Responsibilities of the Academic Department/Liaison

As a department liaison to OGS Scholar Services, your primary role is to coordinate and facilitate the visa sponsorship process on behalf of any international faculty or research scholars in your academic department that need US visa assistance. This requires active involvement and oversight of all international faculty and researchers within your department.

On this page is detailed information about your responsibilities in facilitating visa sponsorship and helping your department’s international faculty and research scholars maintain their immigration status in the US.

Recruitment process

On a regular basis, remind those with hiring authority (Deans, Chairs, Directors, etc.) of timelines necessary for visa sponsorship.
Contact OGS as soon as you learn of a scholar who may need visa assistance. The earlier you can identify a scholar, the sooner the immigration paperwork can get started.
Tenure/Tenure-Track: Send a copy of the first and any revised versions of all tenure/tenure-track offer letters to OGS, along with the job advertisement, as soon as possible once the scholar accepts, and no later than 30 days after. The timeline for filing for permanent residency is critical.
Hiring someone who already has work authorization, but may need assistance in the future? If your department makes an offer to a scholar who does not need visa assistance to start working at NYU but may need it in the future (e.g., someone on F-1 OPT or J-1 academic training), notify OGS to discuss next steps.

Preparing and submitting visa sponsorship requests

Coordinate the visa sponsorship process with the appropriate members of your department, which may include the Dean, Department Chair, PI or faculty sponsor and/or the scholar.
Submit all sponsorship requests in a timely manner by following the posted timelines.

Maintaining and monitoring records

Monitor the expiration date of scholar’s work authorization. Contact the appropriate Chair or faculty sponsor at least six months in advance to determine if the appointment is being extended.
Retain copies of all job advertisements and offer letters for all scholars.
Keep in mind the maximum length of stay for each visa type, noted below. If a scholar in your department is nearing their visa’s maximum length of stay, contact OGS as soon as possible to discuss next options.
- J-1 maximums vary by category (noted in section 4 of the DS-2019):
  - J-1 Research Scholar/Professor: 5 years
  - J-1 Short-Term Scholar: 6 months
  - J-1 Student Intern: 12 months
  - J-1 Specialist: 12 months
- H-1B: 6 year maximum. Extensions beyond the 6 years may be possible in certain cases for scholars in the permanent residency process.
- E-3, TN, O-1: While these visa classifications have no stated maximum stay, scholars must continue to demonstrate nonimmigrant intent (the intent to not remain in the US permanently). The longer a scholar holds one of these classifications, the higher the risk of questions about intent either at US Embassies/Consulates abroad or at the US port of entry.

Welcoming/onboarding a new scholar

Instruct scholars receiving payment from NYU to apply for a Social Security number (if they don't already have one).
- J-1 scholars must complete an online arrival form with OGS before applying for a Social Security number. OGS must validate their arrival before they apply for a Social Security number.
Departments should onboard scholars by following the procedures applicable to their appointment with NYU. For example, scholars may need to work with Human Resources to ensure the proper onboarding (e.g. I-9, taxes, benefits).

Informing OGS of any changes to the scholar’s appointment

Delayed arrivals or canceled visits to NYU
Material changes to the terms of employment/sponsorship (promotion, job duties, work address, etc.).
Departures from NYU, if the departure is earlier than the end date on the scholar’s immigration documents:
- For J-1 scholars, departments must notify OGS of any departures earlier than the end date on the DS-2019.
- For foreign nationals in H-1B, O-1, E-3, and TN status, departments must notify OGS no matter how early the foreign national is leaving in relation to the end date on the scholar’s I-797 approval notice/I-94 admission record.
  - H-1B: If NYU terminates the scholar prior to the end of the H-1B petition validity period, the academic department is required to pay reasonable costs of return transportation to the scholar’s last place of residence abroad. Parameters apply, consult with OGS.

Regulations for J-1 scholars

Arrival requirements: J-1 scholars must complete an online arrival form with OGS immediately upon arrival in the US. They should also sign up for an orientation session, and review the rest of the Arrival Checklist. This information is shared directly with scholars in their DS-2019 packet and via a pre-arrival email.
Insurance requirements: J-1 and J-2 visa holders must have health insurance for the duration of the DS-2019 program dates. This is a federal regulation. Encourage them to purchase health insurance before they arrive. This information is also shared directly with the scholar and is available on the insurance information page.
Travel requirements: J-1 scholars and their J-2 dependents should review the travel information page and contact OGS if they have any questions regarding travel outside the US. It is critical that they plan ahead. Quick trips overseas may be problematic if the scholar needs a new visa.
Contact information: J-1 scholars must contact OGS within 10 days of moving to a new address, changing their email address or changing their telephone number in the U.S if they are still under NYU's J-1 sponsorship. OGS is responsible for updating their change of address in the SEVIS database.
Paid activities outside of NYU: Certain J-1 scholars may be able to receive compensation for participation in occasional lectures and short-term consultations at other US institutions. No other types of concurrent US employment are permitted for J-1 scholars. BEFORE engaging in any paid activities outside of NYU, J-1 scholars must review the requirements for lectures and consultations, and request authorization by following the noted instructions. Authorization must be granted by OGS in advance of the activity.

Specific policies for H-1B, O-1, E-3 and TN scholars

Registration form: Scholars must submit a completed registration form. For scholars arriving from outside the U.S., a copy of their I-94 admission record and visa stamp will also need to be provided.
Travel: Scholars should be advised that quick trips overseas may be problematic if they need a new visa in their passport. They should contact Scholar Services with any travel questions.
Paid activities outside of NYU: BEFORE engaging in any paid activities outside of NYU, scholars should consult with OGS about what is legally permissible based upon the specific visa classification.