Onboarding J-1 Researcher
Outline of Process for Onboarding J-1 Researcher:
Roles of Department, Human Resources, & Meharry International Services Office
1. Job Description
Department:
- Review funding, grant information, contract, etc. and determine the necessary task responsibilities;
- Determine all specific duties for job/research;
- Once all of the task responsibilities are agreed upon within the department, send an email to HR and International Services describing the job/position requirements.
HR:
- Compare the job/position requirements provided by the Department with any current or previous positions/description;
- If there is not a job position/description that fits the job/position requirements provided by the department, then create one.
- Perform the standard initial screening;
- Ensure all of the Department of State’s regulations are met.
NOTE: When creating the above-mentioned job description, refer to the Occupational Outlook Handbook by the Bureau of Labor Statistics
International Services:
- Will review the job/position description and necessary tasks as per the communications with Department and HR;
- Will have final review on official job/position description in accordance with fulfilling the legal requirements of the application.
2. Funding
Department:
- Determine the funding for the position;
- Communicate said funding requirements with HR and International Services;
HR:
- Complete I-9;
- Check with International Services regarding FICA on I-9 Processing.
International Services:
- Coordinate with the Department in order to ensure that funding requirements are met as per the J-1 Application Requirements.
3. DS-2019 Production
International Services:
- Will provide DS-2019 Application Checklist;
- Will assist with completing and filing the DS-2019 Application.
4. DS-160 Production
International Services:
- The J-1 candidate will receive “J-1 Process Outline and Instructions” and “Notice of Requirements for J-1 Research Scholars.”
5. As per the checklists
provided in the above-mentioned documents, International Services will aid with the candidate’s application and interview process at the Consulate/Embassy.
6. Packet sent to J-1 & Subsequent Meeting with J-1 After U.S. Arrival
Department:
- Coordinate with HR to obtain a Social Security Number;
- Either obtain a driver’s license or organize method(s) of transportation for duration of program;
- Coordinate arrangements to pick up from airport upon arrival;
- Arrange housing for the duration of the program.
HR:
- Coordinate with Department to obtain a Social Security Number;
- Complete I-9;
- NOTE: This process will not be able to proceed without SS#.
International Services:
- Will ensure completion of all immigration-based policies and requirements have been satisfied.