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User Manual for Exchange Visitor Program Sponsor Users of SEVIS

1. 63 2 6 2 5 Edit Site WE 63 2 6 2 6 Add E E 64 2 7 Exchange Visitor Information Screen Active Status 65 2h Actions os eet 66 2 7 1 1 Change of Category Request eid 66 2 7 1 2 Cancel Change of Category Request Active 72 2 7 1 3 Correct Minor or Technical Infraction Active 73 2 7 1 4 End Program for EV Active Status 75 2 7 1 5 Extension Beyond the Maximum Duration of Participation Request 76 2 7 1 6 Cancel Extension Beyond the Maximum Duration of Participation Request 78 2 7 1 7 Extension Within the Maximum Duration of Participation Request 78 2 7 1 8 Matriculation Active Status ccccccccssccssssecesseecseseecesscecsseeeeesseeeesseeeesseeees 80 2 7 1 9 Reprint a Form DS 2019 EV in Active 81 2 7 1 10 Terminate EV Active Stats ws 81 2 1 2 Edits Menu Active STATUS an a tide Gude ee 83 2 7 2 1 Edit Biographical Information Active 55 83 2 7 2 2 Dependents Active Status 85 2 7 2 3 Edit Financial 90 2 7 2 4 Si
2. 40 2 5 4 Complete Page 4 of the Form DS 2019 Add Financial 40 25 0 Submit the Form DS 2019 sgt oF ctr dca led nen anal 44 2 5 6 Print a Draft or Final Form 2019 44 2 5 6 1 Signature on SEVIS Form 2019 45 2 5 6 2 Watermark Copy of SEVIS Form DS 2019 45 2 5 7 Re print a aa 46 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 6 Exchange Visitor Information Screen Initial Status 47 2 6 1 Actions Menu EV in Initial Status 48 2 6 1 1 Amend Program Initial 49 2 6 12 No Show Status wae eee eae are 49 2 6 1 3 Reprint Form DS 2019 EV is in Initial 50 2 6 1 4 Cancel EV Initial 50 2 6 1 5 Validate Program Participation EV in Initial 51 2 6 2 Edits Menu EV Initial 53 2 6 2 1 Category and Subject Field Initial 53 2 6 2 2 Biographical Information Initial 55 2 6 2 3 Dependents Initial 56 252024
3. separately 11 Ensure that the appropriate printer is selected in the Name list If not select the correct printer from the list 12 Click OK on the Print window and the report prints to the designated printer July 27 2004 ATTACHMENT A DoS MAXIMUM AND MINIMUM DURATION OF PARTICIPATION RULES Department of State Maximum and Minimum Duration of Participation Rules Category Professor and Research Scholar Teachers Alien Physicians International Visitors Government Visitors Short Term Scholars Specialists Camp Counselor Summer Work Travel Associate Degree Student Bachelors Degree Student Masters Degree Student Doctorate Degree Student Non Degree Student Secondary Student Minimum Duration of Participation One academic semester 5 months Au Pair Flight Trainee 1 year Minimum Duration of Participation for Sponsors with Program Serial G 1 G 2 or G 3 N A SS A gt gt gt gt gt gt 2 gt One academic semester 5 months Maximum Duration of Participation Extension beyond maximum duration of participation is permitted requires DOS approval Q lt n 2 ola Z Z o o All Other Trainees Section 62 8 General program requirements b Minimum duration of program Sponsors other than the Federal Government ag
4. National Business Training School Anytown AZ Raine University ROGRAM ACTIVE RO Search New Exchange Visitor EV Lists Reports PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports Anytown UT PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports 2 2 7 Log Out of SEVIS To exit SEVIS at any time click the Logout link on the navigation bar as shown in Exhibit 7 Navigation Bar Logout Link WARNING If you click the Close 2 button on the browser window you must wait 20 minutes before you can log back into SEVIS If you try to access the system before the end of 20 minutes the following message will display A user is already logged on with this user name Use the Logout link on the navigation bar to properly exit SEVIS Exhibit 7 Navigation Bar Logout Link Sp US Immigration and Customs Student amp Exchange Visitor YS Enforcement 3 gt Information System Main Help Tutorial Logout Logout Note If the system should lockup at any time click the Close 2 button on the browser window to exit SEVIS July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 3 Exchange Visitor Search After logging into SEVIS the system displays a list of programs associated with your user ID You can search for an EV or dependent record in any of the programs for wh
5. 7 Financial Support from organizations other than the sponsor will be provided by one of the following The EV must have at least one source of funding Complete one or more of the fields in this section Note Financial data should reflect the amount of financial support provided the EV for the duration of his or her program shown on all Forms DS 2019 Note All dollar amounts must be entered in SEVIS without commas and periods and should 70 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Section Description Explanation be rounded to the nearest dollar For example 25 057 89 should be entered in SEVIS as 25058 U S Government Agency ies Select the agency that is contributing to this EV maximum of two and enter the amount in U S dollars International Organization s Select the organization that is contributing to this maximum of two EV and enter the amount in U S dollars The Exchange Visitor s Enter the amount in U S dollars that the EV s Government government is contributing The Binational Commission of Enter the amount in U S dollars that the the Exchange Visitor s Binational Commission is contributing Country All other organizations Enter the amount in U S dollars that all other providing support organizations are contributing Personal Funds Enter the amount in
6. 84 nerd 87 Dependent End of SHAS T A AEA 89 Exchange Visitor Information Edit Site of Activity 91 94 SEVIS to SEVIS Exchange Visitor 95 Exchange Visitor Personal Information for Transfer EV 100 Listing of Programs Alerts Link 111 Reports Screen E 115 Internet Explorer Page Setup Window 116 Netscape Page Setup WindOw 117 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 1 INTRODUCTION This manual was written as a resource for Exchange Visitor Program Sponsor users that is Responsible Officers ROs and Alternate Responsible Officers AROs of the Student and Exchange Visitor Information System SEVIS It is presented in two separate volumes in order to delineate the Form DS 2019 and Form DS 3036 DS 3037 and other program updates This volume addresses the procedures for creating issuing and modifying Forms DS 2019 for exchange visitors EVs and dependents 1 1 Purpose of SEVIS SEVIS facilitates timely reporting and monitoring of international students EVs and their dependents in the United States U S SE
7. SEVIS Status Description Explanation days after the EV s program end date Terminated In SEVIS the program sponsor has terminated the EV s participation termination implies a change from Active or valid program status prior to program completion Termination has an adverse or negative affect on the EV s record and on the record of each dependent of the EV Terminated EVs have no benefits and cannot apply for an extension reinstatement or change of category Note Dependent records are automatically terminated when the EV s participation is terminated Also an RO or ARO can terminate the status of a dependent prior to the end of the EV s program for reasons such as the conviction of a crime or violation of the Exchange Visitor Program regulations Transferred SEVIS to The EV has transferred between two program sponsors authorized SEVIS access to SEVIS Note If your program is expecting to receive a transfer EV from another SEVIS program this EV s name will display on the Exchange Visitors and Dependents and Transferred Status Exchange Visitors and Dependents EV lists with the status of Transferred once the effective date of the transfer is reached To view this list click the EV Lists link to the right of the appropriate program on the Listing of Programs screen the screen that displays when you log into SEVIS Then select the appropriate link on the Exchange Visitors and Dependents Menu screen
8. 12 18 2003 Thursday 3 Select a termination reason from the drop down list If Other is selected enter an explanation in the text box provided 4 Enter the effective date of termination 87 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 5 Enter optional comments in the Termination Comment text box 6 Click the Terminate Dependent button to complete the process The dependent will be terminated on the effective termination date entered on the Terminate Dependent screen 2 7 2 2 2 END STATUS OF DEPENDENT You can end the status of a dependent prior to the end of the EV s program for reasons such as death and divorce To end the status of a dependent perform the following 1 Access the record for the dependent whose status you wish to end perform a search for the record or use the EV Lists link 2 Exchange Visitor Information Dependent Information screen click the End Status link on the Actions menu Exhibit 34 Dependent End of Status is an example of the screen that displays It contains summary data for the EV and the dependent 88 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 34 Dependent End of Status Main Help Tutorial Logout National School for the Arts Program Number P 4 10911 Dependent End of Status Required fields are marked wi
9. Review the data to ensure that this is the dependent whose status you wish to change to No Show Click the No Show button The system displays the Exchange Visitor Dependents Menu screen and the dependent s status is No Show 2 6 2 4 Financial Information Note This option is not available after a visa has been issued to the EV If you wish to edit financial data after the EV has obtained a visa and is still in Initial status you must wait until the EV arrives in the U S and has his or her program participation validated in SEVIS To edit an EV s financial data while the EV is in Initial status perform the following 1 Access the Exchange Visitor Information screen for the EV whose data you wish to update perform a search for the record or use the EV Lists link Click the Financial Information link on the Edits menu The system displays the Edit Financial Information screen Make the necessary updates See Section 2 5 3 Complete Page 3 of the Form DS 2019 Add Financial Information for detailed descriptions of each field and or section on the screen Click the Update Information button A message displays informing you that the data have been successfully updated Note Financial data should reflect the amount of financial support provided to the EV for the duration of his or her program shown on all Forms DS 2019 2 6 2 5 Edit Site of Activity Note This option is not available after a visa has been issued to
10. Some applicants however will be permanent residents of other countries Note the difference between permanent and temporary residence For example a French citizen who is teaching in Italy on 1 contract and making application for a J visa from Italy would not be considered a legal permanent resident of Italy 58 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 5 Click one of the following buttons Add Dependent Click this button to complete the process A message displays informing you of the successful addition of the dependent Note The dependent s Form DS 2019 will print along with the EV s Form when the Print feature is used at the time you submit the Form in SEVIS Reset Values Click this button to return all entries on the page that have not been saved to the previous values Cancel Click this button to return to the Exchange Visitor Dependents Menu screen without adding a dependent 2 6 2 3 2 DELETE DEPENDENT The Delete Dependent option is only available when the EV is in Draft or Initial status To delete a dependent perform the following 1 Access the Exchange Visitor Information screen for the EV whose dependent you wish to delete perform a search for the record or use the EV Lists link Click the Dependents link on the Edits menu The system displays the Exchange Visitor Dep
11. or 1 Click anywhere in the right panel 2 Select Print from the File menu A Print window displays the General tab is on top 3 Ensure that the appropriate printer is selected in the Select Printer list If not select the correct printer from the list 4 Click the Print 8 button to print to the designated printer 2 1 4 2 Netscape Users To print an Online Help topic using Netscape perform the following steps 1 Click anywhere in the right panel 2 Click the Print 8 button the browser toolbar The topic you are currently viewing prints to the designated printer or 1 Click anywhere in the right panel 2 Select Print from the File menu A Print window displays 3 Ensure that the appropriate printer is selected in the Printer Name drop down list If not select the correct printer from the list 4 Click OK to print to the designated printer 2 1 5 Tutorial To view a SEVIS demonstration click the Tutorial link on the navigation bar Follow the instructions on the screens of the demonstration Click the Close button in the upper right corner of the window to close the demonstration at any time Note The tutorial cannot be viewed using versions of Netscape lower than 4 79 If you are using an older version and wish to view the tutorial go to the Netscape web site and download Version 4 79 or higher Also for best results the online tutorial should be viewed using a 17 inch or larger monitor with
12. ort of Entry 1 94 Admission Number 1 Remarks Cancel Change of Category Request Reset Values Cancel 12 18 2003 Thursday 3 Enter optional comments in the Remarks text box 4 Click the Cancel Change of Category Request button to complete the process A message displays informing you that the request has been cancelled 5 Click the Return to Exchange Visitor button to view the Exchange Visitor Information screen Notice the additional options available on the Actions and Edits menus When a request must be processed by DoS some of the menu options are not available After the request is processed by DoS or cancelled those options become active again 72 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 7 1 3 Correct Minor or Technical Infraction Active Status The Correct Minor or Technical Infraction option enables you to correct a minor or technical infraction of the regulations for a J 1 within the first 120 days of the infraction Minor or technical infractions are the following e Failure to receive approval and or an amended Form DS 2019 before accepting an honorarium or other type of payment for engaging in a normally appropriate activity e Other If the EV did not obtain an extension for his or her program within the maximum duration before the program end date you have the authority to extend the EV s program using the Corre
13. 3 Below is a list with explanations of the fields and sections on this screen Some of this information is filled in by SEVIS and may be updated An asterisk precedes the fields and sections that must be completed Some of these fields and sections contain text boxes drop down lists radio buttons and command buttons To complete this screen enter the following data Field Section Description Explanation 1 Family Name If necessary change the surname or last name of the EV If the EV has only one name enter it in this field Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID 100 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Field Section Description Explanation card 2 First Name If necessary change the first name of the EV If the person has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 3 Middle Name If necessary change the mid
14. Transferred to a The ability to transfer EVs to a non SEVIS program is no longer non SEVIS Sponsor available However there may be EVs who will always have this status they transferred prior to the date mandated for enrollment of all Exchange Visitor Programs in SEVIS Inactive An EV and or dependent can become Inactive out of status for the following reasons e The RO or ARO ends the program of an EV for example the EV completes his or her program early or withdraws from the program The status of the EV s dependents will also be set to Inactive when the program sponsor takes action on the EV e The RO or ARO ends the status of the spouse or dependent because the accompanying spouse got divorced from the EV or the spouse and or dependent died e The dependent s status is automatically ended in SEVIS on the day the dependent turns 21 years of age July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 SEVIS Status Description Explanation Invalid An EV s status is Invalid when e He or she does not use the Form DS 2019 issued by a program sponsor to obtain a visa e He or she uses the Form DS 2019 to obtain a visa but does not enter the United States through a port of entry within 30 days of the program start date identified on the Form e AnROor ARO sets the EV s record to Invalid status Note Dependent records are automatic
15. 54 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 6 Click the Search button to view the list of subjects associated with the category selected Exhibit 22 List of Subject Codes is an example of the screen that displays Exhibit 22 List of Subject Codes CS y Student amp Exchange Visitor SSS Enforcement Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Select Subject Code Select a category and click Search to display related subjects fields Then click on the visitor s subject field in the list displayed _Search Lance Subjects Fields Audiovisual Communications Technologies Technicians Other NEW Communications ral 10 0301 Communications General Graphic and Printing Equipment Operator General Production Platemaker Imager 10 0302 Printing Management NEW Radio and Television Broadcasting Technology Technician 7 Find the subject that most closely matches the EV s field of study and click its code at the left end of the row The screen automatically returns to the Category and Subject Field screen and your final selection is displayed If you made an error at any point repeat Steps 3 through 7 8 Enter an explanation in the Subject Field Remarks text box 9 Click the Submit button A message displays indicating that the
16. 6 Click the Print Final DS 2019 button on the message screen to print an updated copy of the Form sign it in blue ink and provide it to the EV 2 7 1 8 Matriculation Active Status When a student EV matriculates from one level of education to another for example progresses from an Associate to a Bachelor s degree you have the ability to make this change Matriculation applies to an EV who is continuing as a full time student by moving to a higher level of education as in the following cases e Associate to Bachelor s degree Bachelor s to Master s degree Master s to Doctoral degree Note Matriculation is available only for EVs in the Student category To complete the matriculation process perform the following 1 Access the Exchange Visitor Information screen for the EV whose matriculation request you wish to process perform a search for the record or use the EV Lists link 2 Click the Matriculation link on the Actions menu Exhibit 30 Matriculation is an example of the screen that displays The fields in this exhibit have already been completed 80 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Exhibit 30 Matriculation ud sito Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Required fields are marked with an asterisk Family Name Suffix
17. citizenship Select the country in which the dependent is a legal permanent resident For most EV applicants the Country of Legal Permanent 106 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Section Description Explanation Residence will be the same as the Country of Citizenship Some applicants however will be permanent resident residents of other countries Note the difference between permanent and temporary residence For example a French citizen who is teaching in Italy on a 1 year contract and applying for a J visa from Italy would not be considered a legal permanent resident of Italy 3 Click the Add Dependent button to automatically save the data that you have entered and return to the Exchange Visitor Dependent Menu To add another dependent repeat the process described above 4 Click the Next button to advance to the Add Financial Information screen 2 9 3 2 Transfer Update Dependent Data To update dependent data perform the following 1 On the Exchange Visitor Dependent Menu click the Edit link for the dependent whose data you wish to update The Exchange Visitor Information Edit Dependent screen displays 2 Make the necessary updates to the dependent s data Click the Submit Edit button The Exchange Visitor Dependent Menu dis
18. lene ot 6 6 2 2 SE VIS 7 2 2 1 Guidelines for Passwords 8 2 2 2 Change Password Every 90 9 2 2 3 Change Password 1 10 2 24 Request Password 10 2 2 5 Additional Information About the SEVIS Login 11 NAGS VIM DAVA 11 2 2 1 Log O t of he sacs reece 12 2 3 Exchange Visitor 13 2 4 Exchange EA ah 18 2 5 Creating an Exchange Visitor Form 2019 24 2 5 1 Complete Page 1 of the Form DS 2019 Personal 25 2 5 2 Complete Page 2 of the Form DS 2019 Site of 31 2 5 2 1 Edit Site of Activity Draft Status 34 2 5 2 2 Delete site 0f ACHVIY cninn a o R R 35 2 5 3 Complete Page 3 of the Form DS 2019 Dependent Information 35 2 5 3 1 Edit Dependent Data Draft Status ais 39 2 5 3 2 Delete Dependent Draft
19. 0 Program Sponsor National School for the Arts Category STUDENT MASTERS Subject Field Remarks xx IAP 66 Number Program End Date 06 15 2005 Previous Program End Date Visa Type 2 1 Visa Issue Date Port of Entry 1 94 Admission Number 2 Receiving Program Sponsor Number X X XXXXX Validate Transfer Reset Values 12 18 2003 Thursday 3 Enter the effective date of the transfer the date on which the EV becomes the responsibility of the receiving program sponsor 95 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 In the Receiving Program Sponsor Number field enter the program ID for the program to which the EV wishes to transfer You will need to contact the receiving program to obtain this number Click the Validate Transfer button The system displays a screen containing the name of the program sponsor whose program ID was entered Ensure this is the program to which the EV wishes to transfer and click the Approve Transfer button If it 15 not the correct program sponsor click the Cancel button and repeat Steps 3 through 5 On the transfer approved message screen click the View Exchange Visitor button to return to the transferring EV s record The EV s status will remain Active until the effective date of transfer His or her status will change to Transferred on the effective date of transfer Note If your program i
20. 19 Listing of Programs New Exchange Visitor 25 New Exchange Visitor Personal Information Screen ccesesseeseeeeeeeeceeeeeseeeeeees 26 E 32 Exchange Visitor Information Add Site of 1 33 Exchange Visitor Dependents 36 Exchange Visitor Information Add Dependent 37 Financial Information nen 41 Exchange Visitor Information Screen Initial Status 48 52 Category and Subject Pield 54 Eist of Subject C des paca anit 55 Exchange Visitor Information Screen Active Status 66 Change of Category 68 Cancel Change of Category 72 Correct Minor or Technical 74 End for EV 76 Extension Beyond the Maximum Duration of Participation 77 Extension Within the Maximum Duration of 79 heli rte eet pA 81 E i T es 83 Biographical literati
21. 3 Review the EV s data and enter the current U S address residence for this EV In Exhibit 20 the EV s current U S address has been entered Note When entering data for Secondary Students high school enter the name of the host family in the Address 1 field and enter the street address for this residence in the Address 2 field 52 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 4 Select one of the following buttons Validate Program The system will display the Listing of Programs screen The EV and dependents if any are now in Active status There is no need to print a new Form for the EV and or dependent unless the Form has been lost stolen or damaged Note The current U S address where the EV will reside is collected in SEVIS but does not print on the Form DS 2019 Therefore you do not need to print a new Form for the EV at this time When the Form DS 2019 is printed from SEVIS the address of the first site of activity entered in SEVIS for the EV will print in the U S Address field on the Form Reset Values Click this button to return all entries on the page that have not been saved to the previous values Cancel Click this button to return to the Exchange Visitor Information screen without validating the EV s program participation Print Draft DS 2019 There is no need to use this button 2 6 2 Edit
22. 97 and Customs J es Student amp Exchange Visitor I Enforcement 4 Information System Main Help Tutorial Logout Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands Fairfax Oaks VA PROGRAM ACTIVE RO i EV Lists Reports National Business Training School Anytown AZ PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports National Technology Institute Anytown CA PROGRAM ACTIVE ARO Search Alerts EV Lists Reports Raine University Anytown UT PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Alerts Links 2 10 1 Viewing Alerts To view alerts available for a specific program perform the following 1 On the Listing of Programs screen click the Alerts link for a specific program The list of alerts for that program displays Each row in the list represents a SEVIS situation that requires the attention of the RO or ARO For example Saved Record s Not Submitted for 15 Days indicates that there are EV records in Draft status and the current date is 15 days or more past the date of last update These records must be completed and submitted to the system The system will automatically delete any records in Draft status if action has not been taken on the records within 45 days 2 Click an alert to see the specific list of records that require processing Click the EV s or dependent s name link to access his or her recor
23. Click the Next button to advance to the next page of the Form To edit the EV s site of activity click the Edit link in the Commands column to the right of the specific site of activity on the Site of Activity Menu screen Repeat the process described in Steps 2 through 4 above See Section 2 7 2 4 1 Edit Site of Activity for detailed instructions To delete a site of activity for an EV click the Delete link in the Commands column to the right of the specific site of activity on the Exchange Visitor Site of Activity Menu screen and complete the entries on the screen that displays See Section 2 7 2 4 2 Delete Site of Activity for detailed instructions 2 9 3 Transfer Add Dependent Edit Dependent Data Page 3 of the Form DS 2019 Exchange Visitor Dependent Menu contains summary information for the EV and dependents if any It also contains a link to add dependents Procedures for both options are described in the next two sections Note Only the data for the spouse and children of an EV coming to the U S on J 2 visas are entered into SEVIS If the spouse and child dependents plan to enter the U S on other types of visas do not enter their information in SEVIS 2 9 3 1 Transfer Add Dependent Note If both a husband and wife are entering the U S J 1 visas add the dependent child s information to only one SEVIS record Form DS 2019 Do not add the dependent child s information to both parents records Forms
