Professional Documents
Culture Documents
Table of Contents
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Dress Code
Employees are expected to uphold the dress and grooming standards as outlined in the Honor Code. All are expected to
dress in business attire:
Males- Dress slacks, button up shirt and a tie (all must be modest)
Females- Dress slacks, skirts, appropriate tops, and/or jackets (all must be modest)
Meetings
Everyone is expected to attend all meetings. If you are unable to make it to a meeting, you will have to let the manager
know. Each semester these meetings will be held during different times due to different school schedules.
Cell Phone
Refrain from using your cell phone for personal use during your shift.
Pay Day
You will be paid every 8th and 23rd of every month. If one of these dates lands on a Sunday or weekend day then you
will be paid the Friday before the weekend.
Desk Space
Please keep the desk area as clean as possible. Do not leave confidential information out on the desk unattended
or overnight. Try to take care of as many items in your shift as possible. Try to take care of the projects left from the
previous shifts. This will help the desk stay clean from clutter and will help organize important documents.
To Transfer Calls
To forward to voice-mail
Leave the phone hung up
Press CFwdALL then press messages
Phones need to be placed on hold during devotional and at the end of the day
Incoming Emails:
When an email is received that is unclear, please respond to the student for further information or clarification on the
issue.
Do not delete emails when they are finished. Place them in the completed folder.
Example Email
(Student Name),
Please feel free to contact our office with any questions or concerns you may have.
Have a great day,
Thank you,
(Your name)
International Services
Brigham Young University-Idaho
Kimball 120
Phone: (208) 496-1320
Fax: 208-496-5648
Email: international@byui.edu
NOTE: Remember to bcc Sunapsis when sending emails to student once they are an official student and have a profile
in Sunapsis.
DYMO
To create labels for outgoing mail do the following:
DYMO
To change the size of label, click the size
you want and more options will appear.
Mail Bags
Blue Bag: Regular Mail
Red Bag: FedEx
Place a sticky note on the envelope with the students I-number and the name of the advisor who mailed it. This
ensures that the student will get properly billed.
Students name
Students I-number
Description (I-20, OPT application, etc)
Pick Up : Have the Mail employee sign it
Date that it goes out
FedEx: check if it is FedEx
Tracking Number:
FedEx will send tracking numbers to our email for each package they send out.
Save the email under the students name (attach to students profile)
E-mail the student their tracking number, NOT the email we received
Mailing to Brazil:
If from Brazil, the student must enter their CPF number in their I-20 e-form if they want their I-20 sent via FedEx. The
International Services office then inserts the CPF number into their address on their envelope.
Tracking Numbers
1. Once all documents have been shipped through FedEx, a confirmation email must be sent to the applicant containing
the shipment tracking number as well as the address it was mailed to.
Example Email
(Student name)
Your new (Initial I-20 or the document that was sent) I-20 was mailed today through FedEx. Your tracking number is
xxxx-xxxx-xxxx. Please feel free to contact our office with any questions you may have.
Thank you,
(Receptionist/Processor)
2. Save the PDF attachment that we receive from BYU-Idaho Stores/Receiving in this format: LAST NAME_first name_TN.
3. Attach the PDF document to Sunapsis> Student Services> FedEx Tracking Number.
4. Once the PDF is attached to the proper place in Sunapsis, move the PDF from your personal Attach to Sunapsis folder
and place into another student employees Verify folder.
5. Save the tracking number in I-Student under the Notes Management under the MAIL LOG
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Scheduling Appointments
Students often call or come in and request to schedule an appointment with the manager. There is a specific format for
documenting these appointments. Please follow the outline below:
1. To schedule an appointment, click on the Calendar tab on the left bottom corner of the Microsoft Outlook (Email)
window.
2. Make sure to select Brother Oswalds calendar as indicated in the following image. This is located in the mid left of the
page.
Subject Line
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Scheduling Appointments
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Scanning Documents
In order to keep a record of every student, all documents are scanned & attached to Sunapsis. Documents include visa,
passport, I-94 card and so on. The procedure goes as follows:
1. Turn on scanner usually already on
2. Open Adobe Acrobat
3. Load document(s) into scanner
4. Click on the Create button > Click on PDF from Scanner > Click on Choose Color Document (Once you click, the
document will automatically start scanning).
