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ORU Core Services Academic Personnel

Find a list of services, links to forms, appointment and visa information and sample documents from the ORU Core Services Academic Personnel analyst.

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List of Academic Personnel Analyst Support Services

GENERAL SUPPORT FUNCTIONS:

Academic Appointments/Reappointments:

  • Coordinate appointment/reappointment timelines and processes with ORUs
  • Advise regarding system-wide policies
  • Assist with and submit recruitments and recruitment waivers
  • Contact candidates for materials
  • Request mentor letters
  • Solicit referee letters and check for conflicts of interests
  • Prepare and compile all required file documents
  • Advise regarding adhoc committees
  • Advise regarding voting policies
  • Review/offer suggested edits for Directors letters
  • Provide final file review and submission to appropriate Dean's Office
  • Submit and track file status
  • Coordinate offer letters
  • Run monthly appointment and visa expiring reports
Visas:
  • Coordinate visa applications with unit for new appointments, extensions, transfers, LOA's, etc.
  • Advise regarding system-wide and IC/Federal policies
  • Contact candidate for materials
  • Submit applications to International Center and obtain DS-2019s, etc.
  • Point of contact for unit
  • Run monthly appointment and visa expiring reports

General Information, Forms, and Policy Links for AP Appointment and Review Files

Waiver and Open Recruitment Processes

Please refer to:

  • Office of Academic Diversity And Equal Opportunity (ADEO) Website and Policy
    • The Office of Academic Diversity and Equal Opportunity (OADEO) ensures that faculty search committees comply with federal, state, and local affirmative action and equal opportunity laws. It develops Academic Affirmative Action plans, faculty representation reports, and resources to support academic diversity and inclusion.

Requests for a New Open Recruitment:

Requests for a New Waiver of Open Recruitment:

You should complete a Waiver of Open Recruitment Request when an open recruitment is not appropriate, such as:

  • When the skills of the existing external candidate are so unique that they cannot be obtained through an open recruitment
  • When an employee's current work assignment has changed from the intial employment title and now warrants a different title
  • When an employee changes/transfers from their department/unit at above 50% effort
  • When an employee increases the percentage of time he or she will be working in the department (above 50% effort)
  • When a candidate has 50% or more of their salary covered by a Grant in their name

Project and Research Scientists: New Appointment Processes

Requests for New Appointments for Project and Research Scientists:

Please refer to:

  • Appointment of Academic Personnel (PPM 230-20) - information on the recruitment and appointment process for all academic appointees.
  • Appointment of Non-Senate Academics (term appointment) (APM 137, PDF) - policy for appointments with specified ending dates.
    • New/Initial appointments are normally 2 years for Assistant and Associate levels, and 3 years for full levels.
    • Requests and all documents below must be received a minimum of 120 days in advance of start date (150 days if will be a CAP file) regardless of whether or not a if a Visa will be needed or, or an adjustment to the start date will be required. (For any new requests received in the Fall of the year, please add an additional 30 days of processing time to the listed timelines to account for the Holiday season)
    • New joint appointment timelines will be on a case-by-case basis, mainly driven by title, home department, and whether or not a waiver and/or referee letters will be needed, as well as CAP Committee approval
  • New appointment proposals process (in consideration of the above timelines):

    1. The ORU submits the following completed and signed documents via email to the ORU/AP Analyst to start timeline:
      • ORU New Hire Form
      • CV
      • List of "Department" Referees (per guidelines about under External Referee Qualifications Quick Reference Chart, Excel)
      • Waiver of Open Recruitment letter (if salaried at 50% or more from UCSD), per above Template - Director's Letter Waiver Request (Word file) and instructions
      • Mid-Year (Zero-Year) Election Form (PDF, for Assistant Project and Assistant Research Scientists with proposed start dates between January and June)
      • If the candidate is CURRENTLY a POSTDOC at UCSD, the unit must also submit an "Out of Unit Movement Request" - if postdoc will be appointed into a non-postdoc title before their current postdoc contract end date, department must submit an out of unit movement request. Request must be submitted a minimum of 60 days prior to the proposed effective date of the new appointment to ensure sufficient time to comply with the terms of the UC-UAW contract. Submit the following directly to merritt@ucsd.edu:
          • Name of postdoc
          • Postdoc's current title and title code(s)
          • Department
          • Postdoc appointment end date
          • Proposed title and title code
          • New department (if applicable)
          • Proposed effective date of new title
          • Department contacts that department would like to be copied on the notice letter to the UAW
    2. The ORU/AP Analyst will then collect the following documents from the candidate and then submit the proposed appointment application back to the ORU for final review/voting:
      • All remaining appointment file documents and publications/PDFs
      • List of "Candidate" Referees/Referee letters
      • Visa application information and preparation (if applicable)