24. and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note The address that prints in the U S Address field on the Form DS 2019 is the EV s site of activity address If the EV has multiple sites of activity the first site entered will be the one that prints on the Form DS 2019 91 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 7 2 4 2 DELETE SITE OF ACTIVITY To delete a site of activity perform the following 1 Access the Exchange Visitor Information screen for the EV whose site of activity data you wish to update perform a search for the record or use the EV Lists link Click the Site of Activity link on the Edits menu The Site of Activity Menu screen displays summary data for the EV and the existing site s of activity Near the bottom of the screen click the Delete link to the right of the address for the site that you wish to delete Review the data to ensure this is the site of activity you wish to delete Click the Delete Site of Activity button A message displays informing you that the site has been deleted from the EV s record If necessary click the Print Final DS 2019 button to print the Form sign it in blue ink and provide it to the EV Note The address that prints in the U S Address field on the Form DS 2019 is the EV s site of activity address If the EV has multiple
25. the EV arrives in the U S and has his or her program participation validated in SEVIS Multiple sites of activity can be added for an EV To add a site of activity perform the following 1 Access the Exchange Visitor Information screen for the EV for whom you wish to add a site of activity perform a search for the record or use the EV Lists link 2 Click the Site of Activity link on the Edits menu The system displays the Site of Activity Menu screen 3 Below is a brief description or explanation of the fields on this screen An asterisk precedes the fields that must be updated To complete this screen enter modify the following data Field Description Explanation 1 Site of Activity Enter the name of the place where an EV will participate in his or her program 2 Site of Activity Address Enter the physical location of the site Do not include a post office box number in this address Note The address that prints in the U S Address field on the Form DS 2019 is the EV s site of activity address If the EV has multiple sites of activity the first site entered will be the one that prints on the Form DS 2019 64 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 4 Select one of the following buttons Add Site of Activity Click this button to save the data that you have entered for this EV The syst
26. 2 5 Edit Subject Field Active Status You may update the subject field of study for an EV Note Under Regulation 8 CFR 214 5 an EV from a country on the DHS provided country list may not engage in or seek to obtain training in aviation maintenance flight training or operations or nuclear related studies or training Therefore you may not create or update an EV s personal or program information as follows Ifan EV s COB COC is the DHS provided country list you may not select or update his or her field of study to training in aviation maintenance flight training or operations or nuclear related studies or training Ifan EV s field of study is in aviation maintenance flight training or operations or nuclear related studies or training you may not select or update his or her COB or COC to a country that is on the DHS provided country list To update this data perform the following 1 Access the Exchange Visitor Information screen for the EV whose subject field of study you wish to update perform a search for the record or use the EV Lists link 2 Click the Subject Field link on the Edits menu Exhibit 36 Subject Field is an example of the screen that displays It contains summary data for the selected EV including the current Subject Field description 93 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Exhibit 36 Subject Field
27. 22 Code of Federal Regulations CFR 62 Subpart F of the Exchange Visitor Program regulations for a detailed explanation 1 2 Privacy Act Considerations Access to SEVIS is restricted to authorized users SEVIS contains confidential information concerning foreign students EVs and their dependents Unauthorized access to and disclosure of this information could affect the privacy to which individuals are entitled under Section 552a of Title 5 U S Code This information is protected by the Privacy Act as well as by Federal and agency regulations Exhibit 1 Criminal Penalties provides information on the penalties for unauthorized access and disclosure of this information July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 1 Criminal Penalties Criminal Penalties 1 Any officer or employee of an agency who by virtue of employment or official position has possession of or access to agency records which contain individually identifiable information the disclosure of which is prohibited by U S Code Section 552a or by rules or regulations established thereunder and who knowing that disclosure of the specific material is so prohibited willfully discloses the material in any manner to any person or agency not entitled to receive it shall be guilty of a misdemeanor and fined not more than 5 000 2 Any officer or employee of any agency who willfully maintai
28. DS 2019 for printing instructions 2 6 1 4 Cancel EV Initial Status The Cancel EV option is available only when the EV is in Initial status Examples of when to use this option include e The EV has duplicate records that you wish to delete from SEVIS e You have learned that the EV is not coming to your program for reasons such as the inability to obtain a visa personal issues etc e You have knowledge that the EV has used fraudulent documents to enroll in you program To cancel an EV perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the Cancel EV link left side of screen to access the Cancel EV screen 3 Enter an explanation in the Remarks text box 4 Click the Cancel EV button The system displays a message indicating that the EV s record has been cancelled the status of the EV and any dependents is Invalid 50 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Note When an EV s record is cancelled the system increments the allotment of Forms DS 2019 available to the program by one 2 6 1 5 Validate Program Participation EV in Initial Status When EVs arrive in the U S to begin their programs their SEVIS records must be validated The status of a new initial EV will remain Initial until you validate his or her
29. DS 2019 can be identified by the word draft printed on the top of the Form The SEVIS ID for the EV and or dependent s and bar code will not be printed on the draft Form The draft Form DS 2019 can be printed prior to submission of the Form so that you can review the data for accuracy Changes to the Form may be made prior to submission When the Form DS 2019 for a new EV and or dependent s is submitted in SEVIS the status of the records for the EV and or dependent s will change from Draft to Initial status You can print a final Form DS 2019 following submission of the Form for new EV The final Form includes the bar code and SEVIS ID and draft is removed from the top of the Form The final SEVIS generated Form DS 2019 should be signed in blue ink and given to the EV See Section 2 5 6 1 Signature on SEVIS Form DS 2019 for instructions regarding the signature on the Form Note The printed Form will have the EV s or dependent s SEVIS ID in the upper right corner above the bar code It begins with the letter which is followed by 10 digits for example N0123456789 Note See Section 2 6 2 3 4 Reprint Form DS 2019 for a Dependent for instructions on reprinting the Form for dependents To print a copy of the Form DS 2019 for an EV perform the following 1 Click the Print Draft DS 2019 or the Print Final DS 2019 button A new browser window opens and the Form DS 2019 displays using Adobe Acrobat from which a c
30. Date of Birth 01 01 1980 Country of Birth ANDORRA of Legal Permanent Residence ANDORRA Active Initial Dependent Count 0 Program Sponsor Russell Institute Category STUDENT BACHELORS Subject Field Remarks xx 66 Number Program End Date 07 25 2005 Previous Program End Date sa Type 1 Visa Issue Date Port of Entry 1 94 Admission Number BACHELORS TO MASTERS 2 Program End Date 07 25 2007 Matriculate Reset Values Cancel 06 25 2004 Friday Select the matriculation level from the drop down list 4 Enter the program end date for the EV wishing to matriculate 5 Click the Matriculate button to complete the process A message displays indicating the successful update to the EV s record 6 On the message screen click the Print Final DS 2019 button to print an updated copy of the Form sign it in blue ink and provide it to the EV 2 7 1 9 Reprint a Form DS 2019 EV in Active Status See Section 2 5 7 Reprint a Form DS 2019 for printing instructions 2 7 1 10 Terminate EV Active Status Termination implies a change from Active or valid program status prior to program completion Termination has an adverse or negative affect on the EV s record and on the record of each dependent of the EV Terminated EVs have no benefits and cannot apply for an extension reinstatement or change of category EVs who are terminated an
31. EV s record has been updated successfully 10 On the message screen click the Print Final DS 2019 button to print a new Form sign it in blue ink and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note The purpose that will print on the Form will be Begin New Program Category Subject Field Modified 2 6 2 2 Biographical Information Initial Status The Biographical Information option enables you to access the Edit Biographical Information screen for the selected EV and modify his or her data Note This option is not available after a visa has been issued to the EV If you wish to edit the biographical data after the EV has obtained a visa and is still in Initial status you must wait until the EV arrives in the U S and has his or her program participation validated in SEVIS 55 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 To edit the EV s personal data perform the following 1 Access the Exchange Visitor Information screen for the EV whose information you wish to change perform a search for the record or use the EV Lists link Click the Biographical Information link on the Edits menu The Biographical Information screen displays Make the necessary updates to the EV s biographical information For detailed instructions on how to complete this screen see Section 2 5 1 Complete P
32. Name Enter the middle name of the dependent If the dependent has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 4 Suffix Select a title such as Junior that may display at the end of a person s name 5 Date of Birth Enter the dependent s date of birth in MM DD YYYY format 6 Gender Select the dependent s gender male or female 7 Relationship Select Spouse or Child A dependent child must be younger than 21 years of age 8 City of Birth Enter the unabbreviated name of the city where the dependent was born 9 Country of Birth Select the name of the country in which the dependent was born Note United States may be selected as Country of Birth if the EV was born to a foreign diplomat or is an expatriate If the person was born in the U S ora U S territory perform the following 1 Complete the Country of Birth field 2 Select an option from the drop down list in the If the United States or U S Territory is chosen field 10 Country of Citizenship Select the country in which the dependent maintains citizenship 38 July 27 2004 User Manual for Ex
33. RO or ARO must print the Form DS 2019 sign it in blue ink and provide it to the EV Access the Exchange Visitor Information screen for the EV and click the Reprint DS 2019 link On the Reprint DS 2019 screen select the reprint reason Reinstate an On going program Reinstatement Request Denied The submitter of this request will receive notification via a mailed letter regarding the denial Cancel Reinstatement Inactive Status Note This option is only available following the submission of a reinstatement request in SEVIS 98 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 To cancel a reinstatement request perform the following 1 Access the Exchange Visitor Information screen for the EV whose request you wish to cancel perform a search for the record or use the EV Lists link 2 Click the Cancel Reinstatement link on the Actions menu to display the Cancel Reinstatement Request screen Enter optional comments in the Remarks text box 4 Click the Cancel Reinstatement Request button The EV s record will remain in Inactive status 2 8 4 Terminate Inactive Status See Section 2 7 1 10 Terminate EV Active Status for instructions on terminating an EV 2 9 Transfer Procedures for Receiving Program When an EV transfers to your program his or her record in SEVIS must be validated no later than 30 days after the effective date of transfer Vali
34. Remarks To edit an EV s biographical data perform the following 1 Access the Exchange Visitor Information screen for the EV whose personal data you wish to update perform a search for the record or use the EV Lists link 2 Click the Biographical Information link on the Edits menu Exhibit 32 Biographical Information is an example of the screen that displays Exhibit 32 Biographical Information Student amp Exchange Visitor Information System Main Help Tutorial Logout National Business Training School P 1 10451 iographical Information B qui ields are marked with an Required Boucher 2 First Name Neil 4 Suffix Select One a 6 Gender Male Female 8 Country of Birth Select One 2 If the United States or a U S territory is cho county of age Permanent fFRANcE 12 Current U S Address Address 11234 Main Street o Addressa SSS State DISTRICT OF COLUMBIA zip 20001 Update Information Reset Values Cancel 84 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 3 Make the necessary updates to the EV s biographical information Required fields are marked with an asterisk See Section 2 5 1 Complete Page 1 of the Form DS 2019 Personal Information for detailed descriptions of the fields and sections on t
35. Scroll to the Edit Dependent section of the screen Below is a brief description or explanation of the fields on this screen An asterisk precedes the fields that must be updated To complete this screen enter modify the following data Field Description Explanation 1 Family Name Enter the surname or last name of the dependent If the dependent has only one name enter it into this field Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 2 First Name Enter the first name of the dependent If the dependent has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 3 Middle Name Enter the middle name of the dependent If the dependent has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displ
36. Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Alert Description Action Required Exchange Visitor s The receiving sponsor Validate the transfer EV s program 25 Days Beyond receives this reminder participation otherwise the system will Effective Date of when the EV s status is automatically set the status of the EV and Transfer Transferred and the dependents if any to No Show after 30 current date is 25 days or days more after the effective date of transfer Exchange Visitor s This reminder displays An RO ARO can complete an extension Nearing the 60 days prior to the within the maximum duration of Program End Date program end date listed participation or should submit a request to in 60 Days on the EV s Form DoS for an extension beyond the maximum DS 2019 duration of participation If no action is taken the Form will change from Active to Inactive status the day after the program end date identified on the Form DS 2019 Research This reminder displays An RO ARO can complete an extension Scholar s for Research Scholar within the maximum duration of Professor s Within Professor EVs whose participation or should submit a request to 90 Days of status is Active and their DoS for an extension beyond the maximum Expiration program participation duration of participation If no action is will end in 90 days or taken the form will change from Active to less Inactive status the day after the program en
37. a date in the correct format the system will prompt you to correct the error by providing the proper format These messages are self explanatory and are not addressed in this manual The system also includes a SEVIS Connection Error The message reads Your connection to SEVIS was unsuccessful Please try your request again If the error persists and you need assistance please contact the SEVIS Help Desk at 1 800 892 4829 You will be redirected to the SEVIS Login screen When returned to the SEVIS Login screen you should log into the system and continue working If the message displays again contact the SEVIS Help Desk 5 HELP FACILITIES To report SEVIS related issues or problems contact the SEVIS Help Desk at 1 800 892 4829 during the hours of 8 a m and 8 p m Eastern Time Monday through Friday Calls received outside these hours will be recorded for response on the next business day 119 July 27 2004 APPENDIX A ACRONYMS AND ABBREVIATIONS DoS EV HTML ICE ID INS LPR NCES POE RO SEVIS US User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Alternate Responsible Officer Code of Federal Regulations Classification of Instructional Programs Country of Birth Country of Citizenship Department of State Exchange Visitor Hypertext Markup Language Immigration and Customs Enforcement Identification Immigration and Naturali
38. a monitor setting of 1024x768 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 2 Accessing SEVIS SEVIS requires use of the following e Internet Explorer Version 5 0 or higher or Netscape Version 4 7 or higher e Adobe Acrobat Version 5 0 or higher e Laser printer Laser Postscript printer with 32MB of RAM 96MB is recommended or a Laser printer with 32MB of RAM 64MB is recommended An authorized user must have a permanent user ID and password to access SEVIS When approved to use SEVIS you will receive an email message containing your user ID and a second message containing a secure link to SEVIS The secure link is associated with your user ID and is active until you create your password It can only be used to create a password for your user ID To create your password perform the following 1 Click the link contained in the email message The system displays the Set Password screen as shown in Exhibit 4 Set Password Screen Exhibit 4 Set Password Screen US Immigration z 1 Wy and Customs gt A Student amp Exchange Visitor WS Enforcement Information System Welcome to the SEVIS system Password es Confirm password Set Password 2 Enter your user ID in the Username field Enter your password in the Password field Refer to Section 2 2 1 Guidelines for Passwords for instructions
39. blue ink and provide it to the EV 94 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 7 3 Transfer Menu The only valid transfer option is SEVIS to SEVIS The SEVIS to SEVIS Transfer link is used to transfer an EV from your program to another active SEVIS program The procedure for transferring an EV out of your program is detailed below See Section 2 9 Transfer Procedures for Receiving Program for the procedures to complete the transfer of an EV into your program Note You may only transfer an EV to a SEVIS program that is designated for the category in which the EV is currently participating 2 7 3 1 Transfer an Exchange Visitor To transfer an EV to another program perform the following 1 Access the Exchange Visitor Information screen for the EV whom you wish to transfer perform a search for the record or use the EV Lists link 2 Click the SEVIS to SEVIS Transfer link on the Transfer menu Exhibit 37 SEVIS to SEVIS Exchange Visitor Transfer is an example of the screen that displays Exhibit 37 SEVIS to SEVIS Exchange Visitor Transfer sito Information System Program Number P 4 10911 SE IS to SEVIS Exchange isitor Transfer Required fields are marked with an asterisk Family Name Campanelli Suffix Date of Birth 05 05 1975 Cour of Birth GABON Country of Legal Permanent Residence GABON Active Initial Dependent Count
40. dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 status date of last status change and program begin and end dates Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents whose status is Inactive SEVIS assigns the status of Inactive EV and or dependents are out of program status for one of the following reasons e The EV completes his or her program as scheduled Form DS 2019 expires will display on the list the day after the program end date e The EV completes his or her program early or withdraws from the program the RO or ARO must update the EV s record A child dependent turns 21 years of age will display on the list the day the child dependent turns 21 e The spouse gets divorced from the EV or the spouse and or dependent dies the RO or ARO must update the EV s record For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category and the reason for and date of their inactivity Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange 20 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 List Title Initial St
41. listed in the Name field is the printer from which you wish the report to print If it does not show the correct printer click the down arrow to the right of the field and select the correct printer Click OK and the report will print on the designated printer Click the Close 2 button on the browser toolbar to close the window and return to SEVIS 116 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 2 11 2 2 Printing a Report Using the Netscape Browser To print a report using Netscape perform the following 1 For best results when printing it is recommended that you make the following changes to the browser print settings for Netscape a Click the File menu on the Netscape toolbar b Select Page Setup The Page Setup window displays as shown in Exhibit 42 Netscape Page Setup Window Exhibit 42 Netscape Page Setup Window m Page Options Sample 8 50 x 11 00 i Black text Black lines Last page first Print backgrounds m Margins Inches Top fo 25 Left 0 50 Bottom 0 25 Right 0 50 m Header Document title Document location URL Footer Page number Pagetotal Date printed Cancel Ifnecessary click to remove the check mark in the Beveled lines check box d Click to place a check mark in the Black text check box e Set the top and bottom
42. margins to 0 25 f Ifnecessary click to remove the check mark next to all options in the Header section g Ifnecessary click to remove the check mark next to all options in the Footer section h Click OK Select Print from the File menu or click the Print 88 button on the browser toolbar to display the Print window 117 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 3 Ensure the name of the printer listed in the Name field is the printer from which you wish the report to print If it does not show the correct printer click the down arrow to the right of the field and select the correct printer Click the Properties button and select the Paper tab In the Orientation section click the Landscape radio button Click OK to accept the Landscape setting Click OK on the Print window and the report will print on the designated printer Click the Close 2 button on the browser toolbar to close the window and return to SEVIS Bs ONS gt Note Netscape has modified its printing procedures for Version 7 0 Appendix Printing Instructions for Netscape Version 7 0 provides the updated instructions 3 OPERATING INSTRUCTIONS 3 1 Initiate Operation You will access SEVIS via the Internet using Internet Explorer Version 5 0 or higher or Netscape Version 4 7 or higher You must also have a SEVIS user ID and password to access the system To lo
43. of 107 2 9 4 Transfer Financial 107 2 9 5 Validate the EV s Program Participation Transfer Status 109 alice ah oa cela hades 110 2 10 1 Viewing 111 2102 Eist OEA TETIS alesse ia ea 112 2AL REPOS inar unina n 113 ZA Generate ET 114 2 112 Printa REP OM Asean 115 2 11 2 1 Printing a Report Using the Internet Explorer Browser 115 2 11 2 2 Printing a Report Using the Netscape 117 3 OPERATING 118 Delt 118 3 2 Maintain 118 3 3 Terminate and Restart Operations 118 ERROR HANDLING 119 5 HELP FACILITIES 119 APPENDIX A ACRONYMS AND ABBREVIATIONS APPENDIX B STATUS VALUES FOR EXCHANGE VISITORS AND DEPENDENTS APPENDIX C PRINTING INSTRUCTIONS FOR NETSCAPE VERSION 7 0 ATTACHMENT A DOS MAXIMUM AND MINIMUM DURATION OF PARTI
44. on creating a password 4 Enter your new password again in the Confirm Password field Click the Set Password button The system displays a message indicating that you have successfully created a password If the password is not successfully created a message indicating the reason will display and you will be able to enter the appropriate data July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 6 Once the password is successfully created click OK and the system displays the SEVIS Login screen Exhibit 5 SEVIS Login Screen is an example of the screen Note After creating your password use the SEVIS Login screen https egov immigration gov sevis to access SEVIS and perform all of your SEVIS related tasks Exhibit 5 SEVIS Login Screen US Immigratio and Customs 5 al Enforcement 2 2 1 Guidelines for Passwords The guidelines for SEVIS passwords are as follows e SEVIS passwords are 8 to 16 characters in length e The password must contain at least One uppercase alphabetic character One lowercase alphabetic character One numeric character e Special characters are optional for example July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 2 2 Passwords are case sensitive When you create a password using a mix of uppercase and lowerc
45. or ARO may begin and save a Form DS 2019 for an EV Another RO or ARO may complete and submit the Form The name of the official who submits and prints the record from SEVIS will print on the Form DS 2019 2 5 1 Complete Page 1 of the Form DS 2019 Personal Information To create a Form DS 2019 for a new initial EV click the New Exchange Visitor link on the Listing of Programs screen to the right of the name of the program in which the EV wishes to participate The system displays the New Exchange Visitor screen for the selected program as shown in Exhibit 13 New Exchange Visitor Personal Information Screen 25 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Exhibit 13 New Exchange Visitor Personal Information Screen US Immigratio and Customs Student amp Exchange Visitor Enforcement Information System Main Help Tutorial Logout New Exchange Visitor For National Technology Institute G 3 10521 Enter Initial Information about Exchange isitor Required fields are marked with an asterisk Visa ne 3 1 2 First Name 4 Suffix 6 Gender Male Female 8 Country of Birth select One z If the United States or a U S is chosen select one of the following 10 3 5 12 Exchange Visitor Category se
