For OHSU Hosting Sites

News and Program Updates

Information Session: Updated Process for Bringing International Exchange Visitors to OHSU

Come learn about the new requirements and updated process for bringing international visitors to OHSU under the J-1 Exchange Visitor Program. Hosted by the Office of International Affairs (OIA), and the Office of Visitors &Volunteers (OVV), two opportunities are available:

June 26, 2018, 10am-11am, MacKenzie Hall1162 (registration closed)
August 16, 2018, 1pm-2pm, Richard Jones Hall 2324

OHSU conducted an internal review of J-1 Exchange Visitor program to ensure that we were meeting the requirements for the J-1 exchange visitor program established by the U.S. Department of State. In addition to these requirements, we reviewed compliance with U.S. Department of Labor laws, and our own internal policies and procedures. As a result we made some changes to the process of issuing J-1s for exchange visitors at OHSU.

Understand the catalyst for the change
Learn about the updates made to the registration process
Obtain resources for registering your exchange visitors
Participate in a question and answer session with OIA, OVV and the Executive Vice Provost

Save your seat today by registering in Compass(search for "J1").

Information Security Training Compliance - Potential Consequences of Time & Money

Update 4/30/18: The OHSU Integrity Office IPS Project Team has granted OVV an extension - we have modified the dates below.

As you know, everyone who works, learns or volunteers at OHSU must complete Information Privacy and Security Essentials training, as required to comply with OHSU's resolution agreement with the Department of Health and Human Services' Office of Civil Rights. Unfortunately, at the time of this posting, OVV has over 300 individuals who are out of compliance. We need your help! OHSU's absolute deadline for 100% compliance (for visitors and volunteers) with Department of Health and Human Services is May 15, 2018. Therefore, we have a very narrow timeframe to get everyone into compliance. Without full compliance, OHSU, Hosting Sites, and our visitors/volunteers may experience substantial consequences including time and money.

What you need to know:

Visitors & Volunteers have until 7:00 a.m. on Friday, June 8th, 2018 to complete their Information Privacy and Security training in Compass
Those who are out of compliance after this deadline will be locked out of the OHSU electronic network, and their badge access will be deactivated effective 12:01 a.m. Friday, June 15th, 2018
Completing the course after the deadline will not instantly restore access

For each individual, restoring network access is an overnight process, requires data entry in 4 different systems, and requires work across multiple OHSU administration offices (not just OVV)
If hundreds of visitors and volunteers wait until they are deactivated it may impact OVV's regular processing
ID badge order forms have to be re-created; a simple e-mail to the badge office will no longer suffice due to the new ID badge format (see below for further ID badge details)
Hosting Sites and visitors/volunteers can expect up to a 1-2 week turnaround after completing the course

Once a badge is deactivated, it cannot be reactivated: Hosting Sites or visitors/volunteers will need to pay $25 to have their badge replaced

What you can do to help prevent this:

Login to the OVV Registration Tracker to learn who in your area is out of compliance; their role will read "Out of Compliance - Contact OVV" (Don't have access to log-in? E-mail us at OVV@ohsu.edu)
Ask your volunteers/visitors to complete the training in Compass ASAP. You can share this flier for information about how to log in.
Assist them with finding an available computer to complete the training - if needed, there are computers in the OHSU BICC Library
Tell them to notify OVV as soon as it is done. OVV will run reports, but emails are helpful too.

Unfortunately there are no exceptions. Because the training is mandated by the Federal Government, we are required to take action.

Questions? Contact the OHSU Integrity Office, or OVV@ohsu.edu.

Formal Internship Programs at OHSU

OHSU has compiled information from Central Financial Services, HR Compensation, Legal, Office of International Affairs and the Provost's Office to bring you a one-stop shop of information about formal internship programs at OVV:

Check it out! Formal Internship Programs: Resources for New & Existing Formal Internship Programs

More information about international visitors and stipends is still be developed, stay tuned!

Background Check Delays from Japan

Please note, there are current significant delays for background checks in Japan. If your visitor has spent more than a year in Japan or lived most of their life in Japan, please contact our office to let us know ahead of time. Please plan for an extra 6-8 weeks for these applications to be processed.

Questions? Contact OVV@ohsu.edu

Questions, comments, suggestions?

Check out our Frequently Asked Questions section
Or E-mail OVV@ohsu.edu