INSZoom Department Training Guide

Transcription

1 International Center INSZoom Department Training Guide Overview This training document provides step-by-step instructions for performing the following department activities for processing H-1B and Permanent Residency cases: Completing a departmental questionnaire Submitting required documents to the International Center (if applicable) Posting, certifying and returning the Notice of Filing Labor Condition Application Approving forms This document then details a number of activities to assist in tracking your employees case(s): Logging into INSZoom Checking an employee s case status and documents received Reviewing Retrieving a lost User ID and Password Changing your password Finally, this document provides information on the functionality of the Zoom Assistant, including: Department, employee and case level information tracking Running employee and adhoc reports Note: The INSZoom portal page can be found at Additional Reference Material You may want to refer to the following web pages for additional information: Recommended Workstation Software Requesting/Updating INSZoom Access Online Training and Documentation Tips for Using INSZoom Changes in Department Responsibilities With INSZoom, department responsibilities have been reduced greatly and either transferred to the INSZoom system itself or to the UM International Center (IC) to improve immigration processing consistency across UM. As the department representative, your primary immigration processing responsibilities now entail: Completing the sponsoring department authorization form and H-1B/PR process authorization form. The process authorization form requires the signature of the chair, dean, or director, which authorizes the IC to petition for the employee on the University s behalf. These forms are available at Page 1 of 20 5/18/2009

2 Completing the INSZoom departmental questionnaire Submitting required documents to the IC (PR petitions only) Providing checks to cover H-1B/PR processing fees and conveying fee information to the employee Approving the H-1B/PR forms How INSZoom Fits into the Process The INSZoom process begins after you submit the department and H-1B/PR authorization forms to the International Center. 1. The department authorization only needs to be submitted to gain initial INSZoom access or to update department access (i.e. add or subtract users). 2. After receipt, the IC sends out an containing the Login ID and password. 3. When the IC receives the process authorization form, we set up the case in INSZoom. This includes sending an acknowledgement to the department, login information to the employee and a check memo to the department via campus mail. 4. At this point, you and the employee can begin checking the employee s case status in INSZoom. 5. The specialist handling the case then sends questionnaires and document checklists to the employee and department. The H-1B Department Questionnaire requires basic appointment information. The Permanent Residency ETA-9089 Questionnaire is more extensive and requires information and documentation on the recruitment process. 6. You will receive a copy of all relevant s sent to the employee. 7. You and the employee will receive reminders if tasks are not completed by the estimated date. Page 2 of 20 5/18/2009

3 Completing the H-1B/PR Questionnaire Notes: 1. If you are unable to complete the questionnaire in one sitting, you can return to complete it another time. You can save your work so that you do not have to re-enter information. 2. The International Center will not receive the completed questionnaire until you click Verify and Inform International Center. 3. If you do not complete the questionnaire within 5 days you will receive an reminder to do so. The questionnaire is available for editing for 30 days. 4. The employee receives a separate questionnaire at the same time that you receive the questionnaire. 1. When you receive an message from the IC, click the link within the text area to open the INSZoom questionnaire. Certain programs, such as Groupwise, require the user to either switch to HTML format or cut and paste the link into a browser. The following page displays: Page 3 of 20 5/18/2009

4 2. Click the Click here to Edit icon to navigate to H-1B questionnaire. The following page displays: 3. Click Click here to Edit to begin editing the questionnaire. The following pop-up window displays: 4. After editing, click Save And Next to edit the remaining sections. Page 4 of 20 5/18/2009

5 5. Continue editing until you have finished both department and University of Michigan posting information. On the final screen your only option will be to save or cancel. After filling in all fields, click Save. 6. A pop-up will appear asking if you would like to inform the International Center. If you are finished with the questionnaire, click OK. Note: Once you have informed the International Center you will no longer be able to access the questionnaire. Page 5 of 20 5/18/2009

