Announcements

OIPS Transfer/Program Level Change Guidance, 2025-2026 Academic Cycle

Posted On: March 10, 2026, 11:34 am

This message is intended for students who plan to pursue new degree programs at UAPB or transfer to another university to continue academic study in the United States.  Please review this information carefully and contact OIPS staff if you have further questions. 

CHANGE OF MAJOR/PROGRAM LEVEL CHANGES

Undergraduate students may change their major, add a major or add a minor by following standard university protocols.  Such changes should also be reported in GGLIS (Academic Compliance module) so that SEVIS records may be updated accordingly.

Students who plan to graduate at the end of the semester and who desire to pursue a new UAPB degree or graduate students who wish to change degree programs must initiate a new international admissions process with the Office of Admissions.  Applications should be submitted as soon as possible to allow for the timely immigration review and issuance of updated I-20 Forms by the OIPS team.

TRANSFERS TO NEW INSTITUTIONS

The law allows us to transfer SEVIS records to your new schools so that you may keep your SEVIS ID# and not have to bear the time and expense of paying the I-901 fee again.  

Note:

Naturally, if your visa has expired and you depart the United States before enrollment at your new school, you will need to obtain an I-20 Form for purposes of the visa renewal process.  In this case, your I-20 Form will be issued by your new school and will have a new SEVIS ID# that requires payment of the I-901 fee (again).  

To facilitate action on your request, you will need to go to the Program End Date/Matriculation Management application in GGLIS.  You will need to login to your account and click “Search Programs” at the top of the page.  You can then do a keyword search for this particular compliance management functionality. 

Important!

You will only need to complete Section VII of the Program End Date/Matriculation application.  However, for each of the other sections, you will still need to click "Save and Continue" in order to submit your documents for OIPS review and action.  

Within Section VII, you will also need to upload your letter of admission, the completed UAPB transfer out form and the transfer in form for your new school.  You may also upload other relevant information concerning your transfer process.

You may retrieve the Transfer Out Form from the GGLIS Document Library. The form is also attached and may be accessed via this link:  https://uapb-horizons.symplicity.com/utils/doclib.php?id=40fef63645032bad7358bd8ddcd23723.

Contact Dr. Moore or Ms. Tee if you have additional questions. 

 

 

OIPS OPT Guidance, 2025-2026 Academic Cycle

Posted On: December 07, 2025, 8:08 pm
Students who are applying for OPT for summer or post-graduation internships should submit their applications by February 28, 2026.  Experience to date indicates that the efficient and expeditious processing of applications may not be a high priority under the current USCIS administration.  
 
Also, USCIS is interpreting the thirty-day timeframe for expedited process as thirty business days (excluding weekends) which means that the window for adjudication is roughly six weeks rather than four weeks.
 
Please take note of the OPT Request Form which has been uploaded in the GGLIS Document Library and forwarded to all international students via email.  To access the form via the document library, type "OPT" as a keyword and look for "OPT Request Form (Revised, 03-31-2022).  
 
This form will be used by students who are seeking approval for any one of the OPT categories below:
  • Pre-Program Completion OPT (before degree attainment)
  • Post-Program Completion OPT (after degree attainment)
  • STEM OPT Extension
 
GGLIS Glitch Resolved
 
We have been aware of difficulties uploading documents in the Practical Training Authorization application portal.  This issue has now been resolved by Symplicity/Horizons, the software company.  If any applicants encounter this issue again, please notify us immediately!    Meanwhile, you should nevertheless review your submission carefully to ensure that all documents are uploaded and in order before you click "Submit."

 
Important!
​
Please take note of the following reminders:
  • Make sure that you review Appendix A. when completing the OPT Request Form (attached).  I must enter your employment statement in SEVIS in order to generate your OPT I-20 Form.  Your statement must make a connection between your OPT employment and specific academic courses in your major.
     
  • I cannot emphasize enough how important it is to give proper time and attention to the details of your application.. Take your time....to submit complete, accurate and thoroughly prepared applications.    Do not rush to upload haphazard, sloppily prepared documents!  This unnecessarily consumes your time as well as ours. Make sure that you submit all documentation in as thorough and complete a manner as possible.  We have been informed that USCIS is increasingly rejecting applications that are incomplete or improperly completed.  In such instances, student must reapply and pay the application fee a second time.  However, if you have graduated and your application is rejected after the end of your 60-day grace period, you lose the opportunity to participate in OPT altogether.
     
  • If you are seeking a transfer to a new school or academic program, it may be in your best interests to apply for OPT as a back-up plan.  Otherwise, if you are not accepted into your new program, you will have to return home -- or risk the consequences of being in illegal status.
     
