Welcome to Part III of the SEVIS Training for New Sponsor Officials. In the first presentation, Part I, we discussed both the Program Information and the Exchange Visitor Information page. We explained the stages exchange visitors go through during their stay in the United States on the J-1 visa, and how their SVIS records are affected. We also showed how to create an exchange visitor record.
In the second presentation, or Part II, we described how to maintain records that have already been created. This includes looking at records in both Initial and Active status, and the actions associated with each status.
In this final part, Part III, we will introduce useful features for finding records, such as Alerts, Search, and Lists. We will also show Reports and the Download feature. We will talk about other systems that interface with SEVIS, and, finally, we will talk about account maintenance rules and resources to get additional information.
This presentation provides guidance for using SEVIS. It does not replace the Exchange Visitor Program regulations found at 22 CFR Part 62. To obtain administrative guidance on the Exchange Visitor Program, the Exchange Visitor Program regulations, or program or exchange visitor issues and concerns, contact the Department of State’s Office of Designation, Private Sector Exchange.
Now let’s take a look at the Alerts related to exchange visitor records.
To access the Alerts, click the radio button next to the Program Name on the Listing of Programs page and click the Alerts button.
The Alerts pertaining to the program will display. Some of the alerts are links to access the lists of affected records. Click the link to see the exchange visitors and spouse/dependents on the alert. The table allows you to sort by each column. Click the up or down arrow to change the sorting for the column. The table will display up to 20 records by default on each page. You can click the ‘Show Entries’ down arrow to change the number of records that will be displayed on each page. The table can also be exported into an Excel document, into a CSV file or to a PDF. The number of records displayed on the page will be exported to the selected format.
Alerts are a useful tool, drawing sponsor officials’ attention to certain program facts and serving as a “To Do” list. If an alert exists for the exchange visitor, this is a reminder to review the record and determine if any action needs to be taken.
There are certain categories that have additional alerts. These categories and their corresponding alerts are listed on the slide.
The next functionality we will look at is Search Exchange Visitors and Spouse/Dependents.
To perform a global search from any page in SEVIS, a SEVIS ID can be entered into the Search area on the navigation bar. This search allows you to search across all programs and schools that you are associated with. Enter in a SEVIS ID and click the magnifying glass button.
To access the Search page, select the Program from the Listing of Programs page and click the Search button.
This is the Search Exchange Visitors and Dependents page. The Quick Search section is at the top. Enter any one criterion and click the Search button. In the Advanced Search you can search by only exchange visitors, or you can expand the search to include J-2 records as well. When selecting the All Names option, at least one criterion must be selected in the Refine By section. Notice that up to three statuses may be selected.
There are two ways to search for records. The fastest way is to use the Quick Search. It requires only one criterion, such as SEVIS ID, Visa Foil Number, or the Surname/Primary Name. The Advanced Search allows the user to search by additional name fields such as the Surname/Primary Name and Given Name combination, Passport Name or Preferred Name. It also allows for the use of a wild card character. To search by all names, an official must refine the search by at least one additional criterion.
Now let’s have a closer look at Exchange Visitor Lists in SEVIS.
To access the Lists, select the Program from the Listing of Programs page and click the EV Lists button.
This slide shows the available lists. Clicking a particular list’s name will open the corresponding list of all the exchange visitors and spouse/dependents on that list.
The table allows you to sort by each column. Click the up or down arrow to change the sorting for the column. Like the alerts, this table will display up to 20 records by default on each page. You can click the ‘Show Entries’ down arrow to change the number of records that will be displayed on each page. The table can also be exported into an Excel document, into a CSV file or to a PDF. The number of records displayed on the page will be exported to the selected format. Some lists will display additional fields when exported to Excel. For example, the exported list of Active Status Exchange Visitors and Dependents includes primary site of activity fields, subject/field code and description, email address, country of citizenship and physical address fields.
This slide shows all the exchange visitor lists available for the sponsor officials. They are useful for performing various work tasks. Most of the list names are based on the status of the records and are self-explanatory. Saved Exchange Visitors and Dependents is a list of records in Draft status. The records on this list are automatically deleted by the system if they are not submitted within 45 days of the last save.
We have mentioned that specific categories have actions and alerts that are unique to the category. This is the same for lists. This slide shows the category specific lists.
Now let’s take a look at the Reports.
To access the reports, select the Program from the Listing of Programs page and click the Reports button.
On the reports page, select the Annual Report and click the Submit button. On the next page, choose the reporting year and click the Submit button. A PDF file with the annual report will be generated and will display in a new browser window. The report must be printed and signed, and sent to the Department of State with supporting documentation by the due date. The alert showing that the program’s annual report is due will continue to display until the receipt of the annual report is noted in SEVIS by a Department of State official.