5. After the document is scanned scroll through it to make sure all pages were scanned correctly.
6. Save the document in a receptionist attach to Sunapsis folder using the following format:
LASTNAME_firstname_document type (OPT, CPT, I-20, etc.)
7. The document is now ready to be attached to Sunapsis.
8. If the picture is turned the wrong way you can fix after saving it, by clicking Document at the top, then Rotate
pages and Ok to save it. (Rotate until it is facing the right way)
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Attaching Documents
All documents are saved on our network drive. This is a temporary place for the documents that we scan. Everything
that we scan needs to be saved to the software program, Sunapsis. The following instructions provide a step-by-step
process for attaching documents to Sunapsis:
1. Open Sunapsis
2. Click on Application Search International Profiles to open the International Student Profile search
box
3. In the search box type in either the students I#, first name, or last name or e-mail. If you are unsure of
their full name you can just type in part of it.
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Attaching Documents
4. After you have opened the students Sunapsis account look on
he left hand side of the screen and click on DOCUMENT
MANAGEMENT
5. Next, click on the button in the left bottom corner UPLOAD
NEW FILE
6. A new screen will open. Find the file using the LOOK IN tab
(files are located in the folder international or i:drive on the
desktop). Select the file you want to attach.
10. Click and drag the file to another employees verify folder.
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Verifying Documents
The purpose of verifying immigration documents on Sunapsis is to ensure that information and PDF files have been
placed in the correct fields on the correct account of the students. When verifying, compare the PDF in your folder with
the one that was attached to the students profile in Sunapsis.
Verify the following:
After you verify that is has been attached correctly according to the specifications above then do the following steps:
1. Make sure the document that you are verifying on Sunapsis is selected:
2. Then, click on the pencil and paper icon
3. This screen will open; enter the current month and year with your
initials in CAPS (Ex: 0814MJ)
4. Press OK.
It should look like this when done
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Sunapsis
Writing Notes
Writing Notes about Students in Sunapsis:
These notes can include a variety of information, but mostly for student called requesting. . . student called and had
questions. . . waiting for email response from student regarding. . . (Correspondence with or about the student)
IMPORTANT:
1. Look up the student in Sunapsis using their name or I-Number.
2. On the left this is what you will see.
3. Under Notes Management Look for a Note labeled NOTES. If there is no title with this name you will need to create
a new one.
Step A: Click on the NEW NOTE button and this is what you will see. Under Subject Line type NOTES. Now where
the blue oval is type the note.
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Sunapsis
Now Click Configure Note Options and check High Priority
Congratulations you have successfully added the NOTES to Sunapis.
4. Adding notes when the NOTES title is already there:
Step 1: Double click on NOTES.
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Sunapsis
5. This will open up the case notes for this particular student. The title is already there. Click Append to Note. All you
need to do is update the notes.. Finally click save and exit out.
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Sunapsis
Sunapsis Registration with Sevis:
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Sunapsis
5. Check any of the six check boxes that apply.
6. In the bottom of the pop up box, make sure to check both emails.
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Initial I-20
I-20 Policy
The I-20 cannot be created more than 5 months before the start date for classes
Students can enter the U.S. on an initial I-20 no more than 30 days before school begins
Students must take the I-20 with them when traveling outside the U.S.
The I-20 needs to be signed BEFORE leaving the country for the first time (Initial Status)
The I-20 must be signed once every year to stay active (Continued Status)
o Before signing the I-20, verify the following information on the students record:
- Enrolled in 12 credits (at least 9 are on campus)
- Major hasnt changed
- DSO verifies that the students status is active
We do not create I-20s for online degrees programs.
If an I-20 has been terminated for more than 5 months, the student will need to be issued a new one before they can
return to the U.S.
Procedure
I-20: Document created for the student that establishes the student meets the basic criteria for non- immigrant student
status. They need this document for travel and during their studies.