  • Documents submitted via the USCIS online process are not accessible by OIPS staff.  Thus, if you plan to make an online submission, assistance will be provided only when you bring your laptop/tablet to Holiday Hall to work on your USCIS online application in the lobby area. 
     
  • It is not the policy of OIPS to assume responsibility for sending or submitting OPT applications to USCIS. Students who plan to submit their materials via the USCIS online portal must not make a payment or submit their online application until they have completed their GGLIS application, have been approved AND have been issued an OPT I-20 Form.  Failure to follow this process may result in OIPS refusing to issue an I-20 Form and/or rejection of your OPT online application by USCIS.  If your application is rejected by USCIS because it was submitted prior to DSO issuance of an I-20 Form, you will  have to pay the fee again and resubmit provided that the deadline for application has not expired.
     
  • We recommend that you organize peer support groups or partners with whom you can work together on various aspects of the application process.  Designate one person to follow-up with OIPS regarding questions that may arise.
Making Your OPT GGLIS Submission
 
​After you have uploaded all documents into your GGLIS portal, allow a minimum of two months for proper processing of your OPT application prior to your employment start date unless you plan to request premium processing and pay the applicable fee.  The OPT review period typically includes one month for the internal review process and one month for adjudication by USCIS as outlined below:
  • Step One requires review and approval by a DSO who will then issue an OPT I-20 Form.
  • Step Two requires submission of your OPT I-20 Form along with an application fee and other supporting documentation to the U.S. Citizenship and Immigration Services (USCIS).  The eligible time period for submission of your application to USCIS is 90 days prior to your program end date and 60 days after your program end date (if you are planning to graduate at the end of the semester). HOWEVER, if you are applying for pre-program completion OPT, you may apply 90-120 days in advance of your anticipated start date.
Students who plan to submit their materials online must not make a payment or submit their online application until they have completed and have been approved following Step One.  Failure to follow this process may result in OIPS refusing to issue an I-20 Form and/or rejection of your OPT online application by USCIS.  If your application is rejected by USCIS because you submitted prior to a DSO issuance of an I-20 Form, you will  have to pay the fee again and resubmit provided that the deadline for application has not expired.
 
NOTE:
There is a reason why some of this information is repetitive!!! 😉
 
If you have further questions, please feel free to contact me or schedule a time to meet with me in the office.  My advisement days are generally Tuesdays - Thursdays.  The best time of day for appointments is 3:30 - 5:30 p.m.  Make sure that you text me in advance!
 
With Sincere Regards,
Pamela D. Moore, Principal Designated School Official (PDSO)
 
 
 
 
 
 

OIPS Employment Guidance, 2025-2026 Academic Cycle

Posted On: September 29, 2025, 1:54 pm
UAPB Global Golden Lions,
 
Please take note of this email which applies to all international students employed on campus except those who have graduate assistantships. 
 
WRAPPING UP FALL SEMESTER CLEARANCE/SEVIS REGISTRATION PROCESS
 
The OIPS team is continuing to review GGLIS clearance submissions one-four.  Due to personal and family-related emergencies we are running behind schedule but remain on task.  If you have not completed all five steps in the GGLIS clearance process, make sure that you monitor your email regularly for notifications and updates from team members.
 
Please note that timely responses to any clearance-related requests will be key to maintaining current or new on-campus employment. To avoid delays or disruptions in your current or planned employment, make sure that you have successfully submitted Steps One - Five in GGLIS.  If you have not yet received your Clearance Release Form and are seeking an employment approval, contact Dr. Moore and Ms. Oma via email. 
 
GENERAL REMINDERS AND UPDATES 
 
  1. The NEW/INITIAL employment and CONTINUED employment forms have been REVISED.  The new/initial employment form is attached.  For continued employment, ask your supervisor to contact OIPS for the updated form.  This document should be sent to us directly by the your supervisor.
  2. Regarding employment requests, review the general guidance (below) before sending a specific query.  If you have further questions, reply to this email by sending a message to the personal account of either me or Ms. Oma.  You may also make an appointment in person or virtually with either one of us.  If you need to come to the office in Holiday Hall, please bring your computer laptop or tablet with you.
  3. Do not send multiple ad hoc emails in the form of text messages or social media communications!  These types of communications substantially delay our ability to properly respond to your request.  Once you make an initial query via email, that communication will serve as the basis for one on-going email chain.  If you do not receive a response to your initial query, hit reply all to your initial message for any follow-up communication.
  4. To facilitate communications with our office, we recommend that you create a MS Outlook folder and transfer any pertinent OIPS communication to that folder.  Thus, you will not need to search through hundreds (or thousands) of emails to find your last message to or from our office.
 
