URcompass Department Guides - J-1 Scholar Initial Setup

Department administrators can use this guide as a reference for using URcompass to initially set up a J-1 Scholar. You can reference the steps below or download this guide for your records.

Getting started

Visit the Welcome to ISO’s Client Portal Login Page. Once there, you can follow the prompt to log in.

A screenshot of the client portal login page of URcompass, with a circle around the login button

If the employee/scholar has not received a guest ID, please request a guest ID and email address for them before continuing in order to ensure a smooth login process.

A screenshot of the email login screen

Adding a new user

After you’ve logged into URcompass and navigated to the Departmental Services page, click on the Add New Person button under Tasks.

A screenshot of the Departmental Services page of the URcompass portal, with the "Add New Person" button highlighted

Please fill out all of the necessary fields (marked with an asterisk). Please ensure that information is correct before continuing.

A screenshot of the intake form on the URcompass portal, with all required fields (marked with an asterisk) highlighted.

Be sure to select “Yes” for the following two questions, and enter the University ID into both of these fields in the text boxes that appear:

Do you have an institutional university ID for this new profile?
Do you have a network ID for this new profile?

A screenshot of the intake form on the URcompass portal, with all required fields (marked with an asterisk) highlighted.

Then, you’ll be able to click the “Add New Person” button to submit the form.

Initiating an J-1 Scholar request

On the Departmental Services page in URcompass, click on the “J-1 Scholar New Request” button under Tasks.

Then, follow the steps to lookup their international record, including entering their University ID and Date of Birth.

A screenshot of the Lookup International Record screen, with the University ID and Date of Birth fields circled

Step 1: Forms to be completed by the Department

Once you have looked up the scholar record, complete the E-forms in the order listed:

J-1 Department Information
J-1 Department Position Information
J-2 Department Funding Information
J-1 Department Site of Activity
J-1 Department English Proficiency
J-1 Faculty Supervisor Review

Screenshot of the J-1 Scholar New Request page, with the "Forms for the Department to Complete" title highlighted

After the Faculty Supervisor Review is submitted, you will wait for the scholar to complete their E-forms in the portal:

J-1 Scholar Personal Information
J-1 Scholar Dependent Information
J-1 Scholar Financial and Health Insurance Information
J-1 Scholar Current US Visa Information
J-1 Scholar US Visa History
J-1 Scholar Final Submit

A screenshot of the "Forms for Scholar to Complete" listing in the portal

The Department Final Review cannot be submitted until all Department and Scholar forms are done and the application is complete.

A screenshot of the "Complete This Form After the Scholar Forms Have Been Submitted" screen in URcompass

Step two: Confirmation email

Once the “J-1 Faculty Supervisor Review” has been approved by the Supervisor, you will receive a confirmation email that should resemble the text below.

Dear %recipient%,

Thank you for submitting the J-1 New Scholar Request for %name%.

The exchange visitor has been invited to complete their J-1 Scholar forms.

The faculty supervisor has been asked to review the information you provided.

You will receive an email letting you know when the exchange visitor has completed their forms and you can submit everything to the chair for approval.

International Services Office Scholar and Employee Services
Email: questions@iso.rochester.edu
Web: https://www.iso.rochester.edu/

Thank you for submitting the H-B departmental eforms for %name%. We will let you know when %name% has completed their employee eforms as well.

If you need to provide additional information or documentation, you may return to the application for %name% and submit the Department Upload Additional Information eforms.

International Services Office Scholar and Employee Services
Email: scholars@iso.rochester.edu
Web: https://www.iso.rochester.edu/

Step 3: Forms to be completed by the Employee

The Scholar will receive the following email inviting them to complete their E-forms:

Dear %name%,

A J-1 visa request has been started by a department at University of Rochester. Your action is required in order to proceed with this request. Please login to URCompass and submit all the Scholar forms.

You will need to have digital copies of the following:

Copy of identity pages of a valid passport for J-1 applicant
Current curriculum vitae
Proof of permanent residency if applicant is a citizen of one country but legal permanent resident of another
Copies of degrees and certificates earned
People who are not going to be paid by the University of Rochester MUST provide proof of funding.
If transferring to the University of Rochester, provide copies of:
- Current DS-2019
- Current I-94 card
- Current J-1 visa stamp

If you have any J-2 dependents, you will need to upload a digital copy of their passport(s), marriage certificate, and/or birth certificate.

Please login here with your University of Rochester ID to proceed:
URCompass

The Scholar will log in and complete the following e-forms:

J-1 Scholar Personal Information
J-1 Scholar Dependent Information
J-1 Scholar Financial and Health Insurance Information
J-1 Scholar Current US Visa Information
J-1 Scholar US Visa History
J-1 Scholar FInal Submit

The Scholar will not be able to see the Departmental E-Forms.

When the Scholar has submitted all of their e-forms, they will receive a confirmation email:

Dear %name%,

Thank you for completing the necessary forms for your J-1 visa paperwork request. At this time your department has been notified that your forms are complete. They will finalize your application and then it will be routed to our office for processing.

If we need any additional information we will contact you.

International Services Office Scholar and Employee Services
Email: scholars@iso.rochester.edu
Web: https://www.iso.rochester.edu/

Step 4: Returning to the final Department E-Form

Once the Scholar has submitted all of their E-forms, you will receive an email inviting you to return to the J Visitor Application to Submit Request to Department Chair.

Dear %recipient%,

The J-1 visa request has been submitted by %name%. Please login to URCompass to review and send on for approval to your department chair.

International Services Office Scholar and Employee Services
Email: scholars@iso.rochester.edu
Web: https://www.iso.rochester.edu/

Click on the link in the email, and login to URCompass. Select ‘My Current Cases’ and then click on the J-1 Scholar case you are working on.

A screenshot of the Departmental Services page in URcompass, with the "My Current Cases" button highlighted

After looking up the Scholar, complete the J-1 Department Final Review and Submit E-form.

Once the final e-form is submitted, ISO will be notified of and will review the new J-1 Scholar application If the application is complete, please allow the necessary processing time of 2 weeks.