Policies & Procedures

International Services
Policies & Procedures

Table of Contents
Table of Contents

3
4
5
6
7
9
10
11
13
14
16
17
22
24
25
26
27
28
29
30
31
32
33
34
36
40
41
42
43
44
45
46
47
48
49
50
54
55
56

Basic Employee Policies
How to Use the Phones
Sending International Faxes
Sending General Emails 
DYMO
Mail Bags
Tracking Numbers
Scheduling Appointments
Scanning Documents
Attaching Documents
Verifying Documents
Sunapsis
Initial I-20
Mailing Initial I-20
How to send I-20 Email Alerts
Deposit Policy & Procedures
SEVIS 1-901Fee Payments & Procedures
Transfer In Checklist
Transfer Out Checklist
How to Create a Transfer I-20
International Student Check-in
On Campus Employment Procedures
International Student Override
CPT
OPT
Departure Request Form
Reduce Course Load: Medical Reason
Reduce Course Load: Academic Reason
Letter Request Forms
Letter Request Forms
Permission to Exchange Information
Alert for graduating students
Tax Information
Economic Hardship
Change of Status Procedure
Reinstatement
Obtaining a U.S. Social Security Card 
Apartment Contracts
Public Transportation

International Services | Policies & Procedures

2

Basic Employee Policies
The following items are intended to help maintain efficiency and professionalism in the workplace. New employees will
be assessed on their performance and these items during their first 90 days of employment with International Services.
Failure to abide by these guidelines and learn International Services’ processes may result in dismissal.

Dress Code
Employees are expected to uphold the dress and grooming standards as outlined in the Honor Code. All are expected to
dress in business attire:
Males- Dress slacks, button up shirt and a tie (all must be modest)
Females- Dress slacks, skirts, appropriate tops, and/or jackets (all must be modest)

Absences or Coming In Late
When unable to come into work (due to illness or emergencies) please notify the office manager as soon as possible.
Call, text, or email the Office Manager to explain the situation. In addition, do what you can to get your shift covered.

Meetings
Everyone is expected to attend all meetings. If you are unable to make it to a meeting, you will have to let the manager
know. Each semester these meetings will be held during different times due to different school schedules.

Cell Phone
Refrain from using your cell phone for personal use during your shift.

Pay Day
You will be paid every 8th and 23rd of every month. If one of these dates lands on a Sunday or weekend day then you
will be paid the Friday before the weekend.

Desk Space
Please keep the desk area as clean as possible. Do not leave confidential information out on the desk unattended
or overnight. Try to take care of as many items in your shift as possible. Try to take care of the projects left from the
previous shifts. This will help the desk stay clean from clutter and will help organize important documents.

International Services | Policies & Procedures

3

How to Use the Phones
International Services lines:
Receptionist: 1320
Second line: 1321
Annex line: 1326
Manager’s line: 1325
To make a phone call:
-Pick up the phone and simply dial the desired BYU-Idaho extension
To make a local call dial:
8-XXX-XXXX
To make a long distance call:
8- 1-XXX-XXX-XXXX+ calling card + hit #

To Transfer Calls
•
•
•
•
•

Do not put the phone on hold
Hit “Transfer”
Dial the extension
Hit “Transfer” again
When you are transferring a call it will not completely transfer until you hit the “Transfer” button for the second
time.
• If you need to speak with the person or department before transferring the call, do not hit “Transfer” the second
time. After dialing the ext #, you may speak to the person you are transferring the call to. Let them know why you
are transferring the call to them and then hit transfer.

To forward to voice-mail
• Leave the phone hung up
• Press CFwdALL then press messages
• Phones need to be placed on hold during devotional and at the end of the day

To take off Forward
• Leave the phone hung up
• Press CFwdALL
• The phones need to be taken off hold first thing in the morning and right after devotional.

International Services | Policies & Procedures

4

Sending International Faxes
See the instructions and sample below:
1. Set the document in feed tray as the picture directions show
2. Change the receipt settings on the fax machine so that a confirmation receipt will print

a. Press the Fax button

b. Press the Notify option

c. Change the option to “This job” (the default is “if an error”)

d. Press “ok” and enter the fax number
3. To send a fax within the United States: Dial 8+1+XXX+XXX+XXXX. Press the send button
4. To send a fax outside of the United States: 8+011+ the country code and number + the calling card number + # key
5. Press the send button

International Services | Policies & Procedures

5

Sending General Emails
When sending emails, make sure to be professional in writing. Be careful not to use complicated words that would be
unfamiliar to International Students. Remember to be kind and respectful when there is miscommunication or unclear
information given. Address the student by name whenever possible, even if it is a continuous email being sent back and
forth. Be real and professional at all times (but don’t be robotic).

Incoming Emails:
When an email is received that is unclear, please respond to the student for further information or clarification on the
issue.
Do not delete emails when they are finished. Place them in the completed folder.
Example Email
(Student Name),
•
•
•
•
•
•
•

Thank student for submitted information, email or communication.
Apologize if needed (our goal is to facilitate efficient processing and problem solving, not to place the blame).
Include documents needed for processing or that need to be signed/picked up.
Complete any action that is needed.
Ask for any additional information or documents.
Be friendly and informative.
Make the student feel comfortable to ask more questions by ending in something similar to:

“Please feel free to contact our office with any questions or concerns you may have.”
Have a great day,
Thank you,
(Your name)
International Services
Brigham Young University-Idaho
Kimball 120
Phone: (208) 496-1320
Fax: 208-496-5648
Email: [email protected]
NOTE: Remember to “bcc Sunapsis” when sending emails to student once they are an official student and have a profile
in Sunapsis.

International Services | Policies & Procedures

6

DYMO
To create labels for outgoing mail do the following:

Double click on the “DYMO” icon,
usually located on the desktop.

To begin, simply click the label and begin typing
the desired address.

Click this to print
the label

This address label is the default setting
and is the setting that will be used
most often

International Services | Policies & Procedures

7

DYMO
To change the size of label, click the size
you want and more options will appear.

Use the plain “Large Address” label for
our larger addresses .

The 3 1/2” x 1 1/8” default label
setting will be used most often.

Click here to print or view
recently printed labels .
Click here to access saved labels .

International Services | Policies & Procedures

8

Mail Bags
Blue Bag: Regular Mail
Red Bag: FedEx
• Place a sticky note on the envelope with the student’s I-number and the name of the advisor who mailed it. This
ensures that the student will get properly billed.

Mail Log Clipboard:
•
•
•
•
•
•

Student’s name
Student’s I-number
Description (I-20, OPT application, etc)
Pick Up : Have the Mail employee sign it
Date that it goes out
FedEx: check if it is FedEx

Tracking Number:
• FedEx will send tracking numbers to our email for each package they send out.
• Save the email under the student’s name (attach to student’s profile)
• E-mail the student their tracking number, NOT the email we received

Mailing to Brazil:
If from Brazil, the student must enter their CPF number in their I-20 e-form if they want their I-20 sent via FedEx. The
International Services office then inserts the CPF number into their address on their envelope.

International Services | Policies & Procedures

9

Tracking Numbers
1. Once all documents have been shipped through FedEx, a confirmation email must be sent to the applicant containing
the shipment tracking number as well as the address it was mailed to.
Example Email
(Student name)
Your new (Initial I-20 or the document that was sent) I-20 was mailed today through FedEx. Your tracking number is
xxxx-xxxx-xxxx. Please feel free to contact our office with any questions you may have.
Thank you,
(Receptionist/Processor)
2. Save the PDF attachment that we receive from BYU-Idaho Stores/Receiving in this format: LAST NAME_first name_TN.
3. Attach the PDF document to Sunapsis> Student Services> FedEx Tracking Number.
4. Once the PDF is attached to the proper place in Sunapsis, move the PDF from your personal “Attach to Sunapsis” folder
and place into another student employee’s “Verify” folder.
5. Save the tracking number in I-Student under the “Notes Management” under the “MAIL LOG”

Example Mail Log:
Student was emailed a FedEx tracking number today, 1234-5678-0000.
For more information visit:
http://www.fedex.com/us/?lid=shipNget_shippingservices
Then flag the email that was sent with the tracking number and then click it (the flag) again to make it a black check
mark. This way other employees know that the tracking number was taken through these steps.