46. participation in SEVIS Note Failure to validate the EV s participation within 30 days of the program s start date will result in cancellation of the EV s record in SEVIS as stipulated in the Exchange Visitor Program regulations The EV s status will be changed to No Show If an EV arrives late you must amend his or her program begin date before validating the EV s record see Section 2 6 1 1 Amend Program Initial Status for instructions Note Once validated the EV s program begin date cannot be changed If necessary change the EV s begin date by amending his or her program Then validate the EV s participation in your program To validate an EV s program participation perform the following 1 Access the Exchange Visitor Information screen for the EV whose program participation you wish to validate perform a search for the record or use the EV Lists link 2 Click the Validate Program Participation link on the Actions menu to access the Validate Program screen Exhibit 20 Validate Program is an example of this screen 51 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 20 Validate Program Main Help Tutorial Logout National Technology Institute Program Number G 3 10521 Yalidate Program Required fields are marked with an asterisk 123 Main St DISTRICT OF COLUMBIA 11 20 2003 Thursday
47. perform a search for the record or use the EV Lists link 2 Click the Correct Minor or Technical Infraction link on the Actions menu The Correct Minor or Technical Infraction screen displays see Exhibit 26 Select the reason for the infraction from the drop down list Enter the new program end date An explanation must be entered in the Remarks text box DN To complete the process click the Correct Minor or Technical Infraction button A message displays indicating the successful update of the EV s record Click the Reset Values button to return all entries to the previous values or click Cancel to the Exchange Visitor Information screen without completing this request Note This process sets the EV s status back to Active 2 8 2 Reinstatement Request Inactive Status You can use the Correct Minor or Technical Infraction process to change an EV from Inactive status to Active status as long as regulatory requirements are met and the process is used prior to 121 days after the EV s program end date When the current date is between 121 days and 270 days after the EV s program end date you must submit a request for reinstatement to DoS for review and approval 22 CFR 62 45 You cannot request reinstatement when the current date is greater than 270 days after the EV s 97 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 program en
48. print a draft copy of the EV s Form DS 2019 and review it for accuracy before submitting it to 43 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 5 5 Submit the Form DS 2019 To submit an EV s record to SEVIS click the Submit DS 2019 button on the Financial Information screen the last page of the electronic Form DS 2019 The system will display a message indicating that the record was successfully created This message screen will also show the first and last name and the SEVIS ID for the EV and each dependent Note Ifthe submission is not successful an error message will display indicating the reason You may correct the error s indicated and then submit the Form again When the Form is successfully submitted you should print a final copy of the Form DS 2019 for the EV and dependents if any See Section 2 5 6 Print a Draft or Final Form DS 2019 for instructions Click the Return button to go to the Listing of Programs screen Note The purpose that prints on the Form will be Begin New Program accompanied by number 0 of immediate family members where number indicates how many dependents an EV has if any 2 5 6 Print a Draft or Final Form DS 2019 You can print a draft copy of the Form DS 2019 from various screens within SEVIS and a final Form DS 2019 following submission of the Form in SEVIS A draft copy of the SEVIS Form
49. source of funding organizations other than the Complete one or more of the fields in this section sponsor will be provided by one of the following Note All dollar amounts must be entered in SEVIS without commas and periods and should be rounded to the nearest whole dollar for example 15 459 87 should be entered as 15460 U S Government Agency ies Select the agency that is contributing to this EV and max of 2 enter the amount in U S dollars 108 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 max of 2 and enter the amount in U S dollars Enter the amount in U S dollars that the EV s Government government is contributing d Enter the amount in U S dollars that the Binational the Exchange Visitor s Country Commission is contributing Enter the amount in U S dollars that all other providing support organizations are contributing Enter the amount in U S dollars that the EV is contributing 2 When finished click one of the following buttons Previous Click this button to return to the previous page of the Form DS 2019 WARNING Be sure to save the data entered on this page before selecting the Previous button If you do not save first the unsaved data that were entered on this page will be lost Reset Values Click this button to return all entries on the page that have not been saved to the previous value
50. the EV If you wish to edit a site of activity after the EV has obtained a visa and is still in Initial status you must wait until the EV arrives in the U S and has his or her program participation validated in SEVIS To edit the site of activity information for an EV in Initial status perform the following 1 Access the Exchange Visitor Information screen for the EV whose data you wish to update perform a search for the record or use the EV Lists link Click the Site of Activity link on the Edits menu The system displays the Site of Activity Menu screen To edit data for an existing site of activity click the Edit link to the right of the address for the Site of Activity listed near the bottom of the screen The Edit Site of Activity screen displays Make the necessary changes to the name and address for the site of activity 63 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 5 Click the Update Site of Activity button A message displays indicating the successful update of data in SEVIS 6 Print a copy of the Form DS 2019 and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions 2 6 2 6 Add Site of Activity Note This option is not available after a visa has been issued to the EV If you wish to add a site of activity after the EV has obtained a visa and is still in Initial status you must wait until
51. the program sponsor s designation letter Note SEVIS will send an alert to the program sponsor 30 days prior to the annual report due date reminding the sponsor to complete and submit the report to DoS Category Levels Counts for Category by Purpose Code and Country Provides detailed information about EV category levels by purpose code and country Country Levels Report Country Levels by Program Sponsor Provides detailed information about the program s EVs based on the visa type selected DoS No Show Report Provides information about non immigrants in No Show status for the program based on the visa type start date and end date selected EV Enter POE Before After Program Start Date Report Provides information about EVs for a program who entered the POE either before or after their program s start date Secondary Student Placement Report Provides information about secondary student placements for the program based on the start date and end date selected The following sections contain the instructions for generating and printing reports using either the Internet Explorer or Netscape browsers 2 11 1 Generate a Report Reports are snapshots of parts of the SEVIS database They reflect current SEVIS information for the data elements included in the report To generate a report perform the following 1 On the Listing of Programs screen click the Reports link for a specific
52. the results will display Therefore if you enter the SEVIS ID of a dependent but choose to search by EV the dependent will still show in the results Personal Information Click this radio button and complete the following fields as applicable Completion of the Family Name field is required the other fields in this section are optional Family Name Enter the family name of the EV or dependent You may use the asterisk wildcard Enter at least three characters of the family name preceded and or followed by for example e joh may return a list containing family names such as Johnson Johanson and Johannes may return a list containing family names such as Mathison Johnson and Gleson e ang may return a list containing family names such as Angelus Langley and Wang First Name Enter the first name of the EV or dependent Date of Birth Enter a date of birth in MM DD YYYY format Gender Select an option from the drop down list Country of Birth Select a country from the drop down list July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Country of Citizenship Country of Legal Permanent Residence All Exchange Visitors or Dependents Search Criteria section None Search By Category Category S
53. the screen that displays 90 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 35 Exchange Visitor Information Edit Site of Activity ud a sito Information System Program Number P 4 10911 Exchange isitor Information Family Name Campanelli Suffix Date of Birth 05 05 1975 of Birth GABON Country of Legal Permanent Residence GABON Active Initial Dependent Count 0 Program Sponsor National School for the Arts Category STUDENT MASTERS Subject Field Remarks xx 66 Number Program End Date 06 15 2005 Previous Program End Date sa Type 3 1 Visa Issue Date Port of E 1 94 Admission Number Edit Site of Activity Required fields are marked with an asterisk National Photography Group 2 Site of Activity Address Address 1 12380 Pennsylvania Avenue Address State DELAWARE Code 20001 8760 12 18 2003 Thursday 4 Edit the Site of Activity field and or the Site of Activity Address section as necessary Enter optional comments in the Remarks text box 6 Click the Update Site of Activity button to complete the process A message displays informing you that the record has been updated successfully 7 On the message screen click the Print Final DS 2019 to print an updated copy of the Form sign it in blue ink
54. 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 24 Change of Category Request Deke ES Main Help Tutorial Logout Change of Category Request Required fields are marked with an asterisk STUDENT BACHELORS wi 01 13 2004 12 15 2008 11 21 2003 Friday 68 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 3 Below is a list with a brief description or explanation for the fields and sections on this screen An asterisk precedes the fields and sections that must be completed Enter the following data Field Section Description Explanation 1 Exchange Visitor Category Select the desired J visa participant category for the EV The options available on the drop down list relate to those authorized for your organization by DoS 2 Subject Field Description To change the current subject field description perform the following 1 Click the Select button to display the Select Subject Code screen and make a selection from the Categories drop down list 2 Click the Search button to view the list of subjects fields for the selected category Find the subject that most closely matches the EV s field of study and click its code at the left end of the row The system will automatically return to the Change of Category Reque
55. 4 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 10 11 12 13 Click the Dependent s SEVIS ID link for example N0123456789 to access the Exchange Visitor Information Dependent Information screen Click the Reprint DS 2019 link on the Actions menu to display the Reprint DS 2019 screen Select a reprint reason from the drop down list If Other is selected provide an explanation in the text box provided Enter optional comments in the Remarks text box Click the Reprint DS 2019 button A message displays indicating that the update was successful the reason for reprinting the Form was saved to SEVIS The reprint reason selected will print on the Form Click the Print Final DS 2019 button A new browser window opens and the Form DS 2019 displays using Adobe Acrobat from which a copy of the Form may be sent to a designated printer Note During the launch of Adobe Acrobat a File Download window may display To prevent this window from displaying in the future click in the box next to always ask before opening this type of file to remove the check mark Select the Open button to view the Form DS 2019 When the Form DS 2019 displays in the Adobe Acrobat window use the scroll bar on the right side of the window to view additional pages of the Form Click the Print 8 button on the Adobe Acrobat toolbar The Print window displays Ensure the name of the pr
56. CIPATION RULES ATTACHMENT B PARTICIPATION BY CATEGORY MATRIX iii July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 1 Exhibit 2 Exhibit 3 Exhibit 4 Exhibit 5 Exhibit 6 Exhibit 7 Exhibit 8 Exhibit 9 Exhibit 10 Exhibit 11 Exhibit 12 Exhibit 13 Exhibit 14 Exhibit 15 Exhibit 16 Exhibit 17 Exhibit 18 Exhibit 19 Exhibit 20 Exhibit 21 Exhibit 22 Exhibit 23 Exhibit 24 Exhibit 25 Exhibit 26 Exhibit 27 Exhibit 28 Exhibit 29 Exhibit 30 Exhibit 31 Exhibit 32 Exhibit 33 Exhibit 34 Exhibit 35 Exhibit 36 Exhibit 37 Exhibit 38 Exhibit 39 Exhibit 40 Exhibit 41 Exhibit 42 EXHIBITS Criminal Penalties esa Ras 2 Listing of Programs and Screen 3 Navigation Bat Help cuataesecans eg colediuldewhaue 4 SGT Password e Pc taht 7 SE WS amp isting E ee ent 12 Navigation Bar Logout Link 5 95 suas 12 Listing of Programs Search Link 13 Exchange 14 Search Results 18 Exchange Visitors and Dependents
57. Doing so will give the dependent child two SEVIS records To add a dependent for an EV transferring into your program perform the following 1 Click the Add Dependent link on the Exchange Visitor Dependent Menu 2 Below is a list with explanations of the fields and sections on the Exchange Visitor Information Add Dependent screen Exhibit 17 An asterisk precedes the fields and sections that must be completed To complete this screen enter the following data Field Section Description Explanation 1 Family Name If necessary change the surname or last name of the dependent If the dependent has only one name enter it in this field Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 105 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 3 10 11 Field Section First Name Middle Name Suffix Date of Birth Gender Relationship City of Birth Country of Birth Country of Citizenship Country of Legal Permanent Residence Description Explanation Enter the first name of the dependent If the dependent has only one name leave this field blank Note Even though this is no
58. Edits menus will not be available until the request has been processed by DoS 71 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 7 1 2 Cancel Change of Category Request Active Status The option for cancelling a change of category request is available only when a change of category request has been submitted to DoS for approval To cancel a change of category request perform the following 1 Access the Exchange Visitor Information screen for the EV whose request you wish to cancel perform a search for the record or use the EV Lists link 2 Click the Cancel Change of Category Request link on the Actions menu Exhibit 25 Cancel Change of Category Request is an example of the screen that displays Exhibit 25 Cancel Change of Category Request US Immigratior and Customs _ se Student amp Exchange Visitor Enforcement gt Information System Main Help Tutorial Logout Cancel Change of Category Request Required fields are marked with an asterisk Family Name Houten Suffix Date of Birth 11 01 1968 Country of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count 0 Program Sponsor National School for the Arts ategory SPECIALIST Subject Field Remarks xzx 66 Number Program End Date 07 01 2004 Previous Program End Date Type 2 1 Visa Issue Date
59. Enter your password in the Password field WARNING Be careful when entering a password e Caps Lock Passwords are case sensitive When you create a password using a mix of uppercase and lowercase letters it must always be entered that way If you have the Caps Lock key on the keyboard turned on and you intend to enter abcdeF 9 the system reads the following password ABCDEf 9 To SEVIS these passwords are not the same e Numeric Keypad lIf you are using the numeric keypad to enter numbers be sure to turn on the Num Lock key Otherwise enter numbers using the keys above the top row of alphabetic characters on the keyboard 4 Press the Enter key or click the Login button The system displays a screen containing important information about using SEVIS July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 5 Read the information and then click the I Have Read and Understand This Notice button to continue The Listing of Programs screen displays Exhibit 6 Listing of Programs is an example of the screen Exhibit 6 Listing of Programs AOA US Immigration 9 and Customs u J Student amp Exchange Visitor Enforcement 4 De Information System Main Help Tutorial Logout Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands Jabara Rean Ciuk
60. Exchange Visitor Information screen for the EV whose dependent you wish to delete perform a search for the record or use the EV Lists link Click the Edit DS 2019 link on the Actions menu The system displays the first page of the Form DS 2019 Click the Next button to advance to the Site of Activity Menu screen Click the Next button to advance to the Exchange Visitor Dependents Menu screen Click the Delete link in the Commands column for the dependent whose record you wish to delete On the Delete Dependent screen click the Delete Dependent button The system displays a message informing you of the successful deletion of the dependent s record 2 5 4 Complete Page 4 of the Form DS 2019 Add Financial Information Page 4 of the Form DS 2019 is used to collect financial information for the EV Exhibit 18 Financial Information is an example of Page 4 Note Financial data should reflect the amount of financial support provided to the EV for the duration of his or her program shown on all Forms DS 2019 40 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 18 Financial Information Main Help Tutorial Logout National Technology Institute Program Number G 3 10521 Financial Information Required fields are marked with an asterisk Exchange Yisitor Information 11 20 2003 Thursday 41 July 27 2004 User Manual for Exchange Visi
61. For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 program number country of citizenship and the date of last status change Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen 21 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 List Title No Show Status Exchange Visitors and Dependents Port of Entry Arrivals Saved Exchange Visitors and Dependents Description Explanation A list of all EVs and dependents whose status is No Show SEVIS assigns the status of No Show when e The EV has entered the U S through a POE and has not been validated in SEVIS 30 days after the program begin date identified on the Form Ina transfer situation the EV has not been validated in SEVIS 30 days after the effective date of transfer identified on the Form For each EV and dependent the list shows the SEVIS ID family name first name if applicable gender country of birth visa type J 1 or J 2 and No Show date Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents who have entered the U S through a POE For each EV and dependent the list show
62. Form DS 2019 2 5 7 Reprint a Form DS 2019 Forms DS 2019 for EVs may be reprinted for the following reasons lost stolen damaged or other You may also reprint Forms DS 2019 for EVs and dependents whose records are in Initial status One of the following reasons can be selected when reprinting a dependent s Form e Permit EV s count dependents to enter U S separately where count is the number of dependents for the selected EV e Begin new program accompanied by number count of immediate family members where count is the number of dependents for the selected EV Other Text that is entered in the If Other Please Comment text box prints in the Purpose of the Form section of the Form DS 2019 To reprint a Form perform the following 1 On the Exchange Visitor Information screen see Exhibit 19 Exchange Visitor Information Screen Initial Status or Exhibit 23 Exchange Visitor Information Screen Active Status or the Exchange Visitor Information Dependent Information screen click the Reprint DS 2019 link on the Actions menu left side of screen The Reprint DS 2019 screen displays Select the appropriate reason for reprinting the Form If Other is selected enter an explanation in the text box provided For example if you are reprinting the Form for a participant in Initial status because the first attempt to print failed select Other as the reason and enter the following comment in the Rem
63. S Login Screen Additional information about the SEVIS Login screen follows e Reset button Click this button to return all entries to the previous values e Register for New Account link This link is used to create a temporary user ID and password and complete the Form DS 3036 Exchange Visitor Program Application This link is not used to obtain a permanent user ID and password for program sponsor officials e Change Password link Use this link to voluntarily change your password See Section 2 2 3 Change Password Voluntarily for instructions Request Password Reset link Use this link if you have forgotten your password or your SEVIS account is locked See Section 2 2 4 Request Password Reset for instructions Note After 20 minutes of inactivity your session will time out and you will have to log in again in order to use SEVIS This will also happen if you log out of the system improperly that is using the Close button 2 2 6 Log Into SEVIS When accessing SEVIS via the Internet https egov immigration gov sevis a Security Alert screen may display Click the Yes button to continue to the SEVIS Login screen Exhibit 5 Note After creating your initial password use the SEVIS web site to access SEVIS and perform all of your SEVIS related tasks To log into SEVIS perform the following 1 Access the SEVIS Login screen at https egov immigration gov sevis 2 Enter your user ID in the User Name field 3
64. U S dollars that the EV is contributing 4 Remit a non refundable fee of 198 00 payable to the U S Department of State 22 CFR 62 90 This request will not be processed until the fee and supporting documentation have been received by DoS 5 Mail the required fee change of category request and all supporting documentation as required by the regulations 22 CFR 62 90 to Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS must review and approve or deny this request The following outcomes are possible Change of Category Request Approved tThe submitter of this request will receive email notification of the approval The program begin date will be the date entered or the date approved whichever is later Note Following approval of the change of category request an RO or ARO must print the Form DS 2019 sign it in blue ink and provide it to the EV Access the Exchange Visitor Information screen for the EV and click the Reprint DS 2019 link On the Reprint DS 2019 screen select the reprint reason Begin New Program Change of Category e Change of Category Request Denied The submitter of this request will receive notification via a mailed letter regarding the denial Note When a change of category request has been submitted for an EV some of the options on the Actions and
65. User Manual for Exchange Visitor Program Sponsor Users of SEVIS Volume Form DS 2019 July 27 2004 Homeland lt Rey A lt LAND 556 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 1 TABLE OF CONTENTS INTRODUCTION 1 154 Purpose OF SEVIS 1 1 2 Privacy Act Consideratio S yaad vata sae need ss 1 DPS 88 2 DESCRIPTION OF SYSTEM ne 2 2 1 Overview of Screen Components 2 SEV ES 3 2 1 2 Additional SEVIS Screen Components cccccecscecsseceteceeeceeeceeseeceaecneeceeeeeeeeeeeseees 4 2 1 3 Onlin Help PUNCH ONS 4 5 21 32 Show Hide 1 5 2 1 3 3 J mps and POPUPS 5 2 134 Close Online E aa 5 2 1 4 Print The Online Help saad 5 2 1 4 1 Internet Explorer 6 2142
66. VIS is an Internet based application for electronically monitoring and reporting on these individuals SEVIS enables schools and program sponsors to transmit electronic information to the Immigration and Customs Enforcement ICE bureau formerly the Immigration and Naturalization Service INS and the Department of State DoS throughout a student s or EV s program in the U S SEVIS enables the submission of designation applications Once designated as an Exchange Visitor Program sponsor users may update program sponsor information submit updates to DoS that require approval and create and update J 1 EV and dependent records that is accompanying spouse and dependent children records The DoS Office of Exchange Coordination and Designation has the capability to review and approve updates made to program sponsor and EV records using SEVIS and ROs and AROs will be notified via email of the results This manual contains instructions for accessing SEVIS with a permanent user identification ID and password creating and processing Forms DS 2019 Certificate of Eligibility for Exchange Visitor J 1 Status viewing alerts on EVs and viewing and printing a variety of reports Once a program sponsor has been authorized to use SEVIS all Forms DS 2019 must be created in and issued from SEVIS Once an EV s data is entered in SEVIS program sponsor officials must update the EV s record and report on the events required by the regulations See
67. age of the Form DS 2019 Personal Information Note Under Regulation 8 CFR 214 5 an EV from a country on the DHS provided country list may not engage in or seek to obtain training in aviation maintenance flight training or operations or nuclear related studies or training Therefore you may not create or update an EV s personal or program information as follows IfanEV s COB or COC is on the DHS provided country list you may not select update his or her field of study to training in aviation maintenance flight training or operations or nuclear related studies or training e Ifan EV s field of study is in aviation maintenance flight training or operations nuclear related studies or training you may not select or update his or her COB or COC to a country that is on the DHS provided country list Click the Update Information button to save the changes The system displays a message indicating the successful update to the record Click the Print Final DS 2019 button to print a new Form sign it in blue ink and provide it to the EV Note When the EV is in Initial status and you update his or her biographical data the purpose that will print on the Form will be Begin New Program Biographical Information Modified 2 6 2 3 Dependents Initial Status The Dependents link on the Exchange Visitor Information screen for an EV in Initial status enables you to make the following additions corrections and o
