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Expectations and IFSIS Services: Work Authorization and Permanent Residence (Departments)

UAB’s Office of International Faculty and Staff Immigration Services (IFSIS) is responsible for helping UAB and affiliates secure United States Citizenship & Immigration Services (USCIS) work authorization for international employees. Institutional immigration compliance is an active, three-way partnership requiring the engagement of IFSIS, department administrators, and international employees themselves. Departments and international employees are expected to take an active role in the immigration process and follow checklists, packet information, and other instructions designed to maximize efficiency during the process. IFSIS can assist only in certain areas and is not a Human Resources unit. Please review the below in anticipation of beginning a work authorization process for an international hire (i.e., someone who is not a US citizen or permanent resident).

IFSIS Responsibilities

  • Collect from departments and international employees all information necessary to draft and file non-immigrant work authorization petitions with USCIS
  • Provide automated reminders and notifications when petitions have been approved, including instructions that the department and the international employee must follow for next steps to complete the onboarding and I-9 processes
  • Send automated reminders and notifications when work authorization can be renewed
  • Provide annual trainings and Lunch ‘n’ Learns for administrators on immigration-related topics
  • Collaborate with outside counsel during the transition from J-1 to H-1B status required for incoming clinical faculty who are currently completing their final year of medical training
  • Provide templates and schedule for PERM recruitment among the department, Recruitment Services, and Faculty Affairs as needed depending on the position
  • Distribute the weekly e-newsletter
  • Publish extensive information about common processes and procedures on our website
  • Determine the timing and category of potential permanent residence sponsorship in consultation with department administration

Department Responsibilities

  • Provide complete, accurate, and timely information on IFSIS new hire and extension packets for international hires, including accurate work locations, schedules, and job descriptions/duties
  • Post and return H-1B posting notices (LCA notices) to IFSIS after 10 business days
  • Timely request USCIS fee checks that need to be drawn on non-UAB state funds accounts
  • Ensure that PERM recruitment ads are placed in appropriate media in conjunction with Recruitment Services and the Faculty Affairs office
  • Facilitate signature processes and letterhead printing of immigration-related letters of support
  • Update Oracle when an international employee changes immigration status or receives an extension of stay so that the Guardian system sends appropriate I-9 reminders
  • Read the weekly e-newsletter for important updates related to federal immigration policy and IFSIS procedures
  • Review and refer to the IFSIS website for FAQs and common processes available 24/7
  • Forward any permanent residence-related requests from outside attorneys to This email address is being protected from spambots. You need JavaScript enabled to view it. for review before signing or returning any letters or USCIS forms
  • Notify IFSIS of a salary change greater than 10%, a change in physical work location, or significant change in title or job duties for any H-1B employee BEFORE the changes go into effect so that potential H-1B amendments can be discussed

Additional Resources for Questions Outside the Scope of IFSIS

IFSIS does not operate as a “one-stop shop” for everything that might involve an international employee. Our mandate extends to advising departments only about the steps and documentation necessary to file a successful petition for work authorization with USCIS. Departments and international employees are expected to take an active role in the immigration process and follow checklists, packet information, and other instructions designed to maximize efficiency during the process. IFSIS staff are not personal attorneys and cannot assist with matters other than those directly related to processes connected with work authorization for UAB and affiliates. Please direct additional inquiries to the following:

All new international employees in the H-1B, O-1, E-3, and TN categories, or who are seeking employer-sponsored permanent residence, will receive a similar document outlining their personal responsibilities with regard to the work authorization and permanent residence processes.

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