Frequently and Previously Asked Questions On
The Student and Exchange Visitor Program (SEVP)

What is SEVP?

What is SEVIS?

How will ICE collect data electronically from schools and programs?

What data does SEVIS require?

How will information regarding SEVP be distributed?

What happens if the system goes down?

Will the school/exchange program be maintaining a local database?

What are the procedures for the new Service port of entry procedures for Forms I-20?

Can grad students begin OPT before they finish their thesis?

Can a student continue to work while in the transfer process?

What are the rules regarding applying for OPT Extension and ‘splitting’ OPT?

Is the student required to notify the Service of a change of address via the DSO, rather than filing an AR-11, or is the DSO only to report known changes when the student reports to them rather than filing the AR-11?

How do we cancel a recommendation for CPT/OPT or an OPT still pending which the student did not mail in?

Can a student stay in the U.S. for the 60 days after OPT? What if they are transferring schools or starting a new program?

Is a student that has received a failing grade considered to be out of status?

Under CPT can a student work off campus, as in another state, for an employer and receive only money, no credits and do they need an EAD card?

What does a school do when they are creating an I-20 and the student’s choice of major is not listed on the dropdown menu? The help desk told her to choose as similar major as possible. Will doing this cause any problems in the future for the school or student?

What should be done in terms of SEVIS with a student who has been sick for 3-4 weeks? His I-20 is almost expired and he wants to enroll in another Intensive English Program, but needs several more weeks to recuperate before starting?

When does the SEVIS I-20 change from “transfer pending” to “transfer complete?” Should we issue one or two I-20’s? When issuing a transfer I-20, SEVIS will not accept a program start date before today’s date?

Do the I-20 forms need to be signed by the school official each and every time a student leaves the USA (example: vacations or school breaks)?

For each reportable event, is a student entered into SEVIS as a continuing student? Does the student receive a new I-20 for each reportable event so that the student may have multiple I- 20’s?

Does a student’s enrollment, or failure to enroll, in the summer term have to be reported in SEVIS? Will the schools have to change the student’s SEVIS status to part-time just for that summer session? Or is their student status based on what their course load is at the next required enrollment period?

How is summer enrollment, or summer/ annual vacation indicated in SEVIS?

School wants to know what to do with foreign students who are no longer attending their school. Do they still register them in SEVIS and state they have returned to their home country, do we register any that we don’t know what happened to them, or do they not bother registering them at all?

How does a school transfer a student into their institution using the SEVIS system?

Should schools enter and maintain a student’s admission number information in SEVIS?

How do I indicate that a student is in their final term? I cannot enter a "next session start date" if the student is in the last session.

What do I do in cases where SEVIS does not allow me to reflect a student’s current circumstances when creating a continuing student record?

If a student that is transferring into my school wants to defer the start of the new program, and the total time spent between programs will still be less than 5 months, how can I reflect this in SEVIS?

How does a school report a student violator using the SEVIS system?

If a student filed a paper reinstatement request that has not yet been adjudicated, how can this record be created in SEVIS? Should I create a record for “reinstatement”, and if so do I need to send a new reinstatement application?

How does the Bureau plan to notify school of Implemented system changes?

What events are considered “reportable events”, meaning events for which a SEVIS approved school would be required to create a SEVIS record for a continuing student that is not already in the system prior to August 1, 2003?

How should a school handle countries in the address section not listed in the country of citizenship drop down list, such as Palestinian Authority Serbia?

Our batch system is not up yet. Can we use RTI before going to batch? Can we use both RTI and batch together?

The Student and Exchange Visitor Program (SEVP) is the reengineered nonimmigrant student and exchange visitor (F, M, & J visa categories) process, converting what is currently a manual procedure into an automated process. This change improves data collection and reporting, enhances customer service, facilitates compliance with regulations, and helps the Bureau of Immigration and Customs Enforcement better monitor school and exchange programs. This program was formerly referred to as the Coordinated Interagency Partnership Regulating International Students (CIPRIS). SEVIS was developed by the former INS in partnership with the Department of State Bureau of Consular Affairs, the Department of State Bureau of Educational and Cultural Affairs (formerly the United States Information Agency), the Department of Education, and members of the educational and exchange program communities. Information obtained from this pilot system was incorporated into the national system development effort that resulted in the Student and Exchange Visitor Information System (SEVIS).