68. ally set to Invalid when the EV s Form DS 2019 is set to Invalid No Show The EV s program participation has not been validated in SEVIS It is 30 days after the program start date listed on the Form DS 2019 that was issued to an EV to begin a new program and the EV has entered the United States through a port of entry but has not reported to the program sponsor Ina transfer situation the EV has not been validated in SEVIS 30 days after the effective date of transfer e When a dependent is in Initial status an RO or ARO set the dependent s status to No Show Note Dependent records are automatically set to No Show when the EV s record is set to No Show July 27 2004 APPENDIX C PRINTING INSTRUCTIONS FOR NETSCAPE VERSION 7 0 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Netscape has modified its printing procedures for Version 7 0 For best results when printing it is recommended that you make the following changes to the browser print settings for Netscape 1 Click File on the Netscape menu bar 2 Select Page Setup The Page Setup window displays as shown in Exhibit C 1 Netscape DN 6 5 109 Page Setup Window Format amp Options Tab Exhibit C 1 Netscape Page Setup Window Format amp Options Tab x Format amp Options Margins amp Header Footer m Format Portrait AS Landscape Scale Shrink T
69. amount in U S dollars that the EV s government is contributing The Binational Commission of the Exchange Visitor s Country Enter the amount in U S dollars that the Binational Commission is contributing All other organizations providing support Enter the amount in U S dollars that all other organizations are contributing Personal Funds Enter the amount in U S dollars that the EV is contributing Select one of the following buttons Previous Click this button to return to the previous page of the Form DS 2019 WARNING Be sure to save the data entered on this page before selecting the Previous button If you do not save first the unsaved data that were entered on this page will be lost Reset Values Click this button to return all entries on the page that have not been saved to the previous values Submit DS 2019 Click this button to save the EV s Form to SEVIS See Section 2 5 5 Submit the Form DS 2019 for additional information Save Draft Click this button to save the data that you have entered Saving the data will allow you or another official to return to the record at a later date and complete and or submit it to SEVIS Print Draft DS 2019 instructions SEVIS Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing Note It is recommended that you
70. anel part of the window contains a list of Online Help topics and the right panel contains the text associated with the Online Help topic selected See Exhibit 3 Navigation Bar Help Link for the location of the Help link Exhibit 3 Navigation Bar Help Link i Rey US Immigration z NA and Customs lt Student amp Exchange Visitor SEVIS SS Enforcement Ai P Information System July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 To use the Online Help perform the following 1 In the left panel click a folder to display a list of topics 2 Click a topic name to view the Online Help text for that topic in the right panel Note The Online Help requires the use of Java Script it does not function if Java Script is disabled 2 1 3 1 Search To search on a word or phrase perform the following 1 Click the Search 8 button 2 Type search criteria in the field provided and press the Enter key The results of the search will display as a list of topics containing the word or phrase that you entered 3 Click a topic name to view the Online Help text for that topic in the right panel 2 1 3 2 Show Hide Left Panel To hide and show the left panel perform the following 1 To hide the left panel click the Hide 8 button in the upper right corner of the left panel 2 Click the Contents Index or Search 8 button to rest
71. ange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Subject Field Remarks 14 Current U S Address 15 Creation Reason 16 Program Begin Date Description Explanation Ifan EV s COB or COC is on the DHS provided country list you may not select or update his or her field of study to training in aviation maintenance flight training or operations or nuclear related studies or training e Ifan EV s field of study is in aviation maintenance flight training or operations or nuclear related studies or training you may not select or update his or her COB or COC to a country that is on the DHS provided country list Enter additional comments regarding the EV s program while in the U S or enter None When data are first entered for an EV applicant who has not yet entered the country Current U S Address will be the address where he or she expects to reside if known Otherwise it can be the address of the program sponsor When the EV enters the country and is validated however his or her current U S address where the EV will reside must be entered if different from the one originally used Please note it is the EV s site of activity address that prints on the Form DS 2019 Note When entering data for Secondary Students high school students enter the host family name in the Address 1 field and enter the street address for the residenc
72. ar related studies or training e Ifan EV s field of study is in aviation maintenance flight training or operations or nuclear related studies or training you may not select or update his or her COB or COC to a country that is on the DHS provided country list Select the name of the country in which the EV is a legal permanent resident For most EV applicants the Country of Legal Permanent Residence will be the same as the Country of Citizenship Some applicants however will be permanent residents of other countries Note the difference between permanent and temporary residence For example a French citizen who is teaching in Italy 1 contract and applying for a J visa from 28 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field 11 Position 12 Exchange Visitor Category 13 Subject Field Description Description Explanation Italy would not be considered a legal permanent resident of Italy Select an option from the list that most closely matches the EV s position in his or her home country Select the J visa participant category for the EV The options available on the drop down list relate to those authorized for your organization by DoS Note The DoS subject field codes have been replaced with the Classification of Instructional Programs CIP codes 2000 edition that were develope
73. arks box Begin New Program 3 Enter optional comments in the Remarks text box Click the Reprint DS 2019 button A message displays indicating that the update was successful the reason for reprinting the Form was saved to SEVIS Click the Print Final DS 2019 button A new browser window opens and the Form 08 2019 displays using the Adobe Acrobat from which copy of the Form may be sent to a designated printer Note During the launch of Adobe Acrobat a File Download window may display To prevent this window from displaying in the future click in the box next to always ask before opening this type of file to remove the check mark Click the Open button to view the Form DS 2019 When the Form DS 2019 displays in the Adobe Acrobat window use the scroll bar on the right side of the window to view additional pages of the Form Click the Print 88 button on the Adobe Acrobat toolbar The Print window displays Ensure the name of the printer in the Name field is the printer from which you wish the Form to print If it does not show the correct printer click the down arrow to the right of the field and select the correct printer 46 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 9 Click OK and the Form DS 2019 will be printed on the designated printer 10 Click the Close 2 button on the Adobe Acrobat window to close the window Note The Form DS 2019 m
74. ase letters it must always be entered that way Below are several examples of acceptable passwords 1 passW 123 78PWord 555pa WD SEVIS passwords have a maximum life span of 90 days After 75 days when you log into SEVIS the system displays a screen asking if you would like to change your password at that time If you click the Cancel button you are logged into the system If you click OK the Change Password screen displays When you log into SEVIS after 90 days the system automatically displays the Change Password screen See Section 2 2 2 Change Password Every 90 Days for instructions You cannot reuse your previous six passwords Protect your password If you suspect that your password has been compromised and you are unable to change it using the Change Password link use the Request Password Reset link or contact the SEVIS Help Desk 1 800 892 4829 to have your password reset SEVIS user IDs and passwords are suspended after three unsuccessful log in attempts Use the Request Password Reset link on the SEVIS Login screen or contact the SEVIS Help Desk 1 800 892 4829 to have your access to SEVIS reinstated Do not share your password Change Password Every 90 Days You must change your password every 90 days After 75 days when you log into SEVIS the system will display a message asking if you would like to change your password at that time If you click Cancel you will be logged into the system If
75. ation Edit Site of Activity screen displays 5 Make the necessary updates to the data See Section 2 5 2 Complete Page 2 of the Form DS 2019 Site of Activity for detailed instructions on completing the fields on this screen 6 Click the Update Site of Activity button to complete the process The Site of Activity Menu screen displays 34 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 5 2 2 Delete Site of Activity You may delete sites of activity for an EV whose record is in Draft status To delete a site of activity perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the Edit DS 2019 link on the Actions menu Page 1 of the Form DS 2019 displays 3 Click the Next button to advance to the Site of Activity Menu screen 4 Click the Delete link in the Commands column for the site of activity that you wish to delete The Delete Site of Activity screen displays 5 Review the data to ensure that this is the site you wish to delete 6 Click the Delete Site of Activity button to complete the process The Site of Activity Menu screen displays 2 5 3 Complete Page 3 of the Form DS 2019 Dependent Information Page 3 of the Form DS 2019 is used to collect dependent information for the EV Data for the spouse an
76. ation link on the Actions menu Exhibit 29 Extension Within the Maximum Duration of Participation is an example of the screen that displays It contains summary data for the selected EV and a field for changing the program end date Exhibit 29 Extension Within the Maximum Duration of Participation and Customs amp a y Stud ang sito Enforcement gt b Information System Main Help Tutorial Logout Extension within the maximum duration of participation Required fields are marked with an asterisk Family Name Holtzman Suffix Date of Birth 06 29 1970 of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count 1 Program Sponsor National School for the Arts Category SPECIALIST Subject Field Remarks xx 66 Number Program End Date 06 25 2004 Previous Program End Date isa Type J 1 Visa Issue Date Port of Entry 1 94 Admission Number 06 25 2004 2 Remarks a Submit Extension Reset Values Cancel 12 18 2003 Thursday 3 Enter the new program end date for the EV 4 Enter optional comments in the Remarks text box 79 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 5 Click the Submit Extension button to complete the process A message displays indicating the successful update of the EV s record
77. ational School for the Arts Category SPECIALIST Subject Field Remarks xzx 66 Number Program End Date 07 01 2004 Previous Program End Date sa Type 2 1 Visa Issue Date Port of Entry 1 94 Admission Number Select One 2 Effective Termination Date Terminate EV Reset Values Cancel 12 18 2003 Thursday 3 Select the reason for termination from the drop down list If Other is selected enter an explanation in the Remarks text box 4 Enter the effective date of the termination 5 Enter optional comments in the Remarks text box 6 Click the Terminate EV button to complete the process The EV and dependents if any will be terminated on the effective termination date entered on the Terminate EV screen 2 7 2 Edits Menu Active Status The options links on the Edits menu provide access to the following processes 2 7 2 1 Edit Biographical Information Active Status The Biographical Information screen displays the biographical information for the selected EV It includes the following fields e Family Name e First Name 83 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 e Middle Name e Suffix e Date of Birth e Gender e Country of Birth e Country of Citizenship e Country of Legal Permanent Residence e Position e Current U S Address where the EV resides in the U S e
78. atus Exchange Visitors and Dependents Invalid Status Exchange Visitors and Dependents Description Explanation Visitors and Dependents Menu screen A list of all EVs and dependents whose status is Initial The EV and or dependent records have been created and submitted to the SEVIS database but the program sponsor has not validated the EV s program Validation is the process for updating the EV s record in SEVIS no later than 30 days after the program begin date to show that the EV has actually arrived at the site of activity in the U S identified by the program sponsor and is participating in his or her program For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category program begin date and submission date of the Form DS 2019 Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs that are in Invalid status Invalid status indicates that the EV e Did not use the Form DS 2019 issued by your program to obtain a visa e Used the Form to obtain a visa but did not enter the U S through a port of entry POE 30 days after the program begin date identified on the Form Note When an EV s Form becomes Invalid because it was not used to enter the U S the system increments the allotment of Forms DS 2019 available to the program by one
79. ays on the National ID card 4 Suffix Select a title such as Junior that may display at the end of a person s name 5 Date of Birth Enter the dependent s date of birth in MM DD YYYY format 6 Gender Select the dependent s gender male or female 7 Relationship Select Spouse or Child A child dependent must be younger than 21 years of age 8 City of Birth Enter the unabbreviated name of the city where the dependent was born Note United States may be selected as Country of Birth if the dependent was born to a foreign diplomat or is an expatriate If the person was born in the U S ora 60 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Description Explanation U S territory select an option from the drop down list in the next field in this section 8 of the electronic form 9 Country of Birth Select the country where the dependent was born 10 Country of Citizenship Select the country in which the dependent maintains citizenship 11 Country of Legal Select the country in which the dependent is a legal Permanent Residence permanent resident For most dependent applicants the Country of Legal Permanent Residence will be the same as the Country of Citizenship Some applicants however will be permanent residents of other countries Note the difference be
80. category Find the subject that most closely matches the EV s field of study and click its code at the left end of the row The system will automatically return to the New Exchange Visitor screen and the final selection is displayed If you made an error at any point repeat steps 1 and 2 3 If you decide this is the incorrect Subject Field Code or you wish to delete this information from the New Exchange Visitor screen click the Clear button Note Under Regulation 8 CFR 214 5 an EV from a country on the DHS provided country list may not engage in or seek to obtain training in aviation maintenance flight training or operations or nuclear related studies or training Therefore you may not create or update an EV s personal or program information as follows Ifan EV s COB or COC is on the DHS provided country list you may not select or update his or her field of study to training in aviation maintenance flight training or operations or nuclear related studies or training e Ifan EV s field of study is in aviation maintenance flight training or operations or nuclear related studies or training you may not select or update his or her COB or COC to a country that is on the DHS provided country list Subject Field Enter additional comments regarding the EV s program Remarks while in the U S or enter None 14 Current U S Enter the actual U S address where the EV will reside while Address in the U S N
81. change Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Description Explanation 11 Country of Legal Select the country in which the dependent is a legal Permanent Residence permanent resident LPR For most dependent applicants the Country of Legal Permanent Residence will be the same as the Country of Citizenship Some applicants however will be permanent residents of other countries Note the difference between permanent and temporary residence For example a French citizen who is teaching in Italy on 1 year contract and making application for a J visa from Italy would not be considered an LPR of Italy Select one of the following buttons Add Dependent Click this button to automatically save the data that you have entered and return to the Exchange Visitor Dependents Menu screen To add another dependent repeat the process described above Reset Values Click this button to return all entries on the page that have not been saved to the previous values Cancel Click this button to return to Page 3 of the Form DS 2019 without adding a dependent Print Draft DS 2019 on the Exchange Visitor Dependents Menu screen see Exhibit 16 Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you prin
82. ciated with the user s ID Exhibit 12 Listing of Programs New Exchange Visitor Link is an example of the screen that will display when an RO or ARO logs into the system The screen also shows the location of the New Exchange Visitor link on the Listing of Programs screen 24 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 12 Listing of Programs New Exchange Visitor Link Student amp Exchange Visitor Gey US Immigrationg 97 and Customs 6 6 Information System I Enforcement Main Help Tutorial Logout Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands Harisberg Rotary Club Fairfax Oaks VA PROGRAM ACTIVE RO New Exchange Visitor Lists Reports National Business Training School Anytown AZ PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports National Technology Institute Anytown CA PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts EV Lists Reports Raine University Anytown UT PROGRAM ACTIVE Search New Exchange Visitor Alerts EV Lists Reports New Exchange Visitor Link ROs and AROs have the option to create a New Exchange Visitor complete Form DS 2019 for an EV or dependent for any of the programs for which they are assigned a role Instructions for completing the Form are provided in the subsequent sections Note One RO
83. ct Minor or Technical Infraction option The extension can occur within the first 120 days of the EV s program end date However when the current date is between 121 days and 270 days after the EV s program end date you must submit a request for reinstatement to DoS for review and approval of the extension see Section 2 8 2 Reinstatement Request Inactive Status To correct a minor or technical infraction perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the Correct Minor or Technical Infraction link on the Actions menu Exhibit 26 Correct Minor or Technical Infraction is an example of the screen that displays 73 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 26 Correct Minor or Technical Infraction and Customs Enforcement td Main Listing of Schools Listing of Programs Help Tutorial Logout Correct Minor or Technical Infraction Required fields are marked with an asterisk Select One 09 30 2004 11 24 2003 Monday Select the reason for the infraction from the drop down list 4 Enter the new program end date Note Ifthe EV is in Active status and you change the program end date the date does not change in the system This known problem will be fixed i
84. ctivity Address National Technology Institute 123 Main St Anytown DC 20001 11 21 2003 Friday The following sections provide information about each of the options on the Actions Edit and Transfer menus 2 7 1 Actions Menu The options links on the Actions menu provide access to the following processes 2 7 1 1 Change of Category Request You may request a change of category for an EV Any change must be clearly consistent with and closely related to the participant s original exchange objective and necessary due to unusual or exceptional circumstances DoS must review and approve this request 66 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Note The change of category request fee and all supporting documentation must be submitted to DoS prior to the EV s program end date so that the EV does not fall out of status To request a change of category for an EV perform the following 1 Access the Exchange Visitor Information screen for the EV whose request you wish to process perform a search for the record or use the EV Lists link 2 Click the Change of Category Request link on the Actions menu The Change of Category Request screen displays summary information for the selected EV and the lower half of the screen is used to make the request for change of category Exhibit 24 Change of Category Request is an example of the screen 67 July 27
85. d 4 Process the record For example for the Saved Record s Not Submitted for 15 Days alert you would click the EV s name and select the Edit DS 2019 link on the Exchange Visitor Information screen Review and complete the Exchange Visitor Information screens and submit the record to SEVIS 111 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 10 2 List of Alerts Below is an alphabetical listing of the Exchange Visitor Alerts including the alert title description and an explanation of the action required Alert 3 Months Before End of Program s Designation Length 6 Months Before End of Program s Designation Length 80 of Program s Allotment for DS 2019s Used Annual Report Reminder 30 days prior to due date Child Dependent s Nearing Their 21st Birthday in 90 Days Exchange Visitor s 30 Days Beyond Program Start Date Exchange Visitor s 15 Days Beyond Effective Date of Transfer Description This reminder displays 3 months before the end of a program s designation This reminder displays 6 months before the end of your program s designation This reminder displays when a program has used 80 of its total allotment of Forms DS 2019 This reminder displays 30 days prior to the annual report due date This reminder displays 90 days prior to a dependent child s 21st birthday This reminder disp
86. d all dependents must leave the U S immediately 81 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Termination reasons are the following Conviction of a crime Disciplinary action Engaging in unauthorized employment Failure to pursue EV program activities Failure to submit change of current address within 10 days Failure to maintain a full time course of study 22 CFR 62 45 d 6 Failure to maintain health insurance Involuntary suspension 22 CFR 62 45 b 3 Other Violation of Exchange Visitor Program regulation Violation of sponsor rules governing the program To terminate an EV perform the following 1 Access the Exchange Visitor Information screen for the EV whom you wish to terminate perform a search for the record or use the EV Lists link Click the Terminate EV link on the Actions menu Exhibit 31 Terminate EV is an example of the screen that displays 82 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 31 Terminate EV ustoms y Student amp Exchange Visitor m a Information System Required fields are marked with an asterisk Family Name Houten Suffix Date of Birth 11 01 1968 Country of Birth GERMANY Coul of Legal Permanent Residence GERMANY Active Initial Dependent Count 0 Program Sponsor N
87. d by the U S Department of Education s National Center for Educational Statistics NCES The CIP contains code numbers for instructional programs in all areas of education and is the accepted Federal Government statistical standard on instructional program classifications To select the field the EV will be studying or participating in while in the U S perform the following 1 Click the Select button to display the Select Subject Code screen and make a selection from the Category drop down list 2 Click the Search button to view the list of subjects for the category selected Find the subject that most closely matches the EV s field of study and click its code at the left end of the row The system automatically returns to the Exchange Visitor Personal Information screen of the Form DS 2019 and the final selection is displayed If you make an error at any point repeat Steps and 2 3 Ifyou decide this is the incorrect Subject Field Code or you wish to delete this information from the Exchange Visitor Personal Information screen click the Clear button Note Under Regulation 8 CFR 214 5 an EV from a country on the DHS provided country list may not engage in or seek to obtain training in aviation maintenance flight training or operations or nuclear related studies or training Therefore you may not create or update an EV s personal or program information as follows 29 July 27 2004 User Manual for Exch
88. d child dependent s of an EV entering the U S on J visas must be entered into SEVIS Note Ifthe spouse or child dependent plans to enter the U S on another type of visa do not enter his or her information in SEVIS Note If both a husband and wife are entering the U S J 1 visas add the dependent child s information to only one SEVIS record Form DS 2019 Do not add the dependent child s information to both parents records Forms Doing so will give the dependent child two SEVIS records Exhibit 16 Exchange Visitor Dependents Menu is an example of Page 3 of the Form In Exhibit 16 a dependent has already been added for this EV Because the record is still in Draft status the EV and dependent have not been assigned their SEVIS IDs 35 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 16 Exchange Visitor Dependents Menu US Immigratio Lo and Customs JOA Stud Enforcement ale a 1 Main Help Tutorial Logout National Technology Institute Program Number G 3 10521 Exchange Yisitor Dependents Menu Exchange Yisitor Information Family Name Schmidt Suffix Date of Birth 06 29 1980 Cou of Birth GERMANY Country of Legal Permanent Residence GERMANY ctive Initial Dependent Count 0 Program Sponsor National Techn Institute Category STUDENT BACHELORS Subject Field Remarks None 66 Number Program E
89. d date in that case the EV is in Inactive status and you can no longer update the EV s information To reinstate an EV whose status has been Inactive for at least 121 days and not more than 270 days perform the following 1 Access the Exchange Visitor Information screen for the EV whose reinstatement request you wish to process perform a search for the record or use the EV Lists link Click the Reinstatement Request link on the Actions menu The Reinstatement Request screen displays Change the program end date Enter an explanation for the request in the Remarks text box Click the Submit Reinstatement button A message displays informing you that the request has been submitted Remit a non refundable fee of 198 00 payable to the U S Department of State 22 CFR 62 90 and the supporting documentation for this request to be processed Mail the materials to Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS must review and approve or deny this request The following outcomes are possible 2 8 3 After a reinstatement request has been submitted to DoS for review you may cancel that request before it is processed by DoS Reinstatement Request Approved The submitter of the request will receive email notification of the approval Note Following approval of the reinstatement request an
