Non-Resident Aliens

Welcome to the team! We know that managing visa status can feel complex, but we’re here to help you stay on track so you can focus on your research. Here’s a quick guide to maintaining your good standing.

Keeping Your Documents on Track

You are responsible for keeping your legal documents valid and up to date. The key documents you will maintain include:

• Form I-20: This is your primary certificate of eligibility. It lists your major and when you finish your program. If you need more time for your research, just remember to request a program extension from ISSS before your current I-20 expires.
• Passport & F-1 Visa: Keep your passport valid at all times! If you plan to travel internationally, make sure your F-1 visa stamp is valid and your I-20 is travel-endorsed.
• Form I-94: This is your electronic arrival record. It’s your proof that you entered the U.S. legally in F-1 status.

Working While at UMBC

F-1 status is primarily for studying, but there are several pathways for authorized employment at UMBC:

• On-Campus Roles: If you’re a Graduate Assistant or student staff, you can work up to 20 hours per week during the Fall and Spring semesters. During winter or summer breaks, you’re welcome to work full-time (up to 40 hours).
• After Graduation (OPT & STEM OPT): When you’re nearing graduation, you can apply for Optional Practical Training (OPT) to keep doing research for 12 months. Since you’re working in Earth and Space sciences, you’ll likely qualify for an additional 24-month STEM extension, giving you 3 years of work authorization total!

Navigating Post-Graduation Employment: What to Expect on OPT

Thinking about your next steps after graduation? If you’re staying on with an ESRA-supported team, you’ll likely use Optional Practical Training (OPT). Think of this as your bridge to professional experience—it allows you to work for 12 months in a role that ties directly to your field of study. Because this involves U.S. government authorization (USCIS), staying compliant is key to a smooth transition.

Here is what you need to know to stay on track:

Securing Your Authorization

• The OPT I-20: First, you’ll need an OPT-recommended I-20 from UMBC’s Office of International Students and Scholars (ISSS). Please make sure to request this through the ISSS Portal before you send anything to the government. If you apply to USCIS without this specific document, your application will be automatically denied.
• Timing Your Application: You don’t need a job offer in hand to apply! In fact, we encourage you to get the process started before you graduate. You can submit your application as early as 90 days before your program end date, and no later than 60 days after.
• USCIS Processing & Fees: Because government processing can take up to three months, early planning is essential. You’ll be responsible for filing your own Form I-765 online and paying the $470 government fee.
• The EAD Card: Once approved, you’ll receive an Employment Authorization Document (EAD) card in the mail. Please keep in mind that you are legally unable to begin working—or receiving a paycheck—until you have that card in hand and your official start date has arrived.

Helping You Stay Compliant

To keep your F-1 status in great shape while you’re on OPT, there are just a few simple guidelines to follow:

• Focus on Your Research: Your work within ESRA should be directly related to the major listed on your I-20, typically for at least 20 hours per week.
• Keep an Eye on the Calendar: You have a total of 90 days of unemployment allowed during your initial 12-month OPT period—just be sure to keep track of any gaps between projects.
• Stay Active in Your Role: While you can take fun, non-degree classes for personal growth, OPT is specifically for working after your degree, so you cannot begin a new degree-seeking program while on active OPT.

Reporting Requirements via the SEVP Portal

On or shortly after your approved OPT start date, you will receive an automated email from the Department of Homeland Security inviting you to create an SEVP Portal Account.

Whenever you move to a new home, change your phone number, or transition to a different grant within ESRA, simply log in and update your details within 10 days. It’s a quick step that ensures your records stay accurate and your status remains secure.

Looking Ahead: Your STEM OPT Extension

One of the great things about working with ESRA is that our focus on Earth, Space, and scientific research means most of our international team members qualify for a STEM extension. This is a wonderful opportunity that adds an extra 24 months to your initial time, bringing your total to 36 months to conduct your research and grow your career here in the U.S.!

We’re here to support you every step of the way, though there are a few things you’ll need to manage personally. You’ll be responsible for handling your USCIS legal filings and keeping your SEVP portal updated. Meanwhile, our ESRA HR team will take care of the rest—we’ll draft your official offer letters, walk you through the onboarding process once your EAD card arrives, and make sure your transition to our professional payroll is smooth and simple.

Navigating Your J-1 Exchange Visitor Status at UMBC

Welcome to the UMBC research community! We are so excited to have you join us. Whether you are coming to an ESRA-administered center as a researcher, professor, or fellow, your J-1 Visa is the key to a wonderful opportunity for global collaboration and cultural exchange. To support your journey, UMBC’s Office of International Students and Scholars (ISSS) and the ESRA team are here to partner with you every step of the way.

To ensure you can focus fully on your groundbreaking research, it is essential that we work together to stay in line with federal immigration regulations. While we handle much of the administrative heavy lifting, maintaining your legal status requires your personal attention to a few key areas like documentation and timelines. Here is how we can keep everything running smoothly.