International Services | Policies & Procedures

10

Scheduling Appointments
Students often call or come in and request to schedule an appointment with the manager. There is a specific format for
documenting these appointments. Please follow the outline below:
1. To schedule an appointment, click on the ‘Calendar’ tab on the left bottom corner of the Microsoft Outlook (Email)
window.
2. Make sure to select Brother Oswald’s calendar as indicated in the following image. This is located in the mid left of the
page.

3. Select the time and day according to the student’s request.
4. Double click on the desired time slot to open the following window

Subject Line

Body of appointment window

5. In the subject line type the following information, in this order:

a. Student’s first and last name

b. The student’s I-number

c. A phone number for the student that we can call if the appointment needs to be rescheduled

d. Your initials in caps
6. If known, write the purpose of the appointment in the body section of the window.
Ex: “Student and fiancé need to meet with the manager about applying for PR”
7. After scheduling the appointment should look like this: “Sally Student i#123456789 Ph.

International Services | Policies & Procedures

11

Scheduling Appointments

Here is a picture of how it will
appear on the calendar after you
save and close the appointment

International Services | Policies & Procedures

12

Scanning Documents
In order to keep a record of every student, all documents are scanned & attached to Sunapsis. Documents include visa,
passport, I-94 card and so on. The procedure goes as follows:
1. Turn on scanner – usually already on
2. Open Adobe Acrobat
3. Load document(s) into scanner
4. Click on the Create button > Click on “PDF from Scanner” > Click on “Choose Color Document” (Once you click, the
document will automatically start scanning).

5. After the document is scanned scroll through it to make sure all pages were scanned correctly.
6. Save the document in a receptionist “attach to Sunapsis” folder using the following format:
LASTNAME_firstname_document type (OPT, CPT, I-20, etc.)
7. The document is now ready to be attached to Sunapsis.
8. If the picture is turned the wrong way you can fix after saving it, by clicking “Document” at the top, then “Rotate
pages” and “Ok” to save it. (Rotate until it is facing the right way)

International Services | Policies & Procedures



13

Attaching Documents
All documents are saved on our network drive. This is a temporary place for the documents that we scan. Everything
that we scan needs to be saved to the software program, Sunapsis. The following instructions provide a step-by-step
process for attaching documents to Sunapsis:
1. Open Sunapsis

2. Click on “Application” – “Search International Profiles” to open the International Student Profile search
box
3. In the search box type in either the student’s I#, first name, or last name or e-mail. If you are unsure of
their full name you can just type in part of it.

International Services | Policies & Procedures

14

Attaching Documents
4. After you have opened the student’s Sunapsis account look on
he left hand side of the screen and click on “DOCUMENT

MANAGEMENT”
5. Next, click on the button in the left bottom corner “UPLOAD
NEW FILE”

6. A new screen will open. Find the file using the “LOOK IN” tab
(files are located in the folder “international or i:drive” on the
desktop). Select the file you want to attach.

7. In the right side of the box select the file type.
EX: For an OPT application click “STUDENT SERVICES” – “GOVERNMENT APPLICATIONS” –“OPTIONAL
PRACTICAL TRAINING”



8. Click “UPLOAD FILE”
9. Once the document is uploaded successfully, return to the “attach” folder that the document was in on the
i-drive.



10. Click and drag the file to another employees “verify” folder.

International Services | Policies & Procedures

15

Verifying Documents
The purpose of verifying immigration documents on Sunapsis is to ensure that information and PDF files have been
placed in the correct fields on the correct account of the students. When verifying, compare the PDF in your folder with
the one that was attached to the student’s profile in Sunapsis.
Verify the following:
•
•
•
•
•
•

The document is attached to the correct student account
The document is attached in the correct category
There are the same number of pages in both documents
No blank pages and documents facing the right direction (Ex: Not upside down)
The document attached is the best copy (most readable)
Also make sure the PDF information attached matches the information entered into the “Immigration
Documents” category

After you verify that is has been attached correctly according to the specifications above then do the following steps:
1. Make sure the document that you are verifying on Sunapsis is selected:
2. Then, click on the pencil and paper icon

3. This screen will open; enter the current month and year with your
initials in CAPS (Ex: 0814MJ)
4. Press “OK.”
It should look like this when done

International Services | Policies & Procedures

16

Sunapsis
Writing Notes
Writing Notes about Students in Sunapsis:
These notes can include a variety of information, but mostly for “student called requesting. . .” “student called and had
questions. . . “waiting for email response from student regarding. . .” (Correspondence with or about the student)
IMPORTANT:
1. Look up the student in Sunapsis using their name or I-Number.
2. On the left this is what you will see.

3. Under Notes Management Look for a Note labeled “NOTES.” If there is no title with this name you will need to create
a new one.
Step A: Click on the “NEW NOTE” button and this is what you will see. Under “Subject Line” type “NOTES”. Now where
the blue oval is type the note.

International Services | Policies & Procedures

17

Sunapsis
Now Click “Configure Note Options” and check “High Priority”
Congratulations you have successfully added the “NOTES” to Sunapis.
4. Adding notes when the “NOTES” title is already there:
Step 1: Double click on “NOTES.”

International Services | Policies & Procedures

18

Sunapsis
5. This will open up the case notes for this particular student. The title is already there. Click “Append to Note”. All you
need to do is update the notes.. Finally click save and exit out.

Format for Writing Case Notes
1. Type “student” and the action that is involved. Ex: Student called…/Student was emailed…/Spoke with student in

person.
2. State the topic of the note. Ex: Student called regarding OPT Application.../Student was emailed regarding documents
needed for CPT application

International Services | Policies & Procedures

19

Sunapsis
Sunapsis Registration with Sevis:
•
•
•
•
•

Sevis Batch Transactions
Action Structures
Student Registration, a box will then appear
“Current Session End” enter the date according to their track
Add the Start Date of their next semester which you can find using their track and the completion code in the AS400
program
• Check to make sure that there is a current address for Rexburg
• Click the button “Pending” in the lower right corner

Sunapsis Mass Emails:
Follow these instructions if you need to send emails, notices, etc., to a group of students:
1. On the left hand corner of the Sunapsis page, you will see a ‘Services & Tools’ tab.

2. Under Services & Tools you will click on ‘Email Services’.
3. Under Email Services, click on ‘F-1 Students by Status, Education Level, Citizenship’
4.The following box will pop up.

International Services | Policies & Procedures

20

Sunapsis
5. Check any of the six check boxes that apply.
6. In the bottom of the pop up box, make sure to check ‘both emails’.

7. Type email and send.
8. If students are unable to see the email being sent, Here is another alternate:
In the bottom of the pop up box you will see a transport ‘To Excel’ option

This will transport all the selected emails to an excel file.
9. Right after you click on ‘To Excel’, you will see a pop up box with the options ‘Yes’, ‘No’ & ‘Help’. Click on Yes.
This will pull up another pop up box. Now click ‘OK’
This will take you to another pop up box. Click ‘OK’ again and you will see all the selected emails with the name of the
student on the excel file.
10. Select both the university and other email addresses of all the students and copy it. Now paste all the copied email
addresses to a new email in Microsoft Outlook. Make sure to bcc the emails. Do not paste them on the ‘Send to’ section.
Type your message and hit send.
If, however, there’s no attachment included then the email can be sent directly from Sunapsis. Use Microsoft Outlook
only if there’s an attachment to be sent with the email.

International Services | Policies & Procedures

21

Initial I-20
I-20 Policy
• The I-20 cannot be created more than 5 months before the start date for classes
• Students can enter the U.S. on an initial I-20 no more than 30 days before school begins
• Students must take the I-20 with them when traveling outside the U.S.
• The I-20 needs to be signed BEFORE leaving the country for the first time (Initial Status)
• The I-20 must be signed once every year to stay active (Continued Status)

o Before signing the I-20, verify the following information on the student’s record:

- Enrolled in 12 credits (at least 9 are on campus)

- Major hasn’t changed

- DSO verifies that the student’s status is active
• We do not create I-20’s for online degrees programs.
• If an I-20 has been terminated for more than 5 months, the student will need to be issued a new one before they can
return to the U.S.

