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Extension Requests

Note

Your Department will initiate this process by sending you an email from the web-based application (ISD). If you forget your login/password information contact IFSO at ifsoisd@ucsd.edu.

Step 1: Edit your personal information

On the left-side Instructions bar, click on Edit Personal Information to update your information.

Update the information under each section of the Horizontal Fields Navigation Bar:

Biographical Section

Review the information to make sure it is still accurate.

Address Section

Click on the Edit button associated with your Local address and enter your local residential address, telephone number, and UCSD email.

TIP: Do not use the Mailing Address Type and do not click on New Address. 

Appointment Section

There are only two sections visible.

Appointment Start and End Date:
  • Do not edit this section, your department will edit the dates
J visitor Category
  • Do not edit this field for an extension.

 

Funding Section (J-1 Only)

Note

Do not delete funds but rather add to existing funds. Corresponding funding proof/documentation must be uploaded in the documents tab. Proof/documentation cannot be more than 6 months old. If funds are listed in foreign currency include a currency converter. Any document in a foreign language must include a translation of the key information such as source, amount, time, and date. Translation does not need to be issued by official translating company.

The Funding Section in ISD must be completed for all J-1 requests. Add the funding sources that you will use during your appointment at UC San Diego.

Overall funding amount must meet minimum monthly requirement of:
  • $2400/month for scholar
  • Additional per month:
    • $800/month for spouse
    • $400/month for each child 

Funding should be entered without any spaces, dashes, periods, or dollar signs. Do not include cents, round to the nearest dollar. Please note that you will be able to save the information with spaces, dashes, dollar signs, or cents but when your department tries to submit the case with IFSO, they will receive an error.

Don’t forget to use the help bubbles, summary/reminders.

  • Program Sponsor Funds
    • Department should add additional funding being provided for the requested period
    • Funding being distributed to you by UC San Diego; UC San Diego issues a check or direct deposit to you, regardless of the granting source.
    • Typically, Postdoc appointments 3252 or 3253
    • Please note that a Postdoc 3254 is NOT Program Sponsored Funds as the outside organization is paying the postdoc directly. For Postdoc 3254:
      • If it's a home country ministry, place the amount under Government Funding.
      • If it's NATO, place the amount under International Organization.
      • It its a home country academic institution, place the amount under Other Organization.
    • Program Sponsor Funds Documentation:
      • UC San Diego appointment/offer letter. Department will upload this in the Documents Tab.
  • U.S. Government Org Funds
    • Add the entire additional amount being given for the requested program duration.
    • Funding is only considered U.S. government funding if it is paid directly to you as a J-1 Exchange Visitor and/or is intended specifically for international exchange. NIH or other federal agency grants to PIs to fund their research projects would not be considered "U.S. government funding" for purposes of international exchange.
    • This option would rarely be used.
  • International Org. Funds
    • Add the entire additional amount being given for the requested program duration.
    • If unsure if funding is from an International Organization, input funding in "Other Organization Funding" data field.
    • This option would rarely be used.
  • Government Funds
    • Add the entire additional amount being given for the requested program duration.
    • Funding you will be receiving from their Home Country Government.
    • If unsure if funding is from Home Country Government, input funding in "Other Organization Funding" data field.
  • Other Organization Funds
    • Add the entire additional amount being given for the requested program duration.
    • A company/academic institution/employer/government agency, not an individual person.
    • Entity distributes funds directly to you.
    • Use if unsure of funding source or if the funding source does not match any of the other fields.
    • Examples:
      • A foreign employer is paying you while you are on leave from your job, such as a sabbatical.
      • You received a scholarship in which funds are directly distributed to you.
      • You have a fellowship from your home country’s government or the U.S. government.
    • Documentation Examples: 
      • Funding organization/scholarship letter indicating amount of funds and disbursement period.
      • Employer letter stating the salary and that you will continue to be paid for the date range of the program at UC San Diego. The letter should state funding amount, frequency, and that they will continue to pay this amount while you are at UC San Diego, in the U.S., on sabbatical, etc. 
        • Please note: a pay statement or tax document cannot be used as proof of funding.
  • Personal Funds
    • Add the minimum amount required instead of the full bank balance.
    • Personal funds should only be listed/used/included after all other sources of funding are provided. Personal funds should be supplemental to any other funding sources
      • If only personal funds are included, this is an indication to IFSO that there are no additional funding sources. Please note that excluding any additional funding sources could be seen as a misrepresentation of program funding source.
    • Personal Funds are from yourself or a sponsor (individual not an entity/organization/employer)
    •  Examples:
      • You have sufficient money in a personal bank account and they are fully/partially funding yourself.
      • A family or friend is fully/partially supporting your J-1 appointment. This person has enough money in their personal bank account.
    • Documentation Examples:
      • Bank statement showing yours or your sponsor's personal funds. 
      • Funding documentation from a sponsor (spouse, friend, family, etc.) must also include an affidavit of support, indicating the sponsor will support you and the amount of funding that will be provided for the date range of the program. Affidavit does not need to be notarized, a simple letter signed and dated is accepted.
      • Evidence must show currently existing liquid funds. Not acceptable: stocks, bonds, mutual funds, pay statement, or tax documents.

