iSTART User Guide for Departments

Source: https://isss.illinois.edu/departments/istart-user-guide/ Parent: https://isss.illinois.edu/

• Introduction to iSTART
• Initiating a Request in iSTART
• iSTART Check-In Instructions

Access iSTART

Introduction to iSTART

New department contacts will need to submit a one-time access request in iSTART. Once approved, contacts will be able to complete department and program information for the J-1 application and submit to ISSS. Follow the steps below to gain access and utilize the system.

Bookmark sunapsis.illinois.edu so you can always easily access the initial iSTART page.

Initial Login (One-Time Access Request)

• Access iSTART at sunapsis.illinois.edu.
• Select “Administrative Services for University Departments.”
• Under “Departmental Services”, you will find the Access Request.

Once You Have Access to iSTART

Upon entering iSTART, you will see a login for current international scholars (Full Client Services), temporary services for new/pending international scholars (Limited Services), and administrative services for university departments, which is where you will access the J-1 Application.

Add New Person (J-1 Scholar Application)

• New J-1 scholars should be added to iSTART by clicking on “Add New Person”
• After completing this step, you can choose “J-1 Scholar Application” and proceed.
• Scholars who have been at the University in another status should already have an iSTART profile. You will not need to add them, but will need their UIN and DOB to look up their previous record.

J-1 Application for a New Exchange Visitor

“Add New Person” will generate a TEMP ID and DOB display in the iSTART profile. These credentials should be communicated to the scholar so they can access the Scholar section of the J-1 Application.

You can now begin the “J-1 Application for a New Exchange Visitor.”

Administrative and Departmental Overview

This is where you will see any new or previous cases you have worked on.

Creating a New Application

You can begin a J-1 Application for someone already in iStart by choosing “J-1 Scholar Application.” You must have the University ID associated with the iSTART profile (TEMP ID or UIN) and the DOB. You can also begin a J-1 Application from the Case Information Display.

J-1 Application

Within the J-1 Application you will see the “Workflow”, which consists of:

• Applicant information. Completed by the scholar.
• Dependent information. Completed by the scholar (if applicable).
• Department information. Completed by the department.
• Upload JV and submit to ISSS. This must be done before we receive the application.

Additional Information

• You will be able to save a partially completed form and return to it by saving it as a draft.
• Make sure the DOB and other scholar information entered is correct. The scholar won’t be able to access iSTART if the information entered is different than the scholar’s actual information.
• The system will log you out after 30 minutes of inactivity.
• Gather all necessary documentation before beginning a form. See document uploads for more information.

Inviting Scholar to Complete Information

• Once you have completed the Department Information section of the J-1 application, you will invite the scholar to complete the Applicant Information (and Dependent Information, if applicable).

• From your Case Information Display, select the scholar you wish to invite.

• Go to their J-1 Application.

• Click on “Applicant Information.”
• Select “Give the Client Access to Complete this Section”, and enter the visitor’s email address. They will receive an email including their University ID and Limited Access PIN.

Scholar Invitation Email

• The email will give the scholar access to their portion of the J-1 Application.
• They will be asked to enter the University ID Number, Date of Birth, and Limited Acces PIN.
• The scholar should be instructed to save this email, as the ID and PIN will be needed to access iStart in the future!

• If the scholar deletes the email or can’t find it, you can resend it any time by following these prompts:

• Departmental Services

• J-1 Scholar Application (enter scholar info to access)
• Applicant Information
• Give Client Access to Complete this Section

The email sent by iSTART is separate from any invitation email your department usually sends. Instruct the scholar to save any emails received by ISSS or the department.

J-1 Scholar Application Outline

J-1 Applicant Information

• Biographical
• Visa History
• Funding Information*
• Dependent Information

Department Information

• Appointment Information
• Site of Activity
• Funding Information*

* The scholar and the department have the option of uploading funding documentation.

Document Uploads

Departments

• Funding Documentation

• For Non-Illinois Funding

• Detailed Activity Description
• Student Intern / Trainee Documentation (if applicable)

Scholars

• Immigration Documents

• Passport photo and expiration pages

• Any current and previous DS-2019s
• Additional Dependent Immigration Documents (passport photo and expiration pages and additional funding documentation)
• Funding Documentation

DS-2019 Processing

• You will receive a confirmation email when a J-1 Application has been successfully submitted to ISSS.

• The DS-2019 will be issued within 2 weeks of receiving a correctly completed application and all necessary scholar documentation.

• We are able to revert the application back into draft mode for any necessary changes that we will be needing. You are also able to edit the application at any time.

• Any information submitted by the scholar can be reviewed and edited by the Department Contact.

Initiating a Request in iSTART

Step 1

Visit iSTART (sunapsis.illinois.edu) and click on Administrative Services for University Departments to log in to iSTART. You will be required to enter your NetID and password.

