MyOISS: Create a New Hiring Request
Yale OISS
68 steps
5 minutes
Trilby
1
Log into MyOISS to go to the main tab, 'Active Requests on File'.
Find or Add the Scholar Profile
2
The first step is to search for a scholar's profile to see if it already exists in our system, and if it doesn't, add it as a new profile. You can do this by clicking the Find/Add Profile button.
3
Enter the scholar's Last Name or Surname
4
Click the Date of Birth field to open the date picker.
5
Type the birthdate and click OK
6
Enter the scholar's personal email address. If they have a Yale email address, use that one instead.
7
Click 'Find'
Creating a New Profile
8
In this example we are creating a new profile as the fields I searched on do not match an existing scholar. We'll go over choosing an existing scholar profile later.
9
Fill out the rest of the fields for the scholar, and click Create Profile.
Selecting an Existing Profile
10
If all 3 fields match an existing scholar profile, MyOISS will present you with it.
11
If the email matches a profile already in the system, MyOISS will show you the matching profile. Click the correct scholar profile to select it.
12
After verifying the information, check the 'I verify this is the accurate client profile' box
13
Click 'Open Profile'.
14
Some common requests are listed for profiles that already exist in MyOISS. If the individual already has a workflow in progress, you will not be able to start a new application. If a request is in process in your hiring unit, you will see it here and be able to edit it. If it is with another unit, they will simply be able to see that it is in progress.
15
Click the big green plus sign to start a new request.
Selecting the Request
16
The 'Create New Request' box will come up.
17
Click the 'New Request' dropdown.
18
Select 'J-1 Visa - Yale Sponsorship Application'. The other requests are for other visa types and for J-1 Scholars not sponsored by Yale. The other requests enable us to collect information, but the majority of the processing will take place outside MyOISS for now. Fully developed versions of these requests are coming in Winter/Spring 2026.
19
Click the 'Create' button.
Request Timeline Dashboard
20
Now you are taken to a dashboard overview of this request. In the 'Request Overview' section you can see information about the scholar, which step and status this request is in, and when it was started and last taken action on.
21
This request will now also appear in the 'Active Requests on File' tab, the home screen you see when you first log into MyOISS.
22
'My To-Do List' is the most important section for you, as it will show you the exact next steps you need to take in order to proceed with this request.
23
Click 'Start' next to the Intake Questionnaire to begin this to-do item.
Intake Questionnaire
24
Be sure to review all the information on this page carefully.
25
Click the Program Date Range to enter the date picker.
You must pick a start date that allows for enough processing time, depending on the type of DS-2019 needed: - 90 days for Initial DS-2019 - 45 days for Transfer DS-2019 - 60 for Change of Status DS-2019 If you do not allow for enough processing time, you will not be able to proceed with the request.
26
Enter the Start and End date for the program and click OK.
27
Answer this question about your department
28
Answer this question about what kind of DS-2019 the scholar needs. Read the instructions based on the type you select.
29
Select the scholar's country of citizenship from the dropdown
30
Based on the country selected, you may need to review instructional text carefully and answer question(s) about the sponsorship
31
Answer whether the scholar holds dual or multiple citizenship. If so, you need to select the additional countries. You can add as many as necessary.
32
Select the type of funding. Read the instructional text based on the option you select as it will inform you what type of proof of funding may be required. Select as many options as apply to the scholar's situation. You may select more than one option.
33
Click the 'Submit' button
Completing the Intake Questionnaire
34
After completing the Intake Questionnaire, it will now appear in the 'My Completed Items' section. You can see the answers you provided and edit them for now. Once you and the scholar have completed all items on your To-Do List for this request and the status moves to 'Office Review', you will not be able to edit them, but you can still see the information you provided.
35
You'll also notice that there are now a number of items in the scholar's To-Do List. They will have just received an email from MyOISS with instructions on how to complete these items. Both you and the scholar can work on items in your To-Do Lists at the same time.
36
Once the scholar completes their To-Do List items, they will appear in their 'Completed Items' list. You will be able to view their responses but not edit them.
Program Information
37
The next step to complete is to fill out the 'Program Information' form. Click the Start button to the right of it to begin.
38
Enter the Faculty Sponsor's Name, Title, and Phone Number. Phone number should not contain any dashes or parentheses.
39
Enter the Faculty Sponsor's email address.
40
Click the dropdown to select the position/appointment title.
41
Choose the correct option from the list. You should choose the approved official Yale title.
42
Click the Yes radio button to confirm the position is full-time.
43
Click the 'J-1 Category' drop-down to select a category. Use your best judgment, and OISS will correct it if necessary.
44
Click the 'Work Subject/Field' dropdown to select an option.
45
Choose the appropriate option from the list. Use your best judgment, and OISS will correct it if necessary.
46
Please provide a detailed description of the teaching and research activities that this scholar will be involved in. Use straightforward language and specify the exact scientific or academic field. Include information on how these activities will be connected to their research, teaching, or a combination of both during their time at Yale.
47
Answer this question about patient contact.
48
Answer this question about holding a medical degree or its equivalent from an institution outside the U.S.
49
Click the 'Submit' button to save and complete this form.
