For Departments

The Office of International Programs offers a variety of services to departments across campus.  We provide visa information and processing for foreign national faculty and staff, visiting researchers and students joining your department or unit; assistance and advice on supporting international students and education/professional development  abroad opportunities for both students and faculty.  Please let us know how we can help you.

Hiring a Foreign National

If you are hiring a foreign national  who is not a US permanent resident, the employee will need sponsorship through the University in one of the following visa categories below:

The H-1B classification is an employment-based immigration status established by US Citizenship and Immigration Services (USCIS) to employ international employees with specialized training.  Because of the complicated and time consuming nature of an H-1B application, the H-1B classification is generally only considered a viable category for long-term, full-time employment if the J-1 classification is not an option.  The H1b classification is employer specific, employees who hold an H1b from another institution will still require H1b sponsorship through the University of Maine.

Eligibility:

  • The position must require a minimum of a Bachelor’s degree in a specialized area and must have been advertised as such.
  • The prospective employee must have attained the required degree or the equivalent in a closely related field at or by the time of the petition filing.
  • The position must meet the prevailing and actual wage requirements set by the Department of Labor
  • A formal offer of employment must have been made to the prospective employee.
  • The prospective employee must not be subject to the 212(e) home residency requirement as a result of past participation in the J-1 Exchange Visitor Program.  If subject to 212(e) then the prospective employee must obtain a waiver of the requirement from the Department of State before becoming eligible for H1b.

Processing:

  • OIP will process requests for H1b visas once ALL the required information is submitted by the hiring department and the prospective employee.
  • Standard processing times at USCIS for an H1b visa is 6-9 months.  In most cases it will be necessary to pay an additional $1440 for the USCIS Premium Processing Service.
  • Processing timeline from start to finish can vary, please see summary of fees and timeline below.

Fees:

  • OIP will charge the department a $1200 processing fee for each H1b application
  • USCIS charges a filing fee of $460 and an anti-fraud fee of $500 for all new applications (extensions exempt from anti-fraud fee)
  • USCIS charges $2500 for premium processing which is required for most new petitions and some extensions.
  • Checks for the associated USCIS fees will be requested by OIP and charged to the department’s account.  By law, ALL fees associated with H1b visa processing must be paid by the employer.
  • Additional fees may be charged if a Requests for Further Evidence (RFE) is issued by USCIS.
  • Summary of fees and processing timeline can be found here.

Follow Up:

  • Once the H-1B employee arrives in the US, they must report to the OIP within three days from the start of employment.
  • The H-1B authorization only allows for employment in the position specified on the original H-1B application submitted to USCIS. The department member supervising the international scholar must contact the OIP to initiate an amended petition prior to any changes to the employee’s activities including, but not limited to, changes in employment, remuneration, location of employment, duration of appointment, change in immigration status and termination of activity.
  • If the University terminates the employment of the foreign national employee prior to the end date of the H1b visa, the University must adhere to several requirements set by the Department of Homeland Security.  Please contact the Office of International Programs for more information.

Request for an extension of an employee’s H1b status should be initiated 6 months prior to the expiration of the current period of H1b.

The J-1 Exchange Visitor category can be a low-cost option for Post-doctoral and other fixed length positions.  Processing time for a DS2019, the USCIS form required for the prospective employee’s application for a J-1 visa, is also significantly shorter.  However, there are some restrictions on both the employee and the employer that should be considered before opting for this category.J-1 Exchange Visitor

Eligibility:

  • The position must require at least a Bachelor’s degree
  • The prospective employee must have the required degree
  • The prospective employee must have health insurance that meets certain standards set by the Department of State.  The insurance plan available to UMS employees meets most of these requirements but the employee or department will need to purchase a low-cost supplemental plan for evacuation and repatriation coverage.
  • The prospective employee must document that they have sufficient English proficiency to be able to adequately perform day to day activities in the workplace and the community.

Processing:

  • The hiring department must complete the forms and upload the required documentation to the J-1 Exchange Visitor portal
  • OIP will contact the prospective employee to request additional information
  • Once all required information is submitted, OIP will issue the DS2019 to the foreign national so that application for a J-1 visa can be made at a US Consulate Abroad.