Note: If your file is to be routed to a campus review committee (i.e., CAP, PSSRP, AARP, etc.) for final endorsement, additional time for processing the file/action will be necessary (minimum of 30 days). Please refer to the "Authority and Review Chart" (PDF) as well as the "Description of the Campus Review Committees" to see whether your file will be routed to committee. As there are NO retroactive appointments, please also bear in mind that committee agendas may fill up quickly and once full, your file may be scheduled for the next available meeting and the start date will be adjusted accordingly.

  • Exceptions:  New Appointment Proposals process (for requests received by the ORU/AP Analyst after the requested submission timelines):
    • Urgent circumstances will sometimes occur, but should be rare. When they do, please inform your MSO as early as possible so they can provide assistance and support along with notifying the ORU/AP Analyst. Notifying the ORU/AP Analyst as early as possible to such urgencies allows for anticipation and assistance from the ORU/AP Analyst with the pending proposal.
      • Proposals received prior to (or by) the ORU/AP Analyst's submittal timelines will be processed first
      • Proposals received after the ORU/AP Analyst's submittal deadlines are not guaranteed to be successfully submitted due to:
        • Insufficient time for collection of necessary file materials from the candidate and/or the unit, including receipt of referee letters
        • Errors that result in a limited timeline
        • Visa processing issues, if applicable
        • Insufficient time for inclusion on ORA Dean's Office review agendas due to workload and/or during peak periods thus missing cutoff dates
        • Insufficient time for inclusion on campus review committee agendas during peak periods thus missing cutoff dates
        • Insufficient time for processing due to workload or personal time off schedule of the ORU/AP Analyst
        • Periodic reports/notifications will be sent to the MSO, ORA Dean's Office and the ORA VC Office reflecting "exception" proposal submission frequency data to assist with Unit compliance and organizational challenges at a higher level.
  • In these cases, if perceived as urgent and necessary by the unit's MSO, the ORU/AP Analyst will share/delegate some or all of the file preparation responsibilities back to the unit's MSO at a minimum as follows and based on the requested accelerated start dates, and will be reviewed for reasonableness on a case-by-case basis.  
    1. The ORU submits all of the following completed and signed documents via email to the ORU/AP Analyst to start the timeline:
      • ORU New Hire Form
      • CV
      • Waiver of Open Recruitment letter (if salaried at 50% or more from UCSD), per above Template - Director's Letter Waiver Request (Word file) and instructions
      • List of "Department" Referees/Referee letters
      • List of "Candidate" Referees/Referee letters
      • External funding letter (for non-salaried/externally funded candidates)
      • Mid-Year (Zero-Year) Election Form (PDF, for Assistant Project and Assistant Research Scientists with proposed start dates between January and June)
      • Any visa application documents (Form A and/or D, online expedite payment verification) any any supporting documents/information, if applicable
      • Completed UCSD/ORU Bio-Bibl form and publications/PDFs from the candidate
    2. The ORU/AP Analyst will:
      • Solicit candidate for any remaining documents as needed
      • Solicit the proposed referees and collect the referee letters
      • Submit visa application to the IC, as applicable
      • Format and assemble all completed file documents, as time allows
      • Submit the proposed appointment application back to the ORU for final review/voting
      • Subsequently submit the final file to the ORA/AA office for final approval/appointment
  • On a case-by-case basis there may also be circumstances, such as certain requests with start dates less than 90 days in advance, or other circumstances, etc., in which the ORU/AP Analyst will possibly be unable to assist with the request due to timing and/or workload.  In consideration of the growing complexity and rigor of the file proposal preparation and submission process and the increased volume of proposal activity, it is in the best interests of all MSOs and Principal Investigators do their utmost to have consideration for the above timelines. Doing so will enable ORU/AP Analyst and ORA staff to ensure that they are providing the Unit with the highest level of service, and that a proposal can be successfully prepared, reviewed, and submitted, without errors, to meet the deadlines.

