J-1 Scholar CUIMC Department Compass User Guide

This is a guide for Departmental Users at CUIMC on how to submit electronic requests to the case management system, Compass, for J-1 visa sponsorship of international scholars and student interns at Columbia University. The guide includes instructions for applications for an initial J-1 Scholar, an initial J-1 Student Intern and J-1 Scholar extension.

Please note: International visitors in J-1 status are referred to as J-1 Exchange Visitor.

Header Graphic
Orange Divider

Using Compass

  • The University ID is not the UNI, it is an ID generated by Compass.
  • Any scholar that you add to Compass will appear in the list of your "Current Cases." The list is in alphabetical order by last name.
cases
  • You will see that some forms are not available for submission (grayed out). They will not become available for submission until all prior forms (including scholar’s forms) have been submitted.
Greyout Out Text
  • Once you send a request for approval to the Faculty Sponsor, do not change anything on the preceding forms because it will interfere with the processing of the application.
  • The "View/Save/Print E-Form Group" link below the application allows you to generate a PDF of the complete application.
View/Save/Print
  • Application Status. Refer to the legend at the bottom of the screen for the application status of each form in the application.
Compass Legend
  • Only the latest user who accessed the application will receive notifications about the application progress.

Some forms in the application require an approval from another party before they can be submitted. We use Second Approver functionality in these forms. Such forms will require the Departmental User to enter the Second Approver’s name and email address while filling out the form. Once the Departmental User submits the form, the Second Approver will get an email with a link to sign in and fill out the Second Approver section of the form. The email will look like this:

Second Approver

When the Second Approver clicks on the link they will be directed to the Compass sign-in page. The credentials to log in will be generated automatically. Once logged in, the Second Approver will see a page with links to the forms that have already been completed. To review the application the Second Approver must click on each completed form separately. Upon reviewing the information in the completed forms, the Second Approver can submit the approval.

Second Approver forms will be marked as Complete only after the Second Approver reviews and approves the request.

While a form is pending a Second Approver approval, it will be marked as Awaiting Answer.

Second Approver B.
Orange Page Divider

How to Log in to Compass

There are three different types of access to Compass: Limited Services, Full Client Services and Administrative Services. Departmental users must access Compass via "Administrative Services for University Departments" to submit J-1 visa sponsorship requests to ISSO-CUIMC.

Navigate to the main login page by using this link: https://compass.isso.columbia.edu.

Login to Compass Image

These are the same credentials that you use when logging in to other Columbia University systems.

Login Screen

After logging in, the Compass home screen (Administrative and Departmental Services Overview) will appear. On the home screen you will see menu options on the left-hand side.

To view all your current and past cases click on Departmental Services Overview. If this is your first application there will be no cases displayed.

Departmental Services Overview
Orange Page Divider

How to Submit an Initial J-1 Scholar Application

Process

Step 1

For Campus, please select CUMC Scholars. For the last two questions, please select No since you are creating a new record in Compass. To save the profile, click Add New Person.

Step 2

This scholar’s profile will now appear in the list of your Current Cases. The list is in alphabetical order by last name.

Step 3.
Step 3.

Under Step 1, you must click on Exchange Visitor Information. Then, at the top of the next screen click on GIVE THE CLIENT ACCESS TO COMPLETE THIS SECTION. On the next screen enter the scholar’s email address and click Send E-mail.

Step 5.
Step 6.

Now that you have given the scholar access to Compass the scholar will be able to complete Step 1. Although departments have access to the scholar forms, these forms must be completed by the scholar.

There are 3 forms within Step 1 that the scholar will need to complete:

  • Exchange Visitor Information
  • Health Insurance Attestation 
  • Dependent Spouse & Children

As the Departmental User who initiated the application you will receive an email confirmation once the scholar completes Step 1.

Step 6 part 2

The Departmental User must complete the following forms:

  • Exchange Visitor Program Details
  • Site of Activity
    • The Site of Activity Form can be submitted multiple times. You must submit a form for any off-site locations. If your scholar’s program will take place at locations other than CUIMC, please complete a separate Site of Activity Form for each off-site location.
  • English Language Proficiency Verification Form
    • The English Language Proficiency Verification form may require verification of a Second Approver.
Step 7

Please note that once you send a request for approval to the Faculty Sponsor, the forms in Step 1 and Step 2 should not be changed. The application will not work otherwise.

