IMMIGRATION STATUS
Immigration Regulations
Monthly Immigration Updates

FORMS AND LETTERS
Departmental Support letters

ADMISSIONS
New Program Information

EMPLOYMENT
Curricular Practical Training: Certification of Completion of Studies
Hiring International Workers
I-9 Employment Eligibility
International Student Employment
Internship Courses and Employment
Inviting International Scholars
Social Security Numbers
Sponsoring Employees for Permanent Residency (Green Card)

TRAINING OPPORTUNITIES
I-9 Employment Eligibility Verification Form Training

Immigration Regulations

What departments should know about admitting international students in F-1 and J-1 status
Georgetown welcomes international students for the wealth of experience and expertise they bring to our campus.  Most international students seamlessly integrate into our campus community, yet they continue to struggle with special requirements set out by the Department of Homeland Security (DHS). OIP asks departments to become familiar with some of the most basic requirements to help to ensure these students remain safe and successful as they pursue their academic objectives. 

When making admissions decisions, please remember that most international students must apply for either an F-1 or J-1 visa to attend Georgetown University.  These students must show financial documentation to support their tuition and living expenses during the first academic year of study and must schedule an interview with a consular officer as part of the process.  Many will wait one to two months before receiving their visa stamp. 

When to contact OIP about an international student
It is essential that departments communicate openly and regularly with the staff in OIP about issues affecting international students.  DHS carefully monitors our international student population as they make choices about course loads, program completion, funding options, leave of absence, etc.  OIP assists both students and departments in successfully navigating the myriad regulations governing international student status. Please contact the International Student Advisor for your program about any of the following issues:

Requirements for Georgetown University students in F-1 or J-1 immigration status
All members of the Georgetown academic community are bound to uphold the highest standards of scholarship.  International students and scholars must also comply  with the immigration laws and regulations of the United States.  F-1 and J-1 international students must sign their acknowledgement of the following status requirements:

Requirement to report address changes to the Office of International Programs (OIP)
U.S. federal regulations [8CFR214.2(f)(17), 8CFR214.2(j), and 22CFR62.70(b&c)] require F-1 and J-1 international students to report any address change within 10 days of the address change directly to OIP.  This includes address changes of any dependents, as well.

Requirement to obtain prior authorization from OIP to drop below a full course of study
U.S. federal regulations [8CFR214.2(f)(6)] require F-1 and J-1 students to pursue a full course of study.  In maintaining a full course of study, students are expected to attend class and complete all assignments.  F-1 and J-1 students are allowed to deviate from this full course of study only with PRIOR authorization from an International Student Advisor, and only under very limited circumstances.  After obtaining approval from OIP, the student must also get approval from his/her dean and/or department, as appropriate. 

Requirement to report departure date and reason to OIP
Some students must leave the University early or unexpectedly.  Reasons for early departure include early graduation, leave of absence, suspension, or expulsion.  U.S. federal regulations [8CFR214.3(g)(3) and 22CFR62.70(a)(3)] require international students to inform their International Student Advisor of any plans to leave the University before the end date on the immigration document (I-20 or DS-2019 Form), and the reason for doing so. 

Requirement to abide by employment regulations
F-1 and J-1 international students may work no more than 20 hours per week on-campus while school is in session [8CFR24.2(f)(9)]. These 20 hours include any work for a department-funded assistantship.  Students may work full time during official university breaks and vacations.  Students are not permitted to work off-campus without receiving PRIOR authorization from the U.S. Federal Government and/or an International Student Advisor.  Employment possibilities are limited.

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Monthly Immigration Updates

Each month, OIP sends an email newsletter to continuing students and scholars in F-1 and J-1 status.  Department Chairs and Administrators may also request to be added to the email list.  The newsletter consists of immigration news and updates that affect individuals in F-1 and J-1 status.  It generally covers academic requirements, legal issues, employment authorization and reporting obligations.  If you would like to add your name or the name of a colleague to the update email, please contact Giovanna Ubillus at gu3@georgetown.edu.  To view the archived updates, please visit our News and Updates page.

