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

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

5. 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 three e-forms.  These must be completed in the order that they appear.  The last e-form will be accessible once all the others 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. 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 Hiring Authorities who also act as the Department Contact, you do not need to review the forms. You will have the opportunity to submit the forms directly to OISSS.  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.

 

 

Other H-1B Department Forms (non Bargaining)

1. After submitting the Department Request, the Department Contact should continue through the list until all e-forms are completed in the “H-1B Department Forms (Non Bargaining)” group.  
2. Once the Department Request, Actual Wage Explanation, and Actual Wage Memo are approved by CISP, the H-1B Departmental Obligations Attestation will open.
3. The Department Contact will then complete it, and it will be sent to the Hiring Authority to sign. 
4. Once the Department Contact submits the Department Request, Actual Wage Explanation and Actual Wage Memo, the Deemed Export Certification forms can be completed.

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

2. The Actual Wage Explanation provides information to CISP about other UToledo workers in the same or similar positions as the H-1B beneficiary.  It helps CISP determine whether the H-1B beneficiary should be paid the prevailing wage (the average wage paid to similar workers in the region) or the actual wage (wages paid to similar employees at UToledo). 

Information for the H-1B Beneficiary:  

• • sponsoring department name
  • H-1B beneficiary's name
  • job title
  • highest degree
  • years of experience in the field
  • annual or hourly salary

Information for employees in same or similar positions as the H-1B Beneficiary:  

• • names
  • job title
  • highest degree
  • years of experience
  • annual salary

Factors that contribute to the differences in salaries:

1. 1. Level of education
   2. Relevant training
   3. Years of experience in the field
   4. Depth and breadth of experience.
   5. Publications, patents, and recognized experience in the field
   6. Prior academic research and/or teaching experience
   7. Specialized knowledge
   8. Degree of independent responsibility
   9. Nature/complexity of duties involved
   10. Medical, pharmaceutical, or other licensure by the State of Ohio
   11. Ability to apply for and receive external funding for the University
   12. Other applicable criteria

4.  Once this information is completed, the Department Contact will complete the Confirmation section with the Hiring Authority contact information (This information should pop up as you click in each field.) (Do not enter contact information if you are also the Hiring Authority.)

5. Once the form is submitted, the Hiring Authority identified in the Confirmation section will receive an email directing them to review the form and confirm that the information is accurate.  (Do not enter contact information if you are also the Hiring Authority.)

6. The Department Contact can see the status of the form on the Departmental Services page.  This form will be used to complete Actual Wage Memo for Public Access File, so keep the information available.

7. 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.

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.