Procedure
I-20: Document created for the student that establishes the student meets the basic criteria for non- immigrant student
status. They need this document for travel and during their studies.
1. Documents needed before creating I-20:
• Passport info and copy of passport
• Sponsor form
• Supporting bank statements (showing at least 11250 LDS or 14850 non-LDS)
• $4000 (LDS) $6000 (Non-LDS) Deposit
2. Check the following information for accuracy (found under Record Management in Sunapsis)

- Biographical Information

o Core Biographical

- Make sure name is correct (refer to passport)

- Program/school: F-1: Brigham Young University- Idaho

- Immigration Status: F-1 Student or J-1 Student

o Extended Biographical

- Check date of birth

- City and country of birth

o Communication

- If they have a missionary email, request a new one (myldsmail.net)
o Address

- Need foreign address

- Need local address for transfer students

International Services | Policies & Procedures

22

Initial I-20
3. Apply a Template

-BYU-Idaho
o Admissions

- Initial I-20 – starting (semester: Fall, Spring, Winter)

- Complete the two boxes that pop up (Don’t forget to hit the SAVE button)

o I-20 Financial Information

- Other Funds: $(at least 11250 LDS or 14850 non-LDS)

- Other Funds Description: Sponsor’s name

o I-20 Program Information

- SEVIS Status: Initial or Transfer

- Primary Major
4. DSOs RTI the I20 in SEVIS

- New Student

- Copy BYU-I Number to connect records

- Populate fields

- Submit and print I-20 (dependent I-20 will print with Student’s I-20).

Add a Dependent I-20
• Funds: $2000 for each dependent
• Proof of finances

International Services | Policies & Procedures

23

Mailing Initial I-20
1. Print label using DYMO with the student address (which will be in Sunapsis) and place the label on the envelope. Be
sure to include a phone number (if FedEx).

2. Put a sticky note/ colored sticky tab above the signature line reminding the student to: “Please print, sign and date
below in ink.”
3. Collect the following forms and place in this order:

• Welcome letter (make sure the signature has been printed in color)

• Deposit Policy letter

• International Student Checklist

• Applying for a Non-Immigrant Visa (Canadians don’t need this letter)

• I-20- make sure it has been signed by the advisor that created the document
4. Mail the I-20 along with all additional forms listed above:

• Check the student’s I-20 e-form for preferred form of mail (FedEx or Regular). Most international mail

will be sent via FedEx. Notes should be in Sunapsis in the MAIL LOG

• If sending via FedEx, all packages go out at 3 p.m.

o Leave a sticky note with the student’s I# and Advisor’s name so Stores know whose account to

charge.
Enter I-number and other details on the little sheet that is at the 1st desk when sending I-20. Place FedEx mail in the RED
bag and Regular mail in the BLUE bag.
5. Update MAIL LOG in I-Student
6. When a tracking number is received please refer to “Tracking Number” instructions in the I-drive.

International Services | Policies & Procedures

24

How to send I-20 Email Alerts
If any email does not go through to the student, you can manually send the email by doing the following:
•
•
•
•

Choose the alert you want to send from the Alert Tree.
Choose the student(s) you would like to send the alert to.
Click the Email Selection (button with an envelope and green plus sign).
Send the email

International Services | Policies & Procedures

25

Deposit Policy & Procedures
Deposit Requests
• $2000: can be used for school expenses during their first semester. It will automatically be applied to tuition and
other expenses if the student doesn’t pay for tuition with other funds. Student can also talk to the Bursar’s office if
they need it for housing or other needs.
• $2000: can be used for school expenses during the second semester. automatically be applied to tuition and other
expenses if the student doesn’t pay for tuition with other funds. Student can also talk to the Bursar’s office if they
need it for housing or other needs. Any remaining funs can be withdrawn at any time.
• Student should also talk to their Financial Advisor to see if they qualify for the “Student Legacy Fund.”
• To release a deposit: contact Peggy Gibson in the Bursar’s office and request the deposit to be released for the
student. Provide the reason why (graduating, mission, permanent resident, etc). She will need an address to send
the check to OR if they have a US Bank account, they can sign up for eRefund.
• Who gets the deposit?

o The student receives the deposit unless the sponsor has requested it to be returned to them.

Paying for the Deposit
• Why the deposit?

o CES Policy

o Security deposit in case something happens with the student’s sponsor or they face a financial crisis
• How?

o See the “How to Pay the International Deposit” found in the i:drive

o If the student sends us the check, take it to the Bursar’s Office with the student’s name and i-number.

- Scan receipt and attach to Sunapsis. Email student to pick up receipt.

- Student has a dependent; do they have to pay more for the international deposit? No.

International Services | Policies & Procedures

26

SEVIS 1-901Fee Payments & Procedures
Definition
The SEVIS I-901 fee is mandated by Congress to support the program office and the automated system that keeps track
of students and exchange visitors and ensures that they maintain their status while in the United States. Each student or
exchange visitor issued an initial Form I-20 or DS-2019 on or after October 27, 2008, is responsible for paying this fee.
Students that are not able to pay the SEVIS I-901 Fee online via credit card can request the International Services to
process the application for them. The usual applicants that are eligible for this are students from Nigeria, Ghana and
Cameroon.

Requirements
• Initial I-20 with current SEVIS ID
• SEVIS I-901 Paper application form (www.ice.gov/sevis/i901)

Procedures
International Services will follow the procedures below to process the SEVIS I-901 Fee application:
• Ensure that the student’s Initial I-20 has been created
• Print off the application and fill it out with the help of the sample

• See below where to find the SEVIS Identification Number and the School Code

• Input our current mailing address in numbers 4-8 of the application

276 Manwaring Center, mailstop 0775

Rexburg, Idaho 83460-0775
• After completing the paper application, either call Karen Arritt (ext. 1922) or go to her in person or email her and
request a check of $200 from the student’s foreign deposit. Be ready to give her the student’s full name, I- number,
SEVIS ID number, the amount and that the check must be made payable to ‘I-901 Student/Exchange Visitor
Processing Fee’
• The check will usually be ready the next day. Make sure to pick it up. If you requested for the check on a certain day,
please make notes to remind you to pick it up the next day. This is something that you CANNOT forget!!!!
• Mail the application and check to the following address:
Regular Mail ($0):

I-901 Student/Exchange Visitor Processing Fee

P.O. Box 970020

St. Louis, MO 63197-0020

Additional Information
• If an initial status student is not from the countries listed above, they may pay their SEVIS Fee online by going to:
• www.fmjfee.com
• Note: If you are having trouble paying your SEVIS fee online there is another option. You can send a check or
a money order from your bank. You can also visit the website https://www.fmjfee.com/i901fee/ and view the
different ways that you can pay your SEVIS fee.
• Make sure to verify that you have spelled the student’s name correctly. Failure to do so can result in denial or further
delay for the student to apply for an F-1 visa
All I-901 payment confirmations must be printed from www.FMJfee.com.

International Services | Policies & Procedures

27

Transfer In Checklist
Students planning to transfer to BYU-Idaho from another school must request their SEVIS record be transferred to
BYU-Idaho. They can do this via e-form by filling out the Transfer In Request Form.

Student Responsibilities
Students must fill out the e-form, submit their passport, their sponsor form and a bank statement and the international
deposit. In addition, they must also request their SEVIS records to be transferred from their old school to BYU-Idaho.
Students must come within 15 days of the start date. If they don’t show after 60 days their status will be terminated
automatically.

