This page is for prospective and current H-1B employees who have been invited to complete the Docketwise H-1B Intake Process by OISS. Below we guide you through the steps you need to complete as you gather the required data and documents for the Docketwise Intake Form. Review this page completely and thoroughly before submitting the Intake Form. This will help reduce errors and streamline the application preparation process.

Before you begin this process, remember that you may have to complete it in several sittings. We estimate that the total completion time is about two hours. This includes completing the Homebase course, gathering required documents, and completing steps in the Docketwise system.

Step 1: Required Homebase course

In order to complete the H-1B Intake Process, you must complete the WashU H-1B Orientation course in Homebase. This course goes over basic responsibilities that all employees in H-1B immigration status should be familiar with before starting a new period of H-1B employment.

If you do not already have a Homebase account

If you have never used Homebase at WashU before, follow the link below to create a Homebase account.

  1. Create your Homebase account
  2. Access the WashU H-1B Orientation course

Save your login information for future use

Create Homebase account & access the WashU H-1B Orientation course

Already have a Homebase account? Follow these steps

If you have studied or worked at WashU before, you may already have a Homebase account.

  1. Log in to Homebase with your original login credentials
  2. Add the WashU H-1B Orientation course

If you forgot your password, click the “Forget password” link on the sign-in page

Add H-1B Orientation course

Step 2: Intake questions review

Navigate to the email message you received from Docketwise at no-reply@notifications.docketwise.com. Click the “Get Started” button to access the Docketwise Intake Form. Check your spam or junk email folder if you cannot find the email from Docketwise.

Complete all required fields in the Intake Form. By default, every field is required unless it does not apply to you. The section below provides additional explanations of specific questions from the form to help you complete it correctly.

Intake Form navigation

  • The system autosaves your progress as you complete the form. Click the “Save Form” button in the top right corner to save your progress. When it is saved, there will be a green pop-up message in the top right corner.
  • You can pause completion of the Intake Form at any time and come back. As long as your progress was saved, you can continue filling out the form from the place where you left off. OISS cannot start processing the form until you complete all required fields, upload all required documents and submit the form.
  • If a question does not apply to you, enter “N/A” in the field. If the field doesn’t allow you to enter “N/A,” leave it blank.
  • If you need to leave a comment for OISS, utilize the “Add Comment” button in the top right corner of the question block.

Questions?

If you have questions about specific fields or do not know how to fill something out, read through this entire webpage first. Specific instructions for many questions are outlined below. If you cannot find what you’re looking for on this page, add your question to us in the comment field (via the “Add Comment” button). We will review all the information you enter, including comments, and respond to your questions after we start reviewing your submission.

General section
  1. Full legal name – Provide your name exactly as it appears in your current passport.
  2. Any other names used – If any of the documents you provide in support of your H-1B petition list you under a different name (such as a maiden name) or have a different spelling of your name, provide that name in this field.
    • If you already have a Workday record and it lists you under a different name (e.g., preferred name), also list that name in this field.
  3. Physical address – This field refers to your current U.S. address. If you plan to move in the near future, add a comment to this field stating that your address will change soon. If you know the future address, list it in the comment. (Refer back to the Intake Form Navigation section for instructions on how to add a comment.)
    • IMPORTANT – If this is the same address as your mailing address in the U.S., it is critical that U.S. Citizenship and Immigration Services (USCIS) has the correct address on file at all times. Mail from government agencies such as USCIS cannot be forwarded by the U.S. Postal Service (USPS), and finding correspondence from USCIS that has been returned by USPS can be extremely difficult.
  4. Foreign address – If you do not maintain a foreign address, please provide the address of an immediate relative abroad.
  5. Country of citizenship or nationality – List all countries where you hold citizenship if more than one applies.
  6. Country of birth – Enter the country where you were born. Use the country name by which it is currently known.
  7. Gender – Provide the gender information listed on your passport.
  8. A-number – If you have an Employment Authorization Document (EAD), the USCIS # on the card is the A-number. If you have an approved I-140, your A-number is listed in the “Beneficiary” field above your name. If you have not been issued an EAD or an I-140, you do not have an A-number and should enter “N/A” in this field.
  9. Social Security Number – If you do not have an SSN, you are required to apply for one once your H-1B petition is approved.
  10. Passport information – If you do not have a valid passport, apply for a new passport as soon as possible. OISS will need your current passport to file the H-1B petition.
    • For the country of issuance, list the name of the country that issued the passport, not the country where you applied for the passport.
    • Enter “N/A” in Travel Document Number field.
  11. Highest level of education – Enter the degree that qualifies you for the position that is the basis of the H-1B petition. Possible options include:
    • Bachelor’s degree (e.g., BA, AB, BS)
    • Master’s degree (e.g., MA, MS, MEng, MEd, MSW, MBA)
    • Professional degree (e.g., MD, DDS, DVM, LLB, JD)
    • Doctorate Degree (e.g., PhD, EdD)
  12. Major field of study – Enter the name of your area of study as listed on your diploma, transcript or degree equivalency.
  13. Student and Exchange Visitor Information System (SEVIS) number – SEVIS ID is an 11-character identifier beginning with the letter “N” (e.g., N0012345678) that is located on the Form I-20 or DS-2019.
    • If you have never held F or J immigration status, you do not have a SEVIS number and should enter “N/A.”
    • If you have had more than one SEVIS ID, list your most recent or current number.
Family section