Transfers / New Appointment Proposals (Internal):

  • Candidate must be currently appointed in another UCSD Department/ORU.  The title, salary, research, and present appointment end date must remain unchanged, otherwise a full new appointment file (process above) with referee letters may be required. Requests for transfers must be received a minimum of 90 days in advance of start date if a Waiver of Open Recruiment and/or a visa transfer will also be needed, and at least 60 days in advance of start date if no Waiver of Open Recruitment and/or no Visa transfer will be needed, otherwise an adjustment to the requested new start date may be required.
  1. The ORU Submits the following completed and signed documents via email to the ORU/AP Analyst to start the transfer process and timeline:

    • ORU New Hire Form
    • Copy of the email from the candidate to the current department acknowledging/notifying of the transfer request to the new ORU
    • CV, if applicable
    • Waiver of Open Recruiment Letter from new unit for any appointments with effort > 0%
    • Any signed visa transfer documentation/application, if applicable
  1. The ORU/AP Analyst will collect the following documents when starting the transfer process:
    • UCSD latest file documents from current UCSD department/ORU
    • Any other documentation, as applicable
    • Additional visa transfer application information and preparation, as applicable
  2. Once all of the documents are collected:
    • The ORU/AP Analyst will assemble a "mini-file" for submission to the unit for voting and preparation of the Director's letter
  • On a case-by-case basis there may also be circumstances, such as certain requests with start dates less than 90 days in advance, or other circumstances, etc., in which the ORU/AP Analyst will possibly be unable to assist with the request due to timing and/or workload.  In consideration of the growing complexity and rigor of the file proposal preparation and submission process and the increased volume of proposal activity, it is in the best interests of all MSOs and Principal Investigators to do their utmost to have consideration for the above timelines. Doing so will enable the ORU/AP Analyst and ORA staff to ensure that they are providing the unit with the highest level of service, and that a proposal can be successfully prepared, reviewed, and submitted, without errors, to meet the deadlines.

Project and Research Scientists: Reappointment Processes

Reappointment Processes for Project and Research Scientists:

  • General ORU/AP Analyst Review Annual File Process Overview:

    • Note: The ORU/AP Analyst will rely heavily upon the unit MSOs to support, respond to and follow-up regarding notices of timeline delinquencies when received from the ORU/AP Analyst. The unit MSO will be called upon to pick up communications for file completion upon timely notification of exhausted efforts (unsually after at least 3 unanswered attempts "strikes") by the ORU/AP Analyst regarding requests made to unresponsive candidates/mentors for materials needed for timely file completion.
      1. ORU confirms preliminary proposed candidate review list, actions and mentors by Spring deadline as requested by ORU/AP Analyst (Feb)
      2. ORU/AP Analyst solicists candidates for their file materials (April)
      3. ORU/AP Analyst solicits unit for special documents, referees and other information as needed (April)
      4. ORU/AP Analyst reviews, edits, prepares and compiles file materials, documents and information (June-August)
      5. ORU/AP Analyst submits compiled files back to the ORU for Committee/Director review with suggestions and recommendations (August)
      6. ORU submits signed Summary Form, Committee letters, and Director's letters with final actions back to ORU/AP Analyst by deadlines (Sept-Nov)
      7. ORU/AP Analyst prepares a final file and submits to appropriate Dean's Office for campus review (Oct-Dec)

Postdoctoral Scholars: New and Reappointment Processes

Questions? Contact Megan Ensminger x20271

For information regarding Postdoctoral scholar policies, salaries and benefits, please refer to the following links:

Postdoc Open Recruitment Process:

  1. The ORU PI/MSO posts the job description/recruitment directly to the OPVSA central posting site: http://postdocservices.ucsd.edu/PostDocOpp/Admin/Post
  2. Once the ORU PI selects a candidate, the ORU MSO forwards the necessary documents to the ORU Core Services Administrative Assistant per the process listed below for "New Appointment Proposals"

New Appointment Proposals:

  • New/Initial Postdoc appointments are for a minimum of 1 year.
  • Requests must be received a minimum of 120 days in advance of start date if a visa will be needed or, at least 90 days in advance of start date if no visa will be needed, or an adjustment to the start date may be required.
  • Contact ORU Core Services for visa questions or if another type of visa will be needed.
  1. The ORU submits the following completed and signed documents via email to the ORU Administrative Assistant:

    • ORU New Hire Form (fillable PDF, rev 3/2014)
    • CV
    • External funding letter (for Fellow or Paid-Direct status if candidate will not be a UCSD Employee)
    • Form A for the J-1 visa application (if applicable)
    • Copy of confirmation of completed online payment to the UCSD IC for the J-1 visa application (if applicable)
  1. The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
    • UCSD PD Bio-Bibl Form
    • Proof of Degree
    • Passport (if postdoc will be traveling to UCSD with family, we will also need copies of the family members' passports)
    • Visa application information and preparation (if applicable)

Transfer/New Appointment Proposals (Internal/External):

  • New/Initial Postdoc appointments are for a minimum of 1 year.
  • Requests must be received a minimum of 60 days in advance of start date if a visa (J-1) transfer will be needed and/or transferree is currently at another UC or a non-UC institution, and at least 30 days in advance of start date if no visa will be needed and/or the transferee is already internal to UCSD, otherwise an adjustment to the start date may be required
  1. The ORU Submits the following completed and signed documents via email to the ORU Administrative Assistant:

    • ORU New Hire Form (fillable PDF, rev 3/2014)
    • Copy of the email from the Postdocs current PI acknowledging the transfer request of the Postdoc to UCSD and the new ORU
    • CV
    • External funding letter (for Fellow or Paid-Direct status if candidate will not be a 100% UCSD Employee)
    • Signed Form A for the transfer of the J-1 visa application (if applicable)
    • Copy of confirmation of completed online payment to the UCSD IC for the J-1 visa transfer application (if applicable)
  1. The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
    • UCSD PD Bio-Bibl Form
    • Proof of Degree
    • Copy of Passport (if postdoc will be traveling to UCSD with family, we will also need copies of the family members' passports)
    • Additional visa application information and preparation (as applicable)
  • Exceptions:  New appointment proposals process (for requests received by the ORU Core Services Administrative Assistant after the requested submission timelines):
    • Urgent circumstances will sometimes occur, but should be rare. When they do, please inform your MSO as early as possible so they can provide assistance and support along with notifying the ORU Core Services Administrative Assistant. Notifying ORU Core Services as early as possible to such urgencies allows for anticipation and assistance with the pending proposal.
      • Proposals received prior to (or by) the submittal timelines will be processed first
      • Proposals received after the submittal deadlines are not guaranteed to be successfully submitted due to:
        • Insufficient time for collection of necessary file materials from the candidate and/or the unit
        • Errors that result in a limited timeline
        • Visa processing issues (if applicable)
        • Insufficient time for processing in RSAS due to ORA/AA workload or personal time off schedule of the ORU/AP Analyst
        • Periodic reports/notifications will be sent to the MSO, ORA Dean's Office and the ORA VC Office reflecting "exception" proposal submission frequency data to assist with unit compliance and organizational challenges at a higher level.
    • In these cases, if perceived as urgent and necessary by the unit, ORU Core Services will share file preparation responsibilities with the unit's MSO based on the accelerated start dates, and will be reviewed for reasonalbeness on a case-by-case basis.  
    • On a case-by-case basis there may also be circumstances, such as requests with start dates less than 30 days in advance, or other circumstances, workload, etc., in which ORU Core Services will be unable to assist with the request.  In consideration of the growing complexity and rigor of the file proposal preparation and submission process and the increased volume of proposal activity, it is in the best interests of all MSOs and Principal Investigators to do their utmost to have consideration for the above timelines. Doing so will enable ORU Core Services and ORA staff to ensure that they are providing the unit with the highest level of service, and that a proposal can be successfully prepared, reviewed, and submitted, without errors, to meet the deadlines.

Reappointment Proposals:

