INSZoom. Immigration and Visa Sponsorship Case Management Software. Contents. Overview New Case Processing...3. Requesting a Case...

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1 INSZoom Immigration and Visa Sponsorship Case Management Software Contents Overview... 2 New Case Processing Requesting a Case...4 Exploring the Employer Portal REVISED 08/19/2013

2 Overview of INSZoom In June 2012, MUSC began using INSZoom to internally process visa sponsorship and immigration cases. INSZoom is a comprehensive web-based immigration case management software program and database. This program allows MUSC to maintain a central database of all internationals working, conducting research, or studying on campus and also assists in ensuring compliance with immigration regulations and requirements. INSZoom also allows individual departments and colleges to have electronic access to immigration information on the international individuals in their respective areas. The implementation of INSZoom marks the first time that immigration cases at MUSC will be processed through and stored in an electronic database. INSZoom largely functions through communications among the visa and immigration office (the MUSC Center for Global Health), the specific employer or sponsor (MUSC departments or colleges) and the foreign national individual. Case processing begins when a department submits an electronic request for an immigration matter through the web-based Employer Portal. INSZoom uses electronic forms called Questionnaires to obtain detailed information about a particular immigration case. INSZoom also utilizes a web-based document upload function called Case Docs Check List that will allow users to view a list of the required documentation and directly upload some documents into the software. All of the information obtained from the Questionnaires and Docs Check Lists directly populates the INSZoom database and thus assists the Center for Global Health in filing the necessary paperwork with the U.S. government to obtain a particular nonimmigrant status for a foreign national. We anticipate that these features will enhance and streamline the information gathering process that is central to the processing of an immigration case. As mentioned above, business managers, administrators and other authorized personnel will be able to access information on the internationals in their department through the Employer Portal of INSZoom. This will allow departments to have up-to-date information on visas, immigration status, approval notices, EAD cards (Employment Authorization Document), passports, dependent family members, and departure records. Departments will be able to easily keep track of upcoming expiration of immigration statuses and can act accordingly if further action is needed in a particular immigration case. Departments will also have the ability to generate reports on their foreign nationals through the Employer Portal. These reports can be directly accessed and printed through the software or can be exported to an Excel spreadsheet. All of these options will assist MUSC departments in keeping track of their international personnel. Department administrators are encouraged to refer to the INSZoom Employer Portal User Guide for assistance in navigating the software. The guide is quite lengthy, but it will serve as a good reference as administrators and business managers become more familiar with the program. For our immediate purposes, the most important function to understand is the process of requesting a case request through the software. This guide provides stepby-step instructions on the process for initiating a case request to assist you in becoming familiar with this new process (see pages 3 through 4). In addition, please refer to the section entitled Case Request in the INSZoom Employer Portal User Guide (beginning on page 38), as it provides instructions along with images that will help guide you as you initiate a case through INSZoom. After being provided with the department s unique user ID and password, department administrators are encouraged to log into and explore the software and contact the Center for Global Health with any questions or concerns. 2

