Overview and Breakdown of eForms

The following eForm groups/checklists are International Faculty Advising’s updated processes for assisting departments and foreign nationals who will be employed via H-1B, TN, E-3, O-1 and employment-based permanent residency.

Click on an eForm group/checklist below to see an overview and breakdown of the process:

New Offer Notification

First Step After an Offer Has Been Made

The Designated Department Constact must complete a notification eForm as soon as an offer has been made when visa sponsorship is required.

Quick Overview

  • A copy of the foreign national’s passport must be used when completing this eForm to ensure that the name is recorded identical to it
  • The designated department contact must enter basic information into iStart to notify International Faculty Advising that assistance is required
  • After the designated department contact completes her part, but before International Faculty Advising receives notification, the system will automatically send an email to the foreign national to complete a second section of the eForm
  • After International Faculty Advising has received both completed portions, the request will be forwarded to an adviser for review
  • The case will be assigned to an International Faculty Advisor within 2-3 business days of receipt
  • The International Faculty Advisor will then conduct a full review and provide both the designated department contact and the Foreign National with a visa recommendation, an estimated timeline, and additional specific instructions on next steps

Documentation to Be Uploaded

For all Applicants

  • Curriculum Vitae
  • Offer Letter

For Tenure Track Applicants

  • All National Advertisements
  • EJMS Job Posting

New H1B, TN, E3, O1 (Non-Tenure Track)

Please note that prior to completing this eForm group/checklist, the department contact should have been directed to complete this eForm by an international faculty adviser as a result of having previously submitted the Faculty: New Offer Notification eForm on behalf of the foreign national.

The purpose of this eForm group/checklist is to initiate the visa sponsorship process on behalf of a foreign national who has been recently offered a Non-Tenure Track position and has indicated visa sponsorship may be required. This process is divided into eForms that need to be completed by the dept. contact and eForms that need to be completed by the foreign national (the department contact only has to focus on the departmental steps/eForms – the system will prompt the foreign national to complete his/her steps/eForms at the appropriate time).

Department Contact

  • Departmental Overview for Visa/Permanent Residency Sponsorship [coming soon]
    • Informational eForm
  • Position Information
    • Upload: C.V., Offer Letter, EJMS Job Posting
    • Second Approver is supervisor (if applicable)
  • Actual Wage List
    • Second Approver is HR strategic partner
  • Departmental Visa Compliance Certification
    • Second Approver is department head
  • Export Control Certification
    • Upload: C.V.
    • Second Approver is Export Compliance Office
  • Submit Request for Visa Sponsorship
    • Upload: USCIS Support Letter (Word) (PDF) (H-1B requests only) or TN Support Letter (Word) (PDF) (only when filing for TN status in the U.S.)
    • Within 24 hours of the Dept. contact submitting the Submit Request for Visa Sponsorship eForm, iStart will email the foreign national instructions for how to access the system as a client user and complete his/her required steps/eForms
    • The foreign national will not be able to see anything in iStart until the dept. contact submits all of the required eForms (Position Information -> Submit Request for Visa Sponsorship)
    • International Faculty Advising will not be able to take any action on a case until the request is complete (i.e. all second approvers have submitted their portions)
    • STOP - this is the last step/eForm in the group in terms of initiating the request for visa sponsorship
  • Faculty Advising: I-9 Update (H1B, TN, E3, O1) for non-UP Campus and border-approved TN's Only [this is a stand alone form]
    • DO NOT COMPLETE THIS STEP/eFORM UNTIL DIRECTED TO DO SO BY INTERNATIONAL FACULTY ADVISING
    • This step/eForm is for Non-UP Campus representatives only - once submitted and reviewed,  International Faculty Advising will update the information in IBIS
    • Foreign nationals working at the UP Campus will be directed by International Faculty Advising when and how to initiate the check-in process
    • Upload: Passport, Visa/Port of Entry Stamp from passport, visa documents (e.g., I-797 receipt/approval notice), I-9 and supporting documentation