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Departmental Support Letters

OIP will often ask departments or academic advisors to write letters of support for international students as supplemental documentation for an authorized drop below a full course of study, an authorized medical leave or an extension of time to complete the program of study.  The letters should give a detailed account (in layman's terms) of the student's current situation and the requested accommodation.  Please work closely with the student's IS Advisor to ensure the letters meet the criteria outlined by the Department of Homeland Security.  For example letters, please see below:

 - Authorized Drop Below Full Course Study - Medical Reason

 - Authorized Drop Below Full Course Study - Improper Course Placement

 - Doctoral Student Conducting Research Abroad

 - Extension of Time to Complete Program

Department Administrators are also asked to write the employment verification letters required by the Social Security Administration for international students.  Students take these employer letters to OIP, OIP confirms the legal immigration status of the student in a separate letter, and then the student may apply for a Social Security Number.  Please review the detailed outline of the information that must appear in the employer letter.

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New Program Information

If a Department plans to offer new programs in the coming year, and expects to admit international students, please contact the Office of International Programs (OIP) to confirm the start date, program length and any special requirements that could potentially affect an international student’s immigration status during your program.

What to think about:

Contact: To discuss the way program structures and requirements affect international students, please contact Rachel Rubin at rubinr@georgetown.edu or x7-5867.

Forms: All new programs which plan to admit international students in F-1 or J-1 status must complete the Program Verification Form and return it to Giovanna Ubillus at gu3@georgetown.edu. 

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Hiring International Workers

OIP facilitates the immigration documentation for the hiring of international workers at Georgetown University.  If your Department is interested in hiring an international worker, please contact OIP to discuss the most appropriate classification for your hire.

Below, please find a general summary of the visa classifications generally used to assist departments in inviting internationals to be part of the GU community.   Please note that individuals with legal permanent residence in the United States (green card holders) do not need to pursue immigration paperwork in order to accept employment in the United States. 

H-1B Temporary Worker Status
H-1B temporary worker status is a nonimmigrant status used to bring a foreign national to the United States temporarily to employ him/her in a position which requires specialized training or knowledge. To qualify for this category, the position must require at least a Bachelor's degree in a specific field as a minimal entry-level requirement. Staff positions which require any Bachelor's degree or no degree at all do not qualify. The entire H-1 process can take up to six months to complete. Therefore, please allow ample processing time. 

For forms and instructions, visit http://www.georgetown.edu/programs/oip/isss/Hstatus.htm

E-3 Temporary Worker Status
E-3 temporary worker status is a nonimmigrant status used to bring an Australian citizen to the United States temporarily to employ him/her in a position which requires specialized training or knowledge. To qualify for this category, the position must require at least a Bachelor's degree in a specific field as a minimal entry-level requirement. Staff positions which require any Bachelor's degree or no degree at all do not qualify. The entire E-3 process can take up to six months to complete. Therefore, please allow ample processing time. 

For forms and instructions, visit http://oip.georgetown.edu/isss/e3form.pdf

F-1 Optional Practical Training
International students in F-1 status are eligible for one year of work authorization in their field following completion of studies at a U.S. university or college.  F-1 students may apply for this work authorization, known as Optional Practical Training (OPT),  by submitting an application to U.S. Citizenship & Immigration Services through their International Student Advisor at their home institution.  Following approval for this one year of work authorization, the student will receive an Employment Authorization Document (EAD) specifying the dates approved for employment.  The EAD may be used to verify employment eligibility for a position in the student's field of study at any U.S. institution or organization.  The hiring department at Georgetown does not have to process paperwork through OIP for these employees.  

If the hiring department wishes to extend the employment beyond the period of approved authorization through OPT, the department should contact OIP about H-1B sponsorship at least 6 months prior to the expiration of the OPT authorization.

J-1 Exchange Visitor Status
J-1 Exchange Visitor status may be used to employ international non-tenured or non-tenure track faculty, researchers and postdoctoral fellows for up to five years.  This status is also appropriate for internationals who have been accepted to the Visiting Researcher program administered by the Georgetown University Graduate School of Arts and Sciences.  To process the DS-2019 Form for J-1 Exchange Visitor status, OIP must receive a completed J-1 Request Form and supporting documents.  Main campus and Law Center applications should be directed to Kate Billings.  Medical Center applications should be directed to Sandra Layton.  Please allow one week for processing once all materials are received.