3 New Case Processing with INSZoom With the integration of this software into MUSC operations, there will be a new process by which departments will initiate immigration matters with the Center for Global Health (CGH). Departments will no longer use the paper forms that were formerly used to process immigration cases for F-1, J-1 and H-1B visa sponsorship. Additionally, departments will not need to collect documents and other information from international applicants to provide to CGH, as this is all done electronically through INSZoom. The following steps provide a general outline of the new process. However, since each immigration case is unique, and all immigration statuses require different tasks, there may be some steps pertaining to specific immigration cases that are not included in this general overview. 1. Department logs in to Employer Portal. Each business manager or other designated department contact will be provided with a department login ID and password to enter the INSZoom Employer Portal at If you have not received your login and password and you need to initiate a case request, please contact Erin Huley at huley@musc.edu or Department requests case through Employer Portal. Instead of filling out paper forms and sending them to our office, department business managers and administrators will now use this web-based Employer Portal to request a case directly through the software program. *Please see the next section in this guide entitled Requesting an Immigration Case in INSZoom for step-by-step instructions on how to request a case and what information will be needed to complete a case request. 3. CGH reviews case request and contacts foreign national for initial screening. Once a department makes a case request, the Center for Global Health will review the case request and will contact the foreign national to ask a few simple screening questions based on the type of visa sponsorship requested. These questions will help to determine if the foreign national is eligible to hold the visa status requested and if any dependents will also need visa sponsorship. 4. CGH opens case in INSZoom. Once foreign national has been cleared through initial screening, CGH will open up the appropriate type of immigration case in INSZoom. 5. Department receives new case . Once a visa sponsorship case has been opened, the department contact will receive a confirmation . This will provide instructions on how to move forward with processing for that particular case. The will contain a hyperlink that will allow the department contact to access the required online questionnaire and the case documents checklist. The may also contain attached documents and forms pertaining to that case. 6. Foreign national receives new case . Once a visa sponsorship case has been opened, the foreign national will also receive a separate communication from our office that will inform him/her that an immigration case has been initiated on his/her behalf. This will explain the immigration case processing procedures through INSZoom. This will contain a hyperlink that will allow the foreign national to access the required online questionnaire and the case documents checklist. The may also contain attached documents and forms pertaining to that case. 7. Foreign national and department complete the questionnaires and submit the required documents. Per the instructions in the new case , both the department and the foreign national will complete electronic questionnaires with information pertinent to the proposed program or employment. The department and foreign national will also be required to submit certain documentation relevant to the visa sponsorship. Documentation will be uploaded through the case docs checklist in INSZoom (unless original documents are required). 8. CGH reviews information and documents. After both the department and the foreign national have completed the mandatory questionnaires and submitted the necessary documents, CGH will review the information to ensure that everything is complete and accurate. Then, our office will be able to proceed with case processing. 9. Departments will be kept informed of the status of the immigration case. 3

4 Requesting a Case in INSZoom Department administrators will log into the Employer Portal of INSZoom ( using their unique user ID and password. If you have not received your login and password and you need to initiate a case request, please contact Erin Huley at huley@musc.edu or *NOTE: The first time that you log into your Employer Portal, you will be prompted to change your password. Requesting a case for a new employee/student/scholar 1. Once logged in to the Employer Portal, click on Case Request (left-hand side of screen). You will have to click on the actual text that reads Case Request if you click the arrow inside the box, it will only display a description of the case request function. 2. On the next screen, click the drop down menu and select by adding a new employee in the system, if the case is for a new individual that is not already at MUSC. If the foreign national is currently at MUSC, you will want to select for an existing employee in the system. 3. A new window will pop up. You will need to enter the prospective or current employee/student/scholar s last name, first name, and address. Of utmost importance is providing a current, accurate address for the foreign national. Without a current address, the Center for Global Health will not be able to contact the individual to obtain the necessary information for filing the immigration petition. Once you have entered the information, click Save. 4. This same window will then take you to a new page containing the case request questionnaire (you will probably need to expand the window by dragging the corner). Fields marked with a red asterisk (*) are mandatory. a. You will see that there are two sections: 1. General Details, and 2. MUSC Custom Details. Under section one, there are four subsections: Foreign National Personal Details; Current Status; Citizenship; and Visa Classification. b. To edit each subsection, click the button that reads Click here to Edit above each subsection. A new window will pop up and will enable you to fill in the fields. Click Save once you have entered all the information. Repeat these steps for each of the four subsections under section one. c. Once you have completed the subsections in the first section, click Next, which will take you to section two (which only has two yes or no questions). Follow the same steps as above to answer these questions. 5. When all the sections are complete and you saved your information, click Continue. 6. You will be taken to a screen with an form. a. In the To field, provide your own address, fowled@musc.edu, and huley@musc.edu. You may also add anyone else whom you feel should be notified of your case request in either the To field or the CC field. b. In the Message portion of the , a message will be automatically generated. You may also add any notes or details that you think are pertinent to this particular case. You are not required to add anything in the Message part of the . c. Click Send . d. **IMPORTANT** Make sure that you receive a copy of the that confirms the completion of your case request. If you do not receive an , there may have been an error, and your case request may not have gone through. 4