The program’s annual report must be generated and mailed to the Department of State each year by the date stipulated on the program sponsor’s designation or redesignation letter. The annual reporting cycle and the status of the report are listed on the program information page. This slide shows the due dates for the different reporting cycles. An alert is displayed on the first day of the month when the annual report is due.
Now let’s look at the Download’s page that provides the ability to generate an Exchange Visitor report.
To access the Downloads page, select the Program from the Listing of Programs page and click the Downloads button.
The downloadable Exchange Visitor Report for Sponsor Officials, in the Reports section of the SEVIS Downloads page, allows the user to export all exchange visitor records in one status at a time. The exported report includes detailed information for each exchange visitor on the report. To export the report, click CSV or Excel in the File Type column. The Download Report window will display. Select the desired status and click the Submit button. You will then have the option to open or save the report.
Now we will look at the systems that interface with SEVIS.
SEVIS receives data from multiple government systems through established interfaces. Data was applied from the interfaces to the appropriate SEVIS record. In the case of the Common Push interface, after a record is created or updated, it is sent to the Consular Affairs database. This information allows Consular Affairs to see SEVIS data when they are processing a nonimmigrant’s visa.
After a visa is issued, Consular Affairs pushes the visa information to SEVIS via the NIV interface.
The I-901 interface pushes the I-901 fee payment information to SEVIS, which allows users to see that the fee was paid and when it was paid.
There are two additional interfaces that push data to SEVIS. The system receives data from ADIS which supplies SEVIS with port of entry and port of departure information.
The CLAIMS and ELIS databases push data to SEVIS regarding both change of visa status information and J-2 employment.
SEVIS allows users to update data in two ways: the first is RTI, or Real Time Interface, where the user logs into the system to create and update records. The second method is Batch. Batch allows users to create and maintain records in an external database and then upload the data to SEVIS on a nightly basis. Any sponsor that uses Batch must first register for Batch. After registration, users must test using an XML schema and the SEVIS test environment.
Batch systems can be homegrown by the sponsors or sponsors can use the software provided by a third party vendor. The XML is updated when new functionalities are added to SEVIS. Batch files are uploaded nightly. After the upload is completed, a transaction file is returned back to the sponsor.
Some functionalities are not available in Batch and must be done through RTI.
Batch users must remember to log into SEVIS to maintain their passwords and to see lists and alerts. To learn more about Batch, go to the ice.gov/sevis website.
Let’s talk about account maintenance and resources to be used for other information.
Users must log into SEVIS at least once every 45 days. When a user has not logged into SEVIS for 30 days, an alert will display listing the RO or ARO who has not logged into SEVIS for 30 days. Also, an email will be sent to the RO and all AROs with a reminder to log into SEVIS. If the user is also a PDSO or DSO for a school or campus, all users at those schools and campuses will also receive the email.
When the ARO has not logged into SEVIS for 45 days, his or her user ID is inactivated. An inactive ARO cannot use the request password reset functionality. They must contact their RO to request a password reset. The RO will be able to use the Request Password Reset link on the Official Information page.
Each year, the RO must verify that all the officials listed in SEVIS still require access to SEVIS. Starting in December, both the RO and AROs will see the message on the Message Board page. The RO will have the ability to verify the officials. The verification must take place by March 2nd or the officials will lose access to SEVIS for the program.
To verify the officials, the RO must click the ‘required to verify’ link in the message on the Message Board page or the Program Information page. The ARO Verification page displays all officials associated with the program. The RO will be selected by default. Click the Yes or No radio button next to the name of each ARO listed. A message will display if No is selected letting you know that submitting this answer will cause the ARO to lose access to the program. Click the Submit button to complete the verification process.
To learn more about the processes discussed in this presentation and other functionalities in SEVIS, you can access the user manuals and online help. The manuals are located on the j1visa.state.gov website. This information can also be found using the online help. The help can be accessed directly from SEVIS by clicking on the Help link in the navigation bar on top of each page in SEVIS.
Use the email@example.com
email address for any technical questions. Questions can also be answered by calling the help desk. If you have any policy or regulatory questions, you must contact your Program Officer in the Office of Designation.
If your program is designated for one of the categories listed on the slide, you can send any questions or supporting documentation to AGExchanges@state.gov
If your program is designated for one of the private sector categories listed on this slide, you can send any questions or supporting documentation to the email address that is specifically set up for the category.
This is the end of Part III. Watch and listen to Part I to learn about program information and creating exchange visitor records. Watch and listen to Part II to learn about maintaining exchange visitor records.