Q: What is SEVIS?

SEVIS is an Internet-based system that maintains accurate and current information on non-immigrant students (F and M visa), exchange visitors (J visa), and their dependents (F-2, M-2, and J-2). SEVIS enables schools and program sponsors to transmit electronic information and event notifications via the Internet, to the ICE and Department of State (DOS) throughout a student or exchange visitor’s stay in the United States. The system will reflect international student or exchange visitor status changes, such as admission at Port of Entry (POE), change of address, change in program of study, and other details. SEVIS will also provide system alerts, event notifications, and basic reports to the end-user schools, programs, and Immigration related field offices.

Q: How will ICE collect data electronically from schools and programs?

There are several options for interfacing with SEVIS. First is the “real-time interactive” method, which is an authorized user accessing the SEVIS website and interacting/working (e.g., inputting information, printing forms) much like many common websites. Second is the “batch” method, which is an authorized organization’s IT system or vendor software communicating with SEVIS and uploading and downloading information (system to system).

SEVIS real-time interactive has been designed to operate from any computer connected to the Internet, with authorized login and password credentials. SEVIS system requirements are relatively modest, and should not drive the configuration. We are attempting to make the application browser independent but at this early stage, Internet Explorer 5.5 or equivalent is only fully supported. Therefore, for real-time interactive, there is no software to download or provide via CD-ROM, since SEVIS is accessed through the Internet/WWW similar to many commonly used websites. Memory and hard drive requirements are obviously a function of the number of non-immigrants in attendance and the amount of data desired to be maintained locally.

In the event an institution would operate in a batch mode, which will likely be the method of choice for schools or sponsors with very large numbers of records, SEVIS requires that the data be transferred in XML format by the institution’s system or vendor software solution. The Interface Control Document, which includes the XML DTD, is currently available for download from the SEVP homepage. These technical specifications should be clear to the institution’s technical staff or vendor for the data elements SEVIS is requiring and the communication process. INS published in the Commerce Business Daily and sponsored multiple vendor conferences to specifically release these SEVIS technical specifications for batch-interface as soon as practical (San Diego, CA (8/28-30/2001) and Charleston, SC (9/4-6/2001)).

Q: What data does SEVIS require?

SEVIS involves the same data that has always been required by law and regulation from foreign students and exchange visitors. The system is expected to enable schools and exchange visitor programs to better comply with the requirements outlined below.

IIRIRA, § 641(c)

• Identity and current address of alien
• Visa classification, date of visa issuance or classification granted
• Academic status of alien (full-time, part-time)
• Academic disciplinary actions taken against the alien due to criminal conviction

USA PATRIOT Act § 416

• Port of Entry
• Date of entry

Regulations at 8 CFR 214.3(g)

• Name
• Place and date of birth
• Country of Citizenship
• Address
• Status (full-time, part-time)
• Date of commencement of studies
• Degree program and field of study
• Practical training, beginning and ending dates
• Termination date and known reasons
• I-20 and application for I-20
• Number of credits completed per year

DOS regulations at 22 CFR 62

Q: How will information regarding SEVP be distributed?

ICE has been fortunate to participate in stakeholder conferences and annual meetings to share information on SEVP. As budget allows, the ICE will continue to attend these conferences in order to provide program updates and user information on SEVP. Handouts and presentation materials available at conferences will be accessible from the ICE website for those unable to attend. The SEVP team will continue to be available for teleconferences with stakeholders. Also, the ICE will investigate the possibility of utilizing existing videoconferencing capabilities at Immigration District Offices, Service Centers, Regional Offices, and others as a potential format for dissemination of information and updates on SEVIS.