90. d date identified on the DS 2019 Saved Record s This reminder displays Complete and submit the records in SEVIS not Submitted for when EV records arein Otherwise the system will automatically 15 Days Draft status and the delete any records in Draft status if action current date is 15 days or has not been taken on the records within 45 more past the date of last days update 2 11 Reports SEVIS provides you with the ability to generate and print a variety of reports that reflect current SEVIS information for the data elements that are included in the report Please note that the types of reports currently available are subject to change as a result of enhancements to the reporting capabilities of the system Below is an alphabetical list with descriptions of the reports that are available at this time Title of Report Description 400 Report Profile of Sponsor Provides detailed information about the program sponsor Activity over a specific time period between and 5 years based on the start and end dates selected 113 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Title of Report Description Annual Report J1 Exchange Visitor Program U S Department of State Provides the annual report for the program Note This report must be generated and mailed to DoS each year by the date stipulated on
91. d to exit the system Links cClick underlined text to advance to a different screen within SEVIS July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 1 2 Additional SEVIS Screen Components Additional screen components that display on some SEVIS screens include the following Scroll Bar tThis is the part of a window that enables users to see additional information SEVIS uses scrollbars on the bottom and or the right side of some windows Fields These are areas on the windows where data may be typed or selected in which system generated data are displayed Buttons tThese buttons allow users to process data and move between screens SEVIS uses the following types of buttons Command Buttons Click to execute a command For example clicking this button __Print Ds 2019 enables you to print a copy of the Form DS 2019 Radio Buttons to make a selection Only one radio button be selected at a time e Other Input methods Check Boxes El to make or more selections Click the check box again to remove the check mark Drop down lists x Click the down arrow to display a list and then make a selection 2 1 3 Online Help Functions Online Help is always available by clicking the Help link on the navigation bar at the top of SEVIS screens Doing so opens a new browser window containing Online Help The left p
92. dation of program participation requires the program sponsor to acknowledge that the EV has reported as required and to collect the EV s current U S address actual physical location where the EV will reside while in the U S Validation of program participation can take place at any time after the effective date of transfer Failure to validate the transfer EV s program participation no later than 30 days past the effective date of transfer will result in SEVIS changing the EV s status to Inactive Note When your program is expecting to receive a transfer EV from another SEVIS program that EV s name will display on the Exchange Visitors and Dependents and the Transferred Status Exchange Visitors and Dependents EV lists after the effective date of transfer This EV s status changes to Transferred once the effective date of transfer arrives Detailed instructions for completing the transfer process for an EV transferring into your program are contained in the following sections Transfer Exchange Visitor Personal Information Transfer Exchange Visitor Add Site of Activity Transfer Exchange Visitor Add Dependents Transfer Exchange Visitor Financial Information e Print Form DS 2019 e Validate Program Participation 2 9 1 Transfer Exchange Visitor Personal Information When an EV transfers into your program you must update his or her Form DS 2019 in SEVIS before validating his or her program participation To u
93. display the EV s record Note You may click the Refine Search link at the top of the Search Results screen to return to the Exchange Visitor Search screen and enter additional search criteria or change the existing search criteria and perform another search You may click the New Search link to return to the Exchange Visitor Search screen and begin a new search all search criteria will be deleted from the screen 2 4 Exchange Visitor Lists SEVIS enables you to quickly access lists of EVs to view From these lists you may also access EV records to process These lists provide a quick method for program sponsor officials to access EV and dependent records On the Listing of Programs screen see Exhibit 6 click the EV Lists link to the right of the name of a program and the system will display a screen containing the lists of EVs and 18 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 dependents that can be generated Exhibit 11 Exchange Visitors and Dependents Menu is an example of the screen that displays Exhibit 11 Exchange Visitors and Dependents Menu ep US Immigrationy x and Customs _ lt i Student amp Exchange Visitor Enforcement Information System Main Help Tutorial Logout National Business Training School Program Number P 1 10451 Exchange Visitors and Dependents Menu Saved Exchange Visitors and Depende
94. dle name of the EV If the person has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 4 Suffix If necessary change the title such as Junior that appears at the end of a person s name 5 Date of Birth If necessary change the EV s date of birth 6 Gender If necessary select the EV s gender male or female 7 City of Birth If necessary change the unabbreviated name of the city where the EV was born 8 Country of Birth If necessary change the country in which the EV was born Note United States may be selected as the country of birth if the EV was born to a foreign diplomat or is an expatriate If the person was born in the U S U S territory perform the following 1 Complete the Country of Birth field 2 Select an option from the drop down list in the If the United States or U S Territory is chosen field Note Under Regulation 8 CFR 214 5 an EV from a country on the DHS provided country list may not engage in or seek to obtain training in aviation maintenance flight training or operations or nuclear related studies or training Therefore you may not create or update an EV s personal or program information as follow
95. e in the Address 2 field The only creation reason for new EVs is Begin New Program This field is filled in by SEVIS Enter the date determined by the program sponsor on which the EV s participation in your program is expected to begin It must be entered in MM DD YYYY format The end date in combination with the program begin date may not exceed the maximum duration of participation for the EV s selected category as identified in the Exchange Visitor Program regulations See Attachment A DoS Maximum and Minimum Duration of Participation Rules for guidance 30 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Description Explanation 17 Program End Date Enter the date determined by the program sponsor on which the EV s program will end It must be entered in MM DD YYYY format The end date in combination with the program begin date may not exceed the maximum duration of participation for the EV s selected category as identified in the Exchange Visitor Program regulations or the program sponsor s designation Select one of the following buttons Reset Values Click this button to return all entries to the previous values Save Draft Click this button to save the data that you have entered Saving the data will allow you or another official to return to the record at a later date and complete and or
96. e paper copy of the Form that will be provided to the EV Do not send copies of the SEVIS Forms DS 2019 to the U S Department of State There is no longer a need to send a copy of the Form DS 2019 to the Department SEVIS electronically collects and maintains information submitted to generate Forms DS 2019 issued to potential EVs and their dependents 2 5 6 2 Watermark Copy of SEVIS Form DS 2019 SEVIS has been generating a duplicate watermark copy for each Form DS 2019 issued to a potential EV J 1 to Begin New Program This copy of the Form was generated as an interim measure enabling the collection of entry data on each EV However Immigration inspectors now have the ability to enter these data at each port of entry rendering the watermark copy of the Form DS 2019 unnecessary Although the watermark copy will continue to print out for each Initial Form DS 2019 only the original Form DS 2019 printed in black ink and signed by the RO or ARO in blue ink should be sent to an EV Shred or securely dispose of all watermark copies of Forms DS 2019 Do not send copies of the SEVIS Forms DS 2019 to the U S Department of State There is no longer a need to send a copy of the Form DS 2019 to the Department SEVIS electronically collects and maintains information submitted to generate Forms DS 2019 issued to potential EVs and their dependents 45 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume
97. e selected EV and the Add Dependent link See Section 2 5 3 Complete Page 3 of the Form DS 2019 Dependent Information for instructions on adding dependents to an EV record If dependents have been added to the EV s record and the EV is in Active status the Exchange Visitor Dependent screen lists the dependents by SEVIS ID family and first names relationship and gender For a given dependent click his or her SEVIS ID for example N0123456789 to see the complete record for both the dependent and principal You may click one of the following links for the selected dependent Edit to modify the dependent s record See Section 2 6 2 3 3 Edit Dependent Data for instructions on editing dependent data Terminate to terminate the dependent s record See Section 2 7 2 2 1 Terminate Dependent for instructions on how to terminate a dependent End Status to end the dependent s status See Section 2 7 2 2 2 End Status of Dependent for instructions on how to end the status of a dependent 85 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 e Reprint DS 2019 to reprint the Form DS 2019 See Section 2 5 7 Reprint a Form DS 2019 for printing instructions e No Show to indicate that the dependent is not with the EV and will not be joining the EV See Section 2 6 2 3 5 No Show Dependent for an explanation of No Show and instructions on how to change the dep
98. em will display the Site of Activity screen and some of the information for the site that was added will be included below the EV s information On the message screen click the Print Final DS 2019 button to print the Form and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Multiple sites of activity can be added for an EV follow the procedures above to add additional sites Reset Values Click this button to return all entries on the page that have not been saved to the previous values Cancel Click this button to return to the previous page without adding a site of activity Print Draft DS 2019 on the Site of Activity Menu see Exhibit 14 Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you print a draft copy of the EV s Form DS 2019 and review it for accuracy 2 7 Exchange Visitor Information Screen Active Status The Exchange Visitor Information screen provides you with a snapshot of the information that was entered on the Form DS 2019 On the left side of the screen are links to the actions edits and transfer possibilities appropriate to the EV s current status Exhibit 23 Exchange Visitor Information Screen Active Status is an example of the screen 65 July 27 2004 User Manual for Exchange Vis
99. encies Note Identified by the program serial G 1 G 2 and G 3 shall provide each exchange visitor except short term scholars with a minimum period of participation in the United States of three weeks 2 The maximum duration of participation for a trainee is 18 months unless a sponsor s designation is limited by DoS to a lesser amount of time for example a 12 month training program An extension of a program beyond the 12 months would be considered an extension beyond the maximum duration of participation and require DoS approval March 5 2004 ATTACHMENT B PARTICIPATION BY CATEGORY MATRIX Participation By Category Matrix Some categories require the completion of a separate application Form DS 3036 Other categories can be applied for on the same application Form DS 3036 The matrix below lists all of the categories To use the matrix in the left column find a category for which you wish to apply Then scan across the row corresponding to that category A in a box indicates that the category listed at the top of the column is a category that you may apply for on the same application If this category is selected Then this category can be selected Specialty term Scholar Summer Work Travel lt rean specat eam counsetor PELE TT TT ETT _ i Researen schotar ii _ lt lt lt lt lt lt
100. endent s status to No Show 2 7 2 2 1 TERMINATE DEPENDENT In SEVIS termination implies a change from Active or valid program status prior to the EV s program completion Termination has an adverse or negative affect on the dependent s record Terminating a dependent has no affect on the EV s record You can terminate the status of a dependent prior to the end of the EV s program for the following reasons e Child over 21 Do not select this option This known problem will be fixed in a later release of SEVIS e Conviction of a crime e Other e Unauthorized employment You may terminate a dependent without terminating an EV To terminate a dependent perform the following 1 Access the record for the dependent whom you wish to terminate perform a search for the record or use the EV Lists link 2 Exchange Visitor Information Dependent Information screen click the Terminate link on the Actions menu Exhibit 33 Terminate Dependent is an example of the screen that displays It contains summary data for the EV and the dependent 86 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Exhibit 33 Terminate Dependent Main Help Tutorial Logout National School for the Arts Program Number P 4 10911 Terminate Dependent Required fields are marked with an asterisk Exchange Yisitor Information Dependent Information
101. endents Menu screen Click the Delete link to the right of the name of the dependent whose record you wish to delete The Delete Dependent screen displays Review the data to ensure this is the dependent whose record you wish to delete Scroll to the bottom of the screen and click the Delete Dependent button A message displays informing you of the successful deletion of the dependent s SEVIS record 2 6 2 3 3 EDIT DEPENDENT DATA Note This option is not available after a visa has been issued to the EV If you wish to edit a dependent s data after the EV has obtained a visa and is still in Initial status you must wait until the EV arrives in the U S and has his or her program participation validated in SEVIS To edit the dependent s biographical data perform the following 1 Access the Exchange Visitor Information screen for the EV whose dependent s information you wish to change perform a search for the record or use the EV Lists link Click the Dependents link on the Edits menu The system displays the Exchange Visitor Dependents Menu screen Click the Dependent s SEVIS ID link for example N0123456789 to access the Exchange Visitor Information Dependent Information screen Click the Edit link on the Actions menu to display the Exchange Visitor Information Edit Dependent screen 59 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 5
102. ffect on the EV s record and on the record of each dependent of the EV EVs who have a status of No Show have no benefits for example extension change of category or reinstatement 49 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 WARNING DO NOT use the No Show option to cancel a duplicate record or a record that was issued in error Use the Cancel EV option otherwise duplicate records will be cancelled automatically by the system If you receive information about a potential EV participant who has entered the U S to participate in your program but has not reported for participation in your program you may allow the system to automatically change the status of the EV to No Show or perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the No Show link on the Exchange Visitor Information screen The system displays the No Show screen 3 Review the data to ensure this is the potential EV participant whose status you wish to change to No Show 4 Click the No Show button The system displays a message indicating that the update was successful 5 Click the Return to Exchange Visitor button to view the EV s record The status is No Show 2 6 1 3 Reprint Form DS 2019 EV is in Initial Status See Section 2 5 7 Reprint a Form
103. g into SEVIS perform the following 1 Access the Internet and go to the SEVIS Login Screen at https egov immigration gov sevis 2 Enter your user ID in the User Name field 3 Enter your password in the Password field 4 Press Enter or click the Login button Note SEVIS may respond faster or slower depending on the number of users accessing SEVIS 3 2 Maintain Operation After 20 minutes of inactivity the session will time out and you must log in again to use SEVIS 3 3 Terminate and Restart Operations You may log off SEVIS at any time by clicking the Logout link on the navigation bar To close the browser window click the Close 2 button on the browser window Note If SEVIS locks up click the Close 2 button on the browser window and initiate operation again You may need to wait 20 minutes before you can log into SEVIS again Should there be an unscheduled termination of your SEVIS session due to external causes such as a timeout power failure or a computer malfunction you must repeat the login procedures 118 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 SEVIS user IDs and passwords are suspended after three unsuccessful login attempts Call the SEVIS Help Desk 1 800 892 4829 to have your access to SEVIS reinstated 4 ERROR HANDLING SEVIS includes automatic validation of the data entered into many fields For example if you do not enter
104. gram Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 9 Exchange Visitor Search Exchange Visitor Search Required fields are marked with an asterisk Select Sort Option Search By Search Type and Search Criteria Jexchange Visitor Visitor 02 23 2004 Monday July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 Enter or select the necessary search criteria The following is a list with explanations of the sections and fields on this screen Note Provide as many search criteria as possible to obtain a manageable list of results The system may require additional time to obtain the results of a search that includes only one search criterion Field Description Explanation Sort Option section The sort options are required fields both must be completed Sort By Select the Sort By option from the drop down list Sort Direction Select the Sort Direction either Ascending Descending Search By section Select either Exchange Visitor or Dependent Search Type section Select one radio button and complete the associated fields SEVIS ID Click this radio button and enter a valid SEVIS ID in 31234567890 format Note When searching by the SEVIS ID it does not matter whether you choose EV or Dependent in the Search By section If the SEVIS ID matches
105. h to validate perform a search for the record or use the EV Lists link 6 On the Exchange Visitor Information screen click the Validate Program Participation link to display the Validate Program screen 7 Ensure the accuracy of the current U S address make corrections if necessary Note When entering data for Secondary Students high school enter the name of the host family in the Address 1 field and enter the street address for this residence in the Address 2 field 8 Click the Validate Program button The Listing of Programs screen displays and the EV s status is now Active 2 10 Alerts Alerts are notices to users identifying tasks that need to be completed in SEVIS In most cases these alerts are indicators that according to the information currently in the system the EV s status will change in many cases from Active to Terminated or Completed if some type of action or update is not taken by an RO or ARO within a certain number of days If no action is taken the system will automatically take action Exhibit 38 Listing of Programs Alerts Link shows the location of the Alerts link on the screen If there are no alerts for a program the Alerts link will not display on the Listing of Programs screen 110 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 39 Listing of Programs Alerts Link 6 US Immigration
106. hile in the 5 109 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Validation of program participation can take place at any time after the effective date of transfer Failure to validate the transfer EV s participation in your program 30 days after the effective date of transfer will result in SEVIS changing the EV s status to No Show Note If your program is expecting to receive a transfer EV from another SEVIS program that EV s name will display in All Exchange Visitors and Dependents and the Transferred Status Exchange Visitors and Dependents EV lists with the status of Transferred once the effective date of transfer arrives To validate the participation of an EV transferring into your program perform the following 1 Access the Exchange Visitor Information screen for the EV whose program participation you wish to validate perform a search for the record or use the EV Lists link 2 Click the Edit DS 2019 link on the Edits menu and update the EV s data see Section 2 9 1 through Section 2 9 4 for instructions 3 Click the Submit DS 2019 button to submit the data to SEVIS A message displays informing you of the successful submission of the data in SEVIS 4 On the message screen click the Return button to display the Listing of Programs screen 5 Access the Exchange Visitor Information screen for the EV whose program participation you wis
107. his screen Note United States may be selected as the country of birth if the EV was born to a foreign diplomat or is an expatriate If the person was born in the U S or U S territory perform the following a Complete the Country of Birth field b Select an option from the drop down list in the If the United States or U S Territory is chosen field Note Under Regulation 8 CFR 214 5 an EV from a country on the DHS provided country list may not engage in or seek to obtain training in aviation maintenance flight training or operations or nuclear related studies or training Therefore you may not create or update an EV s personal or program information as follows Ifan EV s COB or COC is the DHS provided country list you may not select update his or her field of study to training in aviation maintenance flight training or operations or nuclear related studies or training e IfanEV s field of study is in aviation maintenance flight training or operations nuclear related studies or training you may not select or update his or her COB or COC to a country that is on the DHS provided country list 4 Click the Update Information button to save the changes 5 Click the Print Final DS 2019 button to print the Form sign it in blue ink and provide it to the EV 2 7 2 2 Dependents Active Status When the EV is in Active status the Exchange Visitor Dependent screen displays summary data for th
108. his section are optional Select a status from the drop down list Enter the dates for a specific period of time For example 07 01 2004 to 09 30 2004 would return a list of names of EVs whose program start date was between July 1 and September 30 2004 Enter the dates for a specific period of time For example 10 01 2004 to 12 31 2004 would return a list of names of EVs whose program end date is between October 1 and December 31 2004 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Country of Birth Country of Citizenship Category Subject Field Code Search by Termination Reason Termination Reason Termination Date Range Search by Inactive Reason Inactive Reason Inactive Date Range Search by Invalid Reason Description Explanation Select a country from the drop down list Select a country from the drop down list Select a category from the drop down list To select the field the EV will be studying or participating in while in the U S perform the following 1 Click the Select button to display the Select Subject Code screen and make a selection from the Category drop down list 2 Click the Search button to view the list of subjects for the category selected Find the subject that most closely matches the EV s field of s
109. ich you are assigned arole Exhibit 8 Listing of Programs Search Link shows where the Search link displays on the screen Note When performing a search the system queries only the sponsor data associated with the search link selected This search function does not query any other records To search for EVs in another program you must click the Search link for the appropriate program Exhibit 8 Listing of Programs Search Link Qe US Immigration Al 97 and Customs Student amp Exchange Visitor Enforcement Information System Main Help Tutorial Logout Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands Fairfax Oaks VA PROGRAM ACTIVE RO New Exchange Visitor EV Lists Reports National Business Training School Anytown AZ PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports i Anytown CA PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts Raine University Anytown PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Search Link To perform a search complete the following 1 On the Listing of Programs screen click the Search link to the right of the name of the program whose records you wish to search The system displays the Exchange Visitor Search screen Exhibit 9 Exchange Visitor Search is an example of the screen July 27 2004 User Manual for Exchange Visitor Pro