6 7. The Send pop-up will appear. If you have further information or any questions, type additional text into the Message field. Once complete, click Send . The specialist handling your case will receive an and you will no longer have access to the questionnaire. Page 6 of 20 5/18/2009

7 Uploading Documents into INSZoom (Permanent Residency cases only) Note: You are not required to upload documents into INSZoom. You may scan and , campus mail, courier or drop these off. Because of the loss in image quality, faxing is discouraged. 1. When the IC sends you the Permanent Residency questionnaire (ETA-9089), click the link to access the questionnaire as well as the document checklist. Click the Upload new doc link next to the document you would like to upload. Note that you must have the documents already scanned and in a transferable format (such as DOC, JPEG or PDF) in order to use this function. 2. This will open a pop-up. Click the Upload New Doc. button. Page 7 of 20 5/18/2009

8 3. This will open another pop-up. Type in a short description of the document, use Browse to find the document on your computer and select the appropriate folder for the type of document. You may then repeat from step one until you have uploaded all of the required documents. LCA Process The Labor Condition Application (LCA) portion of the H-1B process has also been modified. Previously the International Center faxed the three page LCA document to the department contact along with instructions and a posting certification. This has been replaced by a one page Notice of Filing Labor Condition Application document that includes appointment information and a Department of Labor statement. The bottom half is used to verify posting within the department for 10 consecutive business days. This document is ed via an INSZoom Word attachment, which will need to be printed and copied by the department. In the body of the will be posting instructions. To encourage timely return of the certified Notice of Filing Labor Condition Application from the department after posting, we will only release approval notices after receipt of the same. Page 8 of 20 5/18/2009

9 Approving Forms After the IC obtains all required documents and prepares the petition, the IC sends the I-129 (H-1B) or ETA-9089/I- 140 (PR) forms to you for approval. During this phase of the process, you: 1. Receive an notice with a link to the form. Clicking the link opens the following window: 2. Click the edit icon to review the form online. The following window appears: 3. After reviewing for accuracy, click Close. 4. Reply to the from the IC with your approval or your questions. Alternatively, you may use the Inform International Center button below the forms links. Note, however, that using this button will revoke your access to the forms. The IC will not file the forms until the department approves them. 5. Note that for H-1B petitions the IC sends the I-539 dependent forms directly to the employee for signature. Page 9 of 20 5/18/2009

10 Logging into INSZoom Note: The department is never required to login to INSZoom. Questionnaires, the LCA posting certification and forms are all sent directly to the department contact as links and attachments. Logging into the system is, therefore, primarily used for tracking and reporting purposes. 1. Go to (Note that there is no www in the web address.) 2. Type your user ID and password, and click Login. Checking an Employee s Case Status Once you submit the sponsoring authorization form to the IC, you may want to check the employee s case status during the H-1B process. 1. Click Employee on the left side of the display area. Page 10 of 20 5/18/2009

11 2. Click the appropriate employee name from the displayed list. 3. Click Case List on the left menu to display the list of INSZoom cases associated with the employee. Page 11 of 20 5/18/2009

12 3. Click the case ID that you would like to view from the list. The following page displays: Note that this link is only active when the International Center has added a receipt number for the case (post filing). Page 12 of 20 5/18/2009

13 Reviewing List of Documents Received by IC 1. After clicking on the case ID of the employee (step 3 above) click Docs Check List from the left-hand toolbar. The list of documents will be displayed. The Received? column shows which documents have already been submitted. 2. You may access scanned copies of the documents by clicking Digital Docs if the employee has uploaded them and the case manager grants you viewing access. The eyeglass icon is used to view the document. You may inquire with the International Center if you have the need to access a specific document(s). Page 13 of 20 5/18/2009