5 Requesting a case for an existing employee/student/scholar 1. Once logged in to the Employer Portal, click on Employee / Student (left-hand side of screen). You will have to click on the actual text that reads Employee / Stuent if you click the arrow inside the box, it will only display a description of the case request function. 2. Find the current employee/student/scholar from the list that appears and click on that person s name. If the foreign national is transferring from one MUSC department to another, please contact Erin Huley before putting in a case request so that she can have the person s profile transferred to the new department. 3. One you are on the Client Info page for the foreign national, click on Case Request on the left-hand side of the screen. 4. A new window will pop up with the case request questionnaire. Follow steps 4 through 6 above to complete and submit the questionnaire. You have now completed a case request! The information provided in the Case Request will allow us to then open the appropriate type of case for that individual within the software. Once the Center for Global Health has accepted your request and has opened a case in the software, you will then receive an confirming your case request and instructing you on how to move forward with case processing. Case Request Questionnaire When making any type of visa sponsorship case request in INSZoom, the MUSC department will need to provide the following information: First and last name address Gender Is foreign national currently in U.S.? select yes or no. If yes, immigration status type in the current immigration status of the foreign national. *NOTE: do not click on the Immigration Status Lookup link Country of citizenship choose country from drop-down menu Requested nonimmigrant classification type the status you are seeking for the foreign national (H-1B, J-1, or F-1) Program/Employment Dates indicate the requested start and end date of the program or employment. Proposed Job Title list the name of the position that the foreign national seeks to hold at MUSC. Basis for classification request select one of the following: o New employment/program o Extension of current MUSC program o Transfer program from another U.S. institution o Amend current program/employment If requesting J-1 status, will the position to be held by the foreign national be clinical in nature? select yes or no. A clinical position is any program in which the J-1 Exchange Visitor will have direct patient contact. Only answer this question if you are requesting J-1 status. If requesting F-1 student visa status, provide name of degree program. For example, Medical Scientist Training Program MD/PhD. If requesting J-1 status, will the J-1 program be funded by MUSC? select one of the following: o Fully funded by MUSC o Partially funded by MUSC o Not funded by MUSC 5

6 Exploring the Employer Portal Each business manager or other designated department contact will be provided with a unique login ID and password to enter the INSZoom Employer Portal at If you have not received your login and password, please contact Erin Huley at huley@musc.edu or Below you will find some information on various functions in the INSZoom Employer Portal that you may find useful. The INSZoom Employer Portal User Guide will also provide you with information on the different features of the Employer Portal. Please note that at this point, we can only guarantee that cases that have been processed or are being processed through INSZoom will appear in the INSZoom database. We are working on entering the backlog of existing physical files of foreign nationals at MUSC into the software. We will inform you when all of the active immigration cases handled by this office have been entered into INSZoom. TO VIEW THE STATUS OF CASES IN YOUR DEPARTMENT 1. From the home screen, click on the text on the left-hand side that reads Employee/Student. This will take you to a list of all of the internationals within your department. 2. On the left-hand side of the screen, click on the first option that reads Employee/Student Case List. You will now be able to see all of the cases in your department. a. Cases listed as Open are still being processed. b. Cases listed as Approved have been approved by USCIS. c. Cases listed as Closed indicate that the foreign national employee/student is no longer with MUSC under that particular immigration status. 3. For each case listing, you will see the words Status Progress and then a grey bar. If the bar has any green in it, this indicates the status of the case processing if the bar shows more green, this indicates that the case is further along in the process. TO ACCESS DETAILS ON A STUDENT/EMPLOYEE IN YOUR DEPARTMENT 1. From the home screen, click on the text on the left-hand side that reads Employee/Student. This will take you to a list of all of the internationals within your department. 2. To view the details for a particular Employee/Student, click on either their first or last name. This will take you to a page that displays the individual s personal information. You will also see a list on the left-hand side of the screen that gives several categories of information. Click on any of those categories to view the information. TO GENERATE REPORTS ON INTERNATIONALS IN YOUR DEPARTMENT 1. From the home screen, find the box that is labeled Reports. This will not be on the left-hand side, but will be found in the middle of the screen, under the s and Case Request for Review/Approval boxes. 2. In the Reports box, click on Employee/Student Reports. 3. You will now be taken to a list of 20 or so reports that you can generate on the internationals in your department. These reports may be helpful for internal administrative purposes and to keep up with immigration status expiration dates of foreign national employees or students. 6