  • Per the new Postdoctoral Scholar Contract, the first reappointment for a Postdoc must be for a minimum of 2 years, with the exception of the following special circumstances:
    • Less than 2 years of programmatic work
    • Less than 2 years of funding
    • Exhausted eligibility as a Postdoctoral Scholar
    • Work authorization limitations
    • Change in PI
  • Requests must be received a minimum of 90 days in advance of start date if a visa will be needed or, at least 60 days in advance of start date if no visa will be needed, or an adjustment to the start date may be required.
  1. The ORU submits the following completed and signed documents via email to the ORU Administrative Assistant:
    • Postdoc Annual Review Form, including proposed new salary
    • Updated funding letter (for Fellow or Paid-Direct status if candidate will not be a UCSD Employee)
    • Form A (signed) for visa extension (if applicable)
    • Copy of confirmation of completed online payment to the UCSD IC for the J-1 visa application (if applicable)
    • PD Exception Form (PDF) (for beyond 5th year, a reduction in time, or less than 1 year reappointment, if applicable)
    • PD Amendment Form (PDF) (for early termination, change of funding type, or salary, if applicable)
  1. The ORU Administrative Assistant will collect the following documents from the candidate and then submit the proposed appointment application into RSAS:
    • UCSD PD Bio-Bibl Form, as applicable
    • Proof of Degree, as applicable
    • Additional visa application information and preparation, as applicable

Postdoc Leave of Absence (LOA) Process

The ORU submits the Academic Leave of Absence/Sabbatical (ALAS) Form (PDF) via email to the ORU Administrative Assistant for processing.

Maternity Leave Process:

  1. The Postdoc should contact Garnett-Powers immediately and confirm their benefits eligibility and coverage.
  2. The ORU should reconcile the Postdocs available accruals for paid time off. Postdocs accrue 12 days of sick leave per year and 24 days of PTO per year. PTO is accrued on a “use it or lose it” basis and does not carry over to the next year.
  3. The FML paperwork should be completed (see the PD website under the “Maternity” section for instructions)
  4. The ORU submits the ALAS form completed/signed to ORU Core Services – see link on PD website in Maternity section

Postdoc Sick Leave and Personal Time Off (PTO) Policies:

Early Separations and/or Exceptions to the "5-Year Rule":

The ORU submits the following completed and signed documents via email to the ORU Administrative Assistant:

  1. PD Exception Form (PDF) (for beyond 5th year, a reduction in time, or less than 1 year reappointment, if applicable)
  2. PD Amendment Form (PDF) (for early termination, change of funding type, or salary, if applicable)
  3. Copy of confirmation of completed Online Departure Form tor the UCSD IC for the J-1 or H1-B ending early, if applicable. (NOTE: there is a penalty for H1-B scholar's ending their program early. Refer to the IC website for details (PDF)).

Postdoc Layoff Policy and Process:

Please contact Catherine Schumacher, the ORU Core Services AP Analyst, for the current Layoff Policy and Process.

Visiting Scholars: New and Reappointment processes

ORU Core Services is not currently processing visiting scholar appointments. For more information regarding visiting scholars, please visit the following links:

Visiting Project and Visiting Research Scientists: New and Reappointment Processes

Visiting Researcher Policy (APM 230, PDF)

  • Salary (APM 230-18, PDF) and Reimbursing Visiting Researchers Policy (APM 230-20, section h, PDF)
  • Visiting appointments are initially appointed for up to one year. An extension of an additional year may be approved later, but no more extensions beyond the second year will be approved.
  • These appointments are temporary academic employees with possibly associated employee benefits (e.g. health, workers comp, and accruals)
  • No retroactive appointments will be approved, therefore, the candidate cannot begin working until they have been offered and accepted the position

Appointment Guidelines are appropriate for:

  • Established scholars, with a permanent position at a university, college, or research institution; they must be on leave from their home institution and planning to return.  No "Waiver of Affirmative Action" is required for these temporary appointments.
  • Who are engaged in a UCSD research program temporarily,
  • and who will have no teaching responsibilities.
  • The proposed rank is normally based on the person's home institution rank. There are no steps associated with a visiting appointment.
  • The salary is based on their home institution's salary. However, if the scholar is foreign and their home institution's rate is not equivalent to US rates, then a case can be made to use the appropriate UCSD salary scale to determine their salary rate. The appointment has to be ‘percent time’ rated and cannot be ‘by agreement’. A salary increase is only allowed if there is an increase in salary at the home institution.
  • A visiting appointment should not be used in place of a permanent appointment. If the department is aware that the candidate will be needed beyond a year or two, then the candidate should be proposed for a regular Research Scientist or Project Scientist appointment.

