Technical Advisory: DIS Processing Times
The goal of the Division of International Services (DIS) is to work with the National Institutes of Health's (NIH) Institutes/Centers (ICs) to provide immigration related-services for visiting foreign scientists invited to conduct biomedical research at the NIH. Because there are many immigration rules and regulations, adequate time is needed to process immigration-related documents and applications necessary to bring the foreign scientist to the NIH. The time it takes to process requests depends on the type of visa used for the foreign scientist.
The very first step to host or employ a foreign scientist is for the IC to submit a request or case to the DIS. Any foreign scientist that is not a U.S. citizen or permanent resident must be cleared by the DIS (exception: those brought on as NIH contractors). Cases are processed by the DIS in the order received. The DIS has prepared a chart to assist the ICs in determining the average DIS processing times. DIS processing times begin when a complete request is received in our office. Please note that the DIS processing times chart does not provide an overall lead-time. The times focus solely on the DIS's processing in our office. It does not take into account, for example, IC processing times; other NIH offices; other federal agencies; nor the time necessary for a foreign scientist to obtain a passport, a visa from a U.S. embassy/consulate, or make travel arrangements to the NIH.
Establishing a Proposed Starting/EOD Date
Several steps are involved before a foreign scientist can arrive to train or work at the NIH. When determining a proposed start or Enter-on-Duty (EOD) date, the IC must take into account the time to internally approve the scientist for an NIH designation (e.g. post-doctoral Visiting Fellow). To assist the ICs in submitting cases to the DIS, each IC has designated an individual to be the main liaison with our office for a particular IC lab/branch. This liaison is known as the IC Key Contact (KC). The KC is knowledgeable about the IC's requests and internal approval process, and has access to the DIS online case status check system ("IC View"). Inquiries should be routed through the KC for your lab/branch.
Once the IC receives the proper signatures and approvals, the case is then sent to the DIS for processing. DIS processing times generally include:
- entering the request in our database
- reviewing the case documents
- reviewing the scientist's U.S. immigration history
- preparing the applicable immigration document(s), official invitation letter, pre-arrival information
- shipping the applicable documents
To avoid delays in DIS processing, please allow the printed processing times to elapse before making a status inquiry.
Choosing a Realistic Start Date
The IC should submit cases with a realistic and reasonable start date. The first step in determining such a date is to discuss with the foreign scientist when he/she will be ready to come to the NIH. Many scientists need time to resign/separate from their current employer or educational institution. Second, confirm that the scientist has completed or will soon complete the required educational level (note: A Ph.D. is required for most NIH designations). Third, consider the time it takes to internally (i.e. within the IC) obtain the required signatures and approvals on request forms.
Lastly, consider the number of agencies involved in the process besides the DIS. The cases that usually take the longest are those that require visa issuance by the Department of State (DOS) or those that require review and approval by the U.S. Citizenship and Immigration Services (USCIS), Department of Homeland Security (DHS). Even though the DIS can issue immigration documents within a certain time frame, this does not mean that the foreign scientist will be in the lab/branch immediately after the DIS processing is completed!
For certain immigration statuses, such as H-1B and O-1, or for those changing immigration status, advance approval is required from the USCIS BEFORE DIS can prepare and mail the official invitation letter and supporting documents:
USCIS processing times (click on "Obtaining a List of Processing Dates" and then select the appropriate Service Center, usually Vermont). |
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For those outside the U.S., the scientist will need to make arrangements with his/her government to apply for a passport, if he/she does not already possess one. Once the scientist has a valid passport, then he/she can apply for a U.S. entry visa from the nearest U.S. Embassy or Consulate.
U.S. embassies and consulates (U.S. Dept. of State) |
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Visa wait times (U.S. Dept. of State) |
Most foreign scientists will arrive to the NIH anywhere from ninety days to as late as six months (in some cases, even longer!) after the IC submits the request to the DIS. As a general rule of thumb, you should allow at least ninety days from the time a case is received at the DIS to the proposed start or EOD date of the scientist. However, keep in mind that each foreign scientist's case is unique and processing times can change without any advanced notice. Please also note if you choose an unrealistic start date, the DIS will consult with you to determine a more realistic date.
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