Foreign National

  • Visa Sponsorship Overview [coming soon]
    • Informational eForm
  • Employee Information/Documentation
    • Within 24 hours of the Dept. contact submitting the “Submit Request for Visa Sponsorship” eForm, iStart will email the foreign national instructions for how to access the system as a client user and access his/her checklist and complete his/her required steps/eForms
    • The foreign national will not be able to see anything in iStart until the dept. contact initiates the appropriate eForm/checklist in iStart - Faculty Advising: New H1B, TN, E3, O1 (Non-Tenure/Tenure-Track)
    • International Faculty Advising will not be able to take any action on a case until the request is complete (i.e., all second approvers have submitted their portions)
    • The following is a list of potential documentation the foreign national may be asked to upload: Applicant Checklist (Word) (PDF)
  • Dependent Information/Documentation
    • This is an optional eForm and will only be completed if and when the foreign national requires visa sponsorship for a dependent spouse or child
    • Upload Additional Documentation
    • This is an optional eForm that the foreign national can use to provide documentation not readily available at time of initial eForm submission (e.g., English Translation, Education Evaluation, 212e approval, etc.)
  • Online Document Check-in (Must Be Completed By Start Date)/I-9
    • Foreign nationals who will be working at UP campus will now be responsible for uploading check-in documentation and initiating the I-9 appointment
    • Upload: Passport, Visa/Port of Entry Stamp from passport, visa documents (e.g., I-797 receipt/approval notice), I-94
  • Online Spouse/Dependent Check-in
    • This is an optional eForm that a foreign national can use if s/he would like us to review his/her dependent documentation if also sponsored by Penn State

New H1B, TN, E3, O1 (Tenure-Track)

The purpose of this eForm is to request visa sponsorship on behalf of a foreign national recently offered a Tenure-Track position and who has indicated visa sponsorship is required. Both the designated department contact and the foreign national must complete a portion of the eForm.  The system will prompt the foreign national only after the department has submitted all of its eForms.

Please note that the Faculty: New Offer Notification eForm should already have been approved by International Faculty Advising.

General Summary of eForm Process:

  • Departmental Overview for Visa/Permanent Residency Sponsorship [coming soon]
    • Informational eForm
  • Position Information
    • Upload: C.V., Offer Letter, EJMS Job Posting
    • Second Approver is supervisor (if applicable)
  • Actual Wage List
    • Second Approver is HR strategic partner
  • Departmental Visa Compliance Certification
    • Second Approver is department head
  • Export Control Certification
    • Upload: C.V.
    • Second Approver is Export Compliance Office
  • Submit Request for Visa Sponsorship
    • Upload: USCIS Support Letter (Word) (PDF) (H-1B requests only) or TN Support Letter (Word) (PDF) (only when filing for TN status in the U.S.)
    • Within 24 hours of the Dept. contact submitting the Submit Request for Visa Sponsorship eForm, iStart will email the foreign national instructions for how to access the system as a client user and complete his/her required steps/eForms
    • The foreign national will not be able to see anything in iStart until the dept. contact submits all of the required eForms (Position Information -> Submit Request for Visa Sponsorship)
    • International Faculty Advising will not be able to take any action on a case until the request is complete (i.e. all second approvers have submitted their portions)
    • This is the last step/eForm in the group in terms of initiating the request for visa sponsorship
  • Departmental Special Handling Questionnaire
    • Submit this eForm as soon as possible - MUST BE SUBMITTED within 4-6 months of the foreign national’s OFFER DATE
    • Second Approver is the Dean
  • Departmental Permanent Residency Recruitment Documentation
    • Submit this eForm as soon as possible - MUST BE SUBMITTED within 4-6 months of the foreign national’s OFFER DATE
    • Second Approver is the HR Strategic Partner
    • Upload: Copies of all print recruitment advertisement, copies of screen shots for 1st and 30th days for online advertisements, offer letter, EJMS posting, Special Handiing Notice of Filing (Word) (PDF), Special Handling Recruitment Statement  (Word) (PDF)
  • Faculty Advising: I-9 Update (H1B, TN, E3, O1) for non-UP Campus and border-approved TN's Only [this is a stand alone form]
    • DO NOT COMPLETE THIS STEP/eFORM UNTIL DIRECTED TO DO SO BY INTERNATIONAL FACULTY ADVISING
    • This step/eForm is for Non-UP Campus representatives only - once submitted and reviewed,  International Faculty Advising and update the information in IBIS
    • Foreign nationals working at the UP Campus will be directed by International Faculty Advising when and how to initiate the check-in process
    • Upload: Passport, Visa/Port of Entry Stamp from passport, visa documents (e.g., I-797 receipt/approval notice), I-9 and supporting documentation