New Appointment Proposals

  • New/Initial Visiting Project/Research Scientist appointments may be up to 12 months. An extension of an additional year may be approved later, but no more extensions beyond the second year will be approved.
  • Requests must be received a minimum of 120 days in advance of start date if a visa will be needed or, at least 60 days in advance of start date if no visa will be needed, or an adjustment to the start date may be required
  1. The ORU submits the following completed and signed documents via email to the ORU/AP Analyst:
    • ORU New Hire Form
    • Temp Appointment Summary Form. If the candidate has visited UCSD before, please include these dates in ‘Previous UC Experience’ on the summary page, or attach separate UC Employment History page.
    • Director’s appointment proposal letter indicating dates, purpose, salary, etc.(addressed to: Sandra A. Brown, Vice Chancellor, Office of Research Affairs),
    • UCSD ORU Bio-Bibl form (in WORD format along with a PDF of the signature page)
    • CV
  2. The ORU/AP Analyst will:

    • Format and assemble all completed file documents
    • Submit the proposed appointment application back to the ORU for edit/final review
    • Subsequentily submit the final file to the ORA/AA office for final approval/appointment

Re-Appointment Proposals (2-Year cummulative maximum limit)

  1. The ORU submits the following completed and signed documents via email to the ORU/AP Analyst:
    • Director's reappointment proposal letter indicating dates, purpose, reason for extension, salary, etc.
  2. The ORU/AP Analyst will:
    • Format and assemble all completed file documents
    • Submit the proposed appointment application back to the ORU unit for edits/final review
    • Subsequently submit the final file to the ORA/AA office for final approval/appointment

RECALL and EMERITUS Appointments

RECALL Policy Summary:

  • A Ladder rank Professor who has retired from the University of California and is recalled to serve in a research capacity may be appointed to the Research Professor recall title (title code 1707).
  • A Ladder rank Professor who is recalled to teach and to do research may be recalled to either the Research Professor or Professorial recall title.
  • All others usually come back in their title at retirement, i.e., Researcher - Recalled, etc.
  • For those faculty recalled for teaching only, or for service, the same would apply for all titles except Ladder.
  • The RTAD salary can be up to 43% of the faculty member's total salary upon exiting and this may include Z. The member or department needs to be able to fund this salary.
  • The revised policy, effective 2/24/12, now allows for a multi-year recall appointment for faculty who are going to conduct research. Faculty who are recalled to teach are limited to a one year appointment. See Recall Appointments in the PPM.

Recall Policy for Academic Appointees (APM 205, PDF)

RECALL Appointment Guidelines:

  • The ORU submits the following completed and signed document via email to the ORU/AP Analyst:

EMERITUS Policy Summary:

  • Emeritus titles (APM 120, PDF) - circumstances and criteria for conferring emeritus status.

EMERITUS Appointment Guidelines:

The ORU submits the following completed and signed document via email to the ORU/AP Analyst:

Leave of Absence (LOA) Processes

Leaves of absence (PPM 230-10) - policies, procedures, and approval authority charts for leaves for academic appointees at UCSD.

Family accommodations (PPM 230-15) - policies intended to assist academic appointees in balancing the needs of work and family

  • The Family Accommodations Reporting (FAR) form (PDF) should be prepared by the department in coordination with the academic appointee. The appointee is expected to review the FAR form, provide the necessary attachments,and assure the accuracy of the reported information.

Medical leave (APM 710, PDF) - policy on medical leave for academic appointees.

Medical separation (AMP 080, PDF) - basis and procedures for separation of an academic appointee due to medical reasons.

IC Leave of Absence Authorization Request Form

If so, [s/he] should update our office when [s/he] re-enters. The scholar can do this by submitting a change of address form online and sending document copies (the latest I-94 printout & visa (if new)) to ischolars@ucsd.edu. Or the scholar can visit our office with the same documents to complete this process.

If the Leave of Absence will be extended, we must be updated with a new return date. Lastly, if [s/he] has ended their J program, we need to complete the SEVIS record as soon as possible; please submit a Departure Form.

Voluntary and Involuntary RIT, Layoff, Separation, Termination Processes

Requests for a Voluntary Decrease in Effort (PDF, not applicable to Postdocs)

Layoffs and involuntary reductions in time for non-Senate academic appointees (PPM 230-7) - procedures for equitable treatment of appointees in the event of termination or involuntary reduction in time due to lack of work, lack of funds, or discontinuance of a program.

Please contact the ORU/AP Analyst for current policy and processes.