1. Documents needed before creating I-20:
Passport info and copy of passport
Sponsor form
Supporting bank statements (showing at least 11250 LDS or 14850 non-LDS)
$4000 (LDS) $6000 (Non-LDS) Deposit
2. Check the following information for accuracy (found under Record Management in Sunapsis)
- Biographical Information
o Core Biographical
- Make sure name is correct (refer to passport)
- Program/school: F-1: Brigham Young University- Idaho
- Immigration Status: F-1 Student or J-1 Student
o Extended Biographical
- Check date of birth
- City and country of birth
o Communication
- If they have a missionary email, request a new one (myldsmail.net)
o Address
- Need foreign address
- Need local address for transfer students
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Initial I-20
3. Apply a Template
-BYU-Idaho
o Admissions
- Initial I-20 starting (semester: Fall, Spring, Winter)
- Complete the two boxes that pop up (Dont forget to hit the SAVE button)
o I-20 Financial Information
- Other Funds: $(at least 11250 LDS or 14850 non-LDS)
- Other Funds Description: Sponsors name
o I-20 Program Information
- SEVIS Status: Initial or Transfer
- Primary Major
4. DSOs RTI the I20 in SEVIS
- New Student
- Copy BYU-I Number to connect records
- Populate fields
- Submit and print I-20 (dependent I-20 will print with Students I-20).
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Choose the alert you want to send from the Alert Tree.
Choose the student(s) you would like to send the alert to.
Click the Email Selection (button with an envelope and green plus sign).
Send the email
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Requirements
Initial I-20 with current SEVIS ID
SEVIS I-901 Paper application form (www.ice.gov/sevis/i901)
Procedures
International Services will follow the procedures below to process the SEVIS I-901 Fee application:
Ensure that the students Initial I-20 has been created
Print off the application and fill it out with the help of the sample
See below where to find the SEVIS Identification Number and the School Code
Input our current mailing address in numbers 4-8 of the application
276 Manwaring Center, mailstop 0775
Rexburg, Idaho 83460-0775
After completing the paper application, either call Karen Arritt (ext. 1922) or go to her in person or email her and
request a check of $200 from the students foreign deposit. Be ready to give her the students full name, I- number,
SEVIS ID number, the amount and that the check must be made payable to I-901 Student/Exchange Visitor
Processing Fee
The check will usually be ready the next day. Make sure to pick it up. If you requested for the check on a certain day,
please make notes to remind you to pick it up the next day. This is something that you CANNOT forget!!!!
Mail the application and check to the following address:
Regular Mail ($0):
I-901 Student/Exchange Visitor Processing Fee
P.O. Box 970020
St. Louis, MO 63197-0020
Additional Information
If an initial status student is not from the countries listed above, they may pay their SEVIS Fee online by going to:
www.fmjfee.com
Note: If you are having trouble paying your SEVIS fee online there is another option. You can send a check or
a money order from your bank. You can also visit the website https://www.fmjfee.com/i901fee/ and view the
different ways that you can pay your SEVIS fee.
Make sure to verify that you have spelled the students name correctly. Failure to do so can result in denial or further
delay for the student to apply for an F-1 visa
All I-901 payment confirmations must be printed from www.FMJfee.com.
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Transfer In Checklist
Students planning to transfer to BYU-Idaho from another school must request their SEVIS record be transferred to
BYU-Idaho. They can do this via e-form by filling out the Transfer In Request Form.
Student Responsibilities
Students must fill out the e-form, submit their passport, their sponsor form and a bank statement and the international
deposit. In addition, they must also request their SEVIS records to be transferred from their old school to BYU-Idaho.
Students must come within 15 days of the start date. If they dont show after 60 days their status will be terminated
automatically.
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Acceptance Letter
In order to transfer the students SEVIS record, we need to have proof that he/she has been accepted to a new school.
To verify this, we require the student to bring in an acceptance letter from the new school.
Student needs to fill out the Transfer Out Request E-form in SUNAPSIS.
Student must submit their acceptance letter from their new school.
Students Deposit has been released.
A DSO will then set up the transfer request in SEVIS by doing the following:
Click on Transfer Out in the students SEVIS record. (Make sure the student is not on CPT or OPT)
Put in the release date
Put in the new school student is transferring to
Click Transfer Student
The students SEVIS records will then be transferred on the designated release date.
