) if
               on optional practical training (OPT).
              If in J-1 Status, a copy of each Form IAP-66 issued. If applicable, a final
               waiver approval notice from CIS (formerly INS), or the letter of
               recommendation for a waiver from the US Department of State, of any
               two year home residency requirement must be submitted.
              If in H-1B status, a copy of all previous H-1B approval notices (Form I-
               797). Also, proof of present H-1B employment through a letter of
               confirmation from the current employer and/or copy of the most recent
               pay stub. Individuals must maintain employment with the current H-1B
               employer at least until the OSU petition has been received by CIS.
              If in a dependent status, (H-4, J-2, F-2), a copy of both sides of spouse’s
               Form I-94 and I-20s, IAP-66s, or I-797s, and any J-2 work authorization
               cards.
FOR OPTIONAL CIS PREMIUM PROCESSING SERVICE, ADD:

_____     Form I-907 (Page 25 of H1B Packet; Page 24 contains information regarding this
          optional additional fee). DO NOT SIGN THIS FORM. We will sign it.

_____     ADDITIONAL check for $1000 made out to "CIS". Checks may be personal
          checks. All checks must be drawn in dollars on a US bank and must have the
          name of the US bank imprinted on the check (not typed or handwritten).

FOR FAMILY MEMBERS (DEPENDENTS IN THE US ONLY), ADD:

_____     Form I-539 (Application to Extend/Change Nonimmigrant Status-Page 26 of the
          H1B Packet) completed and signed by the dependent spouse for all dependent
          family members.

_____     Copy of both sides of Form I-94 of each dependent family member. Ensure the
          red CIS stamp is legible.

_____     If currently in H-4 status, copy of all previous H-4 approval notices from CIS,
          formerly INS (Form I-797), if any. Note: H-4 dependents may not work in the
          US.

_____     For dependents of current J-1 status holders, copy of all J-2 work authorization
          cards, if any.

_____     One check or money order for $195 made out to "USCIS". Checks may be
          personal checks. All checks must be drawn in dollars on a US bank and must have
          the name of the US bank imprinted on the check (not typed or handwritten).
SAMPLE LETTER OF SUPPORT

Date

US Citizenship and Immigration Services
Lincoln, Nebraska

To Whom It May Concern:

I am writing this letter to demonstrate the requirements of the position of a XXXX(title) in my
research group in the Division of XXXX, College of Pharmacy at The Ohio State University. I
have identified a uniquely qualified candidate, XXXXX, for this position, who in my opinion is
perfectly suited for the job. With this letter, I am requesting that you grant he/she an H-1B visa
so that he/she can transfer to OSU and work on this project.

[ The next paragraph should provide a description of duties, which must demonstrate/ justify that
the position requires at least a bachelor's degree (in a specific field) and the theoretical and
practical application of a body of highly specialized knowledge to be designated as a "specialty
occupation". This paragraph MUST explicitly include degree and experience requirements.
Specifically indicate the acceptable field(s) and level (BS, MS, PhD) of the required diploma;
e.g., “A _______ degree in _________ and experience in ___________ are required for the
position.” BCIS will NOT approve an H-1B without this statement. ]

[EXAMPLE] This is a very important University-Industry-Government collaborative project that is
of a very high priority to all collaborators involved. It entails quick development of highly
accurate and efficient computational models for simulating failure in ordnance and aerospace
structures, emanating from microstructural damage. Computer models will be validated against
experimental results at XXXX. The position requires an outstanding background in nonlinear
Finite Element Analysis, Continuum Mechanics with applications in materials, finite strain
plasticity theory, a thorough understanding of micromechanics of heterogeneous materials,
computer programming skills in Fortran and computer graphics. A PhD in Materials Science and
Engineering is required.

[ The next paragraph should summarize the foreign national’s qualifications (experience, unique
abilities, knowledge, level and field of diploma, other credentials) for the position. Note: The
individual’s credentials must meet the requirements as set forth in the approved OSU position
description and reiterated above. The link between degree requirement and credentials must be
clear or BCIS will likely issue a request for additional evidence, delaying processing of the
case.]

[EXAMPLE] Dr. XXXX has an extremely strong expertise in the exact field that the research
position requires. He/she obtained her PhD in Materials Science and Engineering from XXXX
University, the best institute in that country. Dr. XXXX has worked on her PhD under the
guidance of Professor XXXX, who is highly respected and well known in the area of nonlinear
Finite Element methods. Dr. XXXX’s dissertation involves developing nonlinear Finite Element
models for large strain plasticity, metal forming, powder compaction, and mircomechanics.
These are exactly the same areas as required by this project. His/her advisor recommends her
as the best PhD student at the Institute. I cannot see any other candidate who would be more
qualified for this position of postdoctoral researcher than Dr. XXXX.
Overall, it is my strong conviction that the project will benefit tremendously if XXXX works on it. I
earnestly request that you grant him/her an H-1B visa so that the project can continue. Thank
you for your consideration.