Transfer In International Services Office
A DSO will check that the school the student previously attended has transferred their records to BYU-Idaho. Check the
following information for accuracy (found under Record Management in Sunapsis)

- Biographical Information

o Core Biographical

- Make sure name is correct (refer to passport)

- Program/school: F-1: Brigham Young University- Idaho

- Immigration Status: F-1 Student or J-1 Student

o Extended Biographical

- Check date of birth

- City and country of birth

o Communication

- If they have a missionary email, request a new one (myldsmail.net)
o Address

- Need foreign address

- Need local address for transfer students
3. Apply a Template

- BYU-Idaho
o Admissions

- Initial I-20 – starting (semester: Fall, Spring, Winter)

- Complete the two boxes that pop up (Don’t forget to hit the SAVE button)

o I-20 Financial Information

- Other Funds: $(at least 11250 LDS or 14850 non-LDS)

- Other Funds Description: Sponsor’s name

o I-20 Program Information

- SEVIS Status: Transfer

- Primary Major
4. DSOs create the I-20 in SEVIS

- List

- Students transferring in

- Choose the student that you are making the I-20 for

- Populate the fields and create and submit

International Services | Policies & Procedures

28

Transfer Out Checklist
Students planning to transfer from BYU-Idaho to another school must request their SEVIS record be transferred to the
new school. They can do this via e-form by filling out the Transfer Out Request Form.

Acceptance Letter
In order to transfer the student’s SEVIS record, we need to have proof that he/she has been accepted to a new school.
To verify this, we require the student to bring in an acceptance letter from the new school.

Transfer Release Date
We need to know what specific day we should transfer his/her Sevis record.
Below are a few things that every transfer student should know:
• The transfer release date should be after the end of the current BYU-Idaho semester and before the start date of the
new program, but there should not be more than 5 months between the two dates.
• If you are on OPT, the release date should be after the OPT end date on your EAD card unless you wish to begin your
new program sooner.
• Transferring automatically cancels your, CPT, OPT or severe economic hardship work authorizations.
• You may not work on campus after your transfer release date.
• You may only transfer to one school at a time. (If you have been accepted at several schools, you must select the
one you will attend before requesting a transfer.)
• After the transfer release date, BYU-Idaho will no longer have access to your SEVIS records and you will have to
contact your new school to make any changes to your SEVIS records.
• Your new school will not be able to print out a new I-20 for you until after the transfer release date.

Transfer Out International Services Office
The International Office should look for the following items when a student is transferring out of BYU-Idaho:
•
•
•
•
•
•
•
•
•
•
•

Student needs to fill out the “Transfer Out Request” E-form in SUNAPSIS.
Student must submit their acceptance letter from their new school.
Student’s Deposit has been released.
A DSO will then set up the transfer request in SEVIS by doing the following:
Click on “Transfer Out” in the student’s SEVIS record. (Make sure the student is not on CPT or OPT)
Put in the release date
Put in the new school student is transferring to
Click “Transfer Student”
The student’s SEVIS records will then be transferred on the designated release date.
NOTE: Students cannot transfer during a semester.
Student needs to report to their new school within 15 days of start date.

International Services | Policies & Procedures

29

How to Create a Transfer I-20
I-20:
Document created for the student that establishes the student meets the basic criteria for non- immigrant student
status. They need this document for travel and during their studies.
Documents needed before creating I-20:
- Student needs to fill out the “Application for Form I-20” on Sunapsis

• Transfer Eligibility Form (automatically sent to their current school)
- Passport info and copy of passport
- Sponsor form
- Supporting bank statements (showing at least $11250 LDS or $14850 non-LDS)
- $4000 (LDS) $6000 (Non-LDS) Deposit
Check the following information for accuracy (found under Record Management in Sunapsis)
- Biographical Information

Core Biographical

• Make sure name is correct (refer to passport)

• Program/school: F-1: Brigham Young University- Idaho

• Immigration Status: F-1 Student or J-1 Student

Extended Biographical

• Check date of birth

• City and country of birth

Communication

• If they have a missionary email, request a new one (myldsmail.net)
Address

• Need foreign address

• Need local address for transfer students
Apply a Template
- BYU-Idaho
Admissions

• Initial I-20 – starting (semester: Fall, Spring, Winter)
- Complete the two boxes that pop up (Don’t forget to hit the SAVE button)

I-20 Financial Information

• Other Funds: $(at least 11250 LDS or 14850 non-LDS)

• Other Funds Description: Sponsor’s name

• Dependent Expenses: $2000 for each dependent)

I-20 Program Information

• SEVIS Status: Initial or Transfer

• Primary Major
DSOs RTI the I20 in SEVIS
- Student Lists

Students Transferring In

Choose the Student

Plug in their BYUI I-number to connect to Sunapsis
- Copy BYU-I Number to connect records
- Populate fields
- Submit and print I-20 (dependent I-20 will print with Student’s I-20).

International Services | Policies & Procedures

30

International Student Check-in
Upon first arrival to BYU-Idaho, students are required to check-in with the International Services. Students can do so by
following the procedure below:
1. Student goes to the following link: https://www.byui.edu/international

a. Click on the “CHECK IN” Link located in the middle of the page

b. Sign in using their I-number and date of birth
2. Enter the following information:

a. Emergency contact and address information

b. Passport, Visa, and I-94 information
3. Student brings in immigration documents to International Services to complete check-in
The International Office will check to make sure the student has completed check-in by doing the following:

1. In Sunapsis click on Services & Tools

2. Click on Document Services

3. Click on Orientation Document Check

4. Check if student has completed the check-in online and then approve it.
A DSO will register the students once classes have begun.

Discuss with Student:
•
•
•
•

Email each student the handout named “Rights and Responsibilities”
International students must take a minimum of 12 credits on their “On-Track”
Students are only allowed to work 20 hours per week on their “On-Tracks”
Students must get their I-20 signed before they leave the country

International Services | Policies & Procedures

31

On Campus Employment Procedures
Employment
A non-immigrant who is permitted to engage in employment may engage only in such employment as has been
authorized. Any unauthorized employment by a non-immigrant constitutes a failure to maintain status.

On-campus Employment
F-1 students with a valid I-20 are generally permitted to work part-time on the premises of the school while they are
attending that school and maintaining their F-1 status. Students must follow the listed guidelines:
The location of employment must be in an area that is considered “on-campus”. It can be with an
on-location commercial firm providing on-campus services for the school’s students.
Students are permitted to work through the duration of their program of study

• Only work 20 hours per week while school is in session

• Full-time employment is allowed during official school breaks, and during annual vacation period

• Employment must not displace a U.S. resident

• Employment may begin no sooner than 30 days prior to the start of classes for new students with
initial entry to a new program.

• Transfer students can only work at the school responsible for the student’s SEVIS record.

Off-campus Employment
Under the following circumstances, a student may be authorized for off-campus employment:
1. Urgent economic necessity
2. Internship with an International Organization
These forms of off-campus employment must be recommended in SEVIS by the DSO, and adjudicated and approved by
the USCIS, which issues an EAD care evidencing the employment authorization. A student cannot begin the off-campus
employment until he or she receives the EAD from USCIS.

Obtain Authorization to Work
A Social Security Card must be issued in order to secure an on-campus position. To obtain a Social Security Card go to
the Human Resources Office located in Room 320 of the Kimball Building where they will give you the forms to fill out
and the directions to the Social Security Office in Idaho Falls. Once you have received your new Social Security Card you
will need to take it back to the HR Office and then to Registration.

International Services | Policies & Procedures

32

International Student Override
Admissions
Students can receive this override to be able to take classes during their off-track. Student must go to the Admissions
office to receive this override.

Annual Break
Immigration regulations allow international students in F-1 status to take one semester off each year. This is normally
their off-track semester however if they need an annual break during an on-track semester, they must request a
deferment from admissions and meet the following requirement--- they have to have taken two consecutive semesters
as a full time student (12 credits). After the break, they must enroll in two consecutive semesters as a full time student.

International Services | Policies & Procedures

33

CPT
Description/Summary
Curricular Practical Training (CPT) is an opportunity for F-1 students to gain practical experience in a job directly related
to the student’s major while engaged in the program of study, it is most often used for internship work experiences. CPT
can be authorized for up to one year at a time, however use of full-time CPT for 365 days will result in the student losing
the ability to do OPT after graduation.