14 Reviewing Correspondence and History The employee, International Center, and the department may correspond through INSZoom s function. The advantage of corresponding through INSZoom is that it enables you to track and view all correspondence that has occurred between the employee and UM. Note: correspondence that occurs in other tools, such as Outlook or Mulberry, is not tracked in INSZoom. 1. After clicking on the name of the employee, click s from the left-hand menu. Retrieving a Lost UserID and Password If you forget your user ID or password, you may request this information directly from INSZoom. 1. Go to (Note that there is no www in the web address.) 2. Click 3. You may enter either your user ID or your address. (Note that if you are using a group name for INSZoom rather than your uniqname, you must enter the group name.) 4. You will receive an message with your user ID and password. 5. If you do not receive an within a few minutes of making the request, contact the IC at icfacultystaff@umich.edu or to determine whether this was sent, and if so, to which address. The IC may also resend this directly to you. Page 14 of 20 5/18/2009

15 A guide to other INSZoom features: Zoom Assistant: My Details Lists the current information about the contacts in your department. Note that for International Center purposes, there is no difference between Info of Person Signing Forms and Administrative Contact Info. Changing/updating this information requires submitting the Department INSZoom Authorization form. Employee - Lists the names of all current and previous employees that have been sponsored by the department. Note that even individuals that are no longer with the department are included in this list. Additional Contacts If the department has submitted for more than two individuals to be INSZoom contacts, the additional individuals are listed here. Note that all departments have Steve Drews and Jennifer Mitts listed, who provide prevailing wage information on all H-1B cases. International Center Details Provides contact information for the North Campus International Center. Change Password Please read the password guidelines; INSZoom will reject any passwords that do not meet their specific requirements. Search This provides a number of options for finding an employee in the department. This includes by Name, Employee ID (UMID) or Case ID. My s s that the department sends through INSZoom or that the International sends specifically to the department through INSZoom are listed here. Note that department level s are almost never sent and that s sent at the employee and case level are located elsewhere (see below). Page 15 of 20 5/18/2009

16 Clicking My Details, Employee, Additional Contact Info or My s will take you to a second set of option displayed in a left-hand sidebar. This is the department level: Employee Case List Lists all of the open and approved cases in your department. Note that when an individual leaves the university, the International Center inactivates that individual s case, removing it from this list. Therefore, any cases listed here are considered active, which means that they are either currently in process or the current case dictating the individual s valid status. If a case appears here that you believe it no longer relevant to the individual s status, please report this to icfacultystaff@umich.edu. Details Same as My Details above. Miscellaneous Not used. Addnl Contacts Same as Additional Contacts above. Client List Same as Employee above. LCAs Lists all LCAs filed on behalf of department. You may click on the LCA to obtain additional information on the specific attestations made to the Department of Labor. Note that this does not apply to all cases. Digital Docs Not used. Appointments/Activities Not used. s Same as My s above. Policy/Guidelines Not used. News Not used. Custom Data Not used. Change Login Id Used to change the Id used to login to INSZoom. Note that this changes the Id for all users in the department. Page 16 of 20 5/18/2009

17 Clicking on the name of one the employees will bring up a further set of options. This is the employee level: SnapShot Click to view a pop-up of the employee s personal information, document information, previous and current job information, case information and educational history. Note that many of the fields are not requested for the processing of H-1B and Permanent Residency cases and, therefore, will always be blank. Case List Lists all of the employee s open, approved and closed cases. Progress on open cases is indicated by the length of the green bar. You may click on the Case ID in order to view the completed and uncompleted steps as well as the estimated completion dates. Contact Info Displays basic personal and contact information that has been submitted by the department and employee to the International Center. Note that many of the fields are not requested by the International Center. Relative/s Shows the names of all dependents that the employee has entered into INSZoom. You may click on the dependent s name in order to view additional detail on their personal and immigration history. Passport Info Provides basic passport information that the employee has submitted including issuance/expiration dates and birth and citizenship information. US Immigration info Click to view information on the individual s Form I-94. Most of the other fields, such as DS-2019 and USCIS Documents, are not used by the International Center. Proposed Job Info Displays the information submitted by the department about the employee s upcoming or current employment. Information should mirror what has been provided in the department questionnaire. Note that many fields are not used. Current Job Info Not used. History Info Shows previous employment and education information provided by the employee. Clicking on individual entries pulls up additional detail (if entered by the employee). Arrival/Departure Info Not used. Notes Almost never used. If the International Center enters an employee note and gives the department viewing access, they will be displayed here. Notes are confined to exceptional circumstances and normally information would also be ed to the department unless of a very low priority. s Displays all s sent through INSZoom to the employee and department. Note that s sent through other programs, such as Outlook, will not be displayed here. Click on the to view content. Document Expiration Dates Provides basic information about the expiration of the employee s passport, Form I- 94 and any approved H-1B cases. Visa and USCIS document information is not used. Page 17 of 20 5/18/2009