110. icipation Request link on the Actions menu The Cancel Extension Beyond Maximum Duration of Participation Request screen displays Enter comments in the Remarks text box This is a required field Click the Cancel Extension Request button to confirm the cancellation The system displays a message indicating the successful cancellation of this request Click the Return to Exchange Visitor button to view the Exchange Visitor Information screen Notice that the Cancel Extension Beyond Maximum Duration of Participation Request link is no longer available 2 7 1 7 Extension Within the Maximum Duration of Participation Request You may extend an EV s participation in the program up to the limit of the permissible period of participation authorized for his or her specific program category or as specified in the DoS Letter 78 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 of Designation or Redesignation See Attachment A DoS Maximum and Minimum Duration of Participation Rules for the maximum and minimum duration rules for the various categories To extend an EV s participation within the maximum duration of participation perform the following 1 Access the Exchange Visitor Information screen for the EV whose extension request you wish to process perform a search for the record or use the EV Lists link 2 Click the Extension Within the Maximum Duration of Particip
111. in 30 days of the program start date as reflected on the Form DS 2019 will result in cancellation of the EV s record in SEVIS as stipulated in the Exchange Visitor Program regulations 22 CFR 62 Active The sponsor has validated an EV s participation in his or her program by entering the current U S address for the EV The current U S address is the location where the EV will live while participating in his or her program The current U S address is collected in SEVIS but does not print on the Form DS 2019 When the Form DS 2019 is printed from SEVIS the address of the first site of activity entered in SEVIS for the EV will print in the U S Address field on the Form Following the validation of the EV in SEVIS the EV is considered to be in Active or valid program status Note An RO or ARO can use the Correct Minor or Technical Infraction process to change an EV from Inactive status to Active status if today s date is not greater than 120 days beyond the EV s program end date that is shown on the most recent Form DS 2019 When today s date is greater than 120 days and less than 270 days after the EV s program end date the RO or ARO must submit a reinstatement request to DoS to review and approve 22 CFR 62 45 Reinstatement cannot occur when the current date is greater than 270 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019
112. ink on the Actions menu Exhibit 27 End Program for EV is and example of the screen that displays summary information for the selected EV 75 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 27 End Program for EV Customs amp Student amp Exchange Visitor z Information System Required fields are marked with an asterisk Family Name Houten Suffix Date of Birth 11 01 1968 Country of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count 0 Program Sponsor National School for the Arts Category SPECIALIST Subject Field Remarks xzx 66 Number Program End Date 07 01 2004 Previous Program End Date sa Type 2 1 Visa Issue Date Port of Entry 1 94 Admission Number Select One 2 Effective Completion Date EndProgramforEV Reset Values Cancel 12 18 2003 Thursday Select a reason for ending the EV s program from the drop down list Enter the effective date of completion for the EV Enter optional comments in the Remarks text box Click the End Program for EV button Note The day following the end date of an EV s program the system automatically inactivates the EV s record in SEVIS 2 7 1 5 Extension Beyond the Maximum Duration of Participation Reque
113. inter listed in the Name field is the printer from which you wish the Form to print If it does not show the correct printer click the down arrow to the right of the field and select the correct printer Click OK and the Form DS 2019 will be printed on the designated printer Click the Close button on the Adobe Acrobat window to close the window 2 6 2 3 5 NO SHOW DEPENDENT You may change the status of the dependent to No Show see Section 2 6 1 2 No Show for an explanation of the No Show status When a dependent s status is No Show the dependent has violated the Exchange Visitor Program regulations This has an adverse or negative affect on the dependent s record Note Setting a dependent s status to No Show has no affect on the EV s record To change a dependent s status to No Show perform the following 1 Access the Exchange Visitor Information screen for the EV whose dependent you wish to mark as no show perform a search for the record or use the EV Lists link Click the Dependents link on the Edits menu The system displays the Exchange Visitor Dependents Menu screen 62 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Click the Dependent s SEVIS ID link for example N0123456789 to access the Exchange Visitor Information Dependent Information screen Click the No Show link on the Actions menu to display the No Show screen
114. irs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 4 Suffix Select a title such as Junior that may display at the end of a person s name 5 Date of Birth Enter the dependent s date of birth in MM DD YYYY format 6 Gender Select the dependent s gender male or female 7 Relationship Select Spouse or Child A dependent child must be younger than 21 years of age 8 City of Birth Enter the unabbreviated name of the city where the dependent was born 9 Country of Birth Select the name of the country where the dependent was born Note United States may be selected as Country of Birth if the dependent was born to a foreign diplomat or is an expatriate If the person was born in the U S ora U S territory perform the following 1 Complete the Country of Birth field 2 Select an option from the drop down list in the If the United States or U S Territory is chosen field 10 Country of Citizenship Select the country in which the dependent is a citizen 11 Country of Legal Permanent Residence Select the country in which the dependent is a legal permanent resident For most dependent applicants the Country of Legal Permanent Residence will be the same as the Country of Citizenship
115. itor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 23 Exchange Visitor Information Screen Active Status US Immigratio 1 and Customs D Student amp Exchange Visitor Enforcement 2 a v Information System Main Help Tutorial Logout Exchange Visitor Information Actions Family Name Schmidt Change of Categor Request Suffix Date of Birt 29 1980 Correct Minor or of Birth 06 29 19 echnical Infraction ti End Program for EV Status Active Initial Dependent Count 1 Extension beyond the maximum duration of Program Sponsor National Te Institute articipation request Category STUDENT BACHELORS Extension within the maximum duration of Subject Field Remarks None anicdpation IAP 66 Number Reprint 05 2019 Program End Date 12 15 2008 Terminate EV Previous Program End Date Visa Type J 1 Edits Visa Issue Date Issue Pos Biographical Port of Entry Information 1 94 Admission Number IDependents Financial Information Site of Activit 1 901 Fee Payment Information Transaction Date Subject Field Transaction Amounts een U S Government Agency SEVIS to SEVIS OTHER 5 000 00 ransfer Exchange Visitor s Government All other organizations providing support 5 000 00 Total 15 000 00 Dependents SE IS ID Family Name First Name Relationship Gender Status N0000106988 Schmidt Andrea SPOUSE FEMALE ACTIVE Site of A
116. k the Add Dependent link near the bottom of the screen The system displays the Exchange Visitor Information Add Dependent screen 4 asterisk precedes the fields that must be completed To complete this screen enter the following data Field Description Explanation 1 Family Name Enter the surname or last name of the dependent If the dependent has only one name enter it in this field Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 2 First Name Enter the first name of the dependent If the dependent has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 57 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Description Explanation 3 Middle Name Enter the middle name of the dependent If the dependent has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affa
117. lays only when an EV record has a status of Initial has no visa or POE information and it is 30 days or more after the EV s program begin date The receiving sponsor receives this reminder when the EV s status is Transferred and the current date is greater than or equal to 15 days after the effective date of transfer Action Required Complete the redesignation process in SEVIS and submit a signed and notarized copy of the request Form DS 3036 to DoS Complete the redesignation process in SEVIS and submit a signed and notarized copy of the request Form DS 3036 to DoS Complete the allotment request in SEVIS Generate and print the report using SEVIS Mail the report to DoS each year by the date stipulated on the program s designation or redesignation letter An RO ARO can notify the EV to take appropriate action such as request change of status for the dependent or have the dependent prepare to leave the U S An RO ARO may set the EV s status to Active by validating his or her program participation No Show or Invalid In addition the RO ARO may amend the program start date and or end date if it is known that the EV will be arriving at a later date Validate the transfer EV s program participation otherwise the system will automatically set the status of the EV and dependents if any to No Show after 30 days 112 July 27 2004 User Manual for Exchange Visitor Program
118. lect One 14 Current U S Address Address 17242003 Leesburg Pike Address 2 x State VIRGINIA Zip Code 20001 9 mmo Reset Values Save Draft 16 Program Begin Date Below is a list with a brief description or explanation for each section field on this screen An asterisk precedes the fields that must be completed Some of these fields and sections contain text boxes drop down lists radio buttons and command buttons To complete this screen enter the following data Field Description Explanation 1 Family Name Enter the surname or last name of the EV If the person has only one name enter it in this field Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 26 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field 2 First Name 3 Middle Name 4 Suffix 5 Date of Birth 6 Gender 7 City of Birth 8 Country of Birth Description Explanation Enter the first name of the EV If this person has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised
119. m Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 8 Exchange Visitor Information Screen lInactive Status 2 8 1 Correct Minor or Technical Infraction Inactive Status The Correct Minor or Technical Infraction option enables you to correct a minor or technical infraction of the regulations for a J 1 within the first 120 days of the infraction Minor or technical infractions are the following e Failure to extend a Form DS 2019 in a timely manner failure to extend program e Failure to conclude a transfer of the program prior to the program end date the EV was in the process of transferring and did not complete the transfer process before the program end date listed on the EV s Form DS 2019 If the EV did not obtain an extension for his or her program within the maximum duration before the program end date you have the authority to extend the EV s program using the Correct Minor or Technical Infraction option The extension can occur within the first 120 days of the EV s program end date However when the current date is between 121 days and 270 days after the EV s program end date you must submit a request for reinstatement to DoS for review and approval see Section 2 8 2 Reinstatement Request Inactive Status To correct a minor or technical infraction perform the following 1 Access the Exchange Visitor Information screen for the EV whose request to correct a minor or technical infraction you wish to process
120. minated EVs have no benefits for example cannot apply for an extension reinstatement or change of category For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category and the reason for and date of the termination Click a Family Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents whose status is Transferred Out The EV has transferred to another program For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category and the effective date of transfer Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents whose status is Transferred The EV is transferring into your program but has not yet been validated is not actively participating in your program at this time For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category and the effective date of transfer Click a Family Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen 23 July 27 2004 User Manual for Exchange Vi
121. mp Exchange Visitor a Enfo i nforcement i gt Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Extension beyond the maximum duration of participation request Required fields are marked with an asterisk Family Name Suffix Date of Birth 04 29 1980 Country of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count 1 Program Sponsor Institute of Dance Category TRAINEE SPECIALT Subject Field Remarks N A 66 Number Program End Date 12 30 2003 Previous Program End Date sa Type 2 1 Visa Issue Date Port of Entry 1 94 Admission Number 2 Remarks Submit Extension Reset Values Cancel 12 18 2003 Thursday 3 On the lower half of the screen change the program end date for the EV s program Note The system defaults to the EV s current program end date You MUST change the program end date 4 Enter optional comments in the Remarks text box provided You must adequately document the reasons that justify this request 77 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Click the Submit Extension button to submit the request Remit the non refundable fee of 198 00 payable to U S Department of State 22 CFR 62 90 This request will not be processed u
122. n a later release of SEVIS 5 An explanation must be entered in the Remarks text box 6 To complete the process click the Correct Minor or Technical Infraction button A message displays indicating the successful update of the EV s record Click the Reset 74 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Values button to return all entries to the previous values or click the Cancel button to return to the Exchange Visitor Information screen without completing this request 2 7 1 4 End Program for EV Active Status An EV s program participation can be concluded nonadverse termination for the following reasons Note Cancellation Change of Status Change of Status Denied Change of Status Death of EV Inability to continue program Program completed 30 days or more before program end date Withdrawal from the program Concluding an EV s program participation affects each dependent whose record is in Active status changing their record to the status of the EV If a dependent has already been terminated for example if he or she has turned 21 years of age then there is no change in that dependent s status To end an EV s program perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the End Program for EV l
123. n the Exchange Visitor Information screen see Exhibit 19 The system will display the Amend Program screen Change the program begin and or end date s Enter an explanation in the Remarks text box Click the Amend Program button to save the changes to the SEVIS database Oy Click the Print Final DS 2019 button to print an updated copy of the Form and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note You may wish to validate the EV s program participation before printing the final Form DS 2019 See Section 2 6 1 5 Validate Program Participation EV in Initial Status for instructions on validating the EV s record in SEVIS 7 Click the Return to Exchange Visitor button to return to the Exchange Visitor Information screen and view the new data 2 6 1 2 No Show Initial Status The No Show status is used to indicate that the EV s program participation has not been validated in SEVIS for either of the following reasons e The EV has entered the U S through a POE and has not reported to the program sponsor and has not been validated in SEVIS within 30 days after the program begin date listed on the Form DS 2019 Ina transfer situation the EV has not been validated in SEVIS 30 days after the effective date of transfer When an EV s status is No Show the EV has violated the Exchange Visitor Program regulations This has an adverse or negative a
124. nd Date 12 15 2008 Previous Program End Date Visa 3 1 Visa Issue Date Port of E 1 94 Admission Number Dependents SE IS ID Family Name First Name Relationship Gender Status Commands Schmidt Andrea SPOUSE Edit Delete Add Dependent Previous Next Print Draft 05 2019 11 20 2003 Thursday Add Dependent Dependent Link To complete Page 3 click the Add Dependent link in the lower left part of the screen Exhibit 17 Exchange Visitor Information Add Dependent is an example of the screen that displays Note In Exhibit 17 the Add Dependent section of the screen has already been completed July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 17 Exchange Visitor Information Add Dependent Customs a Student amp Exchange Visitor a a Information System Main Help Tutorial Logout Tutorial Logout National Technology Institute Program Number G 3 10521 Exchange Yisitor Information Family Name Schmidt Suffix Date of Birth 06 29 1980 Coul of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count 0 Program Sponsor National Technology Institute Category STUDENT BACHELORS Subject Field Remarks None 66 Number Program End Date 12 15 2008 Previous Program End Date sa Type 1 Visa Iss
125. ns a system of records without meeting the requirement to publish a notice in the Federal Register regarding the existence and character of the system of records shall be guilty of a misdemeanor and fined not more than 5 000 3 Any person who knowingly and willfully requests or obtains any record concerning an individual from an agency under false pretenses shall be guilty of a misdemeanor and fined not more than 5 000 1 3 Glossary Appendix A Acronyms and Abbreviations includes a list of terms abbreviations and acronyms used in this document 2 DESCRIPTION OF SYSTEM FUNCTIONS The following sections provide step by step instructions for using SEVIS Included are directions for creating issuing and modifying Forms DS 2019 for EVs and dependents Other program sponsor updates are discussed in Volume I of this manual 2 1 Overview of Screen Components This section explains SEVIS screens and their components and how to navigate through the application Exhibit 2 Listing of Programs and Screen Components is an example of the screen that displays when you log into SEVIS It includes various options that are available on the navigation bar and links that are available from within the list of program sponsors The screen components are labeled with the terms used in this manual July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 2 Listing of Program
126. ntil the fee and all supporting documentation are received Mail the required fee extension request and all supporting documentation to Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS must review and approve this request The following outcomes are possible e Extension Request is Approved The submitter of the request will receive an email message when the extension is approved Note Following approval of the extension request an RO or ARO must print the Form DS 2019 sign it in blue ink and provide it to the EV Access the Exchange Visitor Information screen for the EV and click the Reprint DS 2019 link On the Reprint 05 2019 screen select the reprint reason Extend an On going Program e Extension Request Denied The submitter of this request will receive notification via a mailed letter regarding the denial 2 7 1 6 Cancel Extension Beyond the Maximum Duration of Participation Request You may cancel an EV s request for an extension beyond the maximum duration of participation before the request is processed by DoS To cancel the request perform the following steps 1 Access the Exchange Visitor Information screen for the EV whose extension request you wish to cancel perform a search for the record or use the EV Lists link Click the Cancel Extension Beyond Maximum Duration of Part
127. nts 12 01 2003 Monday When you click one of these links the system displays the appropriate list of EVs and or dependents The following lists in alphabetical order may be generated List Title Description Explanation Active Status Exchange Visitors A list of all EVs and dependents whose status is Active and Dependents The program sponsor has validated the EV s participation in his or her program by entering the current U S address residence for the EV Following the validation of the EV in SEVIS the EV is considered to be in Active or valid program status For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category program begin and end dates and the date of the last update to the record Click a Family July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 List Title All Exchange Visitors and Dependents Inactive Status Exchange Visitors and Dependents Description Explanation Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents regardless of status for the selected program See Appendix B Status Values for Exchange Visitors and Dependents for a detailed explanation of each status value For each EV and
128. o Fit Page Width Options Print Background colors amp images On the Format amp Options tab click the Landscape radio button Ensure there is a check mark in the Shrink To Fit Page Width check box Ensure there is not a check mark in the Print Background color amp images check box Click the Margins amp Header Footer tab The Margins amp Header Footer tab comes into focus as depicted in Exhibit 2 Netscape Page Setup Window Margins amp Header Footer Tab July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit C 2 Netscape Page Setup Window Margins amp Header Footer Tab Page Setup 7 Set the left and right margins to 0 5 and the top and bottom margins to 0 25 8 Within the Headers amp Footers section ensure that all drop down lists are blank If the drop down lists are not set to blank click on the down arrow and select blank 9 Click OK 10 Click either the Print Sh button on the browser toolbar or select Print from the File menu The Print window displays as depicted in Exhibit C 3 Print Window July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit C 3 Print Window 412th floor laser_Sq apps2 9 Selection Pitt hens 1510 GUC GATE Po ie Selecten
129. of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you print a draft copy of the transfer Form DS 2019 and review it for accuracy You can make necessary corrections to the data before submitting the Form to SEVIS 2 9 2 Transfer Add Site of Activity Page 2 of the Form DS 20 information for the EV It 19 Site of Activity Menu Exhibit 14 is used to collect program provides a summary of the information entered for the EV and an option for adding sites of activity To enter information about the EV s site of activity perform the following 1 Click the Add Activity link in the lower left part of the Site of Activity Menu screen The system displays the Exchange Visitor Add Site of Activity screen 2 In the Site of Activity or her program 3 In the Site of Activity field enter the name of the place where the EV will participate in his Address fields enter the physical location of the site Note Do not include post office box numbers in this address 104 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 4 Click the Add Site of Activity button to save the data that you have entered for this EV The system displays the Site of Activity Menu screen Summary information for the site that was added will be included below the EV s personal information 5
130. opy of the Form may be sent to a designated printer 44 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Note During the launch of Adobe Acrobat a File Download window may display To prevent this window from displaying in the future click in the box next to always ask before opening this type of file to remove the check mark Select the Open button to view the Form DS 2019 2 When the Form DS 2019 displays in the Adobe Acrobat window use the scroll bar on the right side of the window to view additional pages of the Form Click the Print 88 button on the Adobe Acrobat toolbar The Print window displays 4 Ensure that the name of the printer you wish to print from is listed in the Name field in the Print window If it does not show the correct printer click the down arrow to the right of the field and select the correct printer 5 Click OK and the Form DS 2019 will be printed on the designated printer 6 Click the Close Xf button on the Adobe Acrobat window to close the window 2 5 6 1 Signature on SEVIS Form DS 2019 According to regulations SEVIS generated Forms DS 2019 should be printed in black ink and the original copy of the Form DS 2019 must be signed in blue ink Signing the Form in blue ink permits anyone viewing the Form to easily distinguish an original copy from a photocopy Note The Form must be signed by the RO or ARO whose name is printed on th
131. ore the left panel 2 1 3 3 Jumps and Pop ups To use the jump and pop up features perform the following 1 Click an underlined word or phrase to see a pop up explanation or jump to a new topic 2 To make a pop up disappear click anywhere else in the panel If using the Netscape browser click the Close XI button or To return from a jump click the Back button on the browser toolbar Note Some underlined phrases are web links They are identified by the text that precedes them When you have finished viewing a web page click the Back button on the browser toolbar to return to Online Help or click any Online Help topic 2 1 3 4 Close Online Help Close Online Help by clicking the Close 2 button in the upper right corner of the Help screen 2 1 4 Print the Online Help Printing the Online Help is different for Internet Explorer and Netscape users It is important to note that you cannot print the entire Online Help no matter which browser you are using You can only print the topic you are currently viewing that is one topic at a time July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 2 1 41 Internet Explorer Users To print an Online Help topic using Internet Explorer perform the following steps 1 Click anywhere in the right panel 2 Click the Print 8 button the browser toolbar The topic you are currently viewing prints to the designated printer
132. ote When entering data for Secondary Students high school enter the name of the host family in the Address 1 field and enter the street address for this residence in the 103 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Section 15 Creation Reason 16 Program Begin Date This field defaults to the EV s original program begin date 17 Program End Date The date determined by the program sponsor on which an Description Explanation Address 2 field The only valid creation reason for a transfer EV is Transferred and cannot be changed EV s program will end The Program End Date cannot be changed at this time 4 Click one of the following buttons Reset Values Click this button to return all entries on the page that have not been saved to the previous values Save Draft Click this button to save the data that you have entered Next Click this button to automatically save the data that you have entered and advance to the next page of the EV s Form DS 2019 If any fields and sections have not been completed or contain incorrect information the system will display an error message indicating the error s Make the necessary corrections and click the Next button again Print Draft DS 2019 Click this button to print a draft copy