O-1 Alien of Extraordinary Ability Status
O-1 status may be used to facilitate the employment of international individuals of extraordinary ability in the sciences, education, business and athletics. To qualify for this status, the individual must be nationally and/or internationally recognized as being in the forefront of his/her field and must submit extensive documentation demonstrating the extraordinary ability.  The O-1 is generally used only when all other options have been exhausted.  For more information, please see the O-1 Request Form.

TN Trade NAFTA Status
TN status is a nonimmigrant visa classification available to Canadian and Mexican nationals who are qualified members of certain pre-determined occupations.  Qualifying professions require at least a baccalaureate or licenciatura degree and/or, in some instances, professional licensure or certification.  The TN is generally issued for one year at a time but may be extended indefinitely.  To access the TN request form, which includes a list of qualifying occupations, please click here. 

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Sponsoring Employees for Permanent Residency (Green Card)

Georgetown University sponsors certain faculty members, researchers and staff for Permanent Residency.  The sponsorship policy can be found at: http://oip.georgetown.edu/isss/prpolicy.htm.  The supervisor and the international employee should make an appointment with Sandra Layton in OIP to discuss the options and application procedures prior to completing any forms.  Pleas call (202) 687-5867 for an appointment.

All paperwork related to Georgetown-sponsored Permanent Residency must be submitted to Sandra Layton in OIP to ensure accuracy and consistency of University information sent to the U.S. federal government. An international employee or University department may choose to hire an attorney to complete the paperwork. However, all paperwork must be sent to the U.S. government by Sandra Layton in OIP. Immigration paperwork signed by faculty supervisors or principal investigators without approval from both OIP and the Department Chair will not be considered valid documentation.

Permanent Residency (Green Card) Categories
There are four categories used by Georgetown to seek permanent residency for its employees: Alien of Extraordinary Ability, Outstanding Professor or Researcher, National Interest Waiver and Labor Certification. 

The Sponsorship Process
There are 2-3 steps in applying for permanent residency, depending on the classification being requested.

Permanent Residency Request Forms
Once the employment-based category that will be pursued has been determined by the supervisor, Department Chair and OIP, the Department and employee must complete the appropriate forms to begin the process.

To initiate the Labor Certification process:

• Special Handling Labor Certification for Teaching Faculty Request Form

• Labor Certification for Non-Teaching Positions Request Form

If bypassing the Labor Certification Process and filing under the Alien of Extraordinary Ability, Outstanding Professor or Researcher, National Interest Waiver categories, complete:

• Permanent Residency Request Packet

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I-9 Employment Eligibility

The I-9 is the Employment Eligibility Verification Form which employers must complete for every employee, regardless of citizenship.  The employee must be able to prove that s/he has permission to work in the United States.  The I-9 is used to verify the identity and employment eligibility at the time of new employment and also to re-verify employment eligibility once work permission expires.

Please visit the the Human Resources website or the USCIS website to access the I-9 form.
Note that the I-9 form was updated on November 7, 2007.  Please be sure to use this version (dated 06/05/07) for all future I-9s.

For an I-9 Cheat Sheet for International Employees, click here.

1.  On the first day of employment, the employee should complete Section 1, Employee Information and Verification.  It is important that the form is completed fully and legibly and is signed by the employee. 

*Please note: The employer may not dictate which documents the employee provides for employment eligibility.   

• Students and scholars who do not yet have a Social Security number should write "pending" and provide the card as soon as they receive it.

• The name on the I-9 must match the name on the Social Security card.

• The Alien Number (A#) is found on the permanent resident card or work permit.

• The Admission Number is found in the top left hand corner of the I-94 card (small white card which the international visitor receives upon arrival in the United States).

2.  All employees, regardless of citizenship, may choose from the list of acceptable documents. They may choose to present a document from List A or they must present two documents:  a combination of one from List B and one from List C. The employee must present documents by the 3rd day of employment.  All documents must be originals!  Photocopies are not acceptable.

Most international students and scholars have documents from List A.  Common List A documents used for international students and scholars include:

• Unexpired foreign passport that contains a temporary I-551 stamp (for Permanent Residents) or a Form I-94 indicating unexpired employment authorization*

• Alien registration receipt card or permanent resident card, Form I-551

• Unexpired Employment Authorization Document (EAD) issued by USCIS, which contains a photograph.