NOTE: Students cannot transfer during a semester.
Student needs to report to their new school within 15 days of start date.
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On-campus Employment
F-1 students with a valid I-20 are generally permitted to work part-time on the premises of the school while they are
attending that school and maintaining their F-1 status. Students must follow the listed guidelines:
The location of employment must be in an area that is considered on-campus. It can be with an
on-location commercial firm providing on-campus services for the schools students.
Students are permitted to work through the duration of their program of study
Only work 20 hours per week while school is in session
Full-time employment is allowed during official school breaks, and during annual vacation period
Employment must not displace a U.S. resident
Employment may begin no sooner than 30 days prior to the start of classes for new students with
initial entry to a new program.
Transfer students can only work at the school responsible for the students SEVIS record.
Off-campus Employment
Under the following circumstances, a student may be authorized for off-campus employment:
1. Urgent economic necessity
2. Internship with an International Organization
These forms of off-campus employment must be recommended in SEVIS by the DSO, and adjudicated and approved by
the USCIS, which issues an EAD care evidencing the employment authorization. A student cannot begin the off-campus
employment until he or she receives the EAD from USCIS.
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Annual Break
Immigration regulations allow international students in F-1 status to take one semester off each year. This is normally
their off-track semester however if they need an annual break during an on-track semester, they must request a
deferment from admissions and meet the following requirement--- they have to have taken two consecutive semesters
as a full time student (12 credits). After the break, they must enroll in two consecutive semesters as a full time student.
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CPT
Description/Summary
Curricular Practical Training (CPT) is an opportunity for F-1 students to gain practical experience in a job directly related
to the students major while engaged in the program of study, it is most often used for internship work experiences. CPT
can be authorized for up to one year at a time, however use of full-time CPT for 365 days will result in the student losing
the ability to do OPT after graduation.
Procedure
Student
Students may apply for CPT as follows:
Log into the Sunapsis portal at http://international.byui.edu
Select the CPT Request form from the Practical Training menu on the left of the page.
Upload a copy of your job offer letter containing: start and end dates, address of the company or organization, full
or part time status (part time is less than 20 hours per week; full-time is more than 20 hours per week) and a brief
job description.
If you dont have the job offer yet or dont have a digital copy, you can email it or bring it in later
Complete the form including the name and address of the work experience provider, the start & end dates and the
name & email of the advisor as explained on the form.*
Provide any additional information you think relevant.
When notified, pick up the CPT packet with your I-20 and CPT instruction sheet. Use the information to complete
your employment authorization paperwork with your new employer.
International Services
International Services, upon receipt of the submitted CPT Request form will do the following:
Upon approval from the adviser and verification of eligibility, International Services will issue the CPT I-20.
Print out the CPT I-20 and combine with the CPT instruction sheet to create the CPT packet.
Contact the student and advise him/her to come in and pick up the application packet
Advise the student on the general procedures and answer any questions.
Notes:
*Sunapsis will email the advisor requesting verification that the job is related to the students major.
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CPT
Things You Should Know About CPT
CPT is provided as a way for you as an international student to gain practical experience in a position that is directly
related to your major. It is not designed to give you the opportunity to work and earn money, although that is certainly
possible. CPT has the following areas that you should be aware of.
CPT may be authorized for up to one year at a time, however you may only work more than 20 hours
per week as follows:
During your required internship (on or off-track)
During your annual break (off-track) and semester breaks, however, you must receive full time
authorization before working more than 20 hours per week.
You must receive academic credit for the work experience, but if you are working for the same
employer in the same position for longer than one semester, you only need to get credit once per year.
Each additional job, however, will need its own credit bearing course. If you do enroll in a class, your
CPT may be canceled.*
CPT may not extend past the program completion date.
Students may only engage in full time CPT during the on-track semester when it is a required intern
ship.
Students may do part-time CPT during the last semester provided that they do not work more than
20 hours per week, including any on campus work. You may only work for the specific employer, dates
and hours specified on your I-20.
If you use full-time CPT for a cumulative total of 12 months (365 days) or more during your degree
program, you will lose eligibility for Optional Practical Training (OPT). Part-time CPT does not affect
eligibility for OPT.