133. our new password in the New Password field Note You cannot reuse your previous six passwords 5 Enter your new password again in the Confirm New Password field 6 Click the Change Password button The system displays a message indicating that the password has been changed 7 Click OK to display the SEVIS Login screen Be sure to use your new password when logging into SEVIS 2 2 4 Request Password Reset The Request Password Reset option is available for users to request a new SEVIS password Use this function for any of the following reasons e You have forgotten your SEVIS password e Your SEVIS account is locked due to three unsuccessful log in attempts or 90 days of inactivity e You suspect that your SEVIS password has been compromised and you are unable to use the Change Password function To request to have your password reset perform the following 1 Click the Request Password Reset link on the SEVIS Login screen The Request Password Reset screen displays 2 Enter your SEVIS user ID in the User Name field 3 Click the Submit Request button A message displays informing you that the request has been submitted to SEVIS Note An email is sent to the email address associated with the SEVIS user ID It provides instructions for creating a new SEVIS password July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 2 5 Additional Information About the SEVI
134. pdate the Form perform the following 1 Access the Exchange Visitor Information screen for the EV whose personal information you wish to update perform a search for the record or use the EV Lists link 99 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 Click the Edit DS 2019 link on the Actions menu to begin updating the EV s Form Exhibit 38 Exchange Visitor Personal Information for Transfer EV is an example of the screen that displays Exhibit 38 Exchange Visitor Personal Information for Transfer EV Student amp Exchange Visitor Information System Main Help Tutorial Logout New Exchange Visitor For National Technology Institute G 3 10521 Enter Initial Information about Exchange isitor Required fields are marked with an asterisk Visa Type 1 Einsteen 2 First Name alice 4 Suffix select One 01 28 1975 6 Gender Male Female Brandon 8 Country of Birth select One zj If the United States or a U S territory is chosen select one of the following Select One x GABON Country of Legal Permanent feson a 10 a ae GABON 12 Exchange Visitor Category PROFESSOR Select State Select One zj Zip Code 3j 15 Creation Reason TRANSFERRED 16 Program Begin Date 02 25 2003 07725 2005 Reset Values Save Draft Hext Print Draft DS 2019
135. plays 4 Click the Next button to advance to the Financial Information screen 2 9 3 3 Transfer Terminate Dependent See Section 2 7 2 2 1 Terminate Dependent for instructions on how to terminate a dependent 2 9 3 4 Transfer End Status of Dependent See Section 2 7 2 2 2 End Status of Dependent for instructions on how to end the status of a dependent 2 9 4 Transfer Financial Information Page 4 of the Form DS 2019 Financial Information screen is used to collect financial information for the EV This screen represents the final step in creation of a transfer record for an EV Note Financial data should reflect the amount of financial support provided to the EV for the duration of his or her program shown on all Forms DS 2019 Note All dollar amounts must be entered in SEVIS without commas and periods and should be rounded to the nearest whole dollar for example 15 459 87 should be entered as 15460 107 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 To complete the Financial Information screen perform the following 1 Below is a list with explanations of the fields and sections on this screen An asterisk precedes the fields and sections that must be completed To complete this screen enter the following data Field Section Description Explanation 19 During the period covered by Note The EV must have at least one source of this prog
136. program The system displays the RO ARO Reports screen as shown in Exhibit 40 Reports Screen 114 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 40 Reports Screen a SS U S Immigratior gt f and Customs lt sae 1 Student amp Exchange Visitor Enforcement Information System Main Help Tutorial Logout RO ARO Reports Format HTML Text Click on Help above and search on Printing Reports to find the proper page settings for printing SEVIS reports Submit SE IS Reports 9 Category Levels Counts for category by purpose code and country s C Annual Report J1 Exchange Visitor Program U S Department of State No Show Report 11 24 2003 Monday 2 To select a report title click the radio button adjacent to the report title 3 Select an output format HTML Hypertext Markup Language a web page format or Text a format that can be easily pasted into a word processor for additional formatting and editing 4 Click the Submit button If there are no search criteria for the selected report the report will be generated and will display in a new browser window If search criteria must be chosen for the selected report the Report Search Criteria Entry screen will display in the browser window Select the search criteria and click the Submit b
137. r Users RO ARO of SEVIS Volume IT Form DS 2019 Field Description Explanation Invalid Reason Invalid Date Range Enter the dates for a specific period of time For example 06 01 2004 to 07 31 2004 would return a list of names of EVs or dependents whose status became Invalid between June 1 and July 31 2004 Select an option from the drop down list 3 Click the Search button The system displays a list containing the EV or dependent names that match your search criteria if any Exhibit 10 Search Results shows an example of the search results list Exhibit 10 Search Results US Immigrationes nd Customs 5 Student amp Exchange Visitor nforcement Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Meyer Institute of Dance Program Number P 4 10729 Search Results New Search Refine Search Search Criteria Status ACTIVE SEVIS ID Family Name First Name Yisa Status Program Start Date Program End Date Date of Last Update Date of Last Status Change 0000091536 Kozloski Karl 2 1 ACTIVE 05 01 2003 04 30 2004 01 20 2004 07 23 2003 0000089756 Swiper 2 1 ACTIVE 04 30 2003 08 20 2004 11 24 2003 04 29 2003 2 Recs 02 27 2004 Friday Family Name Link 4 Locate the name of the EV or dependent whose record you wish to view and or update and click the Family Name link The system will
138. r Status Site of Activity Address 11 20 2003 Thursday The links on the Actions menu left side of screen enable you to amend EV s program validate the EV s participation reprint the EV s Form DS 2019 and perform other processes on the record of an EV The options on the Edits menu enable you to edit the EV s and or dependent s data The menu options are discussed in detail in the following sections 2 6 1 Actions Menu EV in Initial Status The Actions Menu contains the following five options e Amend Program No Show 48 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 e Reprint DS 2019 e Cancel EV e Validate Program Participation The following sections contain detailed instructions for using each of these options 2 6 1 1 Amend Program Initial Status The Amend Program link is available to update an EV s program start date and or end date prior to validation of the record in SEVIS Note If an EV arrives late you must amend his or her program begin date before validating the record The Amend Program screen displays summary data for the selected EV including the program begin and end dates To amend an EV s program perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the Amend Program link o
139. r updates to dependent records e Add dependents e Delete dependents e Edit dependent data e Reprint the dependent s Form DS 2019 e Indicate that the dependent is a no show The following sections contain detailed instructions for completing each of these processes 56 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 6 2 3 1 ADD DEPENDENT INITIAL STATUS Note This option is not available after a visa has been issued to the EV If you wish to add a dependent after the EV has obtained a visa and is still in Initial status you must wait until the EV arrives in the U S and has his or her program participation validated in SEVIS The dependent will have to travel to the U S at a later date to join the EV Note If both a husband and wife are entering the U S on J 1 visas add the dependent child s information to only one SEVIS record Form DS 2019 Do not add the dependent child s information to both parents records Forms Doing so will give the dependent child two SEVIS records To add a dependent to an EV record that is currently in Initial status perform the following 1 Access the Exchange Visitor Information screen for the EV whose information you wish to change perform a search for the record or use the EV Lists link 2 Click the Dependents link on the Edits menu The system displays the Exchange Visitor Dependents Menu screen 3 Clic
140. ram the total funding listed in Sections 19 and 20 of the electronic estimated financial support Form DS 2019 in U S dollars is to be aa provided to the exchange Enter the following information as applicable visitor by Current Program Sponsor If applicable enter the amount in U S dollars that the program sponsor will contribute to the EV This program sponsor has has Select has or has not to indicate whether the EV has not received funding for received direct or indirect funding from U S international exchange from Government agencies This is a required field one or more U S Government e Direct Funding Financed in whole or in Agency ies to support this part by the U S Government or the EV s exchange visitor If any U S government with funds contributed directly to Government Agency ies the EV in connection with his or her provided funding indicate the participation in an Exchange Visitor Program Agency ies by code below Indirect Funding Financed by one of the following An international organization with funds contributed by either the U S Government or the EV s government for use in financing international educational and cultural exchanges organization or institution with funds made available by either the U S Government or the EV s government for the purpose of furthering international educational and cultural exchanges Financial Support from The EV must have at least one
141. rm the following 1 Access the Exchange Visitor Information screen for the EV whose information you wish to change perform a search for the record or use the EV Lists link 2 Click the Category and Subject Field link on the Edits menu Exhibit 21 Category and Subject Field Screen is an example of the screen that displays Exhibit 21 Category and Subject Field Screen and Customs F a Student amp Exchange Visitor r Information System gt y Main Listing of Schools Listing of Programs Help Tutorial Logout Category and Subject Field Required fields are marked with an asterisk Family Name Kawolskie Suffix Date of Birth 06 10 1968 Country of Birth POLAND Country of Legal Permanent Residence POLAND Active Initial Dependent Count 0 Program Sponsor Russell Institute Category STUDENT DOCTORATE Subject Field Remarks N A 66 Number Program End Date 12 20 2006 Previous Program End Date sa Type 1 Visa Issue Date Port of Entry 1 94 Admission Number Exchange Visite a bego y STUDENT DOCTORATE jory 06 23 2004 Wednesday 3 change the EV s category field 1 on the screen select an option from the drop down list 4 change the EV s field of study click the Select button to display the Select Subject Code screen 5 a selection from the Category drop down list
142. ry 1 94 Admission Number Site of Activity Address Commands National Technology Institute 123 Main St Anytown DC 20001 Edit Delete Add Activity Previous Next Print Draft DS 2019 11 20 2003 Thursday Existing Site of Activity Links used to edit or delete a Site of Activity Add Activity Link To complete Page 2 click the Add Activity link in the lower left part of the screen Exhibit 15 Exchange Visitor Information Add Site of Activity is an example of the screen that displays Note In Exhibit 15 the Site of Activity fields have been completed 32 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 15 Exchange Visitor Information Add Site of Activity U S Immigration and Customs lt Pst Student amp Exchange Visitor Enforcement Information System Main Help Tutorial Logout Program Number G 3 10521 Exchange isitor Information Family Name Schmidt Suffix Date of Birth 06 29 1980 Cou of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count Program Sponsor National Technology Institute Category STUDENT BACHELORS Subject Field Remarks None 66 Number Program End Date 12 15 2008 revious Program End Date Visa Type 3 1 Visa Issue Date Port of Entry 1 94 Admis
143. s Ifan EV s COB or COC is on the DHS provided country list you may not select or update his or her 101 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Field Section Description Explanation field of study to training in aviation maintenance flight training or operations or nuclear related studies or training e Ifan EV s field of study is in aviation maintenance flight training or operations or nuclear related studies or training you may not select or update his or her COB or COC to a country that is on the DHS provided country list 9 Country of If necessary change the country in which the EV maintains Citizenship citizenship Note Under Regulation 8 CFR 214 5 an EV from a country on the DHS provided country list may not engage in or seek to obtain training in aviation maintenance flight training or operations or nuclear related studies or training Therefore you may not create or update an EV s personal or program information as follows Ifan EV s COB or COC is on the DHS provided country list you may not select or update his or her field of study to training in aviation maintenance flight training or operations or nuclear related studies or training e Ifan EV s field of study is in aviation maintenance flight training or operations or nuclear related studies or
144. s Submit DS 2019 Click this button to save the EV s Form to SEVIS A message displays informing you that the EV has successfully transferred into your program the EV s status is Transferred You may click the Print Final DS 2019 button to print the Form sign it in blue ink and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you validate the EV s participation in your program before printing the Form DS 2019 See Section 2 9 5 Validate the EV s Program Participation Transfer Status Save Draft Click this button to save the data that you have entered Print Draft DS 2019 Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you print a draft copy of the EV s Form DS 2019 and review it for accuracy You can make necessary corrections to the data before submitting the Form to SEVIS 2 9 5 Validate the EV s Program Participation Transfer Status When an EV transfers to your program his or her record in SEVIS must be validated no later than 30 days after the effective date of transfer Validation of program participation requires the program sponsor to acknowledge that the EV has reported as required and to collect the EV s current U S address actual physical location where the EV will reside w
145. s Menu EV in Initial Status The Edits Menu contains the following options e Category and Subject Field e Biographical Information e Dependents e Financial Information e Site of Activity The following sections contain detailed instructions for using each option 2 6 2 1 Category and Subject Field Initial Status The Category and Subject Field option is available when the EV is in Initial status Using this link you may modify the EV s category and or Subject Field of study prior to the EV obtaining a visa Note Under Regulation 8 CFR 214 5 an EV from a country on the DHS provided country list may not engage in or seek to obtain training in aviation maintenance flight training or operations or nuclear related studies or training Therefore you may not create or update an EV s personal or program information as follows Ifan EV s COB or COC is on the DHS provided country list you may not select update his or her field of study to training in aviation maintenance flight training or operations or nuclear related studies or training 53 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 e field of study is in aviation maintenance flight training or operations nuclear related studies or training you may not select or update his or her COB or COC to a country that is on the DHS provided country list To modify these data perfo
146. s and Screen Components 3 SEVIS J Eligibility Launch Page Microsoft Internet Explorer e x File Edit view Favorites Tools ay Ot O 2 0 serch 2 MJB Addres l https feqov immigration qov sevis X goo Links 25 py U S Immigration A and Customs r Student amp Exchange Visitor Enforcement Information System Main Help Tutorial Logout Listing of Programs Indicates an alert for that program Location City State Status Role Commands Wanabell VA PROGRAM ACTIVE ARO Search New Exch Fairfax KS PROGRAM ACTIVE Navigation bar Browser Toolbar 07 06 2004 Tuesday Done Local intranet 2 1 1 SEVIS Screen Components The following is a list of components that may be available on SEVIS screens e Browser Toolbar This 15 the toolbar displayed by the browser used to access SEVIS e Navigation Bar tThe navigation bar lists the role for the logged in user and following main functions Main Used to access the Main menu or if you perform as a program sponsor user and a school user the screen from which you select either the Listing of Programs J visa or Listing of Schools F and M visas to display the programs or schools for which you are an authorized user Help tused to access Online Help for SEVIS Tutorial Used to view a brief demonstration of how to use SEVIS Logout Use
147. s expecting to receive a transfer EV from another SEVIS program that EV s name will appear in the Transferred Status Exchange Visitors and Dependents EV list with the status of Transferred once the effective date of transfer arrives You may search the list for the transferred EV at that time and proceed to validate his or her program participation 2 7 3 2 Cancel Transfer Request Prior to the effective date of transfer for an EV an RO or ARO for the program that the EV is transferring from can cancel the transfer request for the following reasons e Following the submission of a transfer request the EV decides not to transfer e The effective date of transfer that was entered on the transfer request Form must be changed To cancel an EV s request to transfer perform the following 1 Access the Exchange Visitor Information screen for the EV whose transfer request you wish to cancel perform a search for the record or use the EV Lists link Click the Cancel Transfer link on the Transfer menu A message displays indicating that the request has been cancelled WARNING Be sure this is the request that you wish to cancel The transfer request will be cancelled immediately Click the Return to Exchange Visitor button to view the EV s record Note The RO at the transferring in program will receive email notification that the EV s transfer request has been cancelled 96 July 27 2004 User Manual for Exchange Visitor Progra
148. s the SEVIS ID family name first name if applicable gender date of birth country of birth visa type J 1 or J 2 date of entry and program start date Click a Family Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents whose status is Saved or Draft The EV and dependent records have been saved but not submitted to the SEVIS database For each EV and dependent the list shows the date the record was saved family name first name if applicable gender visa type J 1 or J 2 date and country of birth and country of citizenship Click a Family Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen 22 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 List Title Terminated Status Exchange Visitors and Dependents Transferred Out Status Exchange Visitors and Dependents Transferred Status Exchange Visitors and Dependents Description Explanation A list of all EVs and dependents whose status is Terminated Termination implies a change from Active or valid program status prior to program completion Termination has an adverse or negative affect on the EV s record and on the record of each dependent of the EV Ter
149. sion Number Add Site of Activity Required fields are marked with an asterisk National Technology Institute 2 Site of Activity Address WAddressi iz3mainst SS Address 0 State DISTRICT OF COLUMBIA 2 Code 2000 reset ates 11 20 2003 Thursday Below is a list with explanations of the fields on this screen An asterisk precedes the fields that must be completed To complete this screen enter the following data Field Description Explanation 1 Site of Activity Enter the name of the place where an EV will participate in his or her program For an Au Pair enter the host family s address For Secondary Students high school students enter the address of the high school 2 Site of Activity Address Enter the physical location of the site Do not include a post office box number in this address Note The address that prints in the U S Address field on the Form DS 2019 is the EV s site of activity 33 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Description Explanation address If the EV has multiple sites of activity the first site entered will be the one that prints on the Form 08 2019 Select one of the following buttons Add Site of Activity Click this button to save the data that you have entered for this EV The sys
150. sites of activity the first site entered will be the one that prints on the Form DS 2019 2 7 2 4 3 ADD SITE OF ACTIVITY To add another site of activity to the EV s record perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link Click the Site of Activity link on the Edits menu The Site of Activity Menu screen displays summary data for the EV and information for the existing site of activity Click the Add Activity link near the bottom of the screen The Add Site of Activity screen displays Enter the place where the EV will participate in his or her program Site of Activity and the site address See Section 2 5 2 Complete Page 2 of the Form DS 2019 Site of Activity for detailed instructions Click the Add Site of Activity button to complete the process A message displays informing you of the successful addition of the site of activity If necessary click the Print Final DS 2019 button to print the Form sign it in blue ink and provide it to the EV Note The address that prints in the U S Address field on the Form DS 2019 is the EV s site of activity address If the EV has multiple sites of activity the first site entered will be the one that prints on the Form DS 2019 92 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 7
151. sitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 List Title Description Explanation Transferred to a Non SEVIS A list of all EVs that have transferred to a non SEVIS Sponsor Status Exchange Visitors Exchange Visitor Program sponsor EV names display and Dependents on this list after the effective date of transfer and will remain on this list indefinitely For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category and the effective date of transfer Click a Family Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen Note The ability to transfer EVs to a non SEVIS program is no longer available However there may be EVs who will always have this status they transferred prior to the date mandated for enrollment of all Exchange Visitor Programs in SEVIS 2 5 Creating an Exchange Visitor Form DS 2019 The eligibility process enables designated program sponsors to create maintain and print records Form DS 2019 for EVs and dependents In addition SEVIS provides the capability to access and update previously created records When logging into SEVIS the system will display the Paperwork Reduction Act screen which contains important information about the system The next screen that displays includes the list of programs asso
152. st You may request to extend an EV s program beyond the maximum duration of program participation See Attachment A DoS Maximum and Minimum Duration of Participation Rules for the maximum and minimum duration rules for the various categories The EV must have a status of Active and the request must be reviewed and approved by DoS prior to the expiration date or the program end date The request will not be processed until DoS receives the fee and all supporting documentation 76 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Note Do not use this option for EVs in the Student category There is no limit on the duration of participation of a student see Attachment A DoS Maximum and Minimum Duration of Participation Rules To submit an extension beyond the maximum duration of participation request perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the Extension Beyond the Maximum Duration of Participation link on the Actions menu Exhibit 28 Extension Beyond the Maximum Duration of Participation Request is an example of the screen that displays It includes summary information for the selected EV Exhibit 28 Extension Beyond the Maximum Duration of Participation Request US Immigratiol a and Customs Student a
153. st screen and the final selection is displayed If you made an error at any point repeat Steps 1 and 2 3 Ifyou decide this is the incorrect Subject Field Code or you wish to delete this information from the Change of Category Request screen click the Clear button Subject Field Remarks Enter additional remarks regarding the EV s program while in the U S or enter None 3 Program Begin Date Enter the date determined by the program sponsor on which the EV s participation in the new category will begin It must be entered in MM DD YYYY format 4 Program End Date Enter the date determined by the program sponsor on which an EV s participation in the new category will end It must be entered in MM DD YYYY format The end date in combination with the begin date may not exceed the maximum duration of participation for the EV s selected category as identified in the Exchange Visitor Program regulations See Attachment A DoS Maximum and Minimum Duration of Participation Rules 69 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Section Description Explanation 5 Remarks Enter optional comments 6 During the period covered by this program the total estimated financial support in U S dollars is to be provided to the exchange visitor by Note The EV mus
