This presentation covers the Department of State related updates that will be in SEVIS release 6.62. The release is scheduled for the evening of Friday June 3, 2022.
As an overview, we will be covering the following topics in this presentation:
- Automatic e-mail notifications that will be sent to exchange visitors when their status changes
- The addition of the e-mail address field to status correction pages
- Added details to certain events in Event History
- Updates to the Department of State contact information on the Form DS-3036 submission page
- And the ability to invalidate a spouse/dependent record when the record has visa information.
Disclaimer: This presentation provides guidance for using SEVIS. It does not replace the Exchange Visitor Program regulations found in 22 Code of Federal Regulations, 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 Private Sector Exchange Designation.
The first topic is automated e-mails. The automated e-mails will be sent to exchange visitors when their status changes to Active, Inactive, No Show, Terminated, or Transferred. The e-mails will be sent to the e-mail address that is in SEVIS. Although an exchange visitor may have a spouse or dependent whose status also changes, the spouse and dependents will not be receiving the automated e-mails.
There are many reasons to send automated e-mails. The e-mails most importantly inform exchange visitors of their SEVIS status. Because these statuses will be new to most exchange visitors, the e-mail text also includes the meaning of the status as it pertains to SEVIS. The e-mail text also informs the exchange visitors of any actions they would be required to take because of their new status. Exchange visitors are advised to contact their sponsor for any questions they might have after reading the e-mail. And one other benefit of the automated e-mails is better recordkeeping and more accurate reporting when the status of all exchange visitors is correct.
Here is the text of one of the automated e-mails to provide an idea of what each e-mail will include. All e-mails will have a subject line that begins with “U.S. Department of State Notification.” This will help the exchange visitors to realize the e-mail is coming from a legitimate source. Each e-mail also contains an explanation of what SEVIS is along with the information that is most important to the exchange visitor’s program, such as category and program end date. If the exchange visitor is required to take an action because of their status, the e-mail will tell them what they need to do. Finally, the e-mail also contains relevant resources and contact information for their sponsor and the Department of State.
When an exchange visitor’s status changes to Active, an e-mail is triggered. As a reminder, the following events result in the status changing to Active:
- Correct Minor or Technical Infraction and
- Correct SEVIS Status
The Active status e-mail will also be sent when the Department approves a Reinstatement or Reinstatement – Update SEVIS Status request.
Here you will see an example of the Active status e-mail. From the example you can see that the text lets the exchange visitor know that no further action is required at this time as they are now participating in their program. The e-mail also provides important contact information they may need during their program.
E-mails are also sent when an exchange visitor’s status changes to Transferred, which happens when their record has been transferred from one sponsor to another. This e-mail reminds the exchange visitor to contact their new sponsor within 30 days of the Date of Transfer, which is noted at the top of the e-mail.
The status of an exchange visitor can change to No Show either manually by the sponsor or automatically by the system. The No Show e-mail informs the exchange visitor that they must contact their sponsor if they have reported to their program. It also informs them that if the sponsor does not report their participation in their program, they must immediately leave the United States.
If the sponsor Terminates an exchange visitor, an e-mail is sent to let them know that they must immediately depart the United States.
An exchange visitor’s status changes to Inactive when their program end date is reached. This e-mail lets the exchange visitor know that their program has ended, and they must prepare for departure from the United States. Because of their successful program completion, we also encourage them to join the Department’s alumni network.
The status of an exchange visitor can also change to Inactive because they have been approved for a Change of Status to another visa class and their Benefit Start Date has been reached. The e-mail lets the exchange visitor know that they were approved for the change of status from J-1. It also provides information about the Department’s alumni community.
When an e-mail is sent to an exchange visitor, an event will be recorded in event history.
To ensure that exchange visitors receive the status change e-mails, you should check that e-mail addresses are spelled correctly and are unique to the individual. If the status is incorrect, it can be updated. Review the chart to determine which actions are available depending on the exchange visitor’s current status and their status change date.
E-mail addresses have been added to the SEVIS Status correction pages to allow for e-mail address updates. The e-mail address field has been added to the pages of the following actions:
- Correct Minor or Technical Infraction
- Extension Beyond Maximum Duration of Participation
- Correct SEVIS Status and
- Reinstatement – Update SEVIS Status.
In this release, we have also added details to event history for three actions. You will now be able to see the ‘before and after’ values when viewing the details for the following events:
- Extension Beyond Maximum Duration of Participation
- Reinstatement and
- ADIS Arrival Information
Additionally in this release, we have updated the page displayed after an Amendment application is submitted. Instead of the physical address, the page now displays the relevant e-mail address for each category. Supporting documentation should be sent to the correct e-mail address. The user manuals have also been updated with this information.
When a J-2 spouse or dependent is not going to enter the United States to join the J-1, their status should be changed to Invalid. This release has made it possible for you to change the status of a spouse/dependent to Invalid when there is visa information on the record. As a reminder, this functionality should not be used if the J-2 has entered the United States.
For questions regarding the content of this presentation, contact firstname.lastname@example.org. SEVIS Trainings and User Manuals are available at the link provided on the screen.