Fees:

  • OIP will charge a $100 processing fee for each J-1 Exchange Visitor application
  • The prospective employee will be required to pay a SEVIS fee of $180 to the Department of Homeland Security and costs associated with their visa application at the US Consulate.

Follow Up:

  • The J-1 Exchange Visitor must enter the US no later than 30 days after the start date listed on the DS2019.  If the hiring department knows of a delay in the arrival of the employee, someone should contact OIP as soon as possible to request a deferral of the program start date and issuance of a new DS2019.
  • The J-1 Exchange Visitor must report to OIP as soon as possible after arrival.  Please be sure to schedule an appointment with Sarah Joughin as part of the employee’s on-boarding.
  • The hiring department has several responsibilities mandated by the Department of State.  Please review and adhere to the responsibilities listed on the J-1 Exchange Visitor Request page.

TN status can be a short term, low-cost option with quick processing time for departments hiring citizens from Canada or Mexico.

Eligibility:

  • Prospective employee must be a citizen of Canada or Mexico
  • The position must qualify under 8 CFR 214.6 which outlines the NAFTA agreement between the US and Canada.  Click here to view the list.
  • The prospective employee must hold the necessary degree or license required for the particular job category as set for the in the regulation above.
  • The prospective employee must present at a US port of entry (Canadians) or a US Consulate (Mexicans) with a letter from the Office of International Programs to apply for TN status.

Processing:

  • To request a TN letter from OIP, the hiring department must submit the following to umaineimmigration@maine.edu:   a) Appointment letter or form which includes start and end dates of employment, salary and  brief job description; b) prospective employee’s CV or resume.
  • OIP will issue the letter to the foreign national with instructions on how to apply for TN status at a port of entry or US Consulate.

Fees:

  • There are currently no fees for TN processing.

Follow Up:

  • The foreign national employee arrives in the US, they must report to OIP within 3 days  of the start of employment.
  • The department is responsible for notifying OIP if the employment is terminated

Extension:

  • Requests for TN extension letters should be initiated at least one month prior to the expiration date of the current TN.
  • An updated letter or form with salary and employment date information should be submitted to umaineimmigration@maine.edu

Foreign nationals hired by the University of Maine in a regular on-going position require institutional sponsorship for an employment visa.  Typically the employee enters on a temporary work visa but a transition to legal permanent residency will be necessary for on-going employees.  Please visit the following links to learn more about the filing process and an outline of estimated costs associated with visa sponsorship.

UMaine policy on filing EB-2 petitions vs. EB-2 petitions for tenure track faculty
Employees in Post-doctoral and fixed length positions are typically not eligible for sponsorship for legal permanent residence through the University.   For information on alternate paths to US permanent  residence please visit the USCIS Website.  If you are considering filing in the EB-2 category, please be sure to read the policy listed above regarding UMaine sponsorship in this category.

Fee Summary for Teaching Positions Fee Summary for Non-Teaching Positions

Sponsoring A Visiting professor or researcher

Overview of the J-1 Exchange Visitor Category:

The primary purpose of the J-1 Exchange Visitor visa is to foster the exchange of ideas between Americans and foreign nationals and to stimulate international collaborative teaching and research efforts. The J-1 visa is the easiest and quickest visa to get, but it has certain limitations which must be considered when bringing foreign faculty members and researchers to the University.  Please contact the Office of International Programs if you have a question about whether the J-1 visa is appropriate for your visitor.

Faculty Host Responsibilities:

The faculty host sponsoring the visitor plays an important role in our J-1 Exchange Visitor Program.  The host is generally responsible for the following:

  • Initiating all paperwork to request the J-1 visa
  • Coordinating housing for the visitor
  • Arranging arrival details such as airport pick-up and scheduling check-in meeting with OIP.
  • Providing office or work space in an area that is within close proximity to other regular staff within your department.
  • Providing oversight of academic work conducted by the visitor and scheduling regular check-in meetings.
  • Assisting the visitor to integrate into the department and wider campus community and providing access to cross-cultural activities on campus or within the community.
  • Notifying the Office of International Programs if the visitor is no longer conducting the academic activities outlined in the agreed upon program.