If you lose your job, quit, etc., you are required to let us know so we can cancel the authorization.
If you need to extend your CPT, you must extend before your current authorization expires. If your
current authorization expires you may not continue working until the extension has been approved by
International Services.
You may not begin working until the CPT authorization has been approved, this includes job training.
* Academic credit consists of either internship credit or if not an internship, a course that offers credit for the work
experience. Practicum, Work Study, etc., are examples of non-internship credit.
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OPT
Description/Summary
Optical Practical Training (OPT) is an opportunity for F-1 students to gain practical experience in a job directly related
to the students major upon completion of the degree program. OPT can be authorized for between 12 and 29 months
depending on the major. A student may also apply to use part of the allotted OPT before completing the degree, but
should consult with an advisor before seeking this option.
Procedure
Student
Students nearing their program completion date may apply for OPT as follows:
Log into the Sunapsis portal at http://international.byui.edu
Select the OPT Request form from the Practical Training menu on the left of the page.
Complete the form including the name and email address of the academic advisor and indicate the requested OPT
start date. *
Collect the documents and other materials required for OPT
- A check or money order for $380 payable to USCIS
- Two passport style photos (2x2)
- Form I-765 Application for Employment Authorization **
- A copy of your current I-20 issued for OPT
- Letter from academic advisor
- Copy of passport
- Copy of most recent I-94 (both sides)
- Copies of ALL previous CPT I-20s
- SEVIS Printout
Pick up the OPT application packet when notified by International Services. The application packet consists of the OPT
I-20, SEVIS printout, blank form I-765, Instruction Sheet and the Advisors letter if available.
Once the application is complete, make a copy for your records and then mail the original application, do not mail the
original I-20, to the service center as instructed in the application packet.***
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OPT
International Services
International Services, upon receipt of the submitted OPT Request form will do the following:
Issue the OPT I-20 no more than 90 days before the program completion date
Print out the SEVIS CPT page showing periods of CPT for the student
Combine the I-20, SEVIS Printout, Instruction Sheet, I-765 and Advisor letter (if available) into an application packet
Contact the student and advise him/her to come in and pick up the application packet
Advise the student on the general application procedures and answer any questions.
Notes:
*Sunapsis will email the academic advisor requesting the advisor letter, the student with a list of required documents
and materials and notify International Services of the OPT request.
**This will be a blank I-765 with the International Services office address already on the form, the student is welcome to
get a head start by downloading the form directly from the USCIS website or if they decide to use another address.
***Student may request International Services to review the application before it is mailed.
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OPT
Grace Period:
The 60-day period of time given to an F-1 student after the completion of a course of study or an authorized period of
post-completion OPT, allowing the student time to prepare for departure from the United States, apply for a transfer
to another SEVP-certified school, request a change of education level at the current school or take steps to otherwise
maintain legal status.
Cap Gap:
When an employer submits an H1b petition while the student is on post completion OPT and the OPT is scheduled
to end before the beginning of the H1b, the students status and work authorization (if it has not expired) will be
automatically extended to September 30 if the current year
STEM CIP 17-month OPT Extension:
An additional 17-month period of OPT granted to a student on post-completion OPT whose course of study is recognized
as STEM and that is approved by DHS. The student must meet the qualifications in 8 CFR 214.2(10)(ii)(C).
What happens if a student applies for post-completion OPT before his or her program end date and subsequently fails to
complete the requirements for his or her program?
The student should contact his or her DSO immediately for guidance. If the employment authorization application has
not been adjudicated by USCIS, the student may withdraw the application by notifying the Service Center where the
application was filed. The DSO should also withdraw the recommendation for OPT in SEVIS.
If the employment authorization application has already been approved, the DSO should extend the students
program end date to the appropriate date. The student may work part time while enrolled in courses to complete the
requirements for his or her program and full time during breaks and vacations. After successful completion of all the
program requirements, the student may work full time.
However, even though the students program end date was extended, because the OPT was granted as post-completion
OPT, the student is subject to the 90-day limitation on unemployment.
Limits on Periods of Unemployment:
Students on post-completion OPT may have up to 90 days of unemployment.
