Below please find answers to clients’ frequently asked questions (FAQs) about representation by our law firm.
- YOUR CASE PLAN
- COMMUNICATING WITH OUR LAW FIRM AND THE GOVERNMENT
- 4. Are my communications with the firm confidential?
- 5. How quickly will the firm respond to my calls and other communications?
- 6. Why is it important to tell the truth to our law firm and the government?
- 7. Why shouldn’t I contact the government directly about my case?
- 8. Should I notify the firm if my address, phone number, or other relevant details change?
- 9. I’m a busy executive. Can the firm work with my executive assistant?
- 10. How should I provide feedback to the firm about the quality of services I’ve received?
- USING THE CLIENT PORTAL
- 11. How do I register and sign in to the Client Portal?
- 12. How can I view my Case Plan, including the Documents List?
- 3. How can I upload documents to the client portal?
- 14. How can I fill my client questionnaire?
- 15. How can the firm and I send secure messages to each other?
- 16. How can I change the client portal’s display language?
- SUBMITTING DOCUMENTS TO OUR FIRM
- BE CAUTIOUS WITH SOCIAL MEDIA
- CLIENT REFERRALS
YOUR CASE PLAN
1. What is the case plan? What if it needs to be changed?
For each case, our firm will draft a plan. In drafting the case plan, we will take into account:
- Your specific goals
- Your immigration history to the extent it may impact your eligibility for new immigration benefits
- Other eligibility factors.
The case plan is a roadmap for the case, covering topics such as:
- Case schedule
- List of documents needed for your case
- Legal advice about the requirements and procedures for the case, including the key issues in your case and the strategy for each issue
- Plan for translation of any documents
- Budget for expenses (for example, government filing fees)
The case schedule shows who is responsible for each step of the case and when each step will take place. Common steps in cases include:
- A meeting to discuss the case plan
- Completion by the clients of a questionnaire with data about themselves and the case
- The clients gather documents according to our firm’s instructions, and then the firm reviews the documents to confirm they will be suitable for the case.
- Document are translated as necessary
- The firm does legal research as required.
- The firm prepares forms, support letters, an index of exhibits, and a legal memo, as necessary.
- The firm files the application with the government in certain cases.
- The applicant attends a government appointment for their biometrics to be taken in certain cases.
- The law firm schedules an appointment with the government if appropriate.
- The firm prepares the applicant for the government interview.
- The firm attends the government interview with the applicant where permitted by law.
- The firm follows up with the government about the status of the case.
- The government issues a decision in the case.
- The firm advises the clients about the impact of the decision, including the terms and conditions of any visa or other immigration benefit granted.
We will share the plan with you and fine tune it through discussion with you. President Eisenhower famously said something like, “Plans are nothing; planning is everything.” Planning is “everything” because it’s intended to bring clarity and allows us to work together towards your stated goals. But plans are “nothing” because we need to be flexible enough to change them to accommodate changes in the facts, the law, or your goals. Please feel free to discuss proposed changes with us.
2. What work will the lawyer, case manager, and administrator do on my case?
The lawyer has overall responsibility for the case. This includes:
- working with the clients to make the case plan (and later change it if necessary)
- making sure that all packets filed with the government are complete and as persuasive as possible
- representing clients in government hearings, where allowed by law
- preparing clients and witnesses to testify at hearings
- supervising the case manager and administrator’s work on the case
The case manager is responsible for working under the lawyer’s supervision and according to the case plan. This includes:
- collecting information from the client
- gathering and reviewing the clients’ documents
- drafting application forms and materials for the lawyer’s review
- advising clients regarding routine application procedures
- scheduling client meetings
The administrator is responsible for:
- providing technical assistance with the client portal
- answering billing questions
3. Can the firm guarantee my case will be approved?
We guarantee that we will advocate zealously on your behalf.