Health Insurance Requirements:

The Department of State mandates that all J-1 Exchange Visitors have health insurance coverage that meets certain standards.  Please discuss this with your potential visitor so that he or she is aware of this requirement.  The minimum coverage limits are:  $100,000 basic medical benefit per accident or illness,  $25,00 for repatriation of remains, $50,000 for emergency medical evacuation to the home country.  Deductible per accident or illness should not exceed $500.  Co-insurance provisions will be permitted requiring exchange visitors to pay up to 25% of covered benefits per accident or illness.

Visiting researchers may be eligible for the University of Maine employee insurance at no charge.  Please indicate on your request form if you would like your visiting researcher to take advantage of this benefit.

Entry Requirements & Check-in:

Your J-1 Exchange Visitor must enter the US within 30 days of the start date of the DS2019.  Once the Exchange Visitor arrives he or she will need to make an appointment with the Associate Director of OIP for a mandatory check-in.  Appointments can be made from the OIP home page.

Obtaining a Maine Card and MaineStreet ID for your Visiting Scholar:

If your J-1 Exchange Visitor is not receiving funds from the University of Maine you must complete a Person of Interest form with the Office of Human Resources.  This will allow the visitor to be coded in MaineStreet, giving him or her greater access to University of Maine academic resources.  You can download the Person of Interest Form.   Return it to HR following instructions on page 2 of the form.

Fee for J-1 Visa Processing Requests

The Office of International Programs charges your department a $100 processing fee for all J-1 Exchange Visitor applications.  This fee helps to offset the fee charged by the Department of Homeland Security to institutional sponsors.

Initiate Request for J-1 Visa Documents for your Visiting Scholar 

Request Visa Documents for H-1B Employee or J-1 Exchange Visitor

The Office of International Programs uses a software called e-OIP to process requests for both faculty and visiting scholars.  To request visa processing for a new or continuing H1b or J-1 scholar please follow the directions below.  Please note that you will need a copy of the scholar’s passport and CV to complete this process.  

If you have any questions about this process, please do not hesitate to contact umaineimmigration@maine.edu or call 581-2905. 

If you have never used e-OIP before you must request departmental access.

Step 1: Visit eoip.um.maine.edu and click on “Login”. On the next screen enter your @maine.edu credentials.

Step 2: On the Request Account page select “Department” and then click “Request Account”

Step 3: Enter your information in the fields provided. Someone from OIP must approve your request. This may take 1-2 business days. If this request must be processed as soon as possible please call (207)-581-3437 for immediate assistance. Once the request is approved you will receive an email confirming that your request has been approved. To access the forms you can click the link provided in the email or visit eoip.um.maine.edu

Step 1: Go to eoip.um.maine.edu and click the “Login” button. Enter your @maine.edu credentials. Then click “Departmental Services” and select “Add New Person”.

On this form:

  • Be sure to enter all biological information (name, date of birth) exactly as it appears on a passport or other official government issued document.
  • Make sure the information is accurate (especially the email address) as this is the only way that we have to contact the scholar with additional information.
  • Make sure that the following responses are entered:
    • Campus: UMaine
    • Requested Immigration Status: Enter the immigration status that you wish to request. If you are not sure, please contact umaineimmigration@maine.edu for advising.
    • “Do you have an institutional university ID for the new profile?” Enter “no” if the applicant does not have a MaineStreet ID. If they do then select “yes” and enter the ID.
    • “Do you have a network ID for this new profile?” No

Step 2: The next screen has a section for “— New Applications —“. Choose the application that matches the visa status that you wish to request and complete the form. After all forms are successfully submitted (with required supporting documents) an email confirmation will be sent to you as the departmental user. Emails will also be sent to the scholar/employee/student with instructions.

Step 1: Log into e-OIP at eoip.um.maine.edu click “Login”. On the next screen enter your @maine.edu credentials. Then click “Departmental Services” and select the appropriate department application form based on the visa status that you will request (H-1B, J-1, or TN). If you have questions about which visa status to request, please contact umaineimmigration@maine.edu for advising.

Step 2: On the next screen enter the University ID and Date of Birth as they appear on the e-OIP profile. If you need assistance please contact OIP at (207)-581-3437 or umaineimmigration@maine.edu.

Step 3: After all forms are successfully submitted (with required supporting documents) an email confirmation will be sent to you as the departmental user. Emails will also be sent to the scholar/employee/student with instructions.