Funding Information
50
Click 'Start' to begin the Funding Information form.
51
Review the instructional text, then enter the amount of funding from Yale **for the entire program**. Do not use commas or dollar signs. Since this is a required field, if the scholar isn't receiving any funding from Yale, enter 0 here.
52
Answer the following questions about other kinds of funding. If you reply 'Yes' to any of them, you'll be prompted to provide more information.
53
Enter the amount of personal funds this scholar will be providing, including personal or employer salary. Since this is a required field, you must enter an amount, even if 0.
54
Click the 'Submit' button to save and complete this form.
Site of Activity
55
Click the 'Start' button to begin the Site of Activity form.
56
The Site of Activity refers to the physical location(s) where the J-1 scholar will participate in their Yale activities. All J-1 scholars must have at least one site of activity recorded. If the scholar will be engaged in activities at multiple locations, add additional sites as necessary. The first site entered must be the visitor’s primary site of activity. Click the button to add a new Site of Activity.
Yale visa sponsorship requires the scholar to work 100% Full Time Employment from a **Yale University physical address**.
57
Then click 'Confirm'.
58
Read the instructional text about Site(s) of Activity, then enter the Site Name. This should be the department name, not the building name.
59
Enter the Site of Activity primary street address in Line 1. This should be a **physical address**, not the mailing address or P.O. Box.
60
Enter the other address data. If the site of activity address is not a Yale campus address, please explain in the 'Additional information' section. Since this is a required field, enter 'N/A' if not applicable.
61
Check this box to certify that the addresses you provided are the only physical site(s) of activity where this scholar will engage in activities.
62
Check this box to certify that scholars must engage in activities in-person and in the location(s) provided.
63
Click the submit button to save and complete the form.
64
If there are additional Sites of Activity, click the Edit icon to the right of 'Site of Activity' and click the 'Add Site of Activity' button again. Repeat to add all Sites of Activity.
Next Steps
65
You've completed all the information necessary to move forward, so there are no longer any items in your To-Do List.
66
Instead, you'll see that the status of this request has changed to 'With Scholar'
Next Steps
Additional forms will be required depending on the information provided by you and/or the scholar, so you'll want to keep an eye on this request.
67
You'll receive an email if additional actions are required from you, and you can review the status from your 'Active Requests on File' page
68
Once both you and the scholar have completed all of the items in both of your To-Do Lists, the request will automatically be submitted to OISS for review. The record status will be updated to 'Office Review'.
If OISS needs any additional information from you, you'll receive an email notification with instructions to log into MyOISS and complete the item in your To-Do List.
MyOISS: Create a New Hiring Request
Yale OISS
68 steps
5 minutes
Trilby
1
Log into MyOISS to go to the main tab, 'Active Requests on File'.
Find or Add the Scholar Profile
2
The first step is to search for a scholar's profile to see if it already exists in our system, and if it doesn't, add it as a new profile. You can do this by clicking the Find/Add Profile button.
3
Enter the scholar's Last Name or Surname
4
Click the Date of Birth field to open the date picker.
5
Type the birthdate and click OK
6
Enter the scholar's personal email address. If they have a Yale email address, use that one instead.
7
Click 'Find'
Creating a New Profile
8
In this example we are creating a new profile as the fields I searched on do not match an existing scholar. We'll go over choosing an existing scholar profile later.
9
Fill out the rest of the fields for the scholar, and click Create Profile.
Selecting an Existing Profile
10
If all 3 fields match an existing scholar profile, MyOISS will present you with it.
11
If the email matches a profile already in the system, MyOISS will show you the matching profile. Click the correct scholar profile to select it.
12
After verifying the information, check the 'I verify this is the accurate client profile' box
13
Click 'Open Profile'.
14
Some common requests are listed for profiles that already exist in MyOISS. If the individual already has a workflow in progress, you will not be able to start a new application. If a request is in process in your hiring unit, you will see it here and be able to edit it. If it is with another unit, they will simply be able to see that it is in progress.
15
Click the big green plus sign to start a new request.
Selecting the Request
16
The 'Create New Request' box will come up.
17
Click the 'New Request' dropdown.
18
Select 'J-1 Visa - Yale Sponsorship Application'. The other requests are for other visa types and for J-1 Scholars not sponsored by Yale. The other requests enable us to collect information, but the majority of the processing will take place outside MyOISS for now. Fully developed versions of these requests are coming in Winter/Spring 2026.
19
Click the 'Create' button.
Request Timeline Dashboard
20
Now you are taken to a dashboard overview of this request. In the 'Request Overview' section you can see information about the scholar, which step and status this request is in, and when it was started and last taken action on.
21
This request will now also appear in the 'Active Requests on File' tab, the home screen you see when you first log into MyOISS.
22
'My To-Do List' is the most important section for you, as it will show you the exact next steps you need to take in order to proceed with this request.
23
Click 'Start' next to the Intake Questionnaire to begin this to-do item.
Intake Questionnaire
24
Be sure to review all the information on this page carefully.
25
Click the Program Date Range to enter the date picker.