Sincerely,


Supervisor
                        THE OHIO STATE UNIVERSITY
                          COLLEGE OF PHARMACY
         REQUEST TO PURCHASE OUTSIDE SUPPLIES, SERVICES, EQUIPMENT

REQUESTED BY: ____________________________                   DATE: _____________________

NAME AND ADDRESS OF SUPPLIER:

US Citizenship Immigration Services
N-400 Unit
PO Box 87400
Lincoln, NE 68501

SUPPLIER TELEPHONE: __________________________________________________

SUPPLIER FAX: __________________________________________________________
              (Please provide if applicable. This will help expedite order process)

ORDER INFORMATION: (Please print clearly)
(Attach additional information as needed)
                                                                               UNIT          EXTENDED
 QTY     UNIT       PART # / DESCRIPTION                                       PRICE         PRICE
1                   H1B I-129 Visa Application Fee                             $185          $185




                                                                      Shipping/Handling      $0
                                                                      TOTAL                  $185

BILLING INFORMATION:

Organization: ________________               Fund: ______________          Account: ___________

Project/Grant: __________________       Program: _______________           UserDef: ________

DELIVERY INFORMATION: (Fill in for all orders)

Name: Nicole Slee
Phone #: (614) 688-4756
Room # / Building: 217 Parks Hall, 500 W 12th Ave

Additional ordering instructions: Please issue check payable to USCIS, hold for pickup, and deliver
to Nicole Slee.
SAMPLE H-1 LETTER THAT THE HR MANAGER ISSUES (NEW HIRE)

EMPLOYEE
DATE
Dear EMPLOYEE:

I am pleased to invite you as a Visiting Scholar in the College of Pharmacy at The Ohio State
University. This offer is effective from XXX to XXX, or for a period of two years as soon as you
are able to arrange a visa. During this time you will be involved in research and training related
to medicinal chemistry and pharmocognosy.

This offer includes a stipend of $XXX per month for a total amount of $XXX per year ($XXX
during your entire stay, before taxes). You will be paid monthly. We will also provide you with
shared lab space, the use of a computer, and access to the University library.

U.S. Federal regulations require you to have medical insurance coverage for yourself and any
dependent family members that accompany you to the U.S. You will be eligible for OSU health
insurance and will be required to purchase health insurance from OSU or from the TW Lord
Midwest Select Plan. If you plan to enroll in the TW plan, please complete their enrollment form
and bring it with you on your first date of employment.

The position offered is an unclassified position, not subject to the provisions of section 124.34 of
the Ohio Revised Code. Accordingly your employment is at-will, and may be ended at any time
by either you or the university. The Ohio State Office of Human Resources Web site
(http://hr.osu.edu) contains the university’s human resource policies, including those for
unclassified employees. The rules, regulations, and policies of The Ohio State University, as well
as applicable state and federal law govern your employment. Please familiarize yourself with
these. Additional policies and procedures will be available to you through me.

The Ohio State University is required by federal law to verify the identity and work authorization
of all new employees. Accordingly, this offer is contingent upon verification of identity and
eligibility to be employed in the United States. It is your responsibility to maintain eligibility to
work in the U.S. and to ensure that visa renewals and/or new applications are submitted far
enough in advance that valid work authorization can be maintained. Failure to maintain this
status will result in you being removed from active paid employment and jeopardize your ability
to stay in the United States.

You may only be in the U.S. in an H classification (H1B, H-4, etc) for a total of six years.
Applying for permanent residency is a three-year process, so if you in the final three years of an
H classification, you should immediately begin to apply for permanent residency. The OSU
Office of International Education does not support permanent residence applications for staff,
students, or clinical faculty; it is up to you to arrange for outside legal counsel and complete this
process. A list of resources is online at http://www.oie.ohio-
state.edu/Generic/Immigration_Attorney_List_and_Selection_Guide.PDF.
Please feel free to email or call me if you have any questions about the department, the
university, or the terms of this offer. Welcome to The Ohio State University. We are delighted to
have you join the university and I look forward to working with you.

Sincerely,
Nicole Slee
SAMPLE H-1 LETTER THAT THE HR MANAGER ISSUES (EXTENDED STAY)
EMPLOYEE
DATE
Dear EMPLOYEE:

I am pleased to extend your stay as a Post Doctoral Researcher in the College of Pharmacy at
The Ohio State University. This offer would be effective from April 1, 2005 to September 30,
2005. During this time you will be involved in research and training related to medicinal
chemistry and pharmacognosy.

This offer includes a stipend of $XXX per month for a total amount of $XXX during this portion
of your stay (before taxes). You will be paid monthly. We will continue to provide you with
shared lab space, the use of a computer, and access to the University library.

U.S. Federal regulations require you to have medical insurance coverage for yourself and any
dependent family members that accompany you to the U.S. You will continue to be eligible for
OSU health insurance and are required to purchase health insurance from OSU or from the TW
Lord Midwest Select Plan.

The position offered is an unclassified position, not subject to the provisions of section 124.34 of
the Ohio Revised Code. Accordingly your employment is at-will, and may be ended at any time
by either you or the university. The Ohio State Office of Human Resources Web site
(http://hr.osu.edu) contains the university’s human resource policies, including those for
unclassified employees. The rules, regulations, and policies of The Ohio State University, as well
as applicable state and federal law govern your employment. Please familiarize yourself with
these.

The Ohio State University is required by federal law to verify the identity and work authorization
of all new employees. Accordingly, this offer is contingent upon verification of identity and
eligibility to be employed in the United States. It is your responsibility to maintain eligibility to
work in the U.S. and to ensure that visa renewals and/or new applications are submitted far
enough in advance that valid work authorization can be maintained. Failure to maintain this
status will result in you being removed from active paid employment and jeopardize your ability
to stay in the United States.

You may only be in the U.S. in an H classification (H1B, H-4, etc) for a total of six years.
Applying for permanent residency is a three-year process, so if you in the final three years of an
H classification, you should immediately begin to apply for permanent residency. The OSU
Office of International Education does not support permanent residence applications for staff,
students, or clinical faculty; it is up to you to arrange for outside legal counsel and complete this
process. A list of resources is online at http://www.oie.ohio-
state.edu/Generic/Immigration_Attorney_List_and_Selection_Guide.PDF.

Please feel free to contact me if you have any questions about this process. We are delighted to
have you remain with the university.
Sincerely, Nicole Slee

				
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