Q: What happens if the system goes down?

SEVIS has been designed and developed to be a robust and high-functioning system. However, the ICE recognizes that no system is perfect, and that even so-called "perfect systems" may fail if, for example, there is a general power outage in the area. With this in mind, SEVIS has comprehensive back up and disaster recovery procedures in place.

Q: Will the school/exchange program be maintaining a local database?

The data entered by a school or exchange program will reside on a central database on a server maintained by ICE, accessible by schools/exchange programs via the website. These institutions will be able to update these records through the web, as well as eventually be able to view responses from the appropriate adjudicators regarding their benefit requests. If the school/exchange program decides to maintain a local database, it will be the institution’s responsibility to maintain that database, as well as any associated hardware and software.

Procedures

Q: What are the procedures for the new Service port of entry procedures for Forms I-20?

A: For all SEVIS student initial entries

• Notification of any student making an initial entry on a SEVIS Form I-20 is now being sent electronically to SEVIS. All students entering the U.S. via land borders will be routed to secondary inspections, where their entry information will be updated in SEVIS.
• At this time, students entering at most air and seaports mat be admitted either through the primary lane or through a dedicated student line. This student line may also be the secondary inspections line at some ports. However, DHS is in the process of implementing a system at all air and sea ports that will facilitate student entry and SEVIS updating in the primary lane.
• In all cases, initial student entry information is being entered by the inspector and updated electronically in SEVIS.

Once the entry information is entered at the POE, the student's date and port of entry information should be automatically populated in the registration information screen on their student record. The initial status record will also then appear on the alert list of students that have entered through the POE, but that have not yet registered.

• Students that are on this list need to be either registered or terminated for "no-show".
• This SEVIS termination replaces the schools requirement to report no-shows via the #800.
• The system will terminate such students if no action is taken on their initial status records.

This electronic notification function eliminates the need for the POE to take the student's form SEVIS I-20 and route it through London, KY, and the ports are thus phasing this practice out.

All initial entries on Non-SEVIS Forms I-20 prior to August 1, 2003, will continue to be processed in the same manner as before, meaning that the student will retain their copy and school copy will be sent to the school from London, KY with the cover letter requesting that the school report a no-show via the #800 number.

OPT

Q: Can grad students begin OPT before they finish their thesis?

A: A student that has not yet completed their studies and that is still enrolled at the school full time, which would include students that are completing thesis work, cannot begin full time OPT. Full time OPT can be pursued only after completion of the program or between required sessions (like summer vacation.) However, a student that has been attending an approved school on a full time basis for one full academic year may apply for OPT at any time prior to the program end date. Individual Service Centers, or the National Customer Service Center, should be contacted for questions pertaining to how far in advance of the employment start date the application can be made.

Q: Can a student continue to work while in the transfer process?

A: A student may continue in OPT while in the transfer process, but must terminate employment upon registration at the transfer-in school. On-campus employment during a transfer, however, may only be pursued at the school that has control over the student's record, meaning the transfer out school prior to the release date and the transfer in school after the release date.

Q: What are the rules regarding applying for OPT Extension and ‘splitting’ OPT?

A: While the regulations neither expressly allow for nor deny students an extension of approved post-completion OPT, DHS recognizes that “splitting” OPT and in some cases then applying for an extension is a process with precedent between schools and local Service Centers. As such, DHS will allow DSOs to recommend an extension of currently approved post-completion OPT in cases where the student did not or does not apply for the full training time for which he/she would have been eligible. Although extensions of OPT will continue to be an option when necessary, the regulations at 8CFR 214.2(f) now specify that an F-1 student is eligible for 12 months of full time OPT at each program level, effectively eliminating the need to “split” OPT time between program levels as was done in the past. Students should therefore be encouraged to initially apply for the full amount of time available to them. In cases where additional post-completion OPT is needed, a school official should contact the SEVIS Help Desk for detailed instruction.