Students who have OPT extended due to the cap gap provisions continue to accrue unemployment time and are subject
to the 90-day limit on unemployment.
Students who receive a 17-month extension are given an additional 30 days of unemployment for a total of 120 days
over their entire post-completion OPT period.
What counts as time unemployed?
Each day (including weekends) during a period when OPT authorization begins and ends that the student does not have
qualifying employment counts as a day of unemployment. OPT authorization begins on the employment start date
shown on the students EAD.
If a student does not receive the approved EAD, when does the student begin accruing unemployment?
Time spend outside the United States during an approved period of post-completion OPT counts as unemployment
against the 90/120-day limits, unless the student is either,
Employed during a period of leave authorized by an employer; or
Traveling as part of his or her employment
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OPT
What types of employment are allowed for regular pre and post-completion OPT?
All OPT employment, including post-completion OPT, must be in a job that is related to the students degree program.
How does a student show that employment is directly related to his or her degree program?
SEVP recommends that the student maintain evidence for each job documenting the position held, proof of the duration
of the position, the job title, contact information for the students supervisor or manager, and a description of the work.
If it is not clear from the job description that the work is related to the students degree, SEVP recommends that the
student obtain a signed letter from his or her hiring official, supervisor, or manager stating how the students degree is
related to the work performed.
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Procedure
-Student will need to fill out the e-form for Reduced Course Load Medical Reasons
-Student will need to turn in a Doctors Note that requests the student drops below 12 credits.
- The Notes will need a reason as to why the student is needing a reduced course load (without getting too
detailed into their personal life) ex: depression, anxiety, etc.
-International Student Advisor will Create a SEVIS Batch
o F-1 student
o Action Structures
o Drop Below Full Course
Authorized Reason: Illness or Medical Reason
Start Date: Todays date
End Date: Date of the end of the semester
- DSO will approve the Batch
- Email the student that the E-form was approved and to pick up their Reduced Course Load I-20
** Student will be authorized to drop all of their courses if needed.
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Procedure
- Student will need to fill out the e-form for Reduced course Load Academic Reasons
- Students academic advisor will need to approve or deny the request before the International office will review it.
- International Student Advisor will create a SEVIS Batch:
o F-1 student
o Action Structures
o Drop Below Full Course
Authorized Reason:
Improper Course Level Placement
Initial Difficulty with Reading Requirements
Initial Difficulty with the English Language
Unfamiliarity with American Teaching Methods
Start Date: Todays date
End Date: Date of the end of the semester
- DSO will approve the Batch
- Email the student that the E-form was approved and to pick up their Reduced Course Load I-20
** Student will need to still be enrolled in at least 6 credits to stay in status
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Procedure
- The student will need to fill out the e-form for Letter Request and choose the Invitation letter
- The student will need to provide the following information about the person(s) they wish to invite:
o Full name of the person
o Date of Birth of the person they are inviting
o Gender
o Relationship between the student and the person (mother, brother, friend, etc)
o Identifying Information Passport, ID Number, etc
o Intended Length of Stay
o Reason for Invitation
o Date of the event
- An International Student Advisor will insert the information into a letter template
- The letter will be emailed to the student and the student can pick up the originals if desired. It is then in the students
hands to get the letter(s) to the person(s) they are inviting.
Procedure
- The students I-20 needs to be created first
- The student needs to fill out the e-form for Letter Request and choose the Visa support letter
- The Visa support letter template will need to be filled out with the students information
o Name
o SEVIS ID
o Date of Birth
o Semester the student will begin classes and the specific date
- Save the letter to SUNAPSIS
- Send the letter to the students email address. If requested, send the original letter in the mail with the students I-20.
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Procedure
The student needs to fill out the e-form for Letter Request and choose the other option. They will need to
provide the name of the country they plan to visit to renew their visa.
An International Student Advisor will insert the students information in a template. They will put in the following
information:
o Students name and date of birth
o Semester that student began studying at BYU-Idaho
o Name of country the student will visit in order to renew visa
o Semester student is expected to return to the U.S. for their studies
Save the letter to SUNAPSIS
Email the student the letter and make available for pick up if the student desires
Procedure
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Tax Information
Every international student is required to fill out the tax forms regardless if they have held a job or not. The international
services office does not counsel students on tax information, however there is a tax seminar held every February.
