Application Process for Employment-Based Immigration Sponsorship

International Services is Oregon State University’s designated office to file immigration applications on behalf of OSU. 

International Employee Scholar Services supports OSU and OSU employees through immigration sponsorship process for employment-based immigration categories (e.g. H-1B, TN, E-3).

  

Sponsorship Request

To determine what sponsorship options are available for a position, hiring departments can complete a Sponsorship Request.

   

Immigration Sponsorship

To find out basic information about immigration statuses that OSU is able to sponsor.

   

IP Connect Login

To provide information needed for the immigration sponsorship process, hiring departments can use International Services online system, IP Connect Login.

Overview of Process

International Services is Oregon State University’s designated office to file immigration applications on behalf of OSU.  International Employee & Scholar Services supports OSU and OSU employees through immigration sponsorship process for employment-based immigration categories (e.g. H-1B, TN, E-3).

International Services evaluates OSU’s immigration sponsorship options for a position.  However, it is the hiring department’s decision whether OSU will sponsor immigration work authorization for a position.

Once the immigration sponsorship process is started, International Services will assist the hiring department and employee through the process.  International Services uses an online application process in IP Connect, an online portal, to gather the information necessary to prepare and file applications to request immigration work authorization for OSU’s employee. 

Through the application process, International Services will provide the hiring department and employee step-by-step instructions.

Processing timelines for immigration applications is highly application-specific and subject to high fluctuation.  Generally, most employment-based immigration work authorization processes take a minimum of 3 months.  International Services highly recommends initiating the immigration sponsorship process as soon as possible.

Immigration Sponsorship Evaluation

In order to know what immigration sponsorship is possible, International Services must review both the position and the immigration and professional history of the successful candidate through the Immigration Sponsorship Evaluation form.  International Services will evaluate the sponsorship options and notify the sponsoring department.

As a part of the evaluation, International Services will provide an estimate of costs and timeline based on the specific application and current governmental processing timelines.

International Services Application Preparation

Employment-based immigration sponsorship is a lock-step process, often involving processes evaluating the position, the wage, and any immigration factors that could impact the application; and processing through the US Department of Labor.  International Services will complete all the required steps to prepare the application for work authorization which is filed with the Immigration Service.

Immigration Services Processing

International Services files the application with the Immigration Service.  The Immigration Service’s processing times vary significantly based on the type of application, the time of year, and staffing levels.  At the time of filing, International Services will provide the hiring department with an estimate of the expected processing time for the Immigration Service to evaluate the application.

For some applications, the hiring department may have the option to pay the Immigration Service to expedite the application.  International Services will let the hiring department know about this option during the sponsorship process.

Work Authorization

An approval of OSU’s application with the Immigration Service provides immigration work authorization for employees who are inside of the US.  International Services will provide the approval to the employee – who can use the approval to complete their OSU hiring paperwork.

Visa Application

In some cases, a visa issued by a US Consulate outside the US is required in order to cross the border into the US.  If an employee is outside the US, they may need to apply for a visa foil in their passport in order to enter the US and “activate” their work authorization. 

Roles in the Application Process

  

OSU Department

Hiring Department: 

Complete recruitment and hiring process.  Decide which immigration sponsorship to offer for the position and notify the employee.  Pay costs for immigration sponsorship.  Complete the Export Control process.

Department Contact: Access IP Connect to complete the department’s portion of the E-Form Process.  Provide requested information throughout the immigration sponsorship process.

  

International Employee & Scholar Services

Evaluate immigration sponsorship eligibility.  Prepare and file OSU’s immigration sponsorship application with government agencies.  

  

Employee:

Accesses IP Connect to complete the employee’s portion of the E-Form Process.  Provide requested information throughout the immigration sponsorship process.

Software and Training

IP Connect is an online data management system used by International Services to manage OSU’s immigration sponsorship processes. Detailed instructions and training about using IP Connect can be found in the Department Contact Resources Canvas site.

Process Overview

  1. OIS initiates the H-1B Application in IP Connect and sends the Department Contact instructions on how to begin the H-1B Application process in IP Connect.
  2. Hiring Supervisor completes the Export Control process through the Research Office
  3. Department Contact completes departmental e-forms in IP Connect.
  4. Employee receives link and completes the client fillable e-forms and uploads supporting documentation.
  5. OIS confirms receipt of application, conducts initial review, and requests additional information if needed.

Next Steps for H-1B Employee

  • Initial Applicants – Consular Processing: The prospective H-1B employee will work with the hiring department to complete the initial H-1B application in the IP Connect system. Once that is complete, OIS will work on the H-1B petition and labor certification documentation that will be submitted to USCIS. If outside the U.S., once the H-1B petition is approved by USCIS, the prospective H-1B employee applies for an H-1B visa at a US consulate abroad using the documentation issued by USCIS (the official I-797 Approval Notice) and the department. Appointment wait times and visa procedures are available from the US Department of State and the US Consulate in the country in which the H-1B employee will apply for a visa.

  • Initial Applicants – Change of Status: If changing from another immigration status to H-1B immigration status while inside the US, the prospective H-1B employee will work with their hiring department to complete the initial H-1B application. Once that is complete, OIS will work on the H-1B petition and labor certification documentation that will be submitted to USCIS.

  • Transfer Applicants: If transferring H-1B status from within the US, H-1B employee must work with their hiring department to complete the H-1B Transfer application in the IP Connect system. Once that is complete, OIS will work on the H-1B petition and labor certification documentation that will be submitted to USCIS.
  • Extension Applicants: If employee is currently in H-1B status at Oregon State University and eligible to extend H-1B status, H-1B employee will work with the hiring department to complete the H-1B extension application in the IP Connect system. Once that is complete, OIS will work on the H-1B petition and labor certification documentation that will be submitted to USCIS.

What to Prepare?

Supervisor of H-1B employee and/or Department Contact:

  • Appointment offer letter

  • Position Description  
  • Export Control Certification
H-1B Employee

The following documents will need to be submitted in .pdf or .img format  through the IP Connect system:

  1. curriculum vitae
  2. diploma from highest degree obtained (and translation, if applicable)
  3. official transcripts (and translation, if applicable)
  4. passport ID page, valid 6-months beyond the requested H-1B program end date
  5. Any documents related to current or past visits to the United States (i.e. DS-2019, I-20, Employment Authorization Card)

Contact us for the TN application process overview.

Contact us for the E-3 application process overview.