Q: Is the student required to notify the Service of a change of address via the DSO, rather than filing an AR-11, or is the DSO only to report known changes when the student reports to them rather than filing the AR-11?

A: A student should report a change of address via one of the DSOs, who is in turn required to report this change of address in SEVIS, even during periods of post-completion OPT. However, the school will not be held responsible for failure to report a change of address that a student filed on an AR-11, so long as the school did not have knowledge of the address change or the AR-11 filing. In general, schools are encouraged to make it clear to their nonimmigrant students that all changes of address should be reported to the Bureau via the DSO and SEVIS.

Q: How do we cancel a recommendation for CPT/OPT or an OPT still pending which the student did not mail in?

A: For CPT, the Service is adding the option to cancel the employment indication prior to it’s begin date. However, until this functionality is added, users are being asked to change the CPT end date to match the CPT start date, or the next possible date in cases where the start date has already passed, when attempting to cancel a submitted CPT session. The SEVIS Help Desk should be able to assist a caller in making this update should she/ he have any questions.

For OPT, if the form has been mailed, the only way to cancel the pending request is to contact the Service Center and have the application withdrawn. This withdrawal will automatically cancel the pending request in SEVIS.

For OPT, if the form has NOT been mailed to the Service Center, the user should call the Help Desk and request a record change via an administrative correction. The Help Desk may ask that the user fax certain documentation to track this requested change. DHS is considering changing the system to allow a P/DSO to cancel OPT requests in certain circumstances, but a date for this change has not been determined.

Q: Can a student stay in the U.S. for the 60 days after OPT? What if they are transferring schools or starting a new program?

A: An F-1 student that is maintaining status may stay in the U.S. for up to 60 days following either the OPT end date or the program end date, whichever is later. Any M-1 student that is maintaining status may stay in the U.S. for up to 30 days following the OPT end date or the program end date, whichever is later. An F-1 transfer or change in program level may be initiated in the 60 days following program completion or end of the authorized OPT period, whichever is later. An F-1 program extension, however, must be completed prior to the program end date.

Q: Is a student that has received a failing grade considered to be out of status?

A: The regulations require students to be enrolled in full time studies and working toward an education goal. A failing grade is not inconsistent with these requirements. If students continue to fail courses in consecutive terms, the DSO should question whether or not the student is making normal progress and maintaining status. However, as long as the school allows the student to continue enrollment and that enrollment is on a full time basis, we have no requirements for the maintenance of a particular GPA or pass/fail ratio.

CPT

Q: Under CPT can a student work off campus, as in another state, for an employer and receive only money, no credits and do they need an EAD card?

A: The regulations at 8 CFR 214.2(f)(10)(i),(B) specify that CPT must be an "integral part of an established curriculum." Our understanding is that such employment must therefore be required by a particular class or program. The payment, while allowed, is secondary to the program requirement for this employment. The regulations further specify, "Curricular practical training is defined to be alternative work/study, internship, cooperative education, or any other type of required internship or practicum that is offered by sponsoring employers through cooperative agreements with the school." Thus, the school cannot simply require that the student get a paying job in a particular field, but rather must have some connection to or arrangement with the employer(s) that will offer the CPT positions.

If the work is required by the student's program, and is therefore part of their course of study, the student can be engaged in full time CPT. However, after having one full year (12 months) of full time CPT, the student is no longer eligible for post-completion OPT at that program level.

As for required documentation for CPT, the regulations specify that "an F-1 student may be authorized by the DSO to participate in a curricular practical training program" and that, to authorize this type of employment, the DSO needs to "update the student's record in SEVIS as being authorized for curricular practical training that is directly related to the student's major area of study... [and] indicate whether the training is full-time or part-time, the employer and location, and the employment start and end date. The DSO will then print a copy of the employment page of the SEVIS Form I-20 indicating that curricular practical training has been approved. The DSO must sign, date, and return the SEVIS Form I-20 to the student prior to the student's commencement of employment.

Thus, the student can work in a full time CPT program for payment and without an EAD so long as the employment meets the qualifications of CPT and has been properly endorsed by the DSO. This information is also specified in the I-9 employer guidelines.

