Body
University Policy
Title
University of North Carolina at Chapel Hill Policy on Hosting Units
Introduction
Purpose
This policy outlines the roles and responsibilities of UNC-Chapel Hill Hosting Units in using the ISSS Portal and maintaining immigration compliance for international scholars. It explains how Hosting Unit Contacts, Faculty Mentors/Supervisors, Hosting Unit Heads, and international scholars support timely request processing, post-arrival compliance, reporting, and required updates.
Scope
This policy applies to UNC-Chapel Hill Hosting Units and the individuals involved in sponsoring, supervising, approving, or participating in international scholar requests, including Hosting Unit Contacts, Faculty Mentors/Supervisors, Hosting Unit Heads, and international scholars.
Policy
Contents
Hosting Unit Roles and Responsibilities Overview
Outlined below are the Hosting Unit’s roles and responsibilities in the ISSS Portal and for maintaining compliance after the international scholar arrives in the U.S.
Prior to initiating a request in the ISSS Portal, Hosting Units must complete all the necessary HR screening and selection steps, including the background check.
Key resources for screening and selection are:
- J-1 Exchange Visitor Program Playbook
- Faculty Hiring Playbook
- Faculty Posting Guide
The ISSS Portal gathers essential information for international scholar/faculty requests from the source, with each stakeholder submitting the required details and documentation directly into the portal. HR leadership in each school determines which administrative staff serve as Hosting Unit Contacts (HUCs) on behalf of their unit. The Hosting Unit Contact for each UNC academic department, school, or center (“Hosting Unit”) has access to the ISSS Portal to initiate and track requests, has participated in required training to use the portal effectively, and can view the status of the Hosting Unit’s requests at any time.
For an overview of the process steps required for a Pre-Review, H-1B, or J-1 request, please refer to the visual workflows:
The listed responsibilities are not exhaustive. Responsibilities may change with updates in government regulations or guidance. For questions, please contact ISSS@unc.edu.
HUC: Hosting Unit Contact
ISSS Portal
- After obtaining PID, uses “Add New Person” e-form to add the prospective international scholar/faculty hire to the ISSS Portal.
- Initiates request and enters relevant HR data in the ISSS Portal. Follows timelines established by ISSS for timely and successful processing and submission to the government.
- Enters correct contact information for FM and HUH to ensure proper routing to the appropriate approver.
- Tracks request progress in ISSS Portal and follows up with scholar, FM, or HUH as necessary to ensure timely submission to ISSS.
- Finalizes all required information and submits request through the ISSS Portal.
Post Arrival Compliance
- Ensures that the scholar participates in only those activities described on immigration documents and adheres to all terms and conditions represented to the government.
- Reports annually to ISSS with a list of the cross-cultural activities provided by the Hosting Unit, as required by the federal government.
- Monitors the health, safety, and welfare of the scholar.
- Emails ISSS@unc.edu about any serious incidents affecting or involving the scholar, as required by the federal government.
- Monitors work authorization and/or program end dates to ensure timely submission of update requests for extensions.
- Report any proposed changes to ISSS by initiating and ensuring the timely submission of update requests in ISSS Portal.
International Scholar
ISSS Portal
- Promptly enters requested information and uploads documents in the ISSS Portal to ensure timely submission of requests to ISSS.
- If the international scholar has not received an “Action Needed” email from ISSS@unc.edu, the request either has not yet been initiated or is waiting on action from the HUC.
Post Arrival Compliance
- Maintains immigration status.
- Engages only in approved activities as described on immigration documents and adheres to terms & conditions represented to the government.
- Checks in with ISSS, as required by the federal government, and attends orientation.
- Reports any changes to ISSS via the ISSS Portal, e.g., U.S. address, dependent information, Form I-94, health insurance, etc.
- Reports to ISSS any incidents impacting their health, safety, or welfare.
- Works with Hosting Unit to ensure timely submission of proposed updates, including extension, and other requests to ISSS via the ISSS Portal. Requests must be initiated by HUC.
FM: Faculty Mentor/Supervisor
ISSS Portal
- Reviews and approves requests in the ISSS Portal upon receiving an email from ISSS.
- If the FM has not received an “Action Needed” email from ISSS@unc.edu, the request either has not yet been initiated or is waiting on action from the HUC or scholar.
- Provides relevant information/documentation outlining scholar's job duties, research, etc. in ISSS Portal.
Post Arrival Compliance
- Mentors, supervises, and monitors the progress of the scholar.
- Ensures the scholar participates in only those activities described in the immigration documents and adheres to all terms and conditions represented to the government.
- Monitors the health, safety, and welfare of the scholar.
- For J-1 Exchange Visitors, provide cross-cultural activities and encourage voluntary participation, as required by the federal government.
- Emails ISSS@unc.edu about any serious incidents affecting or involving the scholar, as required by the federal government.
- Reports any proposed changes, including extensions, to ISSS by working with HUC to submit requests in ISSS Portal, according to established timelines.
HUH: Hosting Unit Head
ISSS Portal
- Reviews and approves requests in the ISSS Portal upon receiving an email from ISSS.
- If the HUH has not received an “Action Needed” email from ISSS@unc.edu, the request either has not yet been initiated or is waiting on action from the FM, HUC, or scholar.
Post Arrival Compliance
- Ensures the scholar participates in only those activities described in the immigration documents and adheres to all terms and conditions represented to the government.
- Monitors the health, safety, and welfare of the scholar.
- For J-1 Exchange Visitors, provide cross-cultural activities and encourage voluntary participation, as required by the federal government.
- Emails ISSS@unc.edu about any serious incidents affecting or involving the scholar if FM has not already done so, as required by the federal government.
- Reports any proposed changes to the conditions and terms of employment to ISSS by working with HUC to submit update request in ISSS Portal.
Contact Information
Primary Contact
Name: International Student and Scholar Services
Telephone: 919-962-5661
Email: ISSS@unc.edu