Step 2

Complete this step (or “Option 2” listed below — not both!) to initiate your iSTART request.

OPTION 1: Select the appropriate request from the Depart-mental Services menu. You will be prompted to enter the scholar’s UIN and date of birth before you will be able to continue on to the request.

Step 3

Complete this step (or “Option 1” listed above — not both!) to initiate your iSTART request.

OPTION 2: Click on Departmental Services Overview and find the scholar in your Current Cases. (If you need to add the scholar to your Current Cases, you can do so by clicking on Add New Person under Departmental Services.) Then select the appropriate request from the list in the lower, right corner of the display.

iSTART Check-In Instructions

J-1 Scholars

J-1 Scholars sponsored by the University of Illinois Urbana-Champaign must check in immediately upon their arrival.

STEP 1

• Log into iSTART (sunapsis.illinois.edu)
• Find the scholar’s record in your Current or Past Cases
• Note the scholar’s date of birth and iStart TEMP ID (this information will be needed to complete further steps)

STEP 2

• Illinois-sponsored J-1 scholars received their PIN when completing their section of the J-1 Application.

• If the scholar no longer has that number, please complete the following steps:

• Log into iSTART (sunapsis.illinois.edu)

• Find the scholars record in your Current or Past Cases
• Click on “J-1 Application for a New Exchange Visitor
• Click on “J-1 Applicant Information”
• Click the link to “Give the Client Access to Complete This Section”
• Enter the scholar’s email address
• This will resend the original invitation email to the scholar, which includes the PIN at the bottom

STEP 3

• Complete the Scholar Check-In process.
• After you hit “submit,” a copy of the Check-In Sheet will be e-mailed to you. Print it and provide it to the scholar.

STEP 4

• Make sure the scholar has completed the iSTART pre-Check-In.
• Required documentation for check-in can be found on the When You Arrive page.
• Send the scholar to ISSS during the designated check-in hours (Monday, Wednesday, Friday from 9:00 – 11:00 AM).

Any scholar who arrives without the Scholar Check-In Sheet or required immigration documents will be sent back to the department.

H-1B Employees

H-1B employees must complete the departmental HR process before checking in with ISSS. It is very important that all H-1B employees complete check-in. They will be given documents that will be needed for future visas.

Please locate the iSTART Login Credentials sheet that was given to you during your H-1 appointment. If you didn’t receive this or no longer have it, our office can provide you with the campus ID associated with the scholar.

STEP 1

• Log into iSTART (sunapsis.illinois.edu)
• Click on “Limited Services”

STEP 2

• Refer to the iSTART Login Credentials sheet you were given during your H-1 appointment (with the ISSS advisor).
• Enter the University Identification Number found on that sheet (this may be a TEMP ID or a UIN).
• Enter the individual’s date of birth.

• Click “E-mail me my Limited Access PIN.”

• This will send a message (including the PIN) to the email address entered when you added the person to iSTART.

STEP 3

• Instruct the individual to enter Limited Services in iSTART to complete the Pre Check-In information

• They will need the University Identification Number, Date of Birth, and PIN.

STEP 4

• Complete the Scholar Check-In.

• After you hit “submit,” a copy of the Check-In Sheet will be e-mailed to you. Print it and provide it to the visitor.

• Make sure the visitor has completed the iSTART pre-Check-In.
• Required documentation for check-in can be found on the When You Arrive page.
• Send the visitor to ISSS during the designated check-in hours (Monday, Wednesday, Friday from 9:00 – 11:00 AM).

Any H-1 who arrives without the Scholar Check-In Sheet or required immigration documents will be sent back to the department to collect them.

All Other Statuses

ISSS only checks in individuals in F-1 OPT status if their F-1 was sponsored by ANOTHER institution. If the F-1 was sponsored by the University of Illinois Urbana-Champaign, they should continue going to the student office for advising.

These instructions also pertain to individuals in J-2 status working for the University and Outside J-1 scholars.

STEP 1

• Log into iSTART (sunapsis.illinois.edu)
• Click “Administrative Services for University Departments.”

STEP 2

• Under “Departmental Services” click “Add New Person.”

STEP 3

• Complete all fields with the individual’s information.

STEP 4

• Instruct the scholar to log in to Full Client Services for Students and Scholars in iSTART to complete the Pre Check-In Form. They will need their UIN and Date of Birth to log in.
• The Scholar Pre-Check In Form can be found under “Pre-Arrival.”

STEP 5

• Complete Scholar Check-In.

• After you hit “submit,” a copy of the Check-In Sheet will be e-mailed to you. Print it and provide it to the scholar.

• Required documentation for check-in can be found on the When You Arrive page.
• Send the scholar to ISSS during the designated check-in hours (Monday, Wednesday, Friday from 9:00 – 11:00 AM).

Any scholar who arrives without the Scholar Check-In Sheet or required immigration documents will be sent back to the department.