154. submit it to SEVIS Next Click this button to automatically save the data that you have entered and advance to the next page of the Form DS 2019 If any fields and sections have not been completed or contain incorrect information the system will display an error message indicating the error s Make the necessary corrections and click the Next button again 2 5 2 Complete Page 2 of the Form DS 2019 Site of Activity Page 2 of the Form DS 2019 is used to collect program information for the EV Exhibit 14 Site of Activity Menu is an example of Page 2 Note In Exhibit 14 a site of activity has already been added for the EV 31 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Exhibit 14 Site of Activity Menu US Immigratio x Ww and Customs sito Stud g Enforcement ES y Information System Main Help Tutorial Logout National Technology Institute Program Number G 3 10521 Site of Activity Menu Exchange Visitor Information Family Name Schmidt Suffix Date of Birth 06 29 1980 Cou of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count Program Sponsor National Technology Institute Category STUDENT BACHELORS Subject Field Remarks None 66 Number Program End Date 12 15 2008 revious Program End Date Visa Type 3 1 Visa Issue Date Port of Ent
155. t a draft copy of the EV s Form DS 2019 and review it for accuracy 2 5 3 1 Edit Dependent Data Draft Status You may edit dependent data To edit the dependent s data while the EV s record is in Draft status perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click Edit DS 2019 link on the Actions menu Page 1 of the Form DS 2019 displays Click the Next button to advance to the Site of Activity Menu screen Exhibit 14 4 Click the Next button to advance to the Exchange Visitor Dependents Menu screen Exhibit 16 5 Click the Edit link in the Commands column for the dependent whose data you wish to update The Exchange Visitor Information Edit Dependent screen displays 39 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Make the necessary update to the data See Section 2 5 3 Complete Page 3 of the Form DS 2019 Dependent Information for detailed instructions for the fields on this screen Click the Submit Edit button to complete the process The Exchange Visitor Dependents Menu screen displays 2 5 3 2 Delete Dependent Draft Status The Delete Dependent option is available only when the EV is in Draft status To delete a dependent when the EV s status is Draft perform the following 1 Access the
156. t a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card Enter the middle name of the dependent If the dependent has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card Select a title such as Junior that may appear at the end of a person s name Enter the dependent s date of birth in MM DD YYYY format Select the dependent s gender male or female Select Spouse or Child A dependent child must be younger than 21 years of age Enter the unabbreviated name of the city where the dependent was born Select the country in which the dependent was born Note United States may be selected as the country of birth if the EV was born to a foreign diplomat or is an expatriate If the person was born in the U S ora U S territory perform the following 1 Complete the Country of Birth field 2 Select an option from the drop down list in the If the United States or U S Territory is chosen field Select the country in which the dependent maintains
157. t have at least one source of funding listed in Sections 6 and 7 of the electronic Form DS 2019 Enter the following information as applicable Current Program Sponsor If applicable enter the amount in U S dollars that the program sponsor will contribute to the EV This program sponsor has has not received funding for international exchange from one or more U S Government Agency ies to support this exchange visitor If any U S Government Agency ies provided funding indicate the Agency ies by code below Select has or has not to indicate whether the EV has received direct or indirect funding from U S Government agencies This is a required field Note If you select has in response to this statement you must complete Section 7 of the electronic Form DS 2019 e Direct Funding Financed in whole or in part by the U S Government or the EV s government with funds contributed directly to the EV in connection with his or her participation in an Exchange Visitor Program e Indirect Funding Financed by one of the following An international organization with funds contributed by either the U S Government or the EV s government for use in financing international educational and cultural exchanges An organization or institution with funds made available by either the U S Government or the EV s government for the purpose of furthering international educational and cultural exchanges
158. te of Activity for EV Active 90 2 7 2 5 Edit Subject Field Active Status Ass sesh eas noel neve 93 PAT AKO T A E A E EA EE 95 2 7 3 1 Transfer an Exchange 15 95 Cancel Transfer Reguest i Seriean 96 2 8 Exchange Visitor Information Screen Inactive Status 0 0 0 ceeeesesceeeeceeeceeceseeneeeeeeesees 97 2 8 1 Correct Minor or Technical Infraction Inactive Status 97 2 8 2 Reinstatement Request Inactive 97 2 8 3 Cancel Reinstatement Inactive Status 98 2 8 4 Terminate Inactive SS LAU S asa aces 99 2 9 Transfer Procedures tor Receiving Programs 99 2 9 1 Transfer Exchange Visitor Personal Information 99 2 9 2 Transfer Add Site Of Activity 104 2 9 3 Transfer Add Dependent Edit Dependent 105 2 9 3 1 Transfer Add Dependent eee cccccesccssecessceescecsseceeeseeeeeseecsaecneeseeeeeaees 105 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 9 3 2 Transfer Update Dependent Data 107 2 9 3 3 Transfer Terminate Dependent 00 0 ccceecceesccescecseceseceeceeeseeceaecneeeeeeenaees 107 2 9 3 4 Transfer End Status
159. tem will display the Site of Activity Menu screen and the name address city state and zip code for the site display below the EV s information Note Multiple sites of activity can be added for an EV follow the procedures above to add other sites of activity Reset Values Click this button to return all entries that have not been saved to the previous values Cancel Click this button to return to the previous page without adding a site of activity Print Draft DS 2019 on the Site of Activity menu see Exhibit 14 Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you print a draft copy of the EV s Form DS 2019 and review it for accuracy 2 5 2 1 Edit Site of Activity Draft Status If necessary you may edit the site of activity information for an EV To edit the site of activity for an EV whose record is in Draft status perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the Edit DS 2019 link on the Actions menu Page 1 of the Form DS 2019 displays Click the Next button to advance to the Site of Activity Menu screen 4 Click the Edit link in the Commands column for the site of activity that you wish to edit The Exchange Visitor Inform
160. th an asterisk Exchange Yisitor Information Dependent Information 12 18 2003 Thursday 3 Select an end of status reason from the drop down list If Other is selected enter an explanation in the text box provided 4 Enter optional comments in the End of Status Comment text box Click the End Status button to complete the process The Exchange Visitor Dependents Menu screen displays Notice that the dependent s status has changed to Inactive 89 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 2 7 2 3 Edit Financial Information Existing financial information for the selected EV displays on the Edit Financial Information screen where it can be updated Note Financial data should reflect the amount of financial support provided to the EV for the duration of his or her program shown on all Forms DS 2019 To edit the financial information perform the following 1 Access the record for the EV whose financial information you wish to update perform a search for the record or use the EV Lists link 2 Click the Financial Information link on the Edits menu to display the Edit Financial Information screen 3 Make the necessary changes to the data See Section 2 5 4 Complete Page 4 of the Form DS 2019 Add Financial Information for details regarding the fields and sections on the Edit Financial Information screen Note All dollar amo
161. that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card Enter the middle name of the EV If this person has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card Select a title such as Junior that may display at the end of a person s name Enter the EV s date of birth in MM DD YYYY format Select the EV s gender male or female Enter the unabbreviated name of the city where the person was born Select the name of the country in which the person was born Note United States may be selected as the country of birth if the EV was born to a foreign diplomat or is an expatriate If the person was born in the U S ora U S territory perform the following 1 Complete the Country of Birth field 2 Select an option from the drop down list in the If the United States or U S Territory is chosen field Note Under Regulation 8 CFR 214 5 an EV from a country on the DHS provided country list may not engage in or seek to obtain training in aviation maintenance flight training or operations or nuclear related studies or
162. tntemationat visitor Aten pnysician 2 6 9 al 812 5 Zee CE yf f yf f 8 11 March 24 2003
163. tor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Below is a list with a brief description or explanation for each section and field on this screen An asterisk precedes the fields and sections that must be completed To complete this screen enter the following data Field Section Description Explanation 19 During the period covered by this program the total estimated financial support in U S dollars is to be provided to the exchange visitor by Note The EV must have at least one source of funding listed in Sections 19 and 20 of the electronic Form DS 2019 Enter the following information as applicable Current Program Sponsor If applicable enter the amount in U S dollars that the program sponsor will contribute to the EV This program sponsor has has not received funding for international exchange from one or more U S Government Agency ies to support this exchange visitor If any U S Government Agency ies provided funding indicate the Agency ies by code below Select has or has not to indicate whether the EV has received direct or indirect funding from U S Government agencies This is a required field Note If you select has in response to this statement you must complete Section 20 of the electronic Form DS 2019 e Direct Funding Financed in whole or in part by the U S Government or the EV s government with funds contributed directl
164. training Therefore you may not create or update an EV s personal or program 27 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field 9 Country of Citizenship 10 Country of Legal Permanent Residence Description Explanation information as follows Ifan EV s country of birth COB or country of citizenship COC is on the DHS provided country list you may not select or update his or her field of study to training in aviation maintenance flight training or operations or nuclear related studies or training e Ifan EV s field of study is in aviation maintenance flight training or operations or nuclear related studies or training you may not select or update his or her COB or COC to a country that is on the DHS provided country list Select the name of the country in which the EV maintains citizenship Note Under Regulation 8 CFR 214 5 an EV from a country on the DHS provided country list may not engage in or seek to obtain training in aviation maintenance flight training or operations or nuclear related studies or training Therefore you may not create or update an EV s personal or program information as follows Ifan EV s COB or COC is the DHS provided country list you may not select or update his or her field of study to training in aviation maintenance flight training or operations or nucle
165. training you may not select or update his or her COB or COC to a country that is on the DHS provided country list 10 Country of Legal If necessary change the country in which the EV is a legal Permanent permanent resident Residence For most EVs the Country of Legal Permanent Residence will be the same as the Country of Citizenship Some EVs however will be permanent residents of other countries Note the difference between permanent and temporary residence For example a French citizen who is teaching in Italy on a 1 year contract and applying for a J visa from Italy would not be considered a legal permanent resident of Italy 11 Position Select an option from the list that most closely matches the EV s position in his or her home country 12 Exchange Visitor This field defaults to the category in which the EV has been Category approved to participate in while in the U S and it cannot be 102 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Field Section Description Explanation changed 13 Subject Field To change the current subject field description perform the Description following 1 Click the Select button to display the Select Subject Code screen and make a selection from the Categories drop down list 2 Click the Search button to view the list of subjects fields for the selected
166. tudy and click its code at the left end of the row The system automatically returns the Exchange Visitor Search screen and the selected subject field of study displays on the screen 3 Ifyou decide this is the incorrect Subject Field Code or you wish to delete this information from the Exchange Visitor Search screen click the Clear button Click this radio button and complete the following fields as applicable Completion of the Termination Reason field is required the other field in this section is optional Select an option from the drop down list Enter the dates for a specific period of time For example 06 01 2004 to 07 31 2004 would return a list of names of EVs or dependents who were terminated between June 1 and July 31 2004 Click this radio button and complete the following fields as applicable Completion of the Inactive Reason field is required the other field in this section is optional Select an option from the drop down list Enter the dates for a specific period of time For example 06 01 2004 to 07 31 2004 would return a list of names of EVs or dependents whose status became Inactive between June 1 and July 31 2004 Click this radio button and complete the following fields as applicable Completion of the Invalid Reason field is required the other field in this section is optional July 27 2004 User Manual for Exchange Visitor Program Sponso
167. tween permanent and temporary residence For example a French citizen who is teaching in Italy on l year contract and making application for a J visa from Italy would not be considered a legal permanent resident of Italy 6 Select one of the following buttons Submit Edit Click this button to complete the process The system displays a message informing you of the successful submission of the update to the dependent s data Note The dependent s Form DS 2019 will print along with the EV s Form when the Print feature is used at the time you submit the Form in SEVIS Otherwise on the message screen click the Print Final DS 2019 button to print a copy of the dependent s Form Reset Values Click this button to return all entries on the page that have not been saved to the previous values Cancel Click this button to return to the Exchange Visitor Dependents Menu screen without updating the dependent s data 2 6 2 3 4 REPRINT FORM DS 2019 FOR A DEPENDENT You may reprint the Form DS 2019 for a dependent whose status is Initial To reprint the Form for a dependent perform the following 1 Access the Exchange Visitor Information screen for the EV whose dependent s Form you wish to reprint perform a search for the record or use the EV Lists link 2 Click the Dependents link on the Edits menu The system displays the Exchange Visitor Dependents Menu screen 61 July 27 200
168. ubject Field Code Search by Status Status Program Start Date Range Program End Date Range Description Explanation Select a country from the drop down list Select a country from the drop down list Click this radio button if you wish to search on all EVs or dependents in this program Click one radio button and complete the associated fields Click this radio button when searching on a SEVIS ID This option is valid only when the Search Type is SEVIS ID Click this radio button and complete the following fields as applicable Select a category from the drop down list To select the field the EV will be studying or participating in while in the U S perform the following 1 Click the Select button to display the Select Subject Code screen and make a selection from the Category drop down list 2 Click the Search button to view the list of subjects for the category selected Find the subject that most closely matches the student s field of study and click its code at the left end of the row The system automatically returns the Exchange Visitor Search screen and the selected subject field of study displays on the screen 3 Ifyou decide this is the incorrect Subject Field Code or you wish to delete this information from the Exchange Visitor Search screen click the Clear button Click this radio button and complete the fields as applicable Completion of the Status field is required the other fields in t
169. ud sito Information System Main Help utorial Logout National School for the Arts P 4 10911 Subject Field Required fields are marked with an asterisk Family Name Suffix Date of Birth 05 05 1975 Cou of Birth GABON of Legal Permanent Residence GABON Active Initial Dependent Count 0 Program Sponsor National School for the Arts Category STUDENT MASTERS Subject Field Remarks xx 66 Number Program End Date 06 15 2005 Previous Program End Date sa 3 1 Visa Issue Date ort of Entry 1 94 Admission Number Select Reset Values Cancel 12 18 2003 Thursday 3 Click the Select button to the right of the Subject Field Description label The Select Subject Code screen displays Exhibit 21 4 On the right side of the Category field click the down arrow and select a category 5 Click the Search button to display the List of Subject Codes screen Exhibit 22 6 Find the subject that most closely matches the EV s field of study and click on its code at the left end of the row The system automatically returns to the Subject Field screen and the new subject displays on the screen 7 Enter comments regarding the update in the Subject Field Remarks text box 8 Enter comments in the Comment text box or enter None 9 Click the Update Subject Field button to complete the process 10 Click the Print Final DS 2019 button to print the Form sign it in
170. ue Date Port of Entry 1 394 Admission Number Add Dependent Required fields are marked with an asterisk Schmidt Andrea Select 01 14 1981 Male Female Heidleburg Below is a list with a brief description or explanation for each field and section on this screen An asterisk precedes the fields and sections that must be completed To complete this screen enter the following data Field Description Explanation 1 Family Name Enter the surname or last name of the dependent If the dependent has only one name enter it in this field Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays 37 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Description Explanation on the National ID card 2 First Name Enter the first name of the dependent If the dependent has only one name leave this field blank Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the non immigrant does not have a passport enter the name as it displays on the National ID card 3 Middle
171. unts must be entered in SEVIS without commas and periods and should be rounded to the nearest whole dollar for example 15 678 49 should be entered as 15678 4 Click the Update Information button to complete the process A message displays informing you of the successful update of these data 5 On the message screen click the Print Final DS 2019 button to print the Form sign it in blue ink and provide it to the EV See Section 2 5 6 1 Signature on SEVIS Form DS 2019 for information about signing the EV s Form 2 7 2 4 Site of Activity for EV Active Status The Exchange Visitor Information screen displays summary data for the selected EV and a list of the site s of activity for the EV You may edit delete and add sites of activity for an EV These functions are described in the following sections 2 7 2 4 1 EDIT SITE OF ACTIVITY To edit the data for an existing site of activity perform the following 1 Access the Exchange Visitor Information screen for the EV whose site of activity data you wish to update perform a search for the record or use the EV Lists link 2 Click the Site of Activity link on the Edits menu The Site of Activity Menu screen displays summary data for the EV and the existing site s of activity 3 Near the bottom of the screen click the Edit link to the right of the address for the site of activity you wish to update Exhibit 35 Exchange Visitor Information Edit Site of Activity is an example of
172. ust be signed in blue ink by the program sponsor official whose name is on the Form 2 6 Exchange Visitor Information Screen Initial Status The Exchange Visitor Information screen provides you with a snapshot of the information that was entered on the Form DS 2019 On the left side of the screen are links to the actions available for EVs whose records are in Initial status Exhibit 19 Exchange Visitor Information Screen Initial Status is an example of the screen Note Initial status indicates that the EV and or dependent records have been created and submitted saved to the SEVIS database but the EV has not entered the U S or has not reported to the program sponsor and been validated Validation is the process of updating the record to show that the EV has actually arrived at the site of activity in the U S identified by the program sponsor and is participating in his or her program 47 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Exhibit 19 Exchange Visitor Information Screen lInitial Status Main Help Tutorial Logout Exchange Visitor Information Actions No Show Reprint 05 2019 Cancel EV alidate Program articipation Edits ategory and ubject Fiel iographical nformation Dependents Financial Information Bite of Activity 1 901 Fee Information Funds Dependents SE IS ID Family Name First Name gelationship Gende
173. utton to generate the report 2 11 2 Print a Report The procedure for printing reports depends on the browser used Internet Explorer or Netscape The procedures for printing reports using each browser are described below 2 11 2 1 Printing a Report Using the Internet Explorer Browser To print a report using Internet Explorer perform the following 1 For best results when printing it is recommended that you make the following changes to the print settings a Click the File menu on the Internet Explorer toolbar 115 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 b Select Page Setup The Page Setup window displays as shown in Exhibit 41 Internet Explorer Page Setup Window Exhibit 41 Internet Explorer Page Setup Window Page Setup HEI Paper Size Letter 81 211 in Source Auto Select r Headers and Footers Header Footer Orientation Margins inches C Portrait Left fos Right jos Landscape Top 0 25 Bottom 10 25 L J Cancel Printer Ifnecessary delete all data that display in the Header field d Ifnecessary delete all data that display in the Footer field e Click the Landscape button in the Orientation section f Set the top and bottom margins to 0 25 g Click OK Select Print from the File menu to display the Print window 3 Ensure the name of the printer
174. y to the EV in connection with his or her participation in an Exchange Visitor Program e Indirect Funding Financed by one of the following An international organization with funds contributed by either the U S Government or the EV s government for use in financing international educational and cultural exchanges An organization or institution with funds made available by either the U S Government or the EV s government for the purpose of furthering international educational and cultural exchanges 42 July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 Field Section Description Explanation 20 Financial Support from organizations other than the sponsor will be provided by one of the following The EV must have at least one source of funding Complete one or more of the fields in this section Note All dollar amounts must be entered in SEVIS without commas and periods and should be rounded to the nearest dollar For example 25 057 89 should be entered in SEVIS as 25058 U S Government Agency ies maximum of two Select the agency that is contributing to this EV and enter the amount in U S dollars International Organization s maximum of two Select the organization that is contributing to this EV and enter the amount in U S dollars The Exchange Visitor s Government Enter the
175. you click OK the Change Password screen will display After 90 days when you log into SEVIS the system will automatically prompt you to change your password To change your password perform the following 1 Enter your current password in the Old Password field 2 Enter your new password in the New Password field Note You cannot reuse your previous six passwords 3 Enter your new password again in the Confirm New Password field 4 Click the Change Password button The system displays a message indicating that the password has been changed July 27 2004 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume IT Form DS 2019 5 Click OK to display the SEVIS Login screen Be sure to use your new password when logging into SEVIS Note If at any time you suspect that your password has been compromised and you are not able to change it using the Change Password link use the Request Password Reset link or contact the SEVIS Help Desk 1 800 892 4829 to have your password reset 2 2 3 Change Password Voluntarily You may change your password as often as once a week using the Change Password link on the SEVIS Login screen To change your password perform the following 1 Click the Change Password link on the SEVIS Login screen The system displays the Change Password screen 2 Enter your SEVIS user ID in the User Name field 3 Enter your current password in the Old Password field 4 Enter y
176. zation Service Legal Permanent Resident National Center for Educational Statistics Port of Entry Responsible Officer Student and Exchange Visitor Information System United States July 27 2004 APPENDIX B STATUS VALUES FOR EXCHANGE VISITORS AND DEPENDENTS User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Form DS 2019 Status Values for Exchange Visitors and Dependents Exhibit B 1 Status Values for Exchange Visitors and Dependents explains each status that EVs and their dependents may have in SEVIS Exhibit B 1 Status Values for Exchange Visitors and Dependents SEVIS Status Description Explanation Saved Draft EV and or dependent records that have been saved but not submitted to the SEVIS database These records are considered Draft records An RO or ARO may review edit and submit a saved draft record to SEVIS Initial EV and or dependent records that have been created and submitted to SEVIS saved to the SEVIS database but the EV s program has not been validated by the program sponsor Validation is the process of updating the record of an EV who is in Initial status the Form was issued but the EV has not yet entered the United States in SEVIS to show that the EV e Has actually arrived at the site of activity in the United States identified by the program sponsor e 5 participating in his or her exchange program Note Failure to validate an EV s participation with

User Manual for Exchange Visitor Program Sponsor Users of SEVIS

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