Once notification is received from faculty that they want to hire someone that requires a visa, the HR Specialist begins by determining whether or not a posting must be made on AJO (Postdoc, Associate in Research, Research Scientist, etc.). HR Specialist sends a generic job description to the faculty member for updates. This is submitted to the Chair’s Assistant for posting on AJO. Once posting has closed, the visa process can begin.
The timeline will vary according to which type of visa is being requested. Please see visa timeline document. Below is the general steps for both a new visa AND a renewal.
- Request resume and specifics (start/end dates, position responsibilities and charge code) from faculty member.
- HR Specialist begins working on the offer letter, then sends too faculty member for approval.
- Once approval is received, HR Specialist contacts candidate and sends offer letter and the appropriate Visa checklist.
- Upon receipt of required documents, HR Specialist begins inputting information to the Visa Services webform. This will generate an email to the candidate with the information to access webform.
- HR Specialist also receives a copy of this email and just for security, HR Specialist sends a copy to the candidate and the sponsoring faculty member.
- Once all documents have been received and the candidate has submitted the webform, the HR Specialist gathers all documents into one pdf and after submitting the webform, uploads the document to Visa Services strongbox. The only difference is for H1B and O1 visa, which have to be hand delivered.
Note: For H1B, this requires additional documentation which must be completed at the departmental level (AP Check requests and Actual Pay Statement). These require departmental signatures.
