Student Life

Employment Benefits and Responsibilities
for International Students in F-1 and J-1 Status

 

Click on the following links for more information about:

On-Campus Employment for All International Students

 

***The following are brief notes regarding on-campus employment.  For full information, please speak with a staff member of the International Student Office.***

F-1 Students:  F-1 students may work on-campus without special work authorization as long they are enrolled for a full course load, their SEVIS record is active, and their I-20 is valid.

 

J-1 Students:  A student in J-1 status must also be enrolled for a full course load, have an active SEVIS record, and have a valid DS-2019.  However, they MUST obtain work permission from the ISO or exchange visitor sponsor for a specific job prior to beginning any on-campus employment. (J-1 on-campus work authorization may only be granted for 12 months at a time).

 

F-1 and J-1 students are permitted by immigration regulations to work no more than 20 hours a week during the fall and spring semesters, but may work up to 40 hours during academic breaks and the summer semester.  To exceed working 20 hours in any given week is a serious violation of your immigration status!  Please note that the 20 hours a week granted is considered a benefit, rather than a right, and Gannon University policy limits all students to 10 hours a week or less in order to allow students adequate time for study and rest.

 

On the advice of legal counsel, on-campus employment at Gannon University is considered to be:

  • Any employer that issues a paycheck through the Gannon University payroll system
  • Gannon Bookstore
  • Metz & Associates, Ltd. (dining hall & food service)

If you have questions about whether an employer is considered an on-campus employer, please consult with a staff member of the ISO.

HOW TO FIND ON-CAMPUS EMPLOYMMENT

For the most part, there are two student employment programs available at Gannon University in which international students may participate.

1.       Work-Study Program administered through the Financial Aid Office*

2.       Special Projects Program administered through various departments and offices

*Please note that Gannon University policy prohibits any international student with funding from his/her home government or the U.S. government to participate in the University-wide Work-Study Program.

Here is the procedure for qualifying for on-campus employment, finding a job, and accepting a position:

1.        International students must first be entered into the SEVIS system by an ISO staff member.  Within one day of arriving on campus or at international student orientation, please bring the following immigration documents to the International Student Office:

o        Passport with visa stamp;

o        I-94 card with entry stamp;

o        I-20 or DS-2019 with entry stamp.

2.        Register for classes and complete enrollment with the Registrar’s Office.

3.        Obtain a Network ID and temporary password from the ISO.  With this information, you can log on to GUportal at my.gannon.edu.  Inside the portal, click on the GUxpress tab at the top of the screen.

4.        Apply online for student employment authorization through GUXpress.  In GUXpress, click on the "Current Students" tab and then look under "Financial Aid" for the "Work-Study Application".  After submitting the application, pick up the "Student Employment Authorization Form" in the Financial Aid Office on the first day of classes or 48 business hours after completing the online application (whichever is later).  Students will not be granted work authorization before the first day of class.

5.        Directly apply for an on-campus job with the employer/department, keeping in mind that an on-campus job is not guaranteed. Students must pursue employment independently and compete with fellow applicants from all over campus.

6.        If hired, an international student must then pick up a "Social Security/I-9 Packet" from the ISO. This packet includes the "On-Campus Employer Letter." The departmental supervisor should complete and sign both the "On-Campus Employer Letter" and the "Student Employment Authorization Form." You may request that a representative from Human Resources or a member of the ISO staff work with you to complete the I-9 according to the directions provided in your packet. The I-9 must be submitted within 3 days of your employment start date to Gannon University's Human Resources.

7.        Return to the ISO with the completed "On-Campus Employer Letter" and the Student Employment Authorization Form."  The ISO will then provide a second letter verifying that  you are in good standing as a student, maintaining immigration status, enrolled in a full-time course load, and authorized to work on-campus.

9.        Apply for a Social Security Number (SSN)  You will have the opportunity to apply for a Social Security Number here on campus when a staff member of the Social Security Administration (SSA) visits in the first weeks following the start of class each semester. If you are not able to participate in these sessions, please see the ISO for directions on how to apply at a local SSA office. You will need all of your immigration documents, a completed SSN application, the "On- Campus Employer Letter" and the second ISO letter verifying enrollment and immigration status in order to apply for a Social Security Number.

If you participate in an on-campus SSN application session, the ISO will forward all of your documents, including an SSN application receipt, to the Human Resources department. If you apply on your own at the SSA office, you will need to submit your documents and the SSN application receipt directly to the Human Resources department.

10.     Go to work!!!

To learn how an international student must complete a Form W-4, click here.

