Skip to main content

Extension and Amendment Requests

H-1B status may be extended in three-year increments up to a total of six years.

We recommend departments submit H-1B extension requests 7 months in prior to the anticipated start date. Please allow considerable time for this process as extension/amendment applications take as long as initial applications.

Substantive changes in H-1B employment must be received by USCIS with an amended petition submitted prior to the change in employment circumstances. This requires a new recharge and USCIS filing fees. Substantive changes include:

  • Moving between represented and nonrepresented positions or between different represented positions, from research to clinical care; or adding a work-site outside of the metropolitan statistical area
    • e.g. Postdocs teaching in summer will require an amendment and potentially multiple H-1B amendments to add and remove teaching duties.
  • A normal stepwise progression within an employment series (e.g. Assistant Project Scientist to Associate Project Scientist) will not require an amended petition
  • A change in worksite location, may require an amendment or a new NOI posting, please consult with an IFSO advisor.

Employment authorization is retained with a timely filed extension or amendment petition; the petition does not have to be approved by USCIS until 240 days into the new H-1B period.

Step 1: Search for scholar record 

Finding an Existing Scholar Record

To find a scholar, follow the instructions noted in the Finding an Existing Scholar Record sectionIf you are unable find the record, or receive the message below, contact IFSO at ifsoisd@ucsd.edu before proceeding.

Review Scholar Email and Update Department User

Once you find the scholar, go to the Tasks Tab and under the Edit Visitor Login and Permissions review the scholar’s email (edit if necessary) and update the department user from ISD, IFSO to yourself.

Don’t forget to hit save.

Reviewing/updating the scholar email in the Edit Visitor Login and Permissions is especially important for extensions/amendments as the email listed there is usually from an initial request, which typically won’t be the scholar’s UCSD email. 

After every request is completed IFSO clears the processing stage and sets the department user as ISD, IFSO. This allows departments to use ISD as a case manager. 

Scholar Access

To change permissions, select the Tasks Tab and click on Edit Visitor Login and Permissions.

To prevent the scholar from making changes to their record while it is being processed by you and IFSO, we recommend you change the scholar’s permissions to View only at some point in your process. 

If you request the scholar to update their record directly, click on the Tasks tab and select Edit Visitor Login and Permissions.
  • Select Read/Write so that the scholar can input their information.
  • Make sure that you noted as the department user
  • Review the scholar email to make sure its correct

We leave it up to you to decide where in your process you choose to lock the scholar’s access to their record.  

Step 2: Invite the Scholar to Update Personal Information  

Send Login Info to Scholar

Go back to the Tasks tab and click Invite Visitor. An email dialogue box will open. Paste the following message in (or create your own) and then click the Send button.
Dear  : 
Your sponsoring department is working to extend your current H-1B petition. Please access the ISD site indicated below at your earliest convenience and update your information following the instructions at: ifso.ucsd.edu
 
[LOGIN INFORMATION AND PASSWORD AUTO GENERATED BY SYSTEM] 
When the scholar completes updating their record they will be prompted to submit it to the department for review, and you will receive a system-generated email when it is available in ISD prompting you to review the record.

Correct Something or Re-invite the Scholar

If there is some issue where you need to correct something and/or re-invite the scholar, you will need to find the scholar’s record in ISD.

To find the record again, you can select Search for Visitor on the left-side navigation bar. You can search for the record on the following Search Visitor Screen. To find the record, you may need to change the filters to All.

Scholar records will appear on the bottom, you can click on the Last Name hyperlink to access and edit the specific scholar record.

From here, you can select Tasks Tab again and edit the scholar’s login information or send a new invitation email to the scholar.

TIP: Every time you send an invitation to the scholar, ISD will generate a new password which will replace the previous sent password.

ISD Status Invited or Pending Scholar Data Entry

  • Invited = Scholar/Faculty has been invited to sign into ISD via an email that contains their login information.  
  • Pending Scholar Data Entry = Faculty/Scholar needs to update/add information to ISD.

Step 3: Review the Scholar Record and Input Department Information after Scholar Submission

When the prospective scholar completes and submits their information and uploaded documentation, an email will be sent to the department administrator indicating that the record is ready for review. The departmental administrator reviews the data and documentation uploaded by the scholar for completeness.

The administrator will also input additional information and upload documentation from the department. To begin reviewing and completing this part of the process, click on the Horizontal Fields Navigation Bar to review the data in each Tab:

  • Biographical
  • Address
  • Appointment
  • Site of Activity
  • Funding
  • Other
    • Position in Home Country
    • Passport and Visa
    • Education
    • Dependent-Specific
    • Dependent-General

Finding an Existing Scholar Record

To find a scholar, follow the instructions noted in the Finding an Existing Scholar Record section.

If you are unable find the record, contact IFSO at ifsoisd@ucsd.edu.

Locking Scholar Access

To prevent the scholar from making changes to their record while it is being processed by you and IFSO, we recommend you change the scholar’s permissions to View only at some point in your process. 

If you request the scholar to update their record directly, however, you will need to change their permissions back to Read/Write

We leave it up to you to decide where in your process you choose to lock the scholar’s access to their record. To change permissions, select the Tasks Tab and click on Edit Visitor Login and Permissions.

Adding Notes

If you have special notes for this record that you would like to make, select the Notes Tab on the Horizontal Fields Navigation Bar and click on Add Note. These notes will be visible to Department Administrators with ISD access under your specific department and to IFSO advisors but not to the scholar.