I-20

Q: What does a school do when they are creating an I-20 and the student’s choice of major is not listed on the dropdown menu? The help desk told her to choose as similar major as possible. Will doing this cause any problems in the future for the school or student?

A: This table, taken from Department of Education CIP major table, was the best option for a standardized major/ field of study reporting system because the Department of Education can provide schools with a list of "cross-walks" or name equivalencies, allowing a school to merge their program name lists with the CIP table. For a school whose field of study names do not yet match the CIP table, the Service suggests that the school work with their institutional research office to get the Department of Education equivalents for their field of study designations. Until all the field of study names are consistent with those in the Department of Education CIP tables, however, choosing the most similar major or area of study should not pose a problem for the student at a later date. The Service is aware that the major/ field of study codes listed in the CIP table in SEVIS do not offer an exact match for all schools.

Q: What should be done in terms of SEVIS with a student who has been sick for 3-4 weeks? His I-20 is almost expired and he wants to enroll in another Intensive English Program, but needs several more weeks to recuperate before starting?

A: A student can be authorized to drop below a full course of study for a medical condition or illness for up to 12 months aggregate in an academic program and up to 5 months aggregate in a vocational program. When authorized to drop below a full course of study for an illness or medical condition, the student may refrain from taking any classes, if warranted by the severity of the illness. In this case, the school official can extend the student’s program, authorize this student for a reduced course load for the period of time required for recuperation, and then indicate that the student has regained a full course of study once the student has recuperated.

Q: When does the SEVIS I-20 change from “transfer pending” to “transfer complete?” Should we issue one or two I-20’s? When issuing a transfer I-20, SEVIS will not accept a program start date before today’s date?

A: For an F-1 transfer student, the record at the receiving school will appear on the students in transfer status list as soon as the student’s previous school updates that student’s record to show that a transfer will take place. However, the receiving school will not actually be able to access and create the new I-20 until the student release date determined by the previous school.

Once the release date has been reached, the transfer-in school can access the partially completed transfer record from the transfer-in list, complete the rest of the form with information pertaining to that program, and issue this transfer form to the student. At that point, the transfer form will indicate that the transfer is pending. Once the student is registered at the transfer-in school, however, the transfer is complete and the record will print with “continued attendance” as the issuance reason, rather than “transfer”.

The school need only print the transfer I-20, but may re-print the I-20 once the student registers, indicating that the student is now a continuing student of that school, if they wish to.

For an M-1 program transfer, the transfer-in school can access a partially completed transfer record from the transfer-in list as soon as the transfer-out school indicates that the student wishes to transfer. The I-20 created by the transfer-in school will indicate that the transfer is pending. The I-20 showing this pending transfer request should be sent with the I-539 to the INS Service Center for adjudication.

If this application is still pending as of the program start date, the student can effect the transfer and begin the new program. However, even after the student registers at the transfer-in school, the student record will continue to show the transfer as pending until the Service Center adjudicates the case. Upon approval from the Service Center, SEVIS will be automatically updated to reflect that the transfer is complete.

Q: Do the I-20 forms need to be signed by the school official each and every time a student leaves the USA (example: vacations or school breaks)?

A: No. The SEVIS Form I-20 is authorized for travel by the signature on page three. Each signature on an F-1 SEVIS I-20 authorizes travel for a year following the signature date. Each signature on the M-1 SEVIS I-20 authorizes travel for six months following the signature date. Once that year or six month period has passed, the same SEVIS I-20 can be re-authorized for travel by having an official sign the next available line on the form. Only once all of the signature lines have been used for travel authorization will page three of the form have to be re-printed for travel.

Q: For each reportable event, is a student entered into SEVIS as a continuing student? Does the student receive a new I-20 for each reportable event so that the student may have multiple I- 20’s?