*Please note that if an I-94 card is marked "D/S," department administrators must review an additional document to determine the exact expiration of employment eligibility.  This information is located in Section 5 on the Form I-20 for F-1 students and in Section 3 on the DS-2019 Form for J-1 Exchange Visitors.  Because of limited space on the Form I-9, it is impossible to record all three documents in List A.  Please record the expiration date from the Form I-20 or DS-2019 in the side margin.  These are the documents most commonly used by international students and scholars for I-9 verification.

By the Third Day of Employment
If the employee cannot present documents within three days of beginning work, the employee must stop working.  Do not permit them to "volunteer" if they cannot show employment authorization documentation. 

Reverification
Reverification of work eligibility must be completed when an employee:

• changes his/her name

• is rehired after time away from Georgetown University

• when his/her work authorization expires

Reverify by the date the employee puts in Section 1 under "an alien authorized to work  until ______________."

Expiration reports are sent to departments from Human Resources or the Provost's Office for those employees whose I-9s are due to expire within the next two months. 

To re-verify the I-9 Form, the Department Administrator should:

• Take a copy of the original I-9 submitted

• Ask the employee to show the document(s) of their choice to re-verify

• Record the new document information on the I-9 under Section 3 and make a copy of the new document(s), and

• Sign and date the I-9 Form and forward to the appropriate office.

For an I-9 manual and copies of sample I-9 Forms for common visa types, contact Sandra Layton.  I-9 training is available as part of the Genesys training in the Professional Managers Certificate Program.

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International Student Employment

On-Campus Employment
F-1 and J-1 international students are eligible for on-campus employment throughout their program of study.  Students may request a letter from OIP to verify employment eligibility for on-campus employers. An international student's employment eligibility need not be re-verified each semester.

Students may work no more than 20 hours per week when classes are in session, but they may work full time during official University breaks and vacations.  On-campus employment primarily means work performed on the premises of Georgetown University. This includes employment with Georgetown University, the Medical Center, or with any on-location commercial firms which provide services for students on-campus, such as the Marriott cafeterias.  It does not, however, include employment on the school's premises with commercial firms that provide indirect services to students, such as employment with a firm constructing a new building on-campus.

J-1 students are only eligible for on-campus employment after receiving written employment authorization from OIP or the outside institution or agency issuing the DS-2019 Form. They do not need any supplemental documentation from the employer in order to apply for a Social Security number (SSN).

F-1 students must request a letter from OIP verifying their employment eligibility as well as a letter from the on-campus employer in order to apply for a SSN.  The employer letter must be structured according to guidelines set out by the Social Security Administration.  Please carefully review the guidelines prior to writing the letter.

Important Note: Employment eligibility is automatically withdrawn if a student's program is terminated.

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Internship Courses and Employment

Students enrolled in a credit-bearing internship course that is an integral component of the program of study may be eligible for Curricular Practical Training (CPT), an employment authorization allowing F-1 students to receive training/employment related to their field of study.  Application instructions are listed on the Off-Campus Employment section of our website.  The corresponding internship course must have the following characteristics:

• The internship course must be listed in the course catalogue.  

• The internship course must be open to all students in the program of study.

• The internship course dates must fall within the semester during the academic year.

• The summer internship course may begin no earlier than the start of the SCS summer pre-session and end no later than one day prior to the start of the fall semester.

• The internship course must carry credit.

• The internship course must have clearly defined goals and requirements.

• The internship course may not be listed as a tutorial.

• The internship course must have a faculty supervisor.

• Students may begin work after receiving CPT approval, listed on page 3 of the Form I-20.

• Students may not drop the internship course and continue working at the internship.

• True volunteerism (charity work, unpaid internship, etc.) does not require CPT or any employment authorization. If the organization at which you would like to volunteer requests work authorization, please see your IS Advisor.

• CPT approval must appear on the student’s Form I-20 BEFORE employment begins and cannot be granted until the student is enrolled in the internship course.

• Questions about establishing an internship course or authorizing CPT employment for F-1 international students should be directed to the appropriate IS Advisor.