Still, no law firm can guarantee that you will receive a visa or other immigration benefit. Government immigration agencies have the sole power to make such decisions. Nor can any law firm guarantee when the government will decide your case. The government has the power to investigate cases without specific time limits. But the case plan includes a schedule showing the firm’s best timing estimates based on our experience and knowledge of the facts of your case.
We recommend that no client purchase nonrefundable air tickets, make nonrefundable hotel reservations, quit a job, sell real estate, or make any other irrevocable commitments before actually receiving the visa or other immigration benefit.
COMMUNICATING WITH OUR LAW FIRM AND THE GOVERNMENT
4. Are my communications with the firm confidential?
Our law firm has a legal responsibility to preserve the confidentiality of each client’s communications. We will not disclose your confidences to the government or anyone else without your permission. There are a few very narrow exceptions to this legal responsibility. See California Rule of Professional Conduct 3-100. Because these exceptions are so narrow, we have never had to disclose a client’s confidences.
5. How quickly will the firm respond to my calls and other communications?
Our policy is to communicate clearly, concisely, and on a timely basis. To be responsive to clients. If we can’t take your call immediately, you can expect that a telephone message left in the morning will be returned by the end of the business day, or one left in the afternoon will be returned by the following business morning. The same is true for other types of communication. You can also make an appointment to discuss your case face-to-face or over the phone, Skype, FaceTime, or WeChat call.
6. Why is it important to tell the truth to our law firm and the government?
In order for our law firm to be able to give accurate advice to help you reach your goals, we need to know the true facts. This means both the good and the bad. In our years of practicing law, we’ve heard nearly everything. We won’t be surprised, or shocked, or think less of you. But if you give our firm inaccurate information, we will be unable to represent you well, and you’ll have to live with the outcome. So tell us the truth. We will respect your courage and do a better job on your case. The same goes doubly true for what you tell the government. It is a crime to willfully misrepresent relevant facts of your case to the government. It is also a ground of inadmissibility (i.e., a reason to prohibit you permanently from being granted immigration benefits) and a ground of deportability.
7. Why shouldn’t I contact the government directly about my case?
From time to time, our firm may need to inquire with the government about your case, such as asking about the case status. It’s important that you not make inquiries on your own without consulting our firm in advance. In the past, a few clients have inadvertently told the agency information that hurt their cases. Also, some government officials who receive multiple inquiries from both a law firm and clients may be annoyed and be unwilling to cooperate. So we ask that you not contact government agencies regarding your case without specifically discussing it first with our firm.
8. Should I notify the firm if my address, phone number, or other relevant details change?
Clients should be sure to notify the firm of any change of address. That’s because foreign nationals may be required to notify immigration officials of their current address, and because it may be necessary to notify the government of the new address in order to forward notices regarding a pending case to that address. Similarly, clients shoudl notify our firm about any change in telephone number, email address, marital status, and any other change that may be relevant to the case.
9. I’m a busy executive. Can the firm work with my executive assistant?
Some of our clients are busy executives. We know that your assistant is a key member of your team. And we are happy to collaborate with your assistant on this case, if you request. Please note:
- You should personally review written materials before they are provided to the government. The government will hold you personally responsible for the accuracy and completeness of the information provided in such materials. Failure to provide accurate and complete information is a basis for refusal of a visa or other immigration benefit. The worst case scenario is that you may be permanently barred from receiving immigration benefits if the materials include fraudulent statements or willful misrepresentations.
- Our firm will rely on information communicated by your assistant to make strategy decisions and understand your preferences, such as where and when the interview should be scheduled and what your travel itinerary will include. We will also provide your assistant with advice about your case. Make sure to communicate with your assistant about these issues.
- The application for a visa or other immigration benefit may include confidential information, such as your wages, family information, any arrest history, and sensitive ID numbers. Since we cannot anticipate in advance which information if any you may wish to keep confidential, we will presume that if you have asked us to work with your assistant then we can share with your assistant any information about your case. Of course, if there is specific information you want us to keep confidential, we will do so. Please specifically notify us in writing.