Visa Overview and Types

J-1 Initial Application/Transfer

Application process

Please complete and return the application packet to the International Faculty & Scholar Office (IFSO) 3–4 months before the start date of the J-1 Exchange Visitor's program. Departments should allow at least 45 days between submission of the DS-2019 request to IFSO and the anticipated start date of the Exchange Visitor's program, to allow for mailing, SEVIS fee payment, visa application, visa processing--including any required background checks, and travel arrangements.  IFSO will automatically push the start date back 45 days from receipt of the request (RUSH processing request start dates will be honored as much as possible, subject to the discretion of the Scholar Advisor).

The IFSO standard processing time is approximately 10 business days from receipt of a complete DS-2019 request and all required documentation, including the $425 processing fee. If the application needs to be expedited through RUSH processing, IFSO will process the request within 5 business days, but usually sooner.  Please note: a $200 Rush Fee is charged to expedite applications (second line-item on the Visa Recharges Form)

Incomplete DS-2019 requests cannot be processed and will be returned to the sponsoring department.

Extension of J-1 Status

Application process

J-1 Professors and Research Scholars are limited to a total of five years in J-1 status.  It is the scholar's responsibility to initiate the request with the sponsoring department for an extension of stay.  The department needs to approve the appointment renewal prior to submitting the request to the International Faculty & Scholar Office (IFSO). The request should be submitted preferably 2 - 3 months in advance, but at least at a minimum of 30 days before the current DS-2019 expires. 

The IFSO standard processing time is approximately 10 business days from receipt of a complete DS-2019 request and all required documentation, including the $425 processing fee. If the application needs to be expedited, IFSO will process the request within 5 business days. Please note: a $200 Rush Fee must be charged to expedite applications (second line-item on the visa recharges form). Failure to extend the DS-2019 in a timely manner carries serious consequences with the Department of Homeland Security and should be avoided at all costs.

End Date/Grace Period: Scholars may continue in their program only for the duration of the DS‑2019.  Permission to stay in the US ends on the expiration date marked in section 3 of the DS-2019, plus a 30-day grace period.  The grace period is intended for preparation of departure from the U.S; it is not to be used for continued research or employment.

Eligibility

An international scholar is NOT ELIGIBLE for extension of J-1 status under the following circumstances:

  1. If the scholar has applied for H, L, or in some cases, U.S. Permanent Resident (green card) status (please consult IFSO for further details).
  2. If the individual has applied for a Waiver of the Two-Year Residency Requirement and received a recommendation notification from the US Department of State or an approval notice (I-612) from U.S. Citizenship and Immigration Services (USCIS).
  3. If the position is tenure track.
  4. If the scholar is no longer associated with UC San Diego.

H-1B Visa: Initial Application

Note:

Only an authorized representative of a UC San Diego department may request that the International Faculty & Scholar Office (IFSO) prepare an H-1B petition.

General information

  • H-1B status is for internationals in a "specialty occupation" that requires "theoretical and practical application of highly specialized knowledge."
  • Departments may initially petition for up to three (3) years of employment and later request extensions for a total of six (6) years.
  • Applications should be submitted 6-8 months in advance of the desired start date of employment. This time is inclusive of all 3 steps described in the process section below.
  • Most international researchers come to UC San Diego in J-1 Exchange Visitor status, which affords them additional time to build up a strong case for permanent residence, if this is an ultimate intention; in addition, H-1B petitions are very labor-intensive and expensive. To bypass the J-1 classification, please have the scholar read J-1 or H-1B: A Comparison (PDF), and sign the botttom of page 2, and submit with the H-1B initial request.  This form is not needed if the scholar is currently in J status or is ineligible for J status.
    • H-1B petitions are filed in accordance with H-1B immigration regulations and UC San Diego policy.

H-1B Visa: Extension Application

General information

  • H-1B status is for internationals in a "specialty occupation" that requires "theoretical and practical application of highly specialized knowledge".
  • Departments may initially petition for up to three (3) years of employment and later request extensions for a total of six (6) years.
  • Applications should be submitted 4-6 months in advance of the desired start date of employment. This time is inclusive of all 3 steps described in the process section below.
  • Only designated IFSO staff are authorized to prepare and sign the H-1B petition (Form I-129) and Labor Condition Application (Form ETA 9035) for UC San Diego.
  • H-1B petitions are filed in accordance with H-1B immigration regulations and UC San Diego policy.