Foreign National

  • Visa Sponsorship Overview [coming soon]
    • Informational eForm
  • Employee Information/Documentation
    • Within 24 hours of the Dept. contact submitting the “Submit Request for Visa Sponsorship” eForm, iStart will email the foreign national instructions for how to access the system as a client user and access his/her checklist and complete his/her required steps/eForms
    • The foreign national will not be able to see anything in iStart until the dept. contact initiates the appropriate eForm/checklist in iStart - Faculty Advising: New H1B, TN, E3, O1 (Tenure/Tenure-Track)
    • The following is a list of potential documentation the foreign national may be asked to upload: Applicant Checklist (Word) (PDF)
  • Dependent Information/Documentation
    • This is an optional eForm and will only be completed if and when the foreign national requires visa sponsorship for a dependent spouse or child
  • Upload Additional Documentation
    • This is an optional eForm that the foreign national can use to provide documentation not readily available at time of initial eForm submission (e.g., English Translation, Education Evaluation, 212e approval, etc.)
  • Online Document Check-in (Must Be Completed By Start Date)/I-9
    • Foreign nationals who will be working at UP will complete and submit this campus are responsible for uploading check-in documentation and initiating the I-9 appointment
    • Upload: Passport, Visa/Port of Entry Stamp from passport, visa documents (e.g., I-797 receipt/approval notice), and I-94
  • Online Spouse/Dependent Check-in
    • This is an optional eForm that a foreign national can use if s/he would like us to review his/her dependent documentation if also sponsored by Penn State
  • Permanent Residency Sponsorship Overview [coming soon]
    • Informational eForm
  • Permanent Residency Special Handling Questionnaire
    • The foreign national should submit this as soon as possible - MUST BE SUBMITTED within 4-6 months of OFFER DATE

Extend/Amend H1B, TN, E3, O1

The purpose of this eForm group/checklist is to initiate the extension or amendment of current PSU visa sponsorship process on behalf of a foreign national employee. This process is divided into eForms that need to be completed by the dept. contact and eForms that need to be completed by the foreign national (the department contact only has to focus on the departmental steps/eForms – the system will prompt the foreign national to complete his/her steps/eForms at the appropriate time).