You must pick a start date that allows for enough processing time, depending on the type of DS-2019 needed: - 90 days for Initial DS-2019 - 45 days for Transfer DS-2019 - 60 for Change of Status DS-2019 If you do not allow for enough processing time, you will not be able to proceed with the request.
26
Enter the Start and End date for the program and click OK.
27
Answer this question about your department
28
Answer this question about what kind of DS-2019 the scholar needs. Read the instructions based on the type you select.
29
Select the scholar's country of citizenship from the dropdown
30
Based on the country selected, you may need to review instructional text carefully and answer question(s) about the sponsorship
31
Answer whether the scholar holds dual or multiple citizenship. If so, you need to select the additional countries. You can add as many as necessary.
32
Select the type of funding. Read the instructional text based on the option you select as it will inform you what type of proof of funding may be required. Select as many options as apply to the scholar's situation. You may select more than one option.
33
Click the 'Submit' button
Completing the Intake Questionnaire
34
After completing the Intake Questionnaire, it will now appear in the 'My Completed Items' section. You can see the answers you provided and edit them for now. Once you and the scholar have completed all items on your To-Do List for this request and the status moves to 'Office Review', you will not be able to edit them, but you can still see the information you provided.
35
You'll also notice that there are now a number of items in the scholar's To-Do List. They will have just received an email from MyOISS with instructions on how to complete these items. Both you and the scholar can work on items in your To-Do Lists at the same time.
36
Once the scholar completes their To-Do List items, they will appear in their 'Completed Items' list. You will be able to view their responses but not edit them.
Program Information
37
The next step to complete is to fill out the 'Program Information' form. Click the Start button to the right of it to begin.
38
Enter the Faculty Sponsor's Name, Title, and Phone Number. Phone number should not contain any dashes or parentheses.
39
Enter the Faculty Sponsor's email address.
40
Click the dropdown to select the position/appointment title.
41
Choose the correct option from the list. You should choose the approved official Yale title.
42
Click the Yes radio button to confirm the position is full-time.
43
Click the 'J-1 Category' drop-down to select a category. Use your best judgment, and OISS will correct it if necessary.
44
Click the 'Work Subject/Field' dropdown to select an option.
45
Choose the appropriate option from the list. Use your best judgment, and OISS will correct it if necessary.
46
Please provide a detailed description of the teaching and research activities that this scholar will be involved in. Use straightforward language and specify the exact scientific or academic field. Include information on how these activities will be connected to their research, teaching, or a combination of both during their time at Yale.
47
Answer this question about patient contact.
48
Answer this question about holding a medical degree or its equivalent from an institution outside the U.S.
49
Click the 'Submit' button to save and complete this form.
Funding Information
50
Click 'Start' to begin the Funding Information form.
51
Review the instructional text, then enter the amount of funding from Yale **for the entire program**. Do not use commas or dollar signs. Since this is a required field, if the scholar isn't receiving any funding from Yale, enter 0 here.
52
Answer the following questions about other kinds of funding. If you reply 'Yes' to any of them, you'll be prompted to provide more information.
53
Enter the amount of personal funds this scholar will be providing, including personal or employer salary. Since this is a required field, you must enter an amount, even if 0.
54
Click the 'Submit' button to save and complete this form.
Site of Activity
55
Click the 'Start' button to begin the Site of Activity form.
56
The Site of Activity refers to the physical location(s) where the J-1 scholar will participate in their Yale activities. All J-1 scholars must have at least one site of activity recorded. If the scholar will be engaged in activities at multiple locations, add additional sites as necessary. The first site entered must be the visitor’s primary site of activity. Click the button to add a new Site of Activity.
Yale visa sponsorship requires the scholar to work 100% Full Time Employment from a **Yale University physical address**.
57
Then click 'Confirm'.
58
Read the instructional text about Site(s) of Activity, then enter the Site Name. This should be the department name, not the building name.
59
Enter the Site of Activity primary street address in Line 1. This should be a **physical address**, not the mailing address or P.O. Box.
60
Enter the other address data. If the site of activity address is not a Yale campus address, please explain in the 'Additional information' section. Since this is a required field, enter 'N/A' if not applicable.
61
Check this box to certify that the addresses you provided are the only physical site(s) of activity where this scholar will engage in activities.
62
Check this box to certify that scholars must engage in activities in-person and in the location(s) provided.
63
Click the submit button to save and complete the form.
64
If there are additional Sites of Activity, click the Edit icon to the right of 'Site of Activity' and click the 'Add Site of Activity' button again. Repeat to add all Sites of Activity.
Next Steps
65
You've completed all the information necessary to move forward, so there are no longer any items in your To-Do List.
66
Instead, you'll see that the status of this request has changed to 'With Scholar'
Next Steps
Additional forms will be required depending on the information provided by you and/or the scholar, so you'll want to keep an eye on this request.
67
You'll receive an email if additional actions are required from you, and you can review the status from your 'Active Requests on File' page
68
Once both you and the scholar have completed all of the items in both of your To-Do Lists, the request will automatically be submitted to OISS for review. The record status will be updated to 'Office Review'.
If OISS needs any additional information from you, you'll receive an email notification with instructions to log into MyOISS and complete the item in your To-Do List.