If you are submitting an H-4 application for your dependents, be sure to enter your spouse and child(ren) names exactly as they appear on their passport(s).

Immigration & Travel section

Complete this section as directed in Docketwise.

Other Requests section
  • Travel outside the U.S. – Any travel abroad during the H-1B application process will impact the H-1B filing strategy. It is critical that you communicate all travel plans to OISS so we can determine when to file the H-1B petition. If OISS has concerns about your travel plans, we will reach out to you to discuss your situation.
  • U.S. consulate/embassy – The H-1B petition requires an answer to this question. List your home country’s U.S. consulate or embassy that is closest to you.
Documents Section

Before you upload any documents, check that the name of the file is clear. For any files that pertain to you, use simple terms. For example, your passport can simply be named “passport.” However, if the document is specific, include a descriptor to make it clear what it is. For example, call the file “master’s diploma” instead of “diploma” to indicate the education level.

For personal documents, you do not need to include your name in the file name. However, for any dependent documents, include the dependent’s first and last name as part of the file name. This will differentiate them from your documents.

Do not upload any password-protected documents. Either remove the password protection, save the file in a different format or scan the document before uploading.

  • Passport – If you do not have a passport, leave a comment in the comment box to let OISS know. Apply for a passport as soon as possible.
  • Certified translation – If any of the documents, such as your diploma or transcripts, must be translated, the translation must be certified. We recommend using a translation service such as Globe Language Services*.
  • Degree equivalency report – USCIS accepts reports from members of the National Association of Credential Evaluation Services (NACES). You can find information about current members on the NACES website. We also accept the following preferred options:
  • Previous H-1B Approval Notices – If you previously held H-1B status but cannot locate the I-797 approval notices from that period, add a comment next to the document upload field. When you submit the Intake Form, OISS staff will reach out to you to follow up.
  • I-20s – If you have been in F-1 status and have been approved for Optional Practical Training (OPT), be sure to upload a copy of the Form I-20 that lists your OPT as approved (not just requested) on page 2.

*Disclaimer: This list has been prepared for general informational purposes only. It is not complete and is not intended as legal advice or legal opinion on specific companies or services. Your selection of a translation or degree equivalency service is a personal choice.

Next steps

Be sure to submit the Intake Form after you have completed every section and uploaded every required document. We are automatically notified once you submit the form. You do not need to reach out to us separately to notify us of your submission. An OISS adviser, not an attorney, will process most petitions.

If you experience any issues with submitting the Intake Form, email oiss-scholar@wustl.edu. You will typically know that there’s an issue because you will see a red pop-up message in the top right corner of the screen.

As a reminder, the H-1B petition process consists of 4 phases.

  • Phase 1 – Employee completes the intake process
  • Phase 2 – OISS prepares the petition
  • Phase 3 – OISS files the petition with USCIS
  • Phase 4 – OISS sends employee the approval notice

By submitting the Intake Form, you complete Phase 1 of the H-1B petition process. During Phases 2 – 4, no further action is required from you unless we specifically reach out to you and ask for additional information.

Important reminders

After you submit the Intake Form, OISS may not send you additional communication for several months. If you do not hear from us, this is a good sign! It means that the information you submitted was correct and that we are working on your petition.

If you want to follow up on the status of your petition, reach out to your sponsoring department at WashU, not OISS. The H-1B petition is filed on the department’s behalf, and we will work with them to obtain everything else we need for the petition.

Be sure to regularly check the email address we have on file for you since this is how we would communicate with you if we did need to reach you!

If you need to reach out to us, send the OISS Scholar Team an email at oiss-scholar@wustl.edu.

Remember that once USCIS approves your petition, we will notify you and your sponsoring department right away via email.