10. How should I provide feedback to the firm about the quality of services I’ve received?
Our firm welcomes feedback from clients about the quality of services we have provided. The easiest way to provide feedback is to take a moment to complete our feedback form. In the alternative, feel free to contact your case manager or Gary Chodorow at any time with comments, criticism, or compliments. Your feedback helps us to continuously improve our services.
USING THE CLIENT PORTAL
11. How do I register and sign in to the Client Portal?
We will send new clients an email inviting you register to use the secure and confidential Client Portal we have created to share documents and information with you. The email will be sent from email@example.com, and it looks something like this:
If you don’t see the email and it’s not in your spam folder, let us know and we will resend it.
Please click on the orange link in the email, which will bring you to a screen where you can register for a new Microsoft account (or sign into your existing account):
When you complete the registration or sign-in process for the first time, you will see your Client Portal’s “Home” page. Add this webpage to your browser’s favorites so you can easily return to it in the future and sign in by entering your username and password.
12. How can I view my Case Plan, including the Documents List?
Once our firm prepares your Case Plan, you will see a link to it in your Client Portal’s left menu. Click on it:
In the Case Plan, if the menu is minimized, click here to expand it:
The expanded Case Plan Menu will look something like this. Click in the menu to select the Case Schedule, Documents List, or other page:
Within your documents list, to view an embedded document, download it by right clicking on its icon:
3. How can I upload documents to the client portal?
Click on “Upload Documents” in the left menu.
Then either click “upload” or drag files here to upload. Use the “description” column to provide any additional information to our firm about the document.
Unless we otherwise request, we prefer that documents be uploaded in PDF format. For each document, such as a passport or a bank statement, please combine all pages into a single PDF. See Submitting documents to our firm.
When our staff reviews your document, we will move it from the “Upload Documents” page to your “Documents List” and show the status, such as that it’s ready to file with the government.
14. How can I fill my client questionnaire?
If our firm needs to collect data from you for immigration forms, we will ask you to fill a Client Questionnaire. To access it, click on “Client Questionnaires” in the client portal’s left menu.
Click on the questionnaire with your name:
Click “Edit Workbook” and then choose an option:
- Edit in Excel: This requires you to have Excel software installed on your device. Save your changes when you are done.
- Edit in Browser: This doesn’t require you to have Excel software installed on your device. Changes are saved automatically as you edit.
Notify your case manager when you’ve completed the questionnaire.
15. How can the firm and I send secure messages to each other?
You and the firm can send and receive secure messages to each other in the client portal. Click on “Discussion Board” in the left menu.
16. How can I change the client portal’s display language?
Do you want to change your Client Portal’s display language from English to Chinese, or vice-versa?
If you are using a Microsoft account to sign into the Client Portal, then you’ll need to change your device’s display language. For a Windows 10 PC, click Start, then type “Region and Language”:
If you are using a work or school account:
|Step 1. Sign in at http://portal.office.com/account|
|Step 2. Click “Edit Settings”|
|Step 3. Click “Language and time zone”|
|Step 4. Select your preferred language|
|Step 5. Click “Save”|
SUBMITTING DOCUMENTS TO OUR FIRM
To submit documents to our firm, you can upload them to the client portal, as mentioned above.
17. What’s the best way to format documents provided to the firm?
- PDF: This is our preferred format for most documents (e.g., passports, marriage and birth certificates, etc.). For each document, please combine all pages into a single PDF.
- Microsoft Word (DOCX): For declarations and other text documents that you draft and send to us for editing.
18. How can I convert documents to PDF format and edit them?
Low-Tech Solution: Bring your paper documents to a local copy shop. They can scan and save documents to PDF format.
Adobe Acrobat (Mac or Windows): This industry-standard, paid software can convert documents to PDF format and edit PDFs.