Policies and Regulations
Based on the regulations found in 8 C.F.R. § 214.2(f)(10) and school policies, CPT or Curricular Practical Training can be
authorized for students who meet the following criteria:
• Completed at least two semesters of full time study at BYU-Idaho or another SEVIS school on the same I-20.
• Submit an application for CPT through the online Sunapsis system, unless otherwise authorized.
• Depending if the experience is considered an internship or not, the administrator certifying the job is related to the
major will be either located in the internship office or will be the student’s faculty mentor. If the faculty mentor is
not available as in semester breaks and the like, a faculty member from the student’s department can certify the
work experience. In rare cases, the internship coordinator for that department may approve the work experience.
• Students must receive academic credit for the work experience.

Procedure
Student
Students may apply for CPT as follows:
• Log into the Sunapsis portal at http://international.byui.edu
• Select the CPT Request form from the Practical Training menu on the left of the page.
• Upload a copy of your job offer letter containing: start and end dates, address of the company or organization, full
or part time status (part time is less than 20 hours per week; full-time is more than 20 hours per week) and a brief
job description.
• If you don’t have the job offer yet or don’t have a digital copy, you can email it or bring it in later
• Complete the form including the name and address of the work experience provider, the start & end dates and the
name & email of the advisor as explained on the form.*
• Provide any additional information you think relevant.
• When notified, pick up the CPT packet with your I-20 and CPT instruction sheet. Use the information to complete
your employment authorization paperwork with your new employer.
International Services
International Services, upon receipt of the submitted CPT Request form will do the following:
• Upon approval from the adviser and verification of eligibility, International Services will issue the CPT I-20.
• Print out the CPT I-20 and combine with the CPT instruction sheet to create the CPT packet.
• Contact the student and advise him/her to come in and pick up the application packet
• Advise the student on the general procedures and answer any questions.
Notes:
*Sunapsis will email the advisor requesting verification that the job is related to the student’s major.

International Services | Policies & Procedures

34

CPT
Things You Should Know About CPT
CPT is provided as a way for you as an international student to gain practical experience in a position that is directly
related to your major. It is not designed to give you the opportunity to work and earn money, although that is certainly
possible. CPT has the following areas that you should be aware of.


• CPT may be authorized for up to one year at a time, however you may only work more than 20 hours
per week as follows:

• During your required internship (on or off-track)

• During your annual break (off-track) and semester breaks, however, you must receive full time
authorization before working more than 20 hours per week.

• You must receive academic credit for the work experience, but if you are working for the same
employer in the same position for longer than one semester, you only need to get credit once per year.

Each additional job, however, will need its own credit bearing course. If you do enroll in a class, your
CPT may be canceled.*

• CPT may not extend past the program completion date.

• Students may only engage in full time CPT during the on-track semester when it is a required intern
ship.

• Students may do part-time CPT during the last semester provided that they do not work more than
20 hours per week, including any on campus work. You may only work for the specific employer, dates
and hours specified on your I-20.

• If you use full-time CPT for a cumulative total of 12 months (365 days) or more during your degree
program, you will lose eligibility for Optional Practical Training (OPT). Part-time CPT does not affect
eligibility for OPT.

• If you lose your job, quit, etc., you are required to let us know so we can cancel the authorization.

• If you need to extend your CPT, you must extend before your current authorization expires. If your
current authorization expires you may not continue working until the extension has been approved by
International Services.

• You may not begin working until the CPT authorization has been approved, this includes job training.
* Academic credit consists of either internship credit or if not an internship, a course that offers credit for the work
experience. Practicum, Work Study, etc., are examples of non-internship credit.

International Services | Policies & Procedures



35

OPT
Description/Summary
Optical Practical Training (OPT) is an opportunity for F-1 students to gain practical experience in a job directly related
to the student’s major upon completion of the degree program. OPT can be authorized for between 12 and 29 months
depending on the major. A student may also apply to use part of the allotted OPT before completing the degree, but
should consult with an advisor before seeking this option.

Policies and Regulations
Based on the regulations found in 8 C.F.R. § 214.2(f)(10) and school policies, International Services will issue an I-20 for
the purpose of applying for OPT no more than 90 days before completion of the student’s program of study, including
any required internships, and no later than 50 days following program completion (to allow for transit time of the
application to the service center). If the time required for a student to complete required internship hours extends
past the nominal graduation date, the date internship requirements are satisfied will be used as the student’s program
completion date for the purposes of applying for OPT.

Procedure
Student
Students nearing their program completion date may apply for OPT as follows:
• Log into the Sunapsis portal at http://international.byui.edu
• Select the OPT Request form from the Practical Training menu on the left of the page.
• Complete the form including the name and email address of the academic advisor and indicate the requested OPT
start date. *
• Collect the documents and other materials required for OPT

- A check or money order for $380 payable to “USCIS”

- Two passport style photos (2x2)

- Form I-765 Application for Employment Authorization **

- A copy of your current I-20 issued for OPT

- Letter from academic advisor

- Copy of passport

- Copy of most recent I-94 (both sides)

- Copies of ALL previous CPT I-20s

- SEVIS Printout
• Pick up the OPT application packet when notified by International Services. The application packet consists of the OPT
I-20, SEVIS printout, blank form I-765, Instruction Sheet and the Advisor’s letter if available.
• Once the application is complete, make a copy for your records and then mail the original application, do not mail the
original I-20, to the service center as instructed in the application packet.***

International Services | Policies & Procedures

36

OPT
International Services
International Services, upon receipt of the submitted OPT Request form will do the following:
• Issue the OPT I-20 no more than 90 days before the program completion date
• Print out the SEVIS CPT page showing periods of CPT for the student
• Combine the I-20, SEVIS Printout, Instruction Sheet, I-765 and Advisor letter (if available) into an application packet
• Contact the student and advise him/her to come in and pick up the application packet
• Advise the student on the general application procedures and answer any questions.
Notes:
*Sunapsis will email the academic advisor requesting the advisor letter, the student with a list of required documents
and materials and notify International Services of the OPT request.
**This will be a blank I-765 with the International Services office address already on the form, the student is welcome to
get a head start by downloading the form directly from the USCIS website or if they decide to use another address.
***Student may request International Services to review the application before it is mailed.

Things You Should Know About OPT
Pre-completion OPT:
Pre-completion OPT can be used to obtain OPT work authorization before the student completes the program of study.
Time spent in pre-completion OPT is deducted from post-completion OPT. Students with approved pre-completion OPT
may work up to 20 hours per week while school is in session. Students who are eligible to register for the next term and
who plan to do so may have approval to work full time when school is not in session. A student may file for OPT up to
90 days before he or she completes a full academic year. If the student has already completed a full academic year, he or
she may apply for OPT up to 90 days in advance of the requested employment start date.
Post-completion OPT:
OPT authorized after the student’s program end date.
Deadline for Applying for Post-completion OPT:
An F-1 student may apply for post-completion OPT up to 90 days before the student’s program end date and up to 60
days after his or her program end date. The application must be properly filed with the correct USCIS Service Center. In
addition, the application must be properly filed within 30 days of the date the student’s DSO recommends OPT in SEVIS.
OPT End Date Restrictions:
The requested end date cannot be more than 12 months after the requested start date. The end date may be sooner if
the student has less than 12 months of OPT left at the current education level or the student wishes to retain a period of
OPT for pre or post-completion OPT for another degree at the same education level.
The end date will be the earliest of,
• The requested end date (If USCIS adjudicates the Form I-765 after the requested start date, the end date will be
extended to reflect the later start date).
• The date on which the student’s remaining allotment of OPT expires – for example, a student who previously use
three months of full-time pre-completion OPT – will have only nine months of OPT time remaining.
• 14 months after the student’s program end date.
Employment Dates Authorized for Post-completion OPT:
The start date will be the requested start date of the date of approval, whichever is later (A start date more than 60 days
after the program end date is treated as a request to start on the 60th day after the program end date).