Requesting J-1 scholar sponsorship under UMaine’s J-1 Exchange Visitor Program

Please visit the Invitation Procedures for Neighboring Institutions found here.

Advising International Students

The University of Maine is home to over 500 international students from more than 70 countries. This is a page of resources designed to help University of Maine academic advisors and faculty to best serve our international student population. Each student will have individual needs and expectations that may not be covered here. Please reach out to the Office of International Programs as a resource.

International students face similar personal and academic issues that domestic students face. However, international students do have some additional issues that may face them while studying at the University of Maine, including:

  • Adjusting to a new academic system
  • Learning in a second language
  • Experiencing culture shock
  • Learning to live far away from support systems
  • Learning new business practices

Culture Shock

Cultural shock can be visualized by the U-shaped Curve of Cultural Adjustment that described the stages of adjustment people go through when living in a new culture by Sverre Lysgaard (1955).

Immigration Concerns

  • Full time enrollment is required by law:
    • 12 credit hours for undergraduate students
    • 9 credit hours for graduate students
  • Student employment is capped at 20 hours a week and is limited to on-campus employment.
  • Non-traditional course will only count towards 3 credit hours of their full time enrollment requirement.

Cultural Differences

It is important to be patient and understanding that students come from different cultural backgrounds. Mishaps and misunderstanding will happen.

Some students will use negotiation tactics:
  • “No means I should ask someone else.”
  • “No means I should ask again.”
  • “No means I should ask your supervisor.”
Some students will have different expectations of their advisors:
  • “My advisor should help me negotiate my apartment lease.”
  • “My advisor should help me maneuver the immigration system.”

Students are required meet certain scores for English proficiency to gain admittance to the University of Maine; these are verified by the admissions team on either the undergraduate or graduate side.

Students who do passes these exams with acceptable English proficiency scores may still struggle to communicate. To learn more about how to effectively communicate with students who are not native English speakers please see our Communication Basics.

If you have any questions or concerns you can contact the Office of International Programs or the Intensive English Institute at um.iei@maine.edu

Conditional Admission

Students who do not meet the language proficiency requirement but have a strong academic record may be admitted conditionally. Conditionally admitted students enroll in the university’s Intensive English Institute for appropriate English coursework until suitable English proficiency is acquired.

Immigration Documents

I-20: “Certificate of Eligibility for Nonimmigrant Student Status.” This form is granted to all international students once they have been accepted to the University of Maine.

Visa: This is a document that is in the student’s passport. This form along with the I-20 allows the student’s entry into the United States.

F-1: This is the most common type of visa that our students carry. This is a visa for full time students.

H-1B: This is a work visa that allows a student to employed full time in the United States for a set period of time.

J-1: Students with this type of visa are typically exchange students, they have a set period of time they can study in the United States.

Other Forms

Curricular Practical Training (CPT) Verification Form: This form is for students who want or need to gain academic credit for an internship. This will need to be approved by our SEVIS Coordinator, Brian Berger. The student will also need to file for an updated I-20.

Optional Practical Training (OPT) Verification Form: This form is for students who are graduating at the end of the current semester. Students should apply for OPT two to three months before graduation.

  • All international students must have either a F-1 or J-1 visa, each of which requires students to be enrolled full time. Students have a required number of credits they must be enrolled in, if they are not they will no longer be in compliance with their visa. DO NOT advise students to drop classes to help their GPA if it puts them below full time status.
  • Students who need to drop below full time status will need to file a Reduced Course Load form with the Office of International Programs.
  • Summer course are OPTIONAL for international students, unless required by the students program. If the student enrolls in summer courses they will need to maintain a full time status, six or more credits.
  • If international students take a course without a grade, such as auditing a course, this will not count to the students full time status.
  • International students can only apply one three credit online course towards their full time status. This does not apply to blended course or courses with an interactive video component.

Listen and wait to respond

Often “Second language students often develop a “script” in their mind of what they want to say to you before they enter your office. Allow them to get through the script, so they feel certain that you have heard what they have to say. This can be difficult if the script is long and you can easily anticipate their question or issue.”