HOW TO GET A PAYCHECK

 

Record your hours worked for on-campus employment using GUXpress Web-Time Entry.  Once you begin working, you will be responsible for recording your hours in GUxpress, and obtaining a validation from your employer.  Click here for instructions on time-entry procedures.  Your paycheck will be available at the Waldron Information Desk approximately one week after the end of a pay period.

 

Remember, you must have completed an I-9, filed a W-4, and submmitted your Social Security receipt/number to the Human Resources department in order to get paid for your work! 

 

F-1 Practical Training

 

***Off-campus employment is not permitted for any international student without special and prior authorization arranged through the International Student Office.  This special authorization will appear on page 3 of an F-1 student’s I-20.  Working off-campus without authorization on page 3 is a violation of the student’s immigration status.***

 

CPT (Curricular Practical Training) Off-Campus Work Authorization

 

Curricular Practical Training is an opportunity for international students in F-1 status to participate in professional, temporary employment such as an internship, co-op program, practicum or similar situation, PRIOR TO the completion of studies. The training must be a required OR integral part of the established curriculum.  The student must receive academic credit for the employment.

The period of authorization normally falls within the limits of a given academic term (spring, summer or fall).  The employment must be part-time during the school year (20 hours per week or less).  A student may work full-time over break periods (over 20 hours per week).  Failure to enroll in the specified CPT course (i.e. GENG 700 series) will result in immediate termination of CPT authorization.  CPT authorization must be granted on the I-20 before employment commences.

When is an international student eligible for CPT?

A student must have maintained full-time enrollment for one academic year before applying for CPT.  (ONLY graduate students enrolled in the GE/GU Graduate Programs are exempt from this requirement).  Essentially, this means:

  • If you entered in fall, you are eligible for CPT the next summer
  • If you entered in spring, you are eligible for CPT the following spring
  • If you entered in the summer, you are eligible for CPT the following summer

Can a student take CPT authorization in the final semester?  Work at a job located outside of the Erie, PA area?

Students may not request CPT for their final semester unless it is a requirement for graduation.  Students are not allowed to take a distance-learning class for the final 3 credits of a degree program and obtain CPT authorization for work located outside of the Erie area. That is, a student who needs only one more class to graduate cannot obtain CPT for a job outside of Erie and complete the coursework via a distance-learning platform (i.e. ANGEL).

How much CPT authorization can a student receive?

Students may be granted as part-time and full-time CPT authorization as required by the degree program.  However, it should be noted that full-time CPT does accumulate and may affect a student’s ability to receive post-completion OPT authorization.

How does a student obtain CPT authorization on his/her I-20?

First, a student must discuss with his/her Academic Advisor whether off-campus employment and/or practical training is a beneficial and necessary part of his/her educational program.  CPT is authorized by the International Student Office in coordination with the Academic Advisor.  Employment may not begin until the proper authorization is obtained and must end by the authorized completion date on the I-20.  If a student wishes to continue his/her CPT or have a change in the number of hours per week that he/she wishes to work, this must be authorized by a DSO in the International Student Office before any change may occur.

To apply for CPT authorization, a student must complete a CPT Recommendation Form.  He/she MUST also include, along with the signed and completed CPT form, a copy of his/her course schedule (which shows enrollment for the credit-bearing CPT course) and an “Employment Offer Letter” from the proposed employer.

For Co-op track CPT, the procedure is as follows:
1)    Qualify academically to enter the Co-op track.
2)    Secure offer of employment and present this offer to the Chair.
3)    Secure permission from the Chair to participate in the Co-op track.
4)    Register for the Graduate Professional Experience (GENG 700-702)
5)    Present to ISO a signed CPT recommendation form, evidence of having registered for the GENG coursework, and a letter of employment stating the company name and address, position, length of employment and whether the position is salaried or offered without pay.

OPT (Optional Practical Training) Off-Campus Work Authorization

 

Optional Practical Training is an opportunity for international students in F-1 status to participate in professional work experience that is not required for their degree but which will enhance their overall educational experience in the U.S.  OPT can be obtained for off-campus employment and/or practical training completed prior to (pre-completion) or beginning after (post-completion) the completion of studies.

Click here to check out the ISO’s list of Frequently Asked Questions (FAQs).

When is an international student eligible for OPT?

Just as with CPT, a student must have maintained full-time enrollment for one continuous academic year before applying for OPT.

How much OPT authorization can a student obtain?