18 Clicking on the case under one of the employees brings up a final set of options. This is the case level: SnapShot Brings up a pop-up containing information about the case, its steps list and, if it has been approved, the approval information. Some fields, such as Visa and SWA and DOL information, are not used. Details/Dates Also provides information about the case and, if it has been approved, the approval information. List Same as Case List above. Status Docs Not used. Custom Data Not used. Docs Check List Displays the list of documents required for the case. The Received? column shows which, if any, documents have already been submitted. Digital Docs Click to access scanned copies of the documents if the employee has uploaded them and the case manager grants you viewing access. The eyeglass icon is used to view the document. You may inquire with the International Center if you have the need to access a specific document(s). Status & Reminders/Steps Shows the steps list for the case. Steps marked with a green check have been completed. Also shows the steps estimated completion date as well as the date that the step was completed (when applicable). Milestones/Timeline Pulls up a pop-up of the steps list. This breaks down which steps have been completed and which are pending on a month-by-month basis. s Displays all cases specific s sent through INSZoom to the employee and department. Non-case specific s will not be displayed here. Additionally, s sent through other programs, such as Outlook, will not be displayed here. Click on the to view content. Page 18 of 20 5/18/2009

19 Reports There are two types of reports Employee Reports and Adhoc Reports. Employee reports are standard ones provided by INSZoom that display directly on the website. Fields cannot be added to these reports. Adhoc reports are those created by the International Center that open in Microsoft Excel. Fields can be added to these reports. If there are fields that you would like to see in these reports or an entirely new report that you would like, you may contact the International Center at or to determine whether this is feasible. Reports can be customized on an individual department level. Employee Reports Case Status Report Use this report to view the status of cases opened in a specific timeframe. This report requires the range during which the case(s) were opened, country and petition type. Note that country should be left as ALL COUNTRIES and petition type will almost always be All Petitions. Although you may specify a specific petition type, many of those listed are not used by the International Center and will produce empty results. Click Get Report and this will display the Employee Name, Case Id, Last Step Completed Date and Last Completed Step. Case Expiration Report Use this report to view the expiration date of any approved H-1B cases within the specified range. This report requires the date from which you would like records displayed, the range and the sorting criteria. From Date will almost always be today s date, For Next can be between 1 month and 2 years and sorting criteria determines the order of the records displayed. Click Get Report and this will display the Case Id, Case Type, Case Status, Employee Name, Validity Dates and days remaining until case expiration. Page 19 of 20 5/18/2009

20 Adhoc Reports Department Additional Detail Report Use this report to view a high level of detail of all cases opened within the specified range. This report requires the range during which the case(s) were opened. Glick Get Report and this will open in Microsoft Excel. This will show the employee s UMID, Name, Case Type, Job Title, Salary, Last Step Completed, Last Step Completed Date, Next Step, Next Step Estimated Completion Date, Cases Status, Case Expiration Date, Passport Expiration Date, IC Case Manager and Case Attorney. Note that many of the fields will not apply to any given case. Additional Questions If you have questions while using INSZoom, send an message to ICfacultystaff@umich.edu or call Page 20 of 20 5/18/2009