EMPLOYMENT "GOLDEN RULE"
 
Employment is a heavily regulated area with respect to international student compliance.  Help us to help you to maintain valid legal status by contacting us, preferably via email, while you are considering your employment options -- before you apply for or accept an employment position.  While there are employment options available for F-1 visa international students, all employment requires prior approval depending on the kind of position sought.
 
Whether paid or unpaid, whether you receive a stipend, scholarship or salary through Workday, whether in person or virtual, these opportunities are restricted without advance approval by OIPS.  Do not take unnecessary risks with your visa status!
 
Make sure that you carefully review the attached Working in the U.S. document – as well as the Student Statement of Responsibility which you have to sign as a part of the clearance process in GGLIS each academic semester.  
 
 
A WORD ABOUT OFF-CAMPUS EMPLOYMENT
 
Off-campus employment of any kind is absolutely illegal without prior approval.  Do not risk your F-1 visa status and the tremendous investment and sacrifice made by your families and the university at large to make it possible for you to attend UAPB.  Please note that any person can report unlawful employment directly to the Department of Homeland Security via email or a specially designated hotline.  See: https://www.ice.gov/sevis#wcm-survey-target-id. 
 
 
TIMELINES FOR ON-CAMPUS EMPLOYMENT REQUESTS
 
Due to the clearance process, OIPS staff have commenced employment reviews on a limited basis.  However, we should be able to focus on employment requests in earnest by the week of October 6th.  
 
Continued Employment
 
If you have continued employment with a previous department or supervisor, make sure your supervisor sends us the Continued Employment Form no later than Friday, October 17, 2025.
 
New Employment
 
  1. If you have secured new employment and already possess a social security card, make sure that you make your submission in the GGLIS On-Off Campus Employment Form no later than Friday, October 17, 2025.
  2. If you are seeking new employment, make sure that you send an email notification to me and Ms. Oma along with any details regarding the employment prospects you are pursuing.
 
 
SOCIAL SECURITY AND NEW ON-CAMPUS EMPLOYMENT 
 
IMPORTANT!!   STUDENTS SEEKING FIRST-TIME EMPLOYMENT WILL NEED TO APPLY FOR A SOCIAL SECURITY CARD
 
If you are seeking employment for the very first time, you will need to apply for a social security card.  Your application must be prepared through GGLIS and you should not submit your package to the Social Security Administration without a cover letter from a Designated School Official, e.g., Ms. Oma or myself.  See screenshot #2 below!
 
In order to apply for a social security card, you must first have an employment offer letter.  You will also need to complete the Hiring Department Form (attached) which applies to new student employment, including students already cleared by Workday who want to change from their existing department/unit to your department/unit.  Any new or change in campus employment must follow standard OIPS protocols.  This means that you must take the initiative by uploading the completed and signed Department Hiring Form in the GGLIS online compliance portal along with any other required documentation.  
 
IMPORTANT INFORMATION ABOUT DUAL EMPLOYMENT:
In our online portal, we review and approve dual employment through a process that requires that students use the Department Hiring Form for each of the two different locations on campus – even if they are already employed by a department/office and wish to continue that employment.
 
NOTE: 
Due to the time and effort involved in tracking, monitoring and managing employment-related immigration documentation, we will not approve requests to work in more than two locations. To the degree possible, if you can work the maximum number of hours allowed in only one location, it makes the employment process more efficient for all concerned.
 
 
IMMIGRATION VERSUS SCHOOL REQUIREMENTS
 
Please note that immigration requirements may differ from school employment requirements.  If you receive a scholarship, stipend or any other benefit (e.g., free dormitory lodging) in exchange for a service rendered  or for participation in an activity, you are required to report this information to OIPS to maintain valid legal status.
 
Contact me or Ms. Oma if in doubt!  
 
 
IMPORTANT EMPLOYMENT FORMS
 
There are FOUR key documents which can be retrieved from the GGLIS Document Library:
  • OIPS Employment Notice
  • Working in the U.S.
  • Statement of Responsibility (Revised, August 2023)
  • REVISED Hiring Department Form (April 2025)
Make sure you have reviewed the Statement of Student Responsibility, particularly item 3. on page two:
 
Do not take unnecessary risks with your visa status! Participate in authorized employment and practical training opportunities only. Contact your P/DSO while you are contemplating or thinking about employment and practical training options (WHETHER VIRTUAL OR IN PERSON). Do not commence application process, participate in interviews or wait until you have an acceptance letter before consultation and verification of your correct employment/practical training status by the P/DSO. Also, once an offer has been made, make sure that OIPS has the appropriate documentation for all employment/practical training activity, on-campus or off-campus.
 