For each of these second approver forms, Faculty Sponsor Application Review and DA/HR Application Review, the Departmental User will need to enter the email address for the faculty sponsor or the DA/HR approver. An email will be sent to the second approver with a link to the application for their review and approval. The forms will be marked as complete only after completed by the second approver. These forms are not available for submission (grayed out) until all prior forms have been submitted.

Once you send a request for approval to the Faculty Sponsor, do not change anything on the preceding forms because it will interfere with the processing of the application.

Submit 8
Step 9
Orange Page Divider

How to Submit a J-1 Scholar Extension Application

If you are the Departmental User who created the initial profile for the scholar you are now extending, you can click on Departmental Services Overview and select the scholar in the Current Cases/Past Cases list. 

If the scholar’s visa (J-1, F-1, H-1B, etc.) is sponsored by Columbia University but you are not the Departmental User who created the initial profile for the scholar you are now extending or if the profile was created by the ISSO-CUIMC based on a paper application previously submitted, you will need to request the Compass ID from ISSO-CUIMC via email at cumc-intl-scholars@columbia.edu.

Once you obtain the Compass ID from ISSO-CUIMC, you can click on J-1 Scholar Extension and search for the scholar in the Lookup International Record by inputting their University ID and DOB.

J-1 Extension Application

An automatic email will be sent to the scholar with a link to this form. Once the scholar completes and submits the Health Insurance Attestation form you will receive an email notification.

Step 1

Click on the "J-1 Exchange Visitor Extension Request" link. Answer all questions and upload all required documents.

For each of these second approver forms, Faculty Sponsor Application Review and DA/HR Application Review, the Departmental User will need to enter the email address for the faculty sponsor or the DA/HR approver. An email will be sent to the second approver with a link to the application for their review and approval. The forms will be marked as complete only after completed by the second approver. These forms are not available for submission (grayed out) until the prior forms, Health Insurance Attestation and the J-1 Exchange Visitor Extension, have been submitted.

Please note that once you send a request for approval to the Faculty Sponsor, the preceding forms should not be changed. The application will not work otherwise.

This status means the application is pending ISSO-CUIMC review. Once the last form is submitted, the J-1 visa sponsorship request will be automatically submitted to ISSO-CUIMC for processing.

Orange Divider

How to Submit a J-1 Student Intern Application

For Campus, select CUMC Scholars. For the last two questions, please select No since you are creating a new record in Compass. To save the profile, click Add New Person.

Step 2: How to submit a J-1 Student Intern Application

After creating the new profile, click on "J-1 Student Intern Application" in "Case Information Display."

Please review the eligibility and internship requirements on the next screen before proceeding.

Step 4.

Within the TIPP you will be requested to provide the email of the supervisor/faculty sponsor to complete their section. You will receive an email notification once they complete their section of the TIPP.

Step 5.

Click on the Training Plan Consent form and complete the form. Once you submit the form, an automatic email will be generated to the student intern with a request to review and approve the Training/Internship Placement Plan. Once the Student Intern reviews and consents, the Departmental User will receive an email notification.

Step 6.

Enter the email address for the prospective Student Intern. An email will then be sent to the Student Intern with a link to complete this form.

The English Language Proficiency Verification form may require verification of a second approver.

For each of these second approver forms, Faculty Sponsor Application Review and DA/HR Application Review, the Departmental User will need to enter the email address for the faculty sponsor or the DA/HR approver. An email will be sent to the second approver with a link to the application for their review and approval. The forms will be marked as complete only after completed by the second approver. These forms are not available for submission (grayed out) until all prior forms have been submitted.

Please note that once you send a request for approval to the Faculty Sponsor, the forms in Step 1 and Step 2 should not be changed. The application will not work otherwise.

This status means the application is pending ISSO-CUIMC review. Once the last form is submitted, the J-1 visa sponsorship request will be automatically submitted to ISSO-CUIMC for processing.

Step 10.