Getting Started with IP Connect document

Oregon State University (OSU) International Scholar and Faculty Services (ISFS) presents IP Connect, the user interface
for our case management system Sunapsis.
Sunapsis was developed by the International Student and Scholar office at Indiana University and is currently being
adapted for use by hundreds of Higher Ed institutions across the country. International Programs is very excited to begin
using Sunapsis and IP Connect to serve you better.
Please email us at [email protected] or call 541-737-3006 with any questions or concerns.
STEPS
Step I: Getting started in IP Connect by creating an account, logging in, and adding your scholar.
Step II: Overview of the Departmental Services menu and application types in IP Connect by reviewing departmental
services and options, and describing the application types.
Step III: Initiating, completing, assigning, and approving an application/e-form in IP Connect.
Step IV: Processes after the application is submitted in IP Connect.
STEP I: Getting Started in IP Connect
This step walks you through the process of logging into IP Connect, creating an account, adding a new scholar to the
system, or adding an application to an existing scholar/past scholar.
1. Logging into IP Connect:
a. Go to this website: https://ipconnect.oregonstate.edu
b. Click on “Administrative Services for University Departments”
c. Enter your ONID username and password
d. Click submit
2. Creating an account in IP Connect:
a. Request Access to IP Connect by completing the information form (if you already are an approved IP
Connect user, proceed to the next step)
b. Under Campus select “OSU-Scholar”
c. Under department please list your full department name, not an acronym or abbreviated version
d. Click submit
e. You will receive an email once your access has been reviewed by ISFS and approved
f.
Repeat steps 1. a-d but this time you will be able to see additional information
3. Adding a new person in IP Connect:
Adding a new person in IP Connect should be used for scholars who have not previously been at Oregon State University
as a student, scholar, faculty or staff member. If the scholar has previously been at OSU, is a current scholar, or his/her
record has already been added into the system, skip to the next step to choose the application type.
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a. Open Departmental Services
b. Select “Add New Person”: In this form you will add some basic biographical information about the new
scholar:
i. Last name
ii. First name
iii. Middle name
iv. Date of birth
v. Gender
vi. Email address
vii. Campus, select “OSU-Scholar”
viii. Requested Immigration Status, select J-1
ix. Does this person have a University ID, select “No” (The system will generate a temporary ID for
the scholar that will tie their record to our system*)
x. Does the person have a network ID, select “No”
xi. Submit by clicking on “Add New Person”
b. A new page will appear with multiple panes. On the far left you will see the “Departmental Services”
menu. When you click on the text it will open a new display with the following options
4. Adding a person’s profile record to your IP Connect:
If the scholar has previously been at OSU as a student or scholar, is a current scholar, or his/her record has already been
added into the IP Connect system by another user but you wish to access his/her pending application, follow these
steps. This action will need to be used for extending a current scholar’s program dates.
a. Open Departmental Services
b. Select the application type for the scholar from under “Departmental Services Overview” on the far left:
“J-1 Initial Application”, “J-1 Student Intern Application”, “J-1 Extension Application”, etc. (Step II.2
describes each application type).
c. You will need to look up the existing international record by entering following information about the
scholar:
i. University ID (email ISFS if ID or DOB is unknown, we can look it up for you)
ii. Date of Birth
d. The scholar’s application will open and remain in your “Current Cases”.
STEP II: Overview and Application Types in IP Connect
This step will give you an overview of the “Departmental Services” menu in IP Connect
1. Overview of the Departmental Services menu in IP Connect
a. “Departmental Services Overview” will show you all of your current and past scholar names/cases in IP
Connect.
a. “Current Cases” pane shows applications currently in progress. If you click on a scholar’s name, his/her
basic information will appear in the third pane “Case Information Display” with the scholar’s name,
temporary ID, and birthdate.
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b. At the bottom of “Case Information Display” you will see several links. These links are the scholar
applications which collect the necessary information for ISFS to issue the immigration paperwork so the
scholar can apply for a U.S. visa. See step II.2. for more information.
c. “Past Cases” pane shows applications which have been processed.
d. “Add New Person” is a service to add a new person profile record into the system.
e. “J-1 Amend Program Dates” is used to change the J-1 program start date and end date of a scholar
applicant if the scholar’s timeline changes.
f. “Update Your Information” is the contact information we have on file for you. If this information is no
longer accurate (change in departments, for example), please update your information so we can keep
our records up-to-date.