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Curricular Practical Training: Certification of Completion of Studies

An administrator’s signature on the Recommendation Form is used to confirm an F-1 international student’s eligibility for Curricular Practical Training (CPT).  Since CPT may only be authorized during the course of study, the signature verifies the date the student is expected to complete his/her degree requirements at Georgetown.  Furthermore, the signature confirms the student is in good standing and enrolled in the departmental, credit-bearing internship course.  An administrator who signs this form accepts responsibility to inform OIP if the student drops the course or fails to submit the associated assignments within 30 days of completing the internship.

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Inviting International Scholars

Georgetown University takes great pride in its international character and international visitors are an extremely important part of the Georgetown community.  OIP can assist departments that wish to invite international scholars to lecture, teach and conduct research at Georgetown. 

Lecturers
For more information on inviting international lecturers, please click here.

Postdoctoral Fellows
Generally, Postdoctoral Fellows are eligible to come to Georgetown on the J-1 visa.  To be admitted in J-1 status the individual must obtain a DS-2019 Form from Georgetown and use it to apply for the visa at the U.S. Consulate in his/her home country.  To request a DS-2019 Form from OIP, the department administrator should complete the J-1 Request Form for Scholars and submit it to OIP with a copy of the individual’s passport, CV, an appointment letter (Main Campus only) and evidence of financial support if not paid by Georgetown University.  Departments at the Medical Center should submit all materials to Sandra Layton and Main Campus departments and Law Center applications should be forwarded to Kate Billings.

Visiting Researchers (Main Campus)
Generally, Visiting Researchers on the Main Campus must be appointed through the Graduate School before OIP will process any visa documents for them.  Information about the Visiting Researcher program is available on the Graduate School website.

Generally, Visiting Researchers are eligible to come to Georgetown on the J-1 visa.  To be admitted in J-1status, the individual must obtain a DS-2019 Form from Georgetown and use it to apply for the visa at the U.S. Consulate in his/her home country.  To request a DS-2019 Form from OIP, the department administrator should complete the J-1 Request Form for Scholars and submit it to Kate Billings in OIP with a copy of the individual’s passport, CV, Visiting Researcher appointment letter and evidence of financial support.

Please note: applications will not be processed by OIP until all materials are received, so it is best to include all documents with the J-1 Request Form.

Visiting Professors (Main Campus)
Main Campus faculty must be appointed through the Office of the Provost before OIP will process their visa documents. 

Generally, Visiting Professors are eligible to come to Georgetown on the J-1 visa.  To be admitted in J-1 status, the individual must obtain a DS-2019 Form from Georgetown and use it to apply for the visa at the U.S. Consulate in his/her home country.  To request a DS-2019 Form from OIP, the department administrator should complete the J-1 Request Form for Scholars and submit it to Kate Billings in OIP with a copy of the individual’s passport, CV, appointment letter from the Provost and evidence of financial support (if not paid by GU).

Please note: applications will not be processed by OIP until all materials are received, so it is best to include all documents with the J-1 Request Form.

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Social Security Numbers (SSN)

There is no legal requirement that an employee have a SSN at the time they begin employment. If the employee already has a Social Security card, s/he must show it to the employer upon commencement of work.  If the employee has a number, but cannot locate the card, s/he should provide the number to the employer, how the name is shown on the card, and apply for a replacement through the Social Security Administration (SSA).  If the employee has applied for a Social Security card and has the receipt for application of the card, the receipt can be shown to the employer and the employee may begin work.  If the employee does not have a SSN, s/he must apply for one prior to beginning work.  The employee must show the actual card once it is received. International students and scholars can find more information about SSN applications on the OIP website.

F-1 students must have a job offer letter from the employer in order to be eligible for a SSN.  The letter must be submitted in a specific format at the time of application for the SSN.  For an example, please click here.

For information about paying individuals without a SSN, visit the Tax Accounting website.

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Training Opportunities

I-9 Employment Eligibility Verification Form Training
Offered as a part of the Genesys Training in the Professional Manager’s Certificate Program

ISSS staff members are also willing to meet individually with Departments to discuss immigration issues relating to students and scholars at Georgetown University.  Please see our Staff page to determine the appropriate contact person for your question.

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