A: No. A student that is currently enrolled at a school, but has not yet had a SEVIS record created for them, will need to be entered into SEVIS as a "continuing student" either at the next instance of a reportable event, or prior to August 1, 2003, whichever is sooner. However, once a student record has been created in SEVIS, this is the only SEVIS record that the school should be maintaining for that student. All subsequent reportable events and registration events will need to be updated in this single SEVIS record. The SEVIS I-20 will only need to be re-printed in instances where the update is one that requires that the form be sent to the Service Center or District Office, or if the student has some other need for the updated information to appear on their current Form.

Enrollment/Registration/Transfer

Q: Does a student’s enrollment, or failure to enroll, in the summer term have to be reported in SEVIS? Will the schools have to change the student’s SEVIS status to part-time just for that summer session? Or is their student status based on what their course load is at the next required enrollment period?

A: A student’s status of full time or part time is based on their course load during required periods of enrollment. The school may report in SEVIS that a student is enrolled during a session that is not required, such as a summer term, but is not required to report this information. Therefore, a student not taking classes during an annual and/ or summer break from school does not need to be reported in SEVIS as having failed to enroll.

Q: How is summer enrollment, or summer/ annual vacation indicated in SEVIS?

A: A student’s enrollment each term or session is reported via the registration dates in the student record. Likewise, these registration dates can be used to indicate annual breaks in a student’s study. The “next session start date” is simply the date of the next session that you anticipate the student registering for. For example, what would the registration dates be in a typical spring semester? If the student is taking the summer off, and will begin again in the fall, the “next session start date” will be the start of that fall semester. The time between the “current session end date” (spring session in this example) and the “next session start date” (fall session) signifies the summer break. However, if the student plans to be enrolled for that summer session, the P/DSO may enter the “next session start date” as the start of the summer session. If the student’s plans change, the registration dates can be updated at any point to reflect the most current information.

Q: School wants to know what to do with foreign students who are no longer attending their school. Do they still register them in SEVIS and state they have returned to their home country, do we register any that we don’t know what happened to them, or do they not bother registering them at all?

A: Continuing student records do not need to be created simply for the purpose of indicating that a student has terminated, completed or failed to enroll for a particular program. However, a school should continue to report no-show information to the Service via the # 800. [See the answer to question on “reportable events” for details.]

Q: How does a school transfer a student into their institution using the SEVIS system?

A: In general, the transfer process will vary depending on whether the student is in an F program or an M program, and on whether or not the student has a SEVIS record prior to the transfer. All scenarios are outlined in the regulations and addressed in the SEVIS School User Manual, available from the INS website (www.immigration.gov). The SEVIS Help Desk should also be able to walk users through this process.

Briefly, for students that have a SEVIS record already created at another SEVIS school, the transfer-out school will need to indicate that the student is transferring to the particular school in question, and will need to specify a release date. Upon that release date, in the case of an F student transfer, the transfer-in school will be able to open a partially completed record by clicking on the transfer-in record on the “students in transfer” list. This list is available to the PDSO and the all of the DSOs at the campus to which the student is transferring. This partially completed transfer record should be completed and submitted to the system by the transfer-in school, and the transfer I-20 can then be issued to the student. Once the student actually registers at the transfer-in school, the F transfer is completed by the DSO registering the student in the system.

For F students that do not already have a SEVIS record at the transfer-out school, the transfer-in school should create a new record with an issuance reason of “transfer”. This will create an initial transfer-in Form I-20 that can be issued to the student. Once the student registers at the transfer-in program, the P/DSO should register the student in the system. The registration event at the transfer-in school will complete the F student transfer.

An M student transfer, because it is a Service adjudicated event, involves a larger set of instructions, which again are available on-line in the Schools Users Manual, and from the SEVIS Help Desk.

NOTE: The Bureau is aware that some schools have experienced difficulties in identifying the correct “transfer-to” school in the transfer menu, because some multi-campus institutions have several campuses with similar names. The Bureau plans to add a list of SEVIS school codes to the transfer menus to allow for easier identification of the transfer-out school in cases where school name is not sufficient. However, until this enhancement is in place, schools that are unsure which “transfer-out” school to choose from the list should call the SEVIS Help Desk for assistance.

