iServices Instructions for UC San Diego Departments

Login to iServices

Click the yellow button on the iServices homepage and login with Active Directory.

NOTE: A scholar may need to login to iServices differently than you are. If a scholar is encountering any difficulty, please direct them to email ischolars@ucsd.edu

If New, Request Access

If you try to login to iServices but do not have an existing departmental user account yet, you will need to request one. After attempting to login, select the "Admin" option and click on the "Request Account" button. Fill out the requested information and submit the request. We will review the request and email you when access is approved.

After logging in, you will land on your Departmental Services Homepage.

 Lists

• My Current Cases - All Active cases that you are assigned to as a department contact. Cases will leave this list after 90 days of no activity. If you enter another colleague's case, that case will automatically become assigned to you.
• My Closed Cases - All cases that have been inactive for more than 90 days.
• My Department's Current Cases - All Active cases assigned to your department(s).
• My Department's Employees and Scholars - All Active J-1 and Employment Based (H-1B, O-1, TN, E-3) scholars assigned to your department(s).
  • Position Description: Appointment title as identified in UCPath
  • Immigration Status: Current scholar status
  • Employment Status: UCPath HR Status
  • Start Date: Current immigration status start date in iServices
  • End Date: Current immigration status end date in iServices

• Each button represents a service you can request for a scholar. See below for information on finding a scholar's record after selecting a task.
• Each of these tasks can only be initiated by department contacts. Scholars have a separate menu with different tasks.

Currently Active Scholars in your Department

• Find the scholar at the top of your homepage Lists in 'My Departments Employees and Scholars' and click on their hyperlinked name to start a request.
• If you do not see the scholar under 'My Departments Employees and Scholars' but you know their University ID and Date of Birth, then go to your homepage, select the task you need to submit, and enter their information.
• If you are still unsure, email ischolars@ucsd.edu and we will check for you.

NOTE: Do not submit scholar requests in student records (PIDs or TSNs). A separate record will need to be made. Instead, follow the 'Add New Record' instructions below and email ischolars@ucsd.edu for assistance.

Add a New Scholar Record

To add a new scholar to the system, select the 'Add New Person' button under Tasks. Input data as requested.

• LAST NAME: Enter in ALL CAPS
• FIRST NAME: Enter with initial letter capitalized
• DATE OF BIRTH: Use MM/DD/YYYY format
• EMAIL ADDRESS: Please avoid '@hanmail.net' email addresses if possible
• CAMPUS: Select UCSD Main Campus
• INSTITUTIONAL UNIVERSITY ID: Enter No unless you know the scholar's UCPath Employee ID
• NETWORK ID: Enter No unless the scholar has a UCSD email address, then enter all characters before the @

Uploading Documents:

• Format: Acceptable file formats are: PDF, JPG, GIF, BMP, and PNG
• Size: Maximum file size is 30 MBs
• File Naming Conventions: Do not use spaces or special characters (-,%*_:/)
• Data Entry: Do not use special characters (ñ, é, ö, å)

Each eform in a group will have a status designation:

• Incomplete/Draft: Eform not completed
• Optional: Submit only if relevant to case
• Routed to Third Party: Eform has a second approver and they have not completed their form yet
• Not Yet Available: Eform cannot be submitted until prior eforms in the group have been completed
• Submitted: Eform has been submitted to ISEO
• Pending Office Approval: Eform has been submitted to ISEO
• Approved: Eform has been approved by ISEO

Some iServices eforms may require input from additional parties (second approvers), such as the PI.

• The second approver (e.g., the faculty sponsor) will receive an email with a link to complete the relevant form. 

Avoid Issues with Second Approvers:

• Avoid editing an eform with a second approver if it already has been submitted
• Ensure that the email address provided for the second approver is correct
• Alert the second approver ahead of time that they will be receiving an email from ischolars@ucsd.edu requesting specific information on a case
• Reach out to ISEO if you experience any issues ischolars@ucsd.edu

Payments for ISEO processing fees must always be initiated by the department contact that is coordinating the submission of the request to ISEO.

Fee Breakdown and how to complete online payment form

• J-1 Visa Processing (Form DS-2019)
  • Non-postdoc appointments: Fees can be paid by either the scholar or department
  • Postdoc appointments: Must be paid by department due to UC San Diego policy
  • The department contact processing will indicate the request type and responsible party in the eform
• H-1B/E-3:
  • All ISEO service fees MUST be paid by the sponsoring department
  • The payment system will allow the department to submit the ISEO processing fees and USCIS processing fees
  • Fees are not rechargeable to the scholar; the scholar cannot reimburse the department for these fees

If you have questions about the payment process, contact ischolars@ucsd.edu or visit ISEO’s Recharge Webpage.