A student can be authorized to receive up to a total of 12 months of practical training either before (pre-) and/or after (post-) completion of studies at each degree level.  Additionally, some F-1 students in STEM fields (Science, Technology, Engineering and Mathematics) may be able to apply for a 17-month extension to the initial 12-month allotment. Beneficiaries of a successful H1-B petition may also qualify for a "Cap-Gap" extension.

What types of employment are allowed for regular pre- and post-completion OPT?

All OPT employment must be in a job that is related to the student’s degree program.  Students may work part-time (at least 20 hours per week when on post-completion OPT) or full-time.

For students who are on their initial 12-month OPT period, this employment may include:

 

Paid employment:

  • Multiple employers: Students may work for more than one employer, but all employment must be related to the student’s degree program and for pre-completion OPT cannot exceed the allowed per week cumulative hours.
  • Short-term multiple employers (performing artists). Students, such as musicians and other performing artists may work for multiple short term employers (gigs). The student should maintain a list of all gigs, the dates and duration. If requested by DHS, students must be prepared to provide evidence showing a list of all gigs.
  • Work for hire. This is also commonly referred to as 1099 employment where an individual performs a service based on a contractual relationship rather than employment relationship. If requested by DHS, students must be prepared to provide evidence showing the duration of the contract periods and the name and address of the contracting company.
  • Self-employed business owner. Students on OPT may start a business and be self-employed. In this situation, the student must work full-time. The student must be able to prove that he or she has the proper business licenses and is actively engaged in a business related to the student’s degree program.
  • Employment through an agency. Students on post-completion OPT must be able to provide evidence showing they worked an average of at least 20 hours per week while employed by the agency.

Unpaid employment:

  • Students may work as volunteers or unpaid interns, where this does not violate any labor laws. The work must be at least 20 hours per week and students must be able to provide evidence from the employer that the student worked at least 20 hours per week during the period of employment.
  • If you are considering volunteer employment, make sure you and your employer are in compliance with the U.S. Fair Labor Laws.  Read more here: http://www.dol.gov/elaws/esa/flsa/scope/ee16.asp.

For students on their extended 17-month OPT period, volunteer work is not allowed as a means to maintain status.

How do students show that employment is directly related to their degree program?

 

It is recommended that students maintain evidence of each job they hold, proof of the duration of that position, the job title, contact information for the student’s supervisor or manager, and a description of the work.  If it is not clear from the job description that the work is related to the student’s degree, it is highly recommended that the student obtain a signed letter from the employer’s hiring official, supervisor, or manager stating how the student’s degree is related to the work performed.

 

Must a student have a job in order to apply for OPT?  If not, how long does he/she have to find a job?

 

No, a student is not required to have a job lined up to apply for OPT, nor is he/she required to have a job when OPT authorization starts.  However, the job search process should have begun before the student applies, due the time it takes to arrangement employment.  During his/her 12 months of post-completion OPT, a student may not accrue over 90 days of unemployment.  For STEM OPT extensions, the cap is raised to a cumulative total of 120 days of unemployment.

When should students apply for OPT?

For pre-completion, a student should apply at least 3 months prior to his/her proposed start date.

For post-completion, a student should start the OPT application process as soon as he/she knows he/she will be graduating in the current term. You may apply up to 90 days before your program end date and up to 60 days following your program end date.

It has been taking 3 months for the USCIS Service Centers to process and approve OPT applications.  Often they are also requesting additional material, which delays the receipt of an EAD working card.  Therefore, APPLY EARLY.

How does a student apply for pre- or post-completion OPT?

All students who wish to apply for OPT must attend an information session presented by the International Student Office (see ISO Calendar).  Only the ISO can authorize OPT, so a student must initiate the process by attending a required information session. 

After attending a session, and in preparation for completing OPT application process, students should collect the following documents, which they will need for the application packet. Please submit all copies on 8 1/2/ x 11 white paper, and DO NOT staple any of the pages:

  • A manila envelope (at least approx. 9 in. by 12 in. size) (write name in top left hand corner)
  • Receipt from the Registrar’s Office showing that student has applied for graduation (80.00 fee)
  • 2 passport-style photos (on a white background, 2 in. by 2 in.), no older than 30 days. Print Name and I-94 number on back of each in pen.
  • Advisor Recommendation Form (must be signed by both advisor and Dept. Chair)
  • Completed I-765 (Use the example available on the Forms page of this Web site)
  • Copies of all previously issued I-20s (make sure they are signed before copying)
  • Copies of visa, passport (with bio page, if Indian passport), and the front and back of the I-94 card
  • Copy of Driver’s License or State ID
  • Copy of previous EAD card (if applicable)
  • $380 check made payable to the “U.S. Department of Homeland Security”

Once the documents are in order (completed correctly), the packet may be submitted to the ISO for review, at which time an appointment will be set. Each application appointment lasts between 1/2 and 1 hour.