Q: Should schools enter and maintain a student’s admission number information in SEVIS?

A: Schools do not need to enter a student’s admission number in SEVIS, either when creating or updating the record. Student information on visa issuance, date of entry, port of entry, and admission number will now be automatically populated by system interfaces. Therefore, while these fields are available to the DSOs, it is often better that the DSO not enter this information themselves.

Students are now given a new admission number each time they enter. SEVIS will keep an electronic record of all admission numbers and will update the student’s record accordingly.

Q: How do I indicate that a student is in their final term? I cannot enter a "next session start date" if the student is in the last session.

A: The Bureau plans to add a “check box” to the system to allow all schools to indicate that a student is in their last session. This check box will be in used in place of the “next session start date field” for all students in their final session (which would include those students that are enrolled in a single session program such as the one described above).

Until this functionality is added, however, schools are asked to enter the program end date as the “next session start date” in the final session. Regardless of whether or not the student appears on the registration alert list, the student’s record will change to “completed” status 60 days following the program end date for a student in an English language program.

The Bureau is aware that students are appearing on the registration alert list in the 60 days following their program end date. This is a temporary problem in the system that will be fixed with the addition of the “last session” check box if not sooner. While this creates confusion, it poses no threat to the student’s status because, once the program end date has passed, the student will not be terminated based on registration dates.

Q: What do I do in cases where SEVIS does not allow me to reflect a student’s current circumstances when creating a continuing student record?

A: The Bureau is aware that, in certain instances, SEVIS does not allow for the current circumstances of a student’s status or program to be reflected when creating a continuing student record. In many such cases, the Bureau has already issued detailed instruction for entering these students. This information can be e-mailed to schools from the SEVIS Help Desk. These cases include:

• students with OPT that was applied for and/ or approved prior to creation of the student’s SEVIS record;
• M students in programs that exceed 12 months in length; and
• M students who have applied for and/ or been approved for a program extension prior to creation of the SEVIS record.

P/DSOs that are attempting to create records that they believe cannot be accurately reflected in SEVIS, but for which there is not yet guidance available, should contact the Help Desk and provide a detailed explanation of the circumstance. It is via escalation of this type of Help Desk report that the Bureau can be made aware, and thus develop guidance on, such unforeseen circumstances.

Q: If a student that is transferring into my school wants to defer the start of the new program, and the total time spent between programs will still be less than 5 months, how can I reflect this in SEVIS?

A: At this time, SEVIS does not allow for a deferred program start for a student that is already in the U.S. In cases where a student that is supposed to transfer to a new program within the U.S., and wishes to defer the start of the transfer-in program for a period not to exceed 5 months from the end of transfer-out program, the transfer-in program school official should contact the SEVIS Help Desk so that the Bureau can assist the school in changing the program start date on the transfer record.

Violations

Q: How does a school report a student violator using the SEVIS system?

A: If a student that is already in SEVIS violates the terms of their status, the P/DSO can report this by terminating the student in SEVIS for one of the termination reasons on the drop down menu. A student that was issued a SEVIS I-20 for initial attendance is reported by the INS to have entered the US to attend that school, and that fails to enroll should be terminated for a reason of “no-show”. However, the school does not need to create a continuing record prior to August 1, 2003 for the sole purpose of reporting a student’s status violation. Termination or no-show of a student that is not already in SEVIS can be reported by calling the Service at the #800 prior to August 1, 2003.

Reinstatement

Q: If a student filed a paper reinstatement request that has not yet been adjudicated, how can this record be created in SEVIS? Should I create a record for “reinstatement”, and if so do I need to send a new reinstatement application?