Passport and Visa Section

Update information in the following sections:
  • I-94 Section: all questions
  • Prior VIsa History: all questions
H Visitors Only section (Only H-1B/E-3/TN visitors!)
  • Update all fields.
  • Please note that while we cant require the fields in ISD, these fields are necessary for a complete H-1B/E-3/TN request.
  • Do not forget to list any travel plans.
    • If you are currently inside the U.S. and have travel plans in the next 7 months list, dates you plan to be outside of the U.S. Even if your plans are tentative, provide the estimated dates.
    • If you do not have any travel plans in the next 7 months, write NONE to acknowledge you do not have travel plans.
    • NOTE: INTERNATIONAL TRAVEL CAN HAVE SEVERE, NEGATIVE RAMIFICATIONS FOR CHANGING STATUS; WE MUST BE INFORMED OF ALL INTERNATIONAL TRAVEL.

TIP: Don’t forget to place your cursor over the question-mark icon for clarifying information regarding how to complete each section.

Step 2: Attach Supporting Documentation

On the left-side Instructions bar, click on Attach DocumentsFor more detailed instructions regarding how to upload documents to ISD, view our Upload/Attach Documents in ISD instructions.

Do not delete any previous documents.

Funding Documentation (J-1 only)

Note:

Corresponding proof/documentation cannot be more than 6 months old. If funds are listed in foreign currency include a currency converter. For a more detailed description of the funding documentation that can be provided see: ISD Funding Section Instructions

If UC San Diego is providing you with a salary that meets these minimum amounts, no documentation is needed from you. Your department will provide IFSO with the necessary documentation to match what was listed in the Program Sponsor Funds type in the Funding Section.

If UC San Diego is not providing you with funding that meets these amounts, you must upload documentation proving the funding amount you entered into the Funding Section.

Verify if the funding documentation matches the Funding Type that you entered into the Funding Section:

  • U.S. Government Org Funds, documentation example:
    • Letter from U.S. government indicating funding for purposes of international exchange.
    • This option would rarely be used.
  • International Org. Funds, documentation example:
    • Letter from International Organization indicating funding will be provided to you.
    • This option would rarely be used.
  • Government Funds, documentation example: 
    • Letter from your Home Country Government indicating funding will be provided to you.
    • This option would rarely be used.
  • Other Organization Funds, documentation example:
    • Letter from a company/academic institution/employer/government agency, not an individual person, indicating funding will be provided to you, such as:
      • A foreign employer is paying you while you are on leave from their job, such as a sabbatical.
      • You received a scholarship that is distributing funds directly to you.
      • You have a fellowship from your home country’s government or the U.S. government.
    • Funding organization/scholarship letter indicating amount of funds and disbursement period.
    • Employer letter stating the salary and that they will continue to be paid for the date range of the program at UC San Diego. The letter should state funding amount, frequency, and that they will continue to pay this amount while you are at UC San Diego, in the U.S., on sabbatical, etc. 
    • Please note: a pay statement or tax document cannot be used as proof of funding.
  • Personal Funds, documentation example:
    • Bank statement showing you or a sponsor's personal funds.
    • Funding documentation from a sponsor (spouse, friend, family, etc.) must also include an affidavit of support, indicating the sponsor will support you and the amount of funding that will be provided for the date range of the program. Affidavit does not need to be notarized, a simple letter signed and dated.
    • Evidence must show currently existing liquid funds. Not acceptable: stocks, bonds, mutual funds, pay statement, or tax document.

