Once a year, the departmental administrator noted on PDS Part I will receive a Notification of Extension/Departure Form (NED) for each scholar who has registered with the HIO, usually five months before the scholar's authorized stay in the U.S. will expire. However, the form is sent out even if the individual's visa status is valid for several years into the future in order to confirm the appointment and salary information. The departmental administrator should complete the form and return it to the HIO as soon as possible. Please note that it is inappropriate for the scholar to complete the NED.
When the scholar comes to register at the HIO upon initial arrival at Harvard or the affiliated hospital, the record is made active in the HIO database and the HIO will send a NED for that scholar to the departmental administrator or sponsoring faculty member.
If the scholar will be continuing his or her appointment or employment with the faculty sponsor, the department must complete Section 1 of the form providing all details requested. The department should be sure to provide accurate funding information and exact dates of the extension. If any of the information on the completed NED changes after the form is returned to the HIO, please call an advisor to discuss the changes. In some instances, the University is required to inform the government of changes.
Once the HIO receives the completed NED, the scholar will receive instructions from the HIO for an extension of stay or a change of visa status, if necessary. It is important that the department return the form promptly to ensure that there will be no disruption of the individual's salary. Copies of visa extension documents provided by the HIO may be required by the payroll office in order to update the I-9 form. Extensions of stay must be completed before the current visa status expires. Depending on the type of visa processing time can take up to 30 working days (J-1 status) or up to 6 months (H-1B or O-1 status).
Please note that completing the NED does not affect an extension of the academic Harvard appointment, which is also necessary and handled by sending the appropriate form to the corresponding Dean's office for the scholar.
The NED should be also completed when a scholar's appointment has ended or when the individual has left the University. When the HIO receives the form, the scholar's record will be withdrawn from the database, and the department should receive another form on that individual from the HIO.
If the scholar has obtained permanent residence (a green card), please follow the corresponding instructions on the form.