2. Scholar Application Types
This step will walk you through the different application types in IP Connect and help you determine which is
appropriate for your scholar’s program. Any questions about which application is appropriate, please contact ISFS.
a. First, contact ISFS and determine which visa type/category your prospective scholar is eligible. Basic
information about each visa category found here.
i. J-1 Initial Application: used for scholars meeting the J-1 Research Scholar/Short-Term Scholar
program requirements.
ii. J-1 Student Intern Application: used for student scholars meeting the J-1 Student Intern
program requirements.
iii. J-1 Extension Application: used to extend a current OSU scholar’s program which meets the J-1
Extension requirements. You will need the scholar’s University ID (or Temporary ID) and Date of
Birth. (Email ISFS if ID or DOB is unknown, we can look it up for you).
STEP III: Initiating an Application in IP Connect
This step will walk you through the process of submitting an application in IP Connect.
1. General Navigation
a. “Save Draft” will save and exit the application page so that you can return to complete the
application at a later time.
b. “Submit” to submit the application page. Submission of the form will often generate an auto email
or route to another party.
c. “Edit” will place the application page in “draft” status which will allow you to make changes. Form
will need to be resubmitted once complete.
d. “Cancel” will pop up a confirmation box, and clear all data in the application form. Do not use to
return to the main menu.
e. Use the link at the top of the page “MAIN PAGE | TEMP###### | SCHOLAR NAME” or your browser
back button to return to the list application forms.
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2. Opening the Application
a. Under “Departmental Services”, select “Departmental Services Overview”
b. Under “Current Cases”, select your scholar’s name
c. Select the appropriate Application type
d. The screen will change to the application information which contains a link with general information
about the visa category type, information and documents needed from the Sponsoring Department
and Prospective Scholar, application process and timeline, scholar ID and name, and the list of
application forms.
e. Each application form link goes to a different “page” of the application. This is referred to as the EForm.
3. Submitting each “page” of the application
a. The sponsoring department must complete the first form in the group titled “J-1 Program
Information” or “J-1 Student Intern Program Information”.
i. Complete each field, most of the information can be found on theJ-1 Program Information
(pdf)
ii. “Save Draft” if you need to exit and return to complete the application at a different time
iii. “Submit” to submit the application page. Submission of this form will route a secondary
form to the Sponsoring Professor for acknowledgement of the responsibilities of sponsors.
b. For the next E-Forms marked “XXX- Client Accessible” you can give your scholar access to complete
the forms.
i. First click on the “page” (J-1 Applicant Information- Client Accessible, J-1 Insurance
Attestation- Client Accessible, J-1 Financial Information - Client Accessible, etc).
ii. Then click on the link at the top of the form titled “GIVE THE CLIENT ACCESS TO COMPLETE
THIS SECTION”.
iii. Enter the scholar’s email address and “Send Email”.
iv. An automated email with the full University ID Number and PIN will go to the scholar, a copy
of the same email will go to your inbox with the ID and PIN partially hidden by ***.
v. Please follow up with the prospective scholar about their responsibility to complete their
section of the application.
vi. Alternately, you can also choose to complete these E-Forms yourself using the information
the scholar provides.
c. The sponsoring department must complete the last form in the group titled Option #1 or Option #2:
“J-1 Scholar Responsibilities and Compliance Form” or “J-1 Student Intern Responsibilities and
Compliance Form”.
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i. J-1 Responsibilities and Compliance Option #1-electronic submission: An auto-email will be
sent to the Department Chair or Dean indicated in the E-Form. The Department Chair or
Dean will need to open the email, click the link in the email, a website will open up with the
username and password already populated, and approve the J-1 application within IP
Connect. Please follow up with your department chair or dean about their responsibility to
complete their section of the application. Lengthy delays may occur if the department chair
or dean does not submit the final approval.
ii. J-1 Responsibilities and Compliance Option #2-print submission: Complete the required 6
fields on the form, print the page, have the sponsoring professor and Department Chair or
Dean (or other Departmental Authority) sign where indicated, scan and upload signed
version where indicated in the form, submit the E-Form.
d. Once the E-Form is approved ISFS will receive an alert letting us know the application is ready for
review.
STEP IV: After the Application is submitted in IP Connect
1. Once International Scholar and Faculty Services receive notification that an E-Form application is ready for
review, we will begin reviewing and processing the application.
2. We will contact you or the scholar if we need more information or documentation. Within 10 business days of
receiving a completed application, ISFS will email a timeline for document issuance, and a final email once the
immigration documents are produced and ready to be sent.
Please contact us with any questions or concerns:


Cindy Nair at [email protected] or call 541-737-6461
Adria Buncal at [email protected] or call 541-737-6418
International Scholar & Faculty Services
Oregon State University, University Plaza – Suite 130, 1600 SW Western Blvd, Corvallis, OR 97333
T 541-737-3006 | F 541-737-6482 | http://oregonstate.edu/international/isfs
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