Scholar Record Expiration Reminders
The ISSO sends courtesy email reminders about upcoming record expiration dates to both scholars & designated department contacts at 6 months, 3 months and 1 month before the ISSO profile end date. Refer to record keeping & definitions for scholars to determine the dates and details that trigger the courtesy reminder. We appreciate your efforts to provide accurate and timely information throughout the duration of each scholar’s activity at BU as insuring compliance with immigration and employment regulations is a shared responsibility involving the scholar, the ISSO and the host department. Scholars and department contacts must notify ISSO of any changes to length and/or terms of activity in advance rather than waiting to be prompted by email reminders. Whether you are trying to evaluate next steps or you have received a courtesy email reminder, please review scenarios below to determine appropriate action and/or contact the ISSO scholar team with any questions.
Activity will Continue
Review the options below to determine the appropriate steps to facilitate the continued BU activity in the department. Since we send expiration reminders periodically, it is possible that you have already taken the required action. We will continue to send reminder notifications until all of the required processing is completed. Given that this can take many months, there may not be a need for departments to respond if they have done so based on previous email reminders for the same scholar.
Extension of Current Immigration Status
BU sponsored scholars in the J, H, TN or O classifications may be eligible to extend their immigration status to continue the activity in your department. In order for the ISSO to confirm eligibility for an extension and to provide you with more classification specific details and instructions, please submit a complete Request for Immigration Sponsorship packet to the ISSO at least 6 months prior to expiration date noted in the reminder e-mail. If you have already submitted the processing request packet, we recommend that you follow up directly with your Advisor.
OPT STEM Extension
The OPT STEM extension is available to qualifying employees working under OPT authorization who have completed a degree in a designated STEM field. In order for the ISSO to confirm eligibility for this extension and to provide institution specific details and instructions, please submit a complete Request for Immigration Sponsorship packet to the ISSO at least 3-4 months prior to the expiration of the initial OPT authorization. More information about OPT STEM requirements for employers can be found on our website.
Change of Immigration Classification
If a change to a different immigration classification is required to facilitate the continued activity in your department, it is important to get us the paperwork as quickly as possible so that we can review the terms of the continued activity and, in conjunction with the host department and scholar, determine the appropriate strategy to support the continued activity. In order for the ISSO to confirm eligibility for a change of status, to review potential strategies, and to provide further details and instructions, please submit a complete Request for Immigration Sponsorship packet to the ISSO at least 6 months before the noted expiration date.
Please keep in mind that, in some cases, change of status applications may take six months or longer for processing. The ISSO will continue to send the email reminders until all immigration processing is complete. Please reach out to your advisor with questions.
Scholar will extend employment authorization
In some cases, your scholar does not require ‘sponsorship’ from BU. Scholars in possession of an employment authorization from USCIS that is incident to their immigration status in the U.S. (ie. Temporary Protected Status, Pending Lawful Permanent Resident, J-2 dependent with employment authorization, etc.) must apply to extend this authorization several months in advance directly with USCIS. Verification of the continued employment eligibility must be presented before the date noted in the ISSO e-mail reminder. In limited cases, it may be possible for BU to extend the employment authorization temporarily if the employee can provide documentation that an application for an extension was filed. Unfortunately, this temporary extension does not apply to all categories so advanced planning is important to insure continued employment without interruption.
Scholar has employment authorization; Department to extend appointment
When a scholar is in possession of an employment authorization that is valid beyond the end date noted in the email reminder or initial appointment dates, the ISSO record can be extended easily. The host department will need to provide the ISSO with an updated letter to confirm the new dates, title and salary for the continued activity. This can often be the case for temporary positions that need to be extended beyond the dates indicated in the initial offer of employment.
Activity is Ending
Since the ISSO sends periodic reminders, it is possible that you may have already notified us regarding a particular scholar. If this is the case, then no further action may be required. Please contact the ISSO scholar team with any questions.
Activity end date coincides with ISSO profile end date
If the activity is ending on the date noted in the ISSO expiration reminder, the host department should submit a completed Notification of End of Employment/Activity (EoE) to the ISSO at least 10-days prior to the expected end of activity so that we can update our records and advise the scholar as appropriate.
Activity ending earlier than ISSO profile end date
If the activity will be ending before the date noted in the ISSO expiration reminder, the host department should submit a completed Notification of End of Employment/Activity (EoE) to update the last day of activity in the department. Please submit this form to the ISSO at least 1o-days prior to the end of the activity in your department so that we can update our records, advise the departing scholar as appropriate, and notify appropriate U.S. government agencies if required.
Activity has already ended
If the activity has already ended, please submit a completed Notification of End of Employment/Activity (EoE) to the ISSO right away. Please keep in mind that there may be federal reporting requirements when a scholar activity ends. Therefore, to insure institutional compliance, it is critical the department provide this notification at least 10-days prior to scholar departure from your department in the future.
If you are unsure how to respond to the e-mail reminder, please contact your advisor right away. A timely response is particularly important in situations where extensive processing is required to facilitate the continued activity or in circumstances where there are regulatory reporting requirements related to the completion of the activity at BU. More information about employment eligibility verification and re-verification requirements and/or specific details on ISSO recording keeping and definitions is available.
