Most hiring units have a designated individual who serves as that unit’s liaison or “immigration contact person” with IFSS. This contact person is called the “Department Admin” in Terra Dotta, the UW’s immigration software. The department admin’s role is to maintain information relating to immigration matters, contact IFSS for information as needed, and initiate H-1B petitions, including extensions, transfers and amendments. Additionally, the department admin consults with IFSS regarding future employment changes, worksite location changes, and directly submits required documents in Terra Dotta.
It is most often the department admin who consults IFSS when an international individual requiring sponsorship is being considered for a position. Although we will discuss procedures and options with faculty members, supervisors, and other UW personnel, H-1B petitions can only be initiated by the contact person with permission of the hiring unit’s hiring authority.
Any hiring unit dealing with visa or immigration issues must have a designated department admin. The department admin will be added to the IFSS email list and will receive important updates and other notices relating to immigration issues.
Please notify IFSS when a new Department Admin is designated for a hiring unit, as well as when a department admin leaves the unit. An interim department admin must be designated by your hiring unit until a permanent replacement is found to ensure continuity of immigration services for the employee.
Due to the sensitive nature of the data, information and documents, all department admin are required to already have HRS access as part of their existing position. Yearly audits will be conducted by IFSS to remove department admin who are not regularly using the software.