J-1 New Hire Process

We will use the RightStart@USF process to appoint new employees on J-1 visas.  This will provide the employee a smooth transition to USF since both International Student and Scholar Services (ISSS) and Human Resources will obtain the information and documentation they need on the employee’s first day at USF.  It will also provide more direct and timely monitoring of the new employee’s arrival at USF, which is an important component of the ISSS process.  NOTE:  This procedure is for the Tampa, Lakeland and Sarasota campuses. The St. Petersburg campus follows a similar procedure, which can be found at the end of this procedure.

Tampa, Lakeland, and Sarasota Process

1.   When the DS-2019 is issued by ISSS, the hiring department receives a packet of information from ISSS. 

2.   ISSS sends a copy of the DS-2019 to Appointments & Contracts in Human Resources. 

3.   HR contacts the hiring department to discuss the RightStart@USF process

4.   Hiring department sends the employee a RightStart letter of offer with the other information and documents from ISSS.  The letter of offer instructs the employee to report to HR on a specific day and time.  If the date changes, the hiring department notifies HR immediately.  HR notifies ISSS of any changes.

5.   On the employee’s first day of work, the employee reports to HR to complete the new hire paperwork and provide appropriate documentation.  At the end of that session, the employee is directed to ISSS for further processing.

6.   If the employee does not report to HR as scheduled, HR notifies the hiring department that the employee did not make the scheduled appointment.  A new start date is established and HR notifies ISSS.  If the hiring department determines that the employee will not be working at USF, HR deletes the Employee ID in GEMS and notifies ISSS.

7.   HR notifies ISSS when an employee terminates from USF prior to the end of their employment authorization.

St. Petersburg Process

1.   When the DS-2019 is issued by USFSP International Affairs, the hiring department receives a packet of information from International Affairs. 

2.   International Affairs sends a copy of the DS-2019 to USFSP Human Resources (HR). 

3.   HR contacts the hiring department to discuss the RightStart@USF process

4.   Hiring department sends the employee a RightStart letter of offer with the other information and documents from International Affairs.  The letter of offer instructs the employee to report to HR on a specific day and time.  If the date changes, the hiring department notifies HR immediately.  HR notifies International Affairs of any changes.

5.   On the employee’s first day of work, the employee reports to HR to complete the new hire paperwork and provide appropriate documentation.  At the end of that session, the employee is directed to International Affairs for further processing.

6.   If the employee does not report to HR as scheduled, HR notifies the hiring department that the employee did not make the scheduled appointment.  A new start date is established and HR notifies International Affairs.  If the hiring department determines that the employee will not be working at USF, HR requests that the Employee ID be deleted in GEMS and notifies International Affairs.

7.   HR notifies International Affairs when an employee terminates from USF prior to the end of their employment authorization.