International Services | Policies & Procedures

37

OPT
Grace Period:
The 60-day period of time given to an F-1 student after the completion of a course of study or an authorized period of
post-completion OPT, allowing the student time to prepare for departure from the United States, apply for a transfer
to another SEVP-certified school, request a change of education level at the current school or take steps to otherwise
maintain legal status.
Cap Gap:
When an employer submits an H1b petition while the student is on post completion OPT and the OPT is scheduled
to end before the beginning of the H1b, the student’s status and work authorization (if it has not expired) will be
automatically extended to September 30 if the current year
STEM CIP 17-month OPT Extension:
An additional 17-month period of OPT granted to a student on post-completion OPT whose course of study is recognized
as STEM and that is approved by DHS. The student must meet the qualifications in 8 CFR 214.2(10)(ii)(C).
What happens if a student applies for post-completion OPT before his or her program end date and subsequently fails to
complete the requirements for his or her program?
The student should contact his or her DSO immediately for guidance. If the employment authorization application has
not been adjudicated by USCIS, the student may withdraw the application by notifying the Service Center where the
application was filed. The DSO should also withdraw the recommendation for OPT in SEVIS.
If the employment authorization application has already been approved, the DSO should extend the student’s
program end date to the appropriate date. The student may work part time while enrolled in courses to complete the
requirements for his or her program and full time during breaks and vacations. After successful completion of all the
program requirements, the student may work full time.
However, even though the student’s program end date was extended, because the OPT was granted as post-completion
OPT, the student is subject to the 90-day limitation on unemployment.
Limits on Periods of Unemployment:
Students on post-completion OPT may have up to 90 days of unemployment.
Students who have OPT extended due to the cap gap provisions continue to accrue unemployment time and are subject
to the 90-day limit on unemployment.
Students who receive a 17-month extension are given an additional 30 days of unemployment for a total of 120 days
over their entire post-completion OPT period.
What counts as time unemployed?
Each day (including weekends) during a period when OPT authorization begins and ends that the student does not have
qualifying employment counts as a day of unemployment. OPT authorization begins on the employment start date
shown on the student’s EAD.
If a student does not receive the approved EAD, when does the student begin accruing unemployment?
Time spend outside the United States during an approved period of post-completion OPT counts as unemployment
against the 90/120-day limits, unless the student is either,
• Employed during a period of leave authorized by an employer; or
• Traveling as part of his or her employment

International Services | Policies & Procedures

38

OPT
What types of employment are allowed for regular pre and post-completion OPT?
All OPT employment, including post-completion OPT, must be in a job that is related to the student’s degree program.
How does a student show that employment is directly related to his or her degree program?
SEVP recommends that the student maintain evidence for each job documenting the position held, proof of the duration
of the position, the job title, contact information for the student’s supervisor or manager, and a description of the work.
If it is not clear from the job description that the work is related to the student’s degree, SEVP recommends that the
student obtain a signed letter from his or her hiring official, supervisor, or manager stating how the student’s degree is
related to the work performed.

International Services | Policies & Procedures

39

Departure Request Form
Policy
When discontinuing or deferring their attendance at the University, students will need to fill out the Departure Request
e-form. This will notify us to terminate their status and perform any other actions required pertaining to their departure
reason.
Reasons for Departure:

- LDS mission

- Cancel OPT

- Student receives Permanent Residency Card

- Discontinuing their studies at the University

Procedures for each reason of departure:

- LDS mission

o Student needs to defer with Admissions online: https://web.byui.edu/admissions/deferment

o Email the Bursar’s Office to release the remains of the student’s deposit

o Terminate student’s status

• Set up a SEVIS Batch

• Click on F-1 Student

• Status/Terminate Program

• Reason – Authorized Early Withdrawal
• Pending

o DO NOT terminate I-20 until after they have left the U.S.
• If the student is staying in the U.S. and will go straight to the MTC in the states, wait until 30

days after the last day to add/drop courses to terminate I-20. Put in the NOTES that the student

will be a change of status to R-1

o Create Termination Letter to send to student

- Cancel OPT

o Cancel OPT in SEVIS

o Terminate Status

o Create Termination Letter to send to student

- Student received Permanent Residency Card

o Need a copy of student’s PR card

o Send copy of card to the Human Resources (Beth Baldwin and Gwen Stott)

o Change student’s status in SUNAPSIS
• Record Management

• Biographical Information
• Core Biographical

• Change immigration status to – Permanent Resident

o Terminate Status

- Discontinuing their studies at the University

o Email the Bursar’s Office to release the remains of the student’s deposit

o Terminate status

o Create Termination Letter to send to the student


International Services | Policies & Procedures

40

Reduce Course Load: Medical Reason
Policy
It is a Department of Homeland Security (DHS) requirement that F-1 students must be registered for full-time enrollment
each semester they are on track. This generally means an undergraduate needs 12 credit hours. Financial constraints are
not a valid reason for under-enrollment.
Students who have a medical condition that is keeping them from doing well in school may apply for A Reduced Course
Load for Medical Reasons. This allows them to take less than 12 credits down to 0 credits, depending on the seriousness
and stress of the situation.
The student will have the semester off that they are applying for.
Students can only apply for up to 12 months or 365 days of Reduced Course Load.

Procedure

-Student will need to fill out the e-form for Reduced Course Load – Medical Reasons

-Student will need to turn in a Doctor’s Note that requests the student drops below 12 credits.

- The Notes will need a reason as to why the student is needing a reduced course load (without getting too

detailed into their personal life) ex: depression, anxiety, etc.

-International Student Advisor will Create a SEVIS Batch

o F-1 student

o Action Structures

o Drop Below Full Course

• Authorized Reason: Illness or Medical Reason

• Start Date: Todays date

• End Date: Date of the end of the semester

- DSO will approve the Batch

- Email the student that the E-form was approved and to pick up their Reduced Course Load I-20
** Student will be authorized to drop all of their courses if needed.

International Services | Policies & Procedures

41

Reduce Course Load: Academic Reason
Policy
It is a Department of Homeland Security (DHS) requirement that F-1 students must be registered for full-time enrollment
each semester they are on track. This generally means an undergraduate needs 12 credit hours. Financial constraints are
not a valid reason for under-enrollment.
Students must request a Reduced Course Load before becoming under-enrolled in the current semester. The student will
need to resume a full course of study in the next semester.
If the student is planning on Reduced course load for a future semester, they must first discuss their enrollment plans
with an academic advisor.
Reasons that students can apply for Reduced Course Load for Academic Reasons:

- Student needs time to adjust to the American classroom, the English language, or intensive reading materials

- Improper course Level Placement – An academic advisor will need to provide further explanation on how the

department incorrectly advised the student during registration

- Student is in last semester in a degree program and needs less than a full course load to complete their degree

requirements. (IS THIS ONE STILL NECESSARY?)

Procedure
- Student will need to fill out the e-form for Reduced course Load – Academic Reasons
- Student’s academic advisor will need to approve or deny the request before the International office will review it.
- International Student Advisor will create a SEVIS Batch:

o F-1 student

o Action Structures

o Drop Below Full Course

•Authorized Reason:

• Improper Course Level Placement

• Initial Difficulty with Reading Requirements

• Initial Difficulty with the English Language

• Unfamiliarity with American Teaching Methods

• Start Date: Today’s date

• End Date: Date of the end of the semester
- DSO will approve the Batch
- Email the student that the E-form was approved and to pick up their Reduced Course Load I-20
** Student will need to still be enrolled in at least 6 credits to stay in status

International Services | Policies & Procedures

42

Letter Request Forms
Invitation Letter Request Form
Policy
Occasionally, International Students will request an Invitation Letter for a family member or close friend to a special
event such as their wedding or graduation. This letter is used for the person wishing to enter the United States. They take
this letter with them to the Embassy. It is used for further proof that the person(s) is not coming to stay, but just for a
short visit.

Procedure
- The student will need to fill out the e-form for “Letter Request” and choose the “Invitation” letter
- The student will need to provide the following information about the person(s) they wish to invite:

o Full name of the person

o Date of Birth of the person they are inviting

o Gender

o Relationship between the student and the person (mother, brother, friend, etc)

o Identifying Information – Passport, ID Number, etc

o Intended Length of Stay

o Reason for Invitation

o Date of the event
- An International Student Advisor will insert the information into a letter template
- The letter will be emailed to the student and the student can pick up the originals if desired. It is then in the student’s
hands to get the letter(s) to the person(s) they are inviting.