International students can be directed for further assistance and information to:
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Economic Hardship
General Info
Economic Hardship is for international students who are going through unforeseen challenges requiring extra money.
Under these unique circumstances, a student will be allowed to work up to 20 hours a week in any job while school is in
session, and full-time during school breaks.
After requesting Economic Hardship employment authorization, you will need to contact International Services and
schedule an appointment. Students who have not completed the appointment within ten business days will be denied
the employment authorization, and will have to resubmit the request form. Please note that you may not begin working
until you have received your employment authorization card.
Eligibility
Must have been in F-1 status for at least one full academic year.
Proof that employment is necessary due to economic hardship caused by circumstances beyond his or her control that
arose after obtaining F-1 status.
Here are the documents that you should now be gathering for your Economic Hardship:
- Copy of Form I-20
- Copy of I-94 (both sides)
- Two passport style photos
- Copy of Passport or other government issued photo ID
- A letter from the student explaining circumstances of hardship
- Form I-765 and fee: (Please complete and mark with code (c)(3)(iii) at item 16
PROCESSING TIME: 2 - 10 business days.
Procedures
The student will have to complete an E-form that is found on Sunapsis for Economic Hardship. Bellow is a description of
some of the information they will need to provide:
In order to receive employment authorization you will need to give a little background as to why you are applying for
Economic Hardship. Please tell us what unforeseen hardship is causing you to apply for employment authorization.
We will also ask about why other employment options are not available or sufficient. Documents which validate your
applying for Economic Hardship should be provided where possible; for example, a letter from home telling of a change
in family circumstances or proof of a currency devaluation. In all answers, please be brief and clear.
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Change of Status
A change of status application or COS is used when you wish to change your visa classification from one status to
another, for example if you are in the US as an F-2 dependent, you may request a change of status to attend school full
time (F-2 to F1). Another example would be a missionary completing his or her missionary service who wants to become
a student (R-1 to F-1). This process allows you to request a change of status while remaining in the US. There are some
statutory restrictions depending on your current status. Please confirm with International Services before applying.
Evidence
You will be required to provide evidence documenting your current status and your eligibility for your new status. Failure
to provide this information in a timely manner can delay your application or in some cases result in a denial.
Documents showing your current status
I-94 or approval notice from a previous COS application
Other documents such as I-20, DS-2019, etc., depending on the status desired
Documents showing your eligibility for the new status (Documents shown below are for F-1 status)
I-20 issued for Initial Status Change of Status Requested
Proof of Payment of the SEVIS I-901 fee (Receipt of SEVIS Fee)
Proof of Funding (Part 8)
Letter explaining why the students wants to change their status to F-1 and how they intend to return
home after completing their education
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Reinstatement
A reinstatement application is used to petition immigration to reinstate your status after you have fallen out of status.
This requires that you acknowledge what you did to lose your status (suspension, failure to enroll, under enrollment,
etc.) and must be filed within 5 months of losing your status. Please be aware that the record of the reinstatement
application will remain with you indefinitely and could affect future change of status applications. In addition, if denied,
you will have to depart the country immediately and will only be allowed to apply for a visa in your home country.
Please consult with International Services for more information.
Evidence
You will be required to provide evidence documenting the reasons for being out of status and your eligibility for a
reinstatement. Failure to provide this information in a timely manner can delay your application or in some cases result
in a denial.
I-20 issued for Reinstatement
Passport/Visa Stamp
I-94 or approval notice from a previous COS application
Proof of Funding (Part 8)
Letter stating why you are out of status
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Procedures
International Services will follow the procedures below to process the Change of Status request:
Make sure the student is a current student or admitted with a track assignment.
Have the proof of finances be updated.
Have the student pay the $4000 or $6000 deposit.
Create the I-20 according to normal procedures with the status as Change of Status Requested
instead of Initial
Have the student pick up the I-20 if they are in the Rexburg area or mail it to them if they arent.
Additional Information
The student can apply for the COS from within the US if they choose, but it may be a simpler and
quicker process for the student to go home then re enter the US on the F-1 visa.