Your J-1 Appointment: Planning for Success

The J-1 status is designed for temporary academic and research roles. Because securing this visa involves precise federal coordination, we need to start the process early. To make sure you can begin your work on time, please coordinate with your host department to initiate the J-1 request through ISSS at least 90 days before your intended start date.

Keeping Your Core Documents Up to Date

Your legal documents are the foundation of your stay in the U.S. To stay compliant, you’ll want to keep a close eye on these two essentials:

• Form DS-2019 (Certificate of Eligibility): This is your most important document. It details your research category, financial support, and program dates. If you ever need to extend your research or if your funding changes, we must update this form through ISSS before your current end date.
• Form I-94: This electronic record proves you entered the U.S. legally. Always double-check that it denotes your status as “J-1” and “D/S” (Duration of Status).

Mandatory Insurance: A Critical Step

To protect your health and your legal standing, the U.S. Department of State requires all J-1 visitors and their dependents to maintain specific levels of health insurance. This is a strict federal mandate—failing to maintain this coverage will, unfortunately, result in the immediate termination of your exchange program. While UMBC benefits cover many aspects, you are personally responsible for ensuring your plan meets these specific minimums:

• Medical benefits of at least $100,000 per accident or illness.
• Repatriation of remains in the amount of $25,000.
• Medical evacuation coverage to your home country in the amount of $50,000.
• A deductible not to exceed $500 per accident or illness.

Understanding Employment & Compensation Rules

To maintain your legal standing in the U.S., it is vital to comply with site-specific authorization requirements. Your J-1 status is strictly tied to the research location and department listed on your Form DS-2019. Because these federal regulations are so precise, you cannot legally accept outside employment, consulting fees, or honoraria from other institutions without receiving prior, written authorization from ISSS first.

You should also be aware of the Two-Year Home-Country Physical Presence Requirement (212(e)). Depending on your funding or field of study, federal law may require you to return to your home country for two years after your program before you can transition to certain other U.S. visas. We’re here to help you understand if this applies to you so you can plan your career path with confidence.

The UMBC Scholar Portal

We’ve made managing your status easy through the UMBC Scholar Portal. This digital home allows you to securely submit onboarding documents, request travel signatures, report address changes, or add J-2 dependents. Keeping this portal updated is a simple but essential way to ensure your records remain fully compliant with Department of State requirements.

Think of the ESRA HR team as your dedicated partners in this journey. While ISSS handles your legal immigration sponsorship, our team works behind the scenes to align your appointment letters, payroll setup, and employment paperwork perfectly with your visa timelines. We are here to ensure that every administrative step is seamless, so you can stay focused on your groundbreaking research.

Navigating Your H-1B Status at UMBC

Welcome to the UMBC research community! Transitioning to or maintaining H-1B status is a significant milestone in your professional career. Because this visa is employer-specific and tied to your exact role, maintaining strict compliance is the best way to protect your legal status. Our team is committed to guiding you through every federal requirement with care and expertise.

Your Role and Responsibility

Your H-1B authorization is granted based on your specific job duties and location at UMBC. If your research focus shifts significantly or your funding source changes, federal law may require us to file an amended petition. Please keep us informed of any changes to your work so we can ensure your authorization remains valid.

Essential Compliance Checkpoints

Before we can submit your petition to USCIS, we must complete several mandatory steps to verify your eligibility and protect your rights as a professional:

• Step 1: Degree Evaluation. If your degree was earned outside the U.S., we will assist you in obtaining a professional evaluation to confirm it meets the specific U.S. standards required for your H-1B specialty occupation.
• Step 2: Export Control Review. We perform a thorough review of your research activities to ensure full compliance with U.S. technology and data regulations, safeguarding both you and the university.
• Step 3: Wage and Labor Compliance. We work with ISSS to file a Labor Condition Application (LCA) with the Department of Labor, ensuring your salary and working conditions meet or exceed all federal requirements.

Protecting Your Status During Travel

To prevent any issues at the border or with your pending status, please follow these essential travel guidelines:

• Pending Change of Status or Transfer: If we are currently changing your status or transferring your H-1B to UMBC, you must remain in the U.S. until the process is complete to avoid abandoning your application.
• Current H-1B Extensions: If you are extending your existing UMBC H-1B, travel is generally permitted. However, please notify ESRA HR and ISSS of your dates beforehand so we can ensure your paperwork and visa stamps are perfectly aligned for a smooth re-entry.

Our Commitment to You

The H-1B process is a true collaboration. Our goal is to make it as professional and stress-free as possible by managing your employment letters, departmental forms, and filing fees. We act as your expert bridge to ISSS, ensuring every detail of your petition is handled with precision so you can focus on your contributions to the scientific community.