A: This is largely determined by the local District Officer, as she or he is the individual responsible for adjudication of the reinstatement application. A school that finds themselves in this circumstance should first contact the local District Student School Officer to check on the status of the case and determine what course of action is best. Upon approval of this application, a school official could then create a continuing student record in SEVIS. The DO may also request that the school create a SEVIS record with an issuance reason of “reinstatement”, send the DO the SEVIS issued form, and allow for electronic adjudication of the previously filed application. Adjudication of this electronic record will then automatically change the student’s status in the appropriate manner.

Notification

Q: How does the Bureau plan to notify school of Implemented system changes?

A: All major changes made to the system are implemented as part of specified system releases. At this time, the Bureau sends e-mail notifications of each release to each SEVIS approved school. Notifications include detailed explanations of the real-time changes that impact the school’s use of the system. The Bureau is looking at adding SEVIS system alerts of these changes and will consider sending the alert e-mail further in advance of the release. At this time, however, schools should continue to expect these e-mail notifications with each system release. Batch system changes will generally be specified in ICD changes prior to the actual SEVIS system change.

Q: What events are considered “reportable events”, meaning events for which a SEVIS approved school would be required to create a SEVIS record for a continuing student that is not already in the system prior to August 1, 2003?

A: Reportable events include any event for which a P/DSO would normally issue a student a new form I-20 and/or report to the Service including:

• Program Extension;
• Optional practical training (OPT) application;
• Curricular practical training (CPT) authorization;
• Off-campus employment application;
• Authorization to drop below a full course of study;
  • (note that undergraduates at colleges and universities dropping below a full course load during the last semester or term is not a reportable event, as they are considered, by definition, to be enrolled in a full course of study during that last semester or term)
• Reinstatement request;
• Add a dependent;
• Changes to financial information;
• Travel signatures are full and a new I-20 must be issued to authorize subsequent travel;
• Replacement of lost/ damaged form;
• Transfer in
• Change of degree level, for example from BS to MS;
• Known F-1 major or field of study change; and
• Student that is leaving the U.S. and will need a new visa issued prior to re-entry. ( A student who was initially issued a Non-SEVIS I-20 prior to February 15th, 2003, and whose I-20 issuance information was entered into ISEAS, can still use that I-20 for visa issuance purposes prior to August 1, 2003.)

Continuing student records do not have to be created prior to August 1, 2003 solely for reporting when a student:

• Completes their current program (graduates);
• Terminates their current program;
  • (Early termination or withdrawal of a continuing student not yet in SEVIS can be reported via the #800 number until August 1, 2003.)
• Fails to initially enroll in a program for which they have been issued a Non-SEVIS I-20; or
  • ( a non-SEVIS no-show can be reported via the #800 until August 1, 2003.)
• Transfers out of a SEVIS school prior to be entered into SEVIS.
  • (When a student not yet entered in SEVIS transfers to another school, the transfer-in school will create the SEVIS transfer-in record. Therefore, the transfer-out school does not need to create a SEVIS record for the sole purpose of transferring the student to another school).

While it is not required that a SEVIS record be created at other points, the P/DSO may create the continuing student record at any other point that they choose, and the Service encourages schools to create these records as soon as they are able to, especially as the student’s other personal or program information changes, such as a change of address.

SEVIS System

Q: How should a school handle countries in the address section not listed in the country of citizenship drop down list, such as Palestinian Authority Serbia?

A: The country of citizenship and country of birth tables in SEVIS come from lists of recognized countries, and are updated as those lists change. These lists are available on-line from the Consular Affairs travel information website. If a student is the citizen of a country listed by the Department of State Consular Affairs, and the school official cannot find that country on the drop down menu in SEVIS, the school official should call the Help Desk and specify this so that the Bureau can look into the discrepancy. The Help Desk should then be able to assist the school in creating a record for that student.

Q: Our batch system is not up yet. Can we use RTI before going to batch? Can we use both RTI and batch together?

A: Using RTI in no way precludes a school from transition to use of batch at a later date. In fact, all schools are now required to begin using SEVIS, and therefore any school not yet using batch is required to use RTI at this time. Further, even once a school is using batch, there are certain updates and SEVIS functions that will still only be available via RTI.