Department Contact

  • Position Information
    • Upload: Extension Letter on departmental letterhead noting continuation of appointment/MOS, EJMS Job Posting, Initial Offer Letter and Copy of National Ad (if PR sponsorship is just now being offered)
    • Second Approver is supervisor (if applicable)
  • Actual Wage List
    • Second Approver is HR strategic partner
  • Departmental Visa Compliance Certification
    • Second Approver is department head
  • Export Control Certification
    • Upload: C.V.
    • Second Approver is Export Compliance Office
  • Submit Request for Visa Sponsorship
    • Upload: USCIS Support Letter (Word) (PDF) for H-1B requests only or TN Support Letter (Word) (PDF) only when filing for TN status in the U.S.
    • Within 24 hours of the Dept. contact submitting the Submit Request for Visa Sponsorship eForm, iStart will email the foreign national instructions for how to access the system as a client user and complete his/her required steps/eForms
    • The foreign national will not be able to see anything in iStart until the dept. contact submits all of the required eForms (Position Information -> Submit Extension Request)
    • International Faculty Advising will not be able to take any action on a case until the request is complete (i.e. all second approvers have submitted their portions)
    • STOP - this is the last step/eForm in the group in terms of initiating the request to extend or amend visa sponsorship
  • Faculty Advising: I-9 Update (H1B, TN, E3, O1) for non-UP Campus and border-approved TN's Only [this is a stand alone form]
    • DO NOT COMPLETE THIS STEP/eFORM UNTIL DIRECTED TO DO SO BY INTERNATIONAL FACULTY ADVISING
    • This step/eForm is for Non-UP Campus representatives only - once submitted and reviewed,  International Faculty Advising will update the information in IBIS
    • Foreign nationals working at the UP Campus will be directed by International Faculty Advising when and how to initiate the check-in process
    • Upload: Passport, Visa/Port of Entry Stamp from passport, visa documents (e.g., I-797 receipt/approval notice), I-9 and supporting documentation

Foreign national

  • Extend/Amend Visa Sponsorship Overview [coming soon]
    • Informational eForm
  • Employee Information/Documentation
    • Within 24 hours of the Dept. contact submitting the “Submit Request for Visa Sponsorship” eForm, iStart will email the foreign national instructions for how to access the system as a client user and access his/her checklist and complete his/her required steps/eForms
    • The foreign national will not be able to see anything in iStart until the dept. contact initiates the appropriate eForm/checklist in iStart - Faculty Advising: Extend/Amend H1B, TN, E3, O1
    • The following is a list of potential documentation the foreign national may be asked to upload: Applicant Checklist (Word) (PDF)
  • Dependent Information/Documentation
    • This is an optional eForm and will only be completed if and when the foreign national requires visa sponsorship for a dependent spouse or child
  • Upload Additional Documentation
    • This is an optional eForm that the foreign national can use to provide documentation not readily available at time of initial eForm submission (e.g., English Translation, Education Evaluation, 212e approval, etc.)

I-9 IBIS Update (H1B, TN, E3, O1)

The purpose of this eForm is to provide International Faculty Advising with an updated I-9 form along with acceptable supporting documents for foreign national employees.

  • This is an interim eForm that is primarily going to be used by Non-UP campus representatives that will need to upload updated I-9s for foreign nationals who were not processed through the “new” eForm checklist-like format
    • Non- UP Campuses – please also note that we will need you to review and provide visa information with your foreign nationals either during the check-in process or the I-9 appointment. International Faculty Advising will be forwarding you the information to review (e.g. H-1B Restrictions Memo) when we mail you the I-797 receipt/approval notices
  • Faculty Advising will be the main initiator for UP foreign nationals who were hired outside the “new” eForm checklist-like format and require an I-9 update
    • In the “new” eForm/checklist process, it is the foreign national who is responsible for initiating the check-in process/prompting an I-9 appointment

PERM / Special Handling Request

The purpose of this eForm is to notify International Faculty Advising of the department’s intent to sponsor a tenure-track teaching faculty member for permanent residency. This is a stand-alone eForm to be used for current employees not previously identified for the permanent residency process.  

To acces this eForm, the designated department contact will access iStart and click on the Special Handling eForm group

  • If approved, International Faculty Advising will notify department by email and provide additional instructions
  • eForm MUST BE SUBMITTED within 4-6 months of the date recorded on the foreign national’s offer letter
  • The Dean or Chancellor and the area HR Strategic Partner will receive an email that they must respond to in order to confirm that Penn State is sponsoring the individual for permanent residency  
  • The foreign national will also be sent an email and asked to complete an eForm (but only after the department completes its part)