Office of International Student and Scholar Services

1. Once a department identifies that they need to sponsor an H-1B visa for a new employee or extend/change the status of a current employee (beneficiary), they should contact Maryam Sediqe, Assistant Director, Employment Based Immigration, in CISP at Maryam.Sediqe@UToledo.edu or 419-530-4229.
2. Maryam will request the H-1B beneficiary’s full name, birthdate, and email address from the Department Contact. (Keep this information handy for when it is time to access the H-1B beneficiary’s record in iRocket.)
3. CISP will initiate or update a record in iRocket Portal for the H-1B beneficiary and include the Department Contact as an approved user.  
4. The Department Contact will receive an email from CISP with login information.  This email will include the H-1B beneficiary's university ID and the link to iRocket.
5. The new or current H-1B Beneficiary will also receive an email with login information.

 

1. Once you are logged into iRocket, you will see the sunapsis®: International Office Module Launch Page.

2. On the left, click Departmental Services.

 

 

3. Under Tasks, you will see blocks of e-forms and e-form groups.  The department will need to complete TWO e-forms groups.  They are identified with the H1 icon: 

a. H-1B Department Forms (Bargaining)
b. H-1B Deemed Export Certification

4. Start with H-1B Department Forms (Bargaining).

5. On the next screen, enter the H-1B beneficiary’s University ID and birthdate.  (The University ID was provided in the email from CISP.)

Overview of the Process

On the H-1B Department Forms page, you will see two e-forms.  These must be completed in the order that they appear.  The Attestations e-form will be accessible once the Department Request form have been approved by CISP.  For more detailed information about what is required for each e-form, see the instructions for each e-form below.  Make sure to save the form every few minutes, as iRocket has a time limit and will sign you out.  If you are signed out without saving, you will lose your information.  Scroll to the bottom of the form to SAVE DRAFT.

1. The Department Contact completes H-1B Department Request Form.
2. The form is forwarded automatically to the Department Hiring Authority (Chair, Dean, Director, etc.) also known as the “third party” and "second approver."  For Department Contacts who are also the Hiring Authority, you do not need to review the forms if you are the one to fill them out. You will have the opportunity to submit the forms directly to CISP.  At the end of each form, you will find a section asking you to enter the Department Hiring Authority Name and Email.  Do NOT fill in these fields.
3. The Department Hiring Authority receives an email with a temporary log in.  This person reviews the form and signs it.
4. The form is reviewed and approved by CISP or sent back to the Department Contact for revision.
5. The Department Contact receives email confirmations every time the form meets one of the above tasks.  The Department Contact can also log into iRocket to check the status in two ways:

 

• • • Click My Current Cases to see what is happening with all e-forms.

 

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• • • Go back to the e-forms page to see what stage the form is in.

• • • • • • “Routed to Third Party” means that the form still needs to be approved by the Hiring Authority.
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      • • •  “Pending Office Approval” means that CISP is in the process of reviewing the form.

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• • • • • •  “Approved” means that CISP has reviewed and accepted the form.

 

 

Deemed Export E-Forms

1. Go back to Department Services (on the left side).  Click the link; do not click the back button.
2. Under “Tasks,” click “H-1B Deemed Export Certification.”
   There are two parts to the new certification process:
   Part A—The Department Contact completes the form.  Upon submission, it is automatically sent to UToledo’s Compliance Analyst, Export Control.  It is reviewed and signed by the Compliance Analyst.
   Part B—The Department Contact completes the form (This can be done at the same time as Part A).  It is automatically sent to the Department Hiring Authority after the Compliance Analyst completes Part A.

If there is further information needed on any form, it is sent back to the Department Contact.

Once all forms are submitted, approved by the Department Hiring Authority, and approved by CISP, the Department Contact will receive an email.  If any further information is needed, CISP will notify the appropriate person.

1.  Please read the instructions on this page and the instructions on the form. Proceed through each section, providing the information as prompted.  

2.  The Deemed Export Certification Forms are required for every H-1B employee.

• Export control laws are federal regulations that govern how certain information, technologies and commodities can be transmitted overseas or to a foreign national on U.S. soil. 
• The scope of the regulations is broad: they can cover exports in virtually all fields of science, engineering and technology and apply to research activities regardless of the source of funding.  
• For more information regarding Export Control, please refer to Employment Based Immigration Handbook.

Deemed Export Certification A

Information needed for Deemed Export Certification A:

Employee’s name

Employee’s Rocket # (if they have one)

Employee’s Date of Birth

Employee’s Citizenship

Employee’s Supervisor or Principal Investigator

Employee’s Supervisor/PI Title

Job description to upload.  (Uploads must be pdf, jpg, gif, png, or bmp.)  

Index Number:  The research and sponsored program number or Banner index number on which the employee's work will be assigned.  (If this number changes during the H-1B validity period, the department will need to submit a new Deemed Export Certification.)

Once the form is submitted, UToledo’s Export Control Compliance Analyst will receive an email directing him to review the form and determine whether a license is required from Department of Commerce or Department of State to release information to the H-1B Beneficiary.

If the Compliance Analyst does not find an issue with the Part A, he will approve it.  If he requires more information, he will return it to the Department Contact.

Deemed Export Certification Part B

1. The Department Contact should submit Deemed Export Certification Part B immediately after submitting Part A.

2.  Items needed for Part B:

Department Hiring Authority's Name

Department Hiring Authority's Email

3.  Once Part A is approved by the Compliance Analyst, Part B goes directly to the Department Hiring Authority for their signature.

4.  Both forms are then reviewed and approved by CISP.

5.  The Department Contact can see the status of the forms on the Departmental Services page.

6. If the Department Contact needs to revise a form, it can be cancelled and resubmitted.  

• Open the form in question.
• Scroll to the bottom.
• Click Cancel.