 

Can OPT be extended?

 

There are only 2 ways to extend OPT:

1.     Cap-Gap Extension: A student is the beneficiary of a timely-filed cap-subject H-1B petition while still in F-1 status.

2.     STEM Extension: A student has a STEM degree and has arranged for continued employment with a U.S. employer enrolled in E-Verify.

 

For additional information regarding the rules governing OPT extensions click here.

 

How does a student apply for an OPT extension?

 

If you believe you are eligible for a cap-gap extension, please contact a member of the ISO staff and forward a copy of your H-1B petition to the office. For more information about the "cap-gap" extension, please see the following: Cap-Gap Guidance.

If you are interested in applying for a 17-month STEM OPT extension, please download and complete the following instructions: STEM Extension Instructions.

 

IMPORTANT: The STEM Six-Month Employment Check-in

All students on an OPT extensions must report to the ISO every six months with the following information:

  • Name and SEVIS ID
  • Employment Information
  • Residential Address
Please complete an online SEVIS update form to report this information to the ISO.

J-1 Academic Training

 

Academic training for J-1 students can be paid or unpaid work/training, begun before or after completion of studies, in the U.S. or with a foreign company, and used all at once or for periods while studying or on break.

In order to qualify for Academic Training, you must:

  •  have maintained your student status
  • must maintain your health insurance as required by law
  • demonstrate that you have entered the U.S. in J-1 status primarily for the purpose of study
  • work or train only in a field directly related to your studies
  • apply for permission before beginning your work or training
  • apply for permission each time you start a new program of work or training

Academic Training may not exceed a total of 18 months or the length of your course of study, whichever is shorter (with the exception of post-completion Academic Training for PhDs, which may total 36 months). You may begin Academic Training at any time during the course of your studies, however, unlike with F-1 Curricular Practical Training, part-time is counted as full-time and all work/training done in Academic Training status counts toward the total 18 months permitted. Regardless of movement to another level of study, you are allotted only one full period of Academic Training.

 

Travel and Departure from U.S. while applying for or in Academic Training Status

You may not return to the U.S. if you leave the country upon completion of your studies and have not received the written authorization for Academic Training. You must depart the U.S. no later than 30 days following the completion of your Academic Training.

 

Off-Campus Work Authorization Due to Severe Economic Hardship

 

Off-campus work permission due to severe economic hardship is only considered in instances where the need for additional income is a truly unforeseen development. It is very difficult to make the compelling case that such financial difficulties are severe and unforeseen, however. In order to file a petition for such consideration, letters from both the family and the school confirming that no on-campus work is available and that the need could not have been predicted must be submitted. For details about this work option, please see a staff member of the ISO.

TN Visa for Canadian & Mexican Professionals

 

Under the terms of the NAFTA trade agreement, Canadian and Mexican citizens in certain professions may apply for a TN Trade Visa to work in the United States.  If you meet the requirements for the TN Visa, then the cost, limitations, and associated paperwork are generally less hassle than applying for F-1 OPT or an H-1B Visa.

The TN (Trade NAFTA) category was developed as part of the North American Free Trade Agreement to facilitate the entry of Canadian and Mexican citizens to the United States to engage in professional business activities on a temporary basis.  The TN category allows for admission of individuals for the purposes of:

  • Working for a U.S. employer as a professional; or
  • Working for a foreign employer to provide pre-arranged professional services to/for a U.S. employer

The TN Visa is now granted in 3 year increments.  Extensions of stay are also granted in up to 3-year increments.  There is no cumulative total limit on the time a Canadian or Mexican citizen can be in TN status.  Status can be renewed indefinitely, provided the stay remains temporary in nature.  Unlike the H-1B Visa category, there is no cap on the number of TN Visas granted.

Interested in the TN Visa?  For more information, click here.

 Need Job Search or Resume Help?

Need Assistance Finding an Internship?

 

The International Student Office works closely with the Career Development and Employment Services office at Gannon University.  Make an appointment to meet with one of their qualified counselors to get your resume in shape or talk about interviewing tips.  The Career Development Office also assists eligible students in finding internships and co-op placements.  They have recently created a job search guide exclusively for international students, so check it out: click here!  Periodically, the Career Development and Employment office will offer special presentations to international students about career planning and the job hunt.  Check the weekly ISO updates for further details or ask the ISO about the next presentation.

 
 
 

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