The notes section is a great way to let IFSO know anything pertinent to the case.

Contact Scholar to Verify Information

If you need to contact the scholar to verify certain information, you can select Compose Email in the top right side of the screen. This will generate an email to the scholar.

TIP: This will send the email you compose. However, it will not treat the email as an initial invitation and thus will not overwrite the scholar’s current password.

Biographical Section

Please verity that the scholar completed this information.

For records in the VC Health Sciences area administered by ARC, add the ARC number.  

Address Section

The scholar will have added their permanent address in their home country. If they are currently inside the U.S., and should have also added residential address information in the local address tab.

Tip: please note that we advise the scholar to never use the mailing address option.

Appointment Section

  • Update the preferred Start and End Date to the new requested period
  • Input/Update the Job Title as needed
  • Input/Update the Other or Additional Job Title and Level: Enter the job title if not listed in the Job Title Section.
    • Add an additional job title if there are multiple.
    • If the job title is a staff appointment under Career Tracks, indicate the level here; for example, "P3" or "S2" or "M1".
    • If Clinical, enter the PGY level.
  • Input/Update Faculty Sponsor as needed
  • Input/Update Full-time status and number of hours/week as needed
  • Update any data under the H Visitors Only section. 

Site of Activity Section

FAILURE TO INCLUDE ALL WORKSITES MAY REQUIRE AN AMENDED PETITION WITH ALL ASSOCIATED COSTS. IF WORKING REMOTELY, INCLUDE REMOTE WORK LOCATION.

Review the listed worksites.

If you need to update the information:
  • Select the primary site of activity from the drop-down menu under "Prefill SOA"; if it is not listed, enter the site's individual address components in the fields.
    • Input the name of the building in the "Worksite Buildings (H-1B Only)" section
    • If working remotely enter the remote worksite address, for "Site of Activity Name" enter "remote work location
  • Add additional worksites as needed.

Funding Section

Skip this section; this information is only needed for J-1 requests

Other Section

These are sections that should have been completed by the scholar. Please go through them to verify that they have been completed.

  • Position In Home Country
    • Skip only required for J-1 requests.
  • Passport and Visa
    • Must be completed for all requests as it contains immigration history as well as alerts IFSO if this is a port, change of status, etc.
  • Education Section
    • Must be completed for all requests
  • Dependent-Specific and Dependent-General
    • If the scholar indicated they will have dependents (spouse/children) with them in the U.S. that require a dependent status they MUST include their information. 
    • Dependents of an H-1B employee (H-4) will have to apply for that visa status on their own. This could involve an application for an H-4 visa at a US embassy or an I-539 Change of Status/Extension application to USCIS. For more information, please see the H-4 Family Resources section of the IFSO website. 

Step 4: Attach Supporting Documentation

Click on the Documents Tab on the top of the Horizontal Fields Navigation Bar towards the top of the screen in order to upload the required documents from the list below. For more detailed instructions regarding how to upload documents to ISD, view our Upload/Attach Documents in ISD instructions.

TIP: Do not use any symbols when naming a document. DO NOT DELETE ANY DOCUMENTS.

Upload Extension Documentation

The same evidence/documents as an initial Request are necessary for an extension, see list of required documents.

Step 5: Recharge Fee and USCIS Checks

ALL H-1B/E-3 fees MUST be paid by the employing department; fees are NOT rechargeable to the scholar. There are two sets of fees IFSO (recharge) and USCIS fees (physical checks).

  • Breakdown of fees
    • The breakdown of recharge and check fees required for H-1B requests can be found on IFSO’s website.

Step 6: Review and Submit to IFSO

Click on the Tasks Tab on the left-hand side of the top Horizontal Fields Navigation Bar and click on Review and Submit Visitor's Information.

Review Information

Click on the Tasks tab on the left-hand side of the top Horizontal Fields Navigation Bar and click on Review and Submit Visitor's Information.

The screen will show a list of all fields lacking information that need to be completed and submission will not be allowed until the fields are complete. 

Rush Fee
Before you proceed to submit the case to IFSO, review the rush request field in the Appointment Information horizontal navigation bar option. By the time you are ready to submit the case, the rush processing fee may now be required.

Submit to IFSO

After all required fields are completed, select:
  • Profile Status: Pending
  • Profile Type: H-1B Temporary Specialty Worker (or E-3 Treaty Professional or TN Treaty NAFTA)
  • Profile Subtype: Scholar
  • Profile Subtype If Other: leave blank

Click Submit button toward the left-hand top of the screen. This action forwards the complete record to IFSO staff to review.

Tip: to update any missing information you must go to the Horizontal Fields Navigation Bar then return to Review and Submit to Department section.

After the request is submitted, it should show that the record was sent to ISSM. You can also see when a request was submitted to IFSO by going to the History tab, this will show as a line item event that says Data Submission by Department with description Department submitted information to the international office.

IFSO Receives Request and USCIS Approves H-1B Request

The department and scholar will receive an email from IFSO confirming that H-1B/E-3/TN petition has been mailed out to USCIS for their processing. 

The scholar and department must notify IFSO prior to any changes such as international travel plans, worksite(s), salary, and position title as changes could affect the approval of the pending case.

The processing stage in ISD will be changed from “Submitted to International Office” to a Clear/Blank processing stage. The department user will be updated to ISD, IFSO.