Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Human Resources Division, International and Postdoctoral Services Office, Office of Faculty Affairs
No. 1.4.21

Employment & Termination of Foreign Nationals

1.0 Purpose
To define the official policy, procedure and responsible parties for employment and termination of foreign nationals (non U.S. Citizens) at MCG.

2.0 Policy
Due to the unique human resources demands of operating a large health sciences research university, it is occasionally necessary and desirable to employ foreign national, non-immigrant and immigrant personnel into faculty, non-classified and classified (staff) positions. The employment of foreign nationals will be accomplished in compliance with all Board of Regents’ hiring policies, MCG guidelines that implement these policies and the appropriate U. S. government laws and regulations. Any department interested in the possible employment of a foreign national should coordinate contact with the individual through either the International and Postdoctoral Services Office (for H1-B, O-1 or TN non-immigrant visas), Student Diversity Office (for F-1 and J-1 {non-housestaff} visas), or the Graduate Medical Education Office (ECFMG J-1 visas) as well as the Human Resources Division or Office of Faculty Affairs. These offices must also be contacted prior to the termination of a foreign national employee. All hiring departments are cautioned to ensure that applicants have sufficient English language proficiency skills to perform the functions of the position before offering employment at MCG.

3.0 Procedure

3.1 Faculty

3.1.1 Hiring Unit Responsibility:
Responsibility for recruiting prospective foreign national faculty members rests with the academic/administrative unit initiating the recruitment pending final approval of the dean of the school where the foreign national will hold academic rank. This will be accomplished in a manner consistent with the stated policies for faculty recruitment by the Office of Faculty Affairs and outlined in the manual entitled "Policies - Board of Regents - University System of Georgia".

3.1.2 International and Postdoctoral Services Office (IPSO) Responsibility:
During recruitment, IPSO will verify with the Office of Faculty Affairs the type of appointment in order to provide assistance in determining eligibility for employment of the foreign national applicant.  Once the candidate has been selected, visa petitioning and/or employment certification process may be initiated.  IPSO will coordinate with the hiring unit an appropriate start date for the foreign national so that employment authorization can be secured in advance.  All communication with the Department of Labor and the Immigration and Naturalization Service will be provided by the IPSO, room #CJ-2211, ext. 1-0670 for all H-1B, O-1 and TN visa applicants.  The IPSO Director/Immigration Counsel has been delegated signature authority for all H-1B, O-1 and TN visa sponsorships of all foreign national faculty.

3.2 Classified Employees, Postdoctoral Fellows and Housestaff

3.2.1 Hiring Unit Responsibility:
Responsibility for recruiting foreign national classified employees, postdoctoral fellows and housestaff rests with the departmental director or chair of the department, dean of the appropriate school and the Human Resources Division.  This will be accomplished in a manner consistent with the stated policies and federal guidelines for classified employee recruitment outlined in the manual entitled “Policies – Board of Regents – University System of Georgia” and in MCG policy and procedure #1.4.01, “Employment Procedures” as well as published postdoctoral fellow and housestaff employment procedures.

3.2.2 International and Postdoctoral Services Office (IPSO) Responsibility:
During Recruitment, assistance in determining eligibility for employment authorization will be provided by the IPSO, room #CJ-2211, ext.1-0670 for all H-1B, O-1 and TN visa applicants. Once the candidate has been selected, visa petitioning for H-1B, O-1 and TN visas for classified employees and postdoctoral fellows and all communication with the Department of Labor and the Immigration and Naturalization Service will be provided by the IPSO.  The IPSO Director/Immigration Counsel will be the official signatory for all classified employees and postdoctoral fellows H-1B, O-1 and TN visa sponsorships. Assistance in certification and employment authorization of foreign national classified employees, postdoctoral fellows and housestaff will be provided by the IPSO, room #CJ-2211, ext. 1-0670.  Consultation in meeting INS form I-9 requirements will be provided by IPSO. 

3.2.3 Student Diversity Office Responsibility:
Assistance with the employment of foreign national non-immigrants in the F-1 or J-1 (non-housestaff) categories will be provided by the Student Diversity Office. The Director of the Student Diversity Office, room #DA 2023, ext. 1-2821 is the official signatory for all F-1 and J-1 (non-housestaff) documentation.  Consultation in meeting INS form I-9 requirements will be provided by IPSO.   

3.2.4 Graduate Medical Education Office Responsibility:
Coordination of the hiring and termination of foreign national non-immigrants in housestaff positions is handled by the GME Office. The GME Manager is MCG’s designated responsible officer for all ECFMG J-1 documentation and can be contacted in room #AE 3042 and at ext. 1-3052. Consultation in meeting INS form I-9 requirements will be provided by IPSO. 

Date: 1 Feb 1979 | Rev. No: 02-1 | Rev. Date: 1 Dec 2002 | No. 1.4.21