Avoid acronyms

We are used to using and understanding acronyms, abbreviations, and colloquialisms that often have no meaning to international students. These terms, including “ASAP”, “home run”, and “all set”, should be avoided or explained.

Checking for understanding

Out of respect or not wanting to admit that they don’t understand many students when asked if they understand will say yes, even if they do not. Asking a student to explain what you have just gone over in their own words is one of the best ways to check for understanding.

Cultural differences

“Frustration, taking offense, repetition, no response, inappropriate responses for the situation (i.e.,nodding continuously when clearly the individual does not understand, awkward laughter, ending the conversation abruptly, seeming distracted, etc.). Allow these indicators to remind you to take a deep breath and find a different way to approach the issue or explanation.”

Respect

Names: learning to say the student’s name will make the student feel welcomed and respected. Don’t be afraid to ask students to repeat their name or spell it out. Don’t be afraid of getting their name wrong at first, but always try to pronounce it correctly. Do not expect the students to select a US nickname or shorten their name.

Your name: let students know how they should address you, so that you and them are comfortable.

Be curious: take time to get to know about the student and their home country, culture, and language.

Stay up to date: it can be scary and stressful being so far from home. Stay up to date on what’s happening in your students home country and acknowledge how that might have an effect on them (e.g. natural disasters).

Don’t generalize: it can be easy to assume that all international students are having the same experience. This is also true for students who come from the same country. Every student has their own interests, personality, etc. just like domestic students.

US Culture: assisting students in understanding and becoming familiar with US Culture is opportunity to help them understand everyday interactions and make their transition living here easier. However, do not pressure students to change their personal behavior or viewpoints, try to talk through these differences with them to best understand each other.

  • Many of the tips above can and should be used in the classroom as well as the tips below.
  • Different learning styles. Use different methods of teaching including lecture, small group discussions, reading, writing, and speaking activities. This will benefit students from different education systems as well as the rest of the class.
  • Write out expectations for assignments, assignment timelines, and key concepts.
  • Talk about the importance of regular class attendance and being on time. Students may come from educational systems where this isn’t expected and may not be aware of the importance of punctuality in the US educational system.

This information was adapted from the Missouri State Academic Advising Center: Advising International Students resource.

Employment Visa FAQ

H-1b

Can the employee bring their spouse and children with them to the US?

Yes, a spouse and dependents may obtain H-4 status to accompany their H1B family member to the US.

Are the spouse and/or children eligible to work in the US?

Individuals in H-4 status are not authorized to work in the US in most cases.

Can the employee’s children attend public schools tuition-free?

Yes, children in H-4 status may attend public school tuition free.

Does the employee need to be aware of any tax issues related to their visa category?

If transitioning to H1B from another visa status there may be changes in taxation. The H1B employee should meet with UMaine payroll to ensure that the salary is properly taxed.

Can the employee or their spouse/children study at a post-secondary level in the US?

H-4 dependents can study at the post-secondary level in the US but may will not be eligible for graduate assistantships or other types of on-campus work while in H-4 status

If the employee is in the US in another visa status, must they leave the US in order to obtain an H1b visa?

An employee can apply for a change of status to H1B without leaving the US in most cases. If the employee is in J-1 status and subject to 212(e) a change of status may not be an option.

J-1 Exchange Visitors

Can the employee bring their spouse and children with them to the US?

Yes, dependents of the J-1 researcher may obtain J-2 status to accompany their family member to the US. The J-1 scholar should request DS2019 forms for each eligible family member from the Office of International Programs.

Are the spouse and/or children work in the US?

J-2 dependents can apply for work authorization in the US.

TN

Can the employee bring their spouse and children with them to the US?

Are the spouse and/or children work in the US?

Can the employee’s children attend public schools tuition-free?

Does the employee need to be aware of any tax issues related to their visa category?

Can the employee or their spouse/children study at a post-secondary level in the US?

Export COntrol

Supporting International Students

A connection with a faculty member is often the key to an international student’s success.  Also, faculty members  have regular contact with our students and may be the first to detect an issue or problem that an international student is experiencing.

The Office of International Programs staff members are always happy to discuss a particular student issue, give general advice on working with international students or to help problem solve.  Please do not hesitate to contact OIP if you have any questions or concerns about our students.

International@maine.edu