Immigration Documents if currently inside the U.S. (All Visitors)

All visitors:
  • Most recent passport bio-demographic page
  • I-94 arrival/departure record
  • Visa stamp used for most recent entry to the U.S.
  • Entry stamp in passport documenting most recent entry to the U.S.
 H-1B/E-3/TN:
  • If currently in a paid position, three most recent earnings statements
  • If currently in F status: all I-20s issued to you since your last entry to the U.S.
  • If ever in J status: all DS-2019 forms issued you and, if applicable, a copy of your I-612 Waiver approval notice if subject to 212(e)
  • If ever in H-1B/E-3/TN status, copies of all I-797 approval notices if adjudicated through USCIS
  • If ever issued an Employment Authorization Document (EAD), copies of all EADs

Curriculum Vitae (H-1B/E-3/TN only)

Upload your most recent CV; do not include immigration, personal, or volunteer information on this document

Degree/Diploma (H-1B/E-3/TN only)

Upload diplomas for all relevant degrees, if not already present.

Any document not in English will require a translation and translator’s statement certifying that they are competent to translate the document from that language to English and that the translation is a thorough translation of the entire document.

  • Translation does not need to be completed by an official translation company
  • Sample translators statement
    • Translation statement cannot be signed by PI, scholar or family member as it could be seen as biased by an officer.

If the diploma does not specify a particular field, then transcripts must be submitted that indicate in which field the diploma was obtained. If a diploma is not available, transcripts can be used instead, as long as the transcript indicates the degree issued.

Foreign Credentials Evaluation (H-1B/E-3/TN only)

If the relevant degrees are not from a U.S. institution, then a foreign credentials evaluation certifying the U.S. degree equivalency must be submitted if not already present (exception: Clinical Care appointments do not need evaluations of foreign MD degrees; TN requests do not need evaluations if degree is from Mexico or Canada).

The evaluation should include field of study, a detailed description of the material evaluated, rather than conclusions, and a brief description of the qualifications and experience of the evaluator.

For more information, see: Credential Evaluation Resources webpage.

Clinical Care Documentation (H-1B/E-3 only; TN not allowed)

Include the following documents if they do not already exist in the ISD record:

Graduates of International Medical Schools

  • ECFMG Certification (unless a graduate of a Canadian medical school)
  • U.S. Medical Licensing Examination (USMLE) Steps 1-3
    --or--
    National Board of Medical Examiners (NMBE) examinations – Parts 1-3
    --or--
    FLEX examination
  • CA Medical License documentation

Graduates of Accredited U.S. Medical Schools

  • Internationals with a medical degree from an accredited U.S. institution need only provide IFSO with their U.S. MD diploma and, starting 1/1/2020, the Postgraduate Training License (PTL).

Required if the UCSD appointment/job advertisement has as a requirement

  • Medical Residency completion certificate
  • Clinical Fellowship completion certificate
  • Board Certification
  • Documentation establishing Board Eligibility (UC San Diego issued documentation is not acceptable)

Required for ALL Clinical Training programs through ECFMG

  • GME exception to policy allowing for H-1B/E-3 sponsorship

Dependent Documents (J requests only)

  • Passport Biographical page(s) of dependent(s)
  • If currently in the U.S.
    • I-94 arrival/departure record of dependent(s)
    • Visa stamp used for most recent entry to the U.S. of dependent(s)
    • Entry stamp in passport documenting most recent entry to the U.S. of dependent(s)

Step 3: Review and Submit to Department

On the left-side Instructions bar, click on Review and Submit to Department to complete the application.

Review Information

Review all the information that you have entered. Any outstanding fields requiring data entry will be listed and need to be completed in each section. If you see this alert at the top, you must complete the fields listed in red before submitting.

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

Submit to Department

Once all fields have been entered, click on Submit button in upper left-hand corner of screen. 

Once you click Submit the information and documentation you have provided within ISD will be sent to your Department. They will be notified via email that the information in ISD is ready for their review and final approval. Your department will then submit the final version of the information and documents to IFSO for processing.

Please refer to our website for processing time information for J-1 and H-1B requests.