Visa Support Letter Request Form
Policy
A Visa support letter is made on request of the student. Occasionally students will request a letter to take to their Visa
appointments that verifies the student will be attending the University.

Procedure
- The student’s I-20 needs to be created first
- The student needs to fill out the e-form for “Letter Request” and choose the “Visa support” letter
- The Visa support letter template will need to be filled out with the student’s information

o Name

o SEVIS ID

o Date of Birth

o Semester the student will begin classes and the specific date
- Save the letter to SUNAPSIS
- Send the letter to the student’s email address. If requested, send the original letter in the mail with the student’s I-20.

International Services | Policies & Procedures

43



Letter Request Forms
Visa Renewal Request Letter
Description/Summary
Policy
A Visa Renewal letter is made on request of the student. International Students can continue their studies at BYU-Idaho
with an expired visa. However, if they plan to leave the country, they will need a renewed visa in order to return to the
United States.
This letter can assist them as they meet with the Embassy, to show their intent to return to the U.S. for their studies.

Procedure
• The student needs to fill out the e-form for “Letter Request” and choose the “other” option. They will need to
provide the name of the country they plan to visit to renew their visa.
• An International Student Advisor will insert the student’s information in a template. They will put in the following
information:

o Student’s name and date of birth

o Semester that student began studying at BYU-Idaho

o Name of country the student will visit in order to renew visa

o Semester student is expected to return to the U.S. for their studies
• Save the letter to SUNAPSIS
• Email the student the letter and make available for pick up if the student desires



Visa Support Reinstatement Letter
Policy

Procedure

International Services | Policies & Procedures

44

Permission to Exchange Information
Occasionally, students will need or want to have their parent(s), health professionals, or other persons speak with an
international student advisor regarding their immigration status or other protected information. In these cases, the
student must fill out the e-form titled, “Permission to Exchange Information.” This form will give international services
the permission to speak to the person or persons the student designates regarding the situation.
Permission grants the free exchange of confidential information and information related to the student’s educational
records, including their immigration status between BYU-Idaho, International Services and the person(s) and entities they
specify, such as parents, counselors, or other parties.
The student can request certain limits on the disclosure of any information.
When a student completes the e-form, International Services will put that information in the NOTES section under the
student’s profile page in SUNAPSIS. International Services will refer to those notes when speaking to other persons
regarding the student.

International Services | Policies & Procedures

45

Alert for graduating students
When international students graduate and do not attend a graduate school or apply for OPT, we need their F-1 status to
automatically complete. Their status will not complete unless we verify that they have graduated and shortened their
program and date.
1. Open the students account in Sunapis
2. Click on the clipboard icon to create a new note
3. In the subject line type “graduation verification”
4. In the “note contents”section enter the following information:

a. Verify that student has graduated then shorten program and date to (enter day of graduation here),
then initial.
5. In the Additional Note Options change it to the following

a. Alert Group: BYU-Idaho

b. Alert Level: elevated (this will show up as a yellow alert)

c. Alert Issue Date: Insert the date and month from the day of graduation to allow for processing time.

Ex. Graduation day is 07/23/2010, so set alert date as 08/22/2010

International Services | Policies & Procedures

46

Tax Information
Every international student is required to fill out the tax forms regardless if they have held a job or not. The international
services office does not counsel students on tax information, however there is a tax seminar held every February.
International students can be directed for further assistance and information to:

International Services | Policies & Procedures

47

Economic Hardship
General Info
Economic Hardship is for international students who are going through unforeseen challenges requiring extra money.
Under these unique circumstances, a student will be allowed to work up to 20 hours a week in any job while school is in
session, and full-time during school breaks.
After requesting Economic Hardship employment authorization, you will need to contact International Services and
schedule an appointment. Students who have not completed the appointment within ten business days will be denied
the employment authorization, and will have to resubmit the request form. Please note that you may not begin working
until you have received your employment authorization card.

Eligibility
Must have been in F-1 status for at least one full academic year.
Proof that employment is necessary due to economic hardship caused by circumstances beyond his or her control that
arose after obtaining F-1 status.
Here are the documents that you should now be gathering for your Economic Hardship:

- Copy of Form I-20

- Copy of I-94 (both sides)

- Two passport style photos

- Copy of Passport or other government issued photo ID

- A letter from the student explaining circumstances of hardship

- Form I-765 and fee: (Please complete and mark with code “(c)(3)(iii)” at item 16
PROCESSING TIME: 2 - 10 business days.

Procedures
The student will have to complete an E-form that is found on Sunapsis for Economic Hardship. Bellow is a description of
some of the information they will need to provide:
“In order to receive employment authorization you will need to give a little background as to why you are applying for
Economic Hardship. Please tell us what unforeseen hardship is causing you to apply for employment authorization.
We will also ask about why other employment options are not available or sufficient. Documents which validate your
applying for Economic Hardship should be provided where possible; for example, a letter from home telling of a change
in family circumstances or proof of a currency devaluation. In all answers, please be brief and clear.”

International Services | Policies & Procedures

48

Change of Status Procedure
Overview
Form I-539 is used when a student wishes to change state from one visa classification to another (COS). The form is filed
electronically for certain COS applications using the USCIS ELIS system which can be accessed online at www.uscis.gov.
Applicants are required to create an account with USCIS before they can complete the form, submit evidence and pay
the filing fee. The online filing system is still evolving and some COS applications types still require the paper I-539 which
is also available at www.uscis.gov. Check with International Services if you have questions.

Change of Status
A change of status application or COS is used when you wish to change your visa classification from one status to
another, for example if you are in the US as an F-2 dependent, you may request a change of status to attend school full
time (F-2 to F1). Another example would be a missionary completing his or her missionary service who wants to become
a student (R-1 to F-1). This process allows you to request a change of status while remaining in the US. There are some
statutory restrictions depending on your current status. Please confirm with International Services before applying.

Evidence
You will be required to provide evidence documenting your current status and your eligibility for your new status. Failure
to provide this information in a timely manner can delay your application or in some cases result in a denial.

• Documents showing your current status

• I-94 or approval notice from a previous COS application

• Other documents such as I-20, DS-2019, etc., depending on the status desired
Documents showing your eligibility for the new status (Documents shown below are for F-1 status)

• I-20 issued for “Initial Status – Change of Status Requested”

• Proof of Payment of the SEVIS I-901 fee (Receipt of SEVIS Fee)

• Proof of Funding (Part 8)

• Letter explaining why the students wants to change their status to F-1 and how they intend to return
home after completing their education

International Services | Policies & Procedures

49

Reinstatement
A reinstatement application is used to petition immigration to reinstate your status after you have fallen out of status.
This requires that you acknowledge what you did to lose your status (suspension, failure to enroll, under enrollment,
etc.) and must be filed within 5 months of losing your status. Please be aware that the record of the reinstatement
application will remain with you indefinitely and could affect future change of status applications. In addition, if denied,
you will have to depart the country immediately and will only be allowed to apply for a visa in your home country.
Please consult with International Services for more information.

Evidence
You will be required to provide evidence documenting the reasons for being out of status and your eligibility for a
reinstatement. Failure to provide this information in a timely manner can delay your application or in some cases result
in a denial.

• I-20 issued for Reinstatement

• Passport/Visa Stamp

• I-94 or approval notice from a previous COS application

• Proof of Funding (Part 8)

• Letter stating why you are out of status

International Services | Policies & Procedures

50

Change of Status Procedure
Requirements
Collect the following documents and mail them to either of the addresses below:

• Complete Form I-539 for Change of Status

Go to www.uscis.gov and download form I-539 from www.uscis.gov (click on Immigration forms

in the header and scroll down to the I-539.) Fill out the form

• Provide a check or money order for $290 filing fee made out to DHS

• Original I-20 issued for “Initial Status – Change of Status Requested” (Signed by the student and the
DSO of the school)

• Proof of Payment of the SEVIS I-901 fee (Receipt of SEVIS Fee)

• Original I-94

• Copy of Visa stamp

• Copy of Passport

• Copy of Proof of Funding (Part 8)

• Letter explaining why he or she wants to change their status to F-1 and the student did not have a
pre-conceived intention to study in the US. (Optional)

• Make a copy of the application for your records, then mail to the either of the addresses below:
The USCIS Dallas Lockbox facility:
U.S. Postal Service:
Express mail and courier deliveries:
USCIS USCIS
P.O. Box 660166
ATTN: I-539
Dallas, TX 75266
2501 S. State Highway 121
Business Suite 400
Lewisville, TX 75067

Procedures
International Services will follow the procedures below to process the Change of Status request:

• Make sure the student is a current student or admitted with a track assignment.