WB Visa Waiver Program

Overview

The Visa Waiver Program (VWP) allows citizens of certain countries to enter the U.S. as non-immigrants for up to 90 days for business or pleasure.

Visitors entering on the Visa Waiver Program can neither engage in employment in the U.S. nor enroll in an academic study program.  The U.S. Department of State expressly indicates that the B-1 and, by extension, the WB, may be used for "independent research".

Visitors in this status are not permitted to change to another visa category within the U.S., nor are they allowed to extend their stay beyond the 90-day period of admission.

Types of waivers

  • WB status (Visitor for Business): An international visitor entering in WB status holds a permanent residence in a foreign country that he/she has no intention of abandoning, and who is visiting the U.S. temporarily for business, such as consulting with business associates; participating in scientific, educational, or professional conventions, conferences, or seminars; or undertaking independent research.  These must all be short-term, non-salaried academic activities. Persons in WB status may be reimbursed for reasonable business costs where UC San Diego has a business purpose (e.g., inviting an expert speaker to a conference) and, if their activity on campus lasts no longer than nine days from beginning to end of their activity, can be granted an honorarium, provided that they will be granted honoraria from no more than five institutions during their stay in the U.S. The department's letter of invitation should indicate the types of activity that will be pursued, and these activities should correspond to those indicated as acceptable for the B-1/WB classification by the U.S. Dept. of State (see list of acceptable activities).  If activities do not conform to those listed, the U.S. Dept. of State may require a visa, such as a J-1 Exchange Visitor visa, in which case the department will need to go through the J-1 request procedure.   NOTE: the U.S. Dept. of State indicates the following about student training and B-1/WB status in notes to its Foreign Affairs Manual: "aliens, often students, who seek to gain practical experience through on-the-job training or clerkships must qualify under INA 101(a)(15)(H) or (L), or when an appropriate exchange visitors program exists (J)". It is our experience that language using "internship" will be interpreted by the U.S. DOS as a program activity requiring J status.
  • WT status (Visitor for Pleasure): An international visitor entering in WT visa status has recreational intent, including tourism, amusement, visits with friends or relatives, rest, and activities of a social nature. In ALL cases, we recommend that the department invite visitors in WB, rather than WT, status.

Which waiver to request

Scholars who come to UC San Diego for consulting, conferences, independent research, etc., for fewer than 90 days should enter the U.S. in WB status.

One should not enter the U.S. on the VWP program if there is any possibility to stay in the U.S. longer than 90 days, change to another status, or receive payment of salary.

Templates for File Letters

Templates Examples of File Related Letters

UCSD IFSO Visa Application Info, Links and Processes

Visa Services Policy for International Scholars (PPM 200-16)

International Center Visa Applications Information Page

Visa Services Online Payment Instructions 

Visa Services Online Recharge Form (login required)

Travel & Re-Entry Process

Renewing & Replacing Documents

International Center Check-in Process

IC Leave of Absence

If so, [s/he] should update our office when [s/he] re-enters.  The scholar can do this by submitting a change of address form online and sending document copies (the latest I-94 printout & visa (if new)) to ischolars@ucsd.edu.  Or the scholar can visit our office with the same documents to complete this process.

If the Leave of Absence will be extended, we must be updated with a new return date. Lastly, if [s/he] has ended his J program, we need to complete the SEVIS record as soon as possible; please submit a Departure Form.

TN Status Process for Visiting Canadian and Mexican Citizens (with Director's Letter Sample) 

Changes in Employment (Amendments): Non-immigrants are responsible for carrying out the principal activity for which they were admitted to the U.S. to pursue; UC San Diego must abide by the specific regulations governing the pursuit of these principal activities, including when changes in employment occur.

For H-1B Employees:  The H-1B is job and employer specific. BEFORE changes in employment take place (job title, significant change in job duties, salary, FTE, location), departments MUST consult with an ISO advisor.  Changes in employment circumstances may require filing an amended H-1B petition, complete with internal recharge and USCIS filing fees.  If you have any questions on the need for amending an H-1B petition, please contact ischolars@ucsd.edu.

For J-1 Exchange Visitors:  All changes in site of activity, funding amounts or sources, FTE, as well as significant changes in job duties, must be reported to the International Faculty & Scholar Office through an Amendment Application. No recharge fee is required. If you have any questions on the need for submitting Form A, please contact ischolars@ucsd.edu.  See instructions on completing the amendment application.

Other Useful Links

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