Please also take note of the Working in the U.S. document attached to this message which provides details on the four "boxes" in which employment is allowed, subject to review and approval by OIPS and/or Federal approval (via SEVIS or USCIS).  These four areas of employment include:  1) on-campus, 2) off-campus, 3) curricular practical training and 4) optional practical training.
 
 
CPT/OPT
 
If you are interested in curricular practical training (CPT) or optional practical training (OPT), contact Dr. Moore if you have not already done so.  CPT and OPT are considered a form of employment under immigration regulations.  This is the case even when the experience may be virtual or unpaid.  
 
      NOTE:
      CPT and OPT actions in GGLIS are required via the Practical Training Authorization module.  Again, see Dr. Moore for details.
 
 
GGLIS – EMPLOYMENT APPROVAL PROCESSES
 
Again, if you are interested in new employment at UAPB -- or need to provide updates to current employment -- make sure that you take the appropriate actions in GGLIS for the following:
  • Social Security Applications
  • Completion of Department Hiring Forms 
  • Dual Employment on Campus
See email from OIPS account for relevant screenshots on how to access the above in GGLIS.
 
 
 
IMPORTANT!  IMPORTANT!  IMPORTANT! GENERAL ON-CAMPUS EMPLOYMENT GUIDANCE
 
Remember!  Immigration requirements may differ from school employment requirements.  If you receive a scholarship, stipend or any other benefit in exchange for a service rendered or for participation in a program, you are required to report this information to OIPS to maintain valid legal status.
 
Remember!  If you are seeking on-campus employment,  new on-campus employment and/or internship options, you are required to notify OIPS of your plans in a timely manner.  This includes changes of current employment within an office or department and changes of employment between offices or departments on campus.
 
Other Important Reminders:
  • Any new on-campus employment must be formally reported to OIPS through completion of the On-Campus Hiring Department Form as discussed above.  If you end or change on-campus employment with a department, the law requires that you communicate this information to our office within ten (10) days of your decision.  When we respond, we will copy your current supervisor and Human Resources (if you have not done so in your communication).
  • You may not work more than twenty (20) hours per week when officially enrolled in courses.  
  • Finally, I cannot over-emphasize the importance of the notice below.  Do not jeopardize your future by making employment decisions in an unwise and reckless manner.   Students whose records are terminated due to employment violations are not eligible for reinstatement.  Under such circumstances, they must leave the country immediately.  See the OIPS Employment Notice below (also attached):

 

OIPS EMPLOYMENT NOTICE

This message is intended for international students and the various offices and departments which may regularly or periodically employ them on campus. The U.S. government takes illegal employment very seriously, so it is important to reiterate that students and/or their hiring supervisors should consult with the Office of International Programs and Studies (OIPS) before on-campus employment commences. This will enable OIPS to ensure that proper documentation is on file in student records. Apart from this consideration and the requirement that no student work more than 20 hours per week (total for all employment) except during holidays and official breaks, on-campus employment is perfectly legal and acceptable for UAPB F-1 visa international students. 

Please note the following excerpt contained in the policy guidance for university officials (Broadcast Message 1501-04: Post-secondary F-1 Student Employment Reminder (supersedes Broadcast Message 1501-03):

Designated school officials (DSOs), please remind F-1 students at your institution about the regulations related to employment while studying in the United States; additional information is on ICE.gov. If an F-1 student does not follow the terms of their nonimmigrant status as stated in the regulations, the DSO must report the violation in the Student and Exchange Visitor Information System (SEVIS) by terminating the F-1 student’s SEVIS record. After termination of a student’s SEVIS record, the student must depart the country immediately….

While it does not require authorization in SEVIS, DSOs [Designated School Officials] should ensure an F-1 student is eligible for on-campus employment (i.e., confirm that the student is maintaining nonimmigrant status, is not a border commuter and that the employment meets the regulatory criteria for on‑campus employment). Keep in mind, unless eligible for an exemption under emergent circumstances as recognized by the Secretary of Homeland Security, an F-1 student may only be employed 20 hours per week with on-campus employment when school is in session.

 Persons who have questions or seek additional information regarding these matters may contact Pamela D. Moore, Principal Designated School Official, at (870) 575-8545 or moorep@uapb.edu or Oma Fukui, Designated School Official, at (870) 575-8127 or fukuio@uapb.edu.