• Have the proof of finances be updated.

• Have the student pay the $4000 or $6000 deposit.

• Create the I-20 according to normal procedures with the status as “Change of Status Requested”
instead of “Initial”

• Have the student pick up the I-20 if they are in the Rexburg area or mail it to them if they aren’t.

Additional Information


• The student can apply for the COS from within the US if they choose, but it may be a simpler and
quicker process for the student to go home then re enter the US on the F-1 visa.

• The change of status can take 3-6 months and they can’t take or continue their classes until the COS
is complete.


International Services | Policies & Procedures

51

Change of Status Procedure
Application Overview
A Change of Status application is filed when a person in one immigrant classification wants to change to another
classification. For example F-1 to F-2, R1-F1, etc. A reinstatement application is used to request reinstatement to
F-1 status after falling out of status, For example: suspension, under enrollment, etc. Form I-539 is used for both
applications and is filed electronically at www.uscis.gov by clicking on the ELIS link. Students need to file the I-539 in a
timely manner, usually within 30 days of the I-20 being issued. In the case of reinstatement, the application should be
filed within 5 months of the student being out of status and within 30 days of the reinstatement I-20 being issued. The
entire process may take up to 6 months or more.

Procedures
Issuing a COS I-20
•
•
•
•
•

Make sure the student is admitted with a track assignment and has a specific start date.
Make sure the student has paid the $4000 or $6000 deposit if applicable
Make sure the student’s proof of finances is up to date.
Create the I-20 according to normal procedures, but select “Change of Status Requested” instead of“Initial”
If the student is in Rexburg have them pick up the I-20 and COS instruction sheet, otherwise mail it to them using
regular mailing procedures.

Additional Information
• The change of status must be complete before the student can begin taking classes if they are changing status from
B1/B2 or F-2.
• If the COS is being processed by the church, then the I-20 should be mailed to the missionary travel department
directly.
• Travel Services Attn: Lexanne Allen 50 E North Temple Street, Floor 14 Salt Lake City, Utah 84150
• When changing status to F-1 from some other status a student may not work on campus until the COS has been
approved unless the student is authorized to work in that other status. Such work authorization would expire once
the COS to F-1 was approved.
• When changing status to F-2 from some other status the principal F-1 must update his or her financial information to
reflect the additional $2,000 per dependent. This is in addition to the $11,000 needed for the principle.
• In order to qualify for the change of status, the student needs to leave for the MTC from school and go directly back
to school after their mission is complete.
• If the student went to their home country after finishing school, then came back into the United States to go to the
MTC, the student must go home and come back in on a F-1 visa. They are not eligible for the change of status.
• The Church likes the student to begin classes within 2 weeks of completing their mission.
• The change of status can take 3-6 months to process and must be complete before beginning their classes.

International Services | Policies & Procedures

52

Change of Status Procedure
Contact Info
Church Office Building contact:
Lexanne Allen
Ph: 800-537-3537 ext. 25072
Email: [email protected]
Address:
The Church of Jesus Christ of Latter Day Saints
Travel Services
Attn: Lexanne Allen
50 E. N. Temple St. Rm 1442
SLC, UT 84150

Change of Status from F-1 to R-1
This change of status is used when an individual who is an F-1 student and will serve a mission in the United States who
wants to go to the MTC without going home first; a change of status must be completed. The Church office building will
help the students process this application.

Procedures
International Services will follow the procedures below to process the Change of Status request:
• Make sure the student has received their mission call and filled out the mission deferment.
• Make sure the student has received the remainder of their $4000 deposit back.
• Have the student fill out a “discontinuance request form” through Sunapsis.

Additional Info
• In order to qualify for the change of status, the student needs to leave for the MTC from school directly and not go
home between the time the semester ends and the time they enter the If the student went to their home country
after finishing school, then came back into the United States to go to the MTC, the student must go home and come
back in on a F-1 visa. They are not eligible for the change of status when they finish their mission.
• The Church likes the student to enter the MTC within 2 weeks of completing the school semester.
• The change of status can take 3-6 months to process and we can’t terminate their I-20 until it is complete.

Change of Status from H-4 to F-1
Those individuals who are dependents of someone on a work visa can enter the United States on an H-4 visa. They are
eligible to attend classes at the BYU-Idaho without obtaining an F-1 visa. They would also be exempt from submitting
proof of funding and paying the student deposit. However, if they are here on an H-4 visa they are not eligible to work
inside the US. It is for this reason that they may wish to change to an F-1 status to gain work authorization.

International Services | Policies & Procedures

53

Obtaining a U.S. Social Security Card
Definition
International students wishing to work on campus or get paid for an internship must have a valid Social Security Card.
Students may apply for a Social Security Card at the Idaho Falls Social Security office using the following documents.
Students must have both a Social Security number and work authorization to work in the United States.

Documents
• Completed Social Security Card Application Form
•Verification of Legal Status for On-Campus Employment
• Employment Verification from Student Employment

• Passport or other form of picture I.D.
• Original I-20 and I-94

Procedures
• International Services will follow the procedures below to help compile all the documents needed for their
application.
• Verify that the student has visited the Human Resources Department, received initial paperwork (Employment
Verification) and the necessary information to work on campus
Take out the following paper forms from our Services filing drawer:

• Verification of Legal Status

• U.S. Social Security Card application
• Fill out the first half of the Verification of Legal Status and ensure that the student reads through and understand tha
they are only allowed to work 20 hours a week, during the semesters that they are registered to be full-time, as
stated on the second half of the form
• Bring both the Verification of Legal Status and Employment Verification forms to a designated DSO to sign and verify
their employment
• Scan and attach the completed Verification of Legal Status form to Sunapsis
• Explain the process of applying for Social Security card and go over the checklist with the student

Additional Information
• Students can start employment the same day that they are hired after they have filled out the necessary documents
above
• Students are given 30 days to apply and receive their actual Social Security Card
• On the number 5 of the Social Security Card application, international students are under the “Legal Alien allowed to
work” category
• The Social Security office is open Monday through Friday 9:00 a.m. to 4:00 p.m.

International Services | Policies & Procedures

54

Apartment Contracts
It is a good idea for international students to take their housing contracts to their visa appointment to have further proof
that they will be studying at BYU-Idaho.

International Services | Policies & Procedures

55

Public Transportation
Targhee Regional Public Transportation Authority
DEMAND RESPONSE SERVICE is a door-to-door service that requires prior day notice. This service is also available to the
general public, senior students and people with disabilities. Demand response service covers Idaho Falls and surrounding
areas outside of the fixed routes. We also offer demand response services in Rigby, Shelley, Rexburg, Driggs, and Salmon
(prices may vary in these areas, so please call for more details). The fee is currently $3.00 or $4.00 Monday through
Friday 7:00 am to 5:00 pm.

Demand Service between Rexburg and Driggs
Rexburg to Driggs -- M-F 6 am and 3:30 pm ($12.00 each way).
Driggs to Rexburg-- M-F 7 am and 5 pm ($12.00 each way).

Demand Service between Idaho Falls and Shelley
Idaho Falls to Shelley-- M-F 7am and 3:30 pm ($4.00 one way).

Deviated Fixed Route Service
Deviated Fixed Route Service consist of four routes (red, yellow, green and blue) with designated stops and times
that run daily throughout the urban Idaho Falls area. This is a curbside-to-curbside service. Each route is allowed one
deviation per half hour that are scheduled on a first come first serve bases. The hours of service are from 7 am to
approximately 5:30 pm Monday through Friday.
For more information visit:
http://www.trpta.org/

International Services | Policies & Procedures

56