Other Software: Other free or commonly available software has limited PDF-related features:
|Convert documents to PDF||Commenting on PDF documents||Save filled PDF forms||Scan paper documents to PDF format||Add your signature||Edit text or images||Rearrange page order||Merge/split documents|
|Adobe Acrobat Reader DC (free: Windows, Mac, iOS, Android): Download it from the Adobe website, Google Play, or the Apple store.||No||Yes||Yes||Yes (mobile device version only)||Yes||No||Yes||No|
|Google Chrome (free: Windows, Mac)||Webpages, images||No||Yes||No||No||No||No||No|
|Microsoft Office (paid: Windows, Mac)||Webpages, images, Office documents||No||Yes||No||No||No||No||No|
|Preview (included with Mac OSX)||Yes||Yes||Yes||No||Yes||Add text and shapes only||Yes||Yes|
|Mail (included with iOS)||No||No||No||No||Yes||Add text and drawing markups only||No||No|
|PDFsam Basic (free: Windows, Mac)||No||No||No||No||No||No||Yes||Yes|
19. How long will the firm need to review my documents?
We will review your documents on a rolling basis, so you can provide them in batches rather than waiting until you have all documents. When you have provided all documents we’ve requested, tell us, “my documents are complete.” We’ll reply to let you know how long it will take us to review them. Even if we need to review dozens of documents, we’ll do so in a week or less.
BE CAUTIOUS WITH SOCIAL MEDIA
Immigration investigators do sometimes monitor Facebook, LinkedIn, and other social networking sites, including foreign language sites, to detect fraud and other ineligibilities in applications and petitions. A government memo describes how an officer can ask to become a “friend” of a social media user, thus gaining access to otherwise restricted content. The memo emphasizes that some users “accept cyber-friends they don’t even know.” See USCIS, Social Networking Sites and Their Importance to Fraud Detection and National Security (released under a Freedom of Information Act request July 20, 2010). Here are examples of how social media may be used by the government against the parties:
- In spousal immigration cases, the government may check social media “to see if petitioners and beneficiaries are in a valid relationship or are attempting to deceive USCIS about their relationship.”
- For employment-based immigration cases, the government may check to see if employees are working in accordance with the terms of their visa. Imagine if Henry, an H-1B visa holder, is directly employed by Company A but assigned to work on a project for Company A’s client, Company B. Henry posts on LinkedIn that he is working at Company B, even though he is supervised and paid by Company A. This could trigger a fraud investigation, as this information appears to contradict the terms of the H-1B. See Maxine D. Bailey, Immigration is Watching, California Lawyer (Dec. 2011).
- For nonimmigrants not authorized to work, the government may search for signs of unauthorized employment.
- For cases where work experience needs to be proved, the government may look for contradictory information.
- For any case, the government may look for any evidence of illegal behavior. For example, a pair of tourists were detained and removed from the U.S. after posting on Twitter they planned to “destroy America,” which apparently the investigator didn’t recognize as British slang meaning they intended to “party hard” during their visit. See Richard Hartley-Parkinson, British Pair Arrested in U.S. on Terror Charges over Twitter Jokes, Mail Online (Jan. 31, 2012).
- For cases where the government has wide discretion (e.g., good moral character for naturalization), even casual remarks could negatively impact the discretionary decision.
What should you do?
- Please review both your own social media history as well as what others have posted about you online.
- Employers should caution employees to make sure their employment information on social media websites is accurate and consistent with petitions they filed with USCIS.
- Let our firm know if any potentially damaging information is found.
- Be cautious about accepting “friends” on any site where you post private information.
- In some cases, it may be helpful to delete potentially harmful posts, or even to delete an account entirely.
21. Does the law firm appreciate client referrals?
Yes. Referrals from clients are our main source of new business. We appreciate referrals because it’s been our experience that colleagues, relatives, and friends of our clients make the best clients. By relying on referrals we reduce the expenses and time that we need to devote to marketing, so we can pass on the savings to our clients and devote our time to serving our clients. Referrals also help the people you refer because they get high quality help, they don’t have to go through a trial and error process to find a good immigration attorney, and they don’t risk making a bad choice. Potential clients you refer can use this form to schedule a consultation and can tell us that they were referred by you.