The change of status can take 3-6 months and they cant take or continue their classes until the COS
is complete.
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Procedures
Issuing a COS I-20
Make sure the student is admitted with a track assignment and has a specific start date.
Make sure the student has paid the $4000 or $6000 deposit if applicable
Make sure the students proof of finances is up to date.
Create the I-20 according to normal procedures, but select Change of Status Requested instead ofInitial
If the student is in Rexburg have them pick up the I-20 and COS instruction sheet, otherwise mail it to them using
regular mailing procedures.
Additional Information
The change of status must be complete before the student can begin taking classes if they are changing status from
B1/B2 or F-2.
If the COS is being processed by the church, then the I-20 should be mailed to the missionary travel department
directly.
Travel Services Attn: Lexanne Allen 50 E North Temple Street, Floor 14 Salt Lake City, Utah 84150
When changing status to F-1 from some other status a student may not work on campus until the COS has been
approved unless the student is authorized to work in that other status. Such work authorization would expire once
the COS to F-1 was approved.
When changing status to F-2 from some other status the principal F-1 must update his or her financial information to
reflect the additional $2,000 per dependent. This is in addition to the $11,000 needed for the principle.
In order to qualify for the change of status, the student needs to leave for the MTC from school and go directly back
to school after their mission is complete.
If the student went to their home country after finishing school, then came back into the United States to go to the
MTC, the student must go home and come back in on a F-1 visa. They are not eligible for the change of status.
The Church likes the student to begin classes within 2 weeks of completing their mission.
The change of status can take 3-6 months to process and must be complete before beginning their classes.
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Procedures
International Services will follow the procedures below to process the Change of Status request:
Make sure the student has received their mission call and filled out the mission deferment.
Make sure the student has received the remainder of their $4000 deposit back.
Have the student fill out a discontinuance request form through Sunapsis.
Additional Info
In order to qualify for the change of status, the student needs to leave for the MTC from school directly and not go
home between the time the semester ends and the time they enter the If the student went to their home country
after finishing school, then came back into the United States to go to the MTC, the student must go home and come
back in on a F-1 visa. They are not eligible for the change of status when they finish their mission.
The Church likes the student to enter the MTC within 2 weeks of completing the school semester.
The change of status can take 3-6 months to process and we cant terminate their I-20 until it is complete.
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Documents
Completed Social Security Card Application Form
Verification of Legal Status for On-Campus Employment
Employment Verification from Student Employment
Procedures
International Services will follow the procedures below to help compile all the documents needed for their
application.
Verify that the student has visited the Human Resources Department, received initial paperwork (Employment
Verification) and the necessary information to work on campus
Take out the following paper forms from our Services filing drawer:
Verification of Legal Status
U.S. Social Security Card application
Fill out the first half of the Verification of Legal Status and ensure that the student reads through and understand tha
they are only allowed to work 20 hours a week, during the semesters that they are registered to be full-time, as
stated on the second half of the form
Bring both the Verification of Legal Status and Employment Verification forms to a designated DSO to sign and verify
their employment
Scan and attach the completed Verification of Legal Status form to Sunapsis
Explain the process of applying for Social Security card and go over the checklist with the student
Additional Information
Students can start employment the same day that they are hired after they have filled out the necessary documents
above
Students are given 30 days to apply and receive their actual Social Security Card
On the number 5 of the Social Security Card application, international students are under the Legal Alien allowed to
work category
The Social Security office is open Monday through Friday 9:00 a.m. to 4:00 p.m.
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Apartment Contracts
It is a good idea for international students to take their housing contracts to their visa appointment to have further proof
that they will be studying at BYU-Idaho.
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Public Transportation
Targhee Regional Public Transportation Authority
DEMAND RESPONSE SERVICE is a door-to-door service that requires prior day notice. This service is also available to the
general public, senior students and people with disabilities. Demand response service covers Idaho Falls and surrounding
areas outside of the fixed routes. We also offer demand response services in Rigby, Shelley, Rexburg, Driggs, and Salmon
(prices may vary in these areas, so please call for more details). The fee is currently $3.00 or $4.00 Monday through
Friday 7:00 am to 5:00 pm.
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