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USER MANUAL

1. te ar utm Le tatem 6 2 2 ACCESS SEC VIS DEED 6 2 2 1 Guidelines for Passwords ir 8 2 2 2 Change Password Every 90 Days ee et ee tuse ta 9 2 2 3 Change Password Vol ntatily uei laced acit ee S M botes 9 224 Request Password a in PUO 10 2 2 5 Additional Information About the SEVIS Log in Page 10 22 0 Tae Into SE VIS ve utes viru i eie e DERE EE 11 2 277 Log Out OUS EVIS iere deaeque eie seus DA est 11 2 3 Updating Program Information Forms DS 3036 and 085 3037 12 2 9 VACHONS MODUS eros eed LL DM UE Nd Seah Tag let 13 2 3 LT Amendment dart tas uiua tet Ia 14 2 3 1 2 Cancel PIOSE dee tidie tq tc 28 2 3 1 3 Change Program Sponsor Namen is deo e n adea a dp Pest d evi eon 29 2 3 k4 Pending Requests oom e o Ret east ta Sota 29 2 3 1 5 Redesignatiot usen n ee ebd ioci 30 2 3 1 6 Register for Batch Processing iiec eise 32 2 3 1 7 Request Allotment of Forms DS 2019 ee eee emn ir 33 2 3 1 8 Request Brochures ena Reuse ae renti eina dies 34 2
2. 16 Amendment Base e sitom ure dem tuc n o R s 24 Pendine eoo este ete im atn e Mut a 30 Redesignation c o coi et et Rees os ttes 31 Official Formation cotes trenes ente RS 36 Add New Official s 40 Add Existing Offcial vet tnbus ap ted 43 Listing of Programs Alerts Link esee 44 Reports Paes qud din 46 Internet Explorer Page Setup Window inerat tenen 47 Netscape Page Setup Widow oes dor 48 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 1 INTRODUCTION This manual is 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 performing program updates 1 1 Purpose of SEVIS SEVIS facilitates timely reporting and monitoring of international students and exchange visitors EVs in the United States U S It is an
3. Smith ARO 111 222 3333 jane l smithiNTI Update Delete Add New Official Add Existing Official Cancel 12 12 2003 Friday Delete Link Add Existing Official Add New Official Link Link Update Link 2 3 3 1 1 UPDATE AN EXISTING OFFICIAL S RECORD Updating an active official s record includes changing his or her name telephone number and or email address To update the record perform the following 1 On the Listing of Programs screen click the Name of Program link for the program whose official s record you wish to update The Program Sponsor Information screen displays 2 Click the Add Update Officials link on the Edits menu The Official Information screen displays 3 On Official Information screen click the Update link to the right of the name of the official whose information you wish to update These data fields may be changed last name first name middle name suffix telephone and fax numbers and email address 4 Make the necessary changes to the official s data WARNING If the official s name and other data must be updated make all changes except the name change and click the Update Official button Those changes will take effect immediately Name changes must be reviewed and approved by DoS for example the user changed his or her last name 5 Click the Update Official button A message displays indicating that the request has been submitted If the telephone number fa
4. Note Failure to validate an EV s participation within 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 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 paper Form DS 2019 When the Form 08 2019 is printed from SEVIS the address of the primary site of activity for the EV will print in the U S address field on the form Following the validation of the EV in SEVIS the EV 15 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 days after the EV s program end date December 19 2003 User Manual for Exchange Visi
5. 2 Click the Print button on the browser toolbar The topic you are currently viewing prints to the designated printer OR December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Select Print from the File menu A Print dialog box displays the General tab is on top continue on to Step 3 3 Ensure that the appropriate printer 15 selected in the Select Printer list box If not select the correct printer from the list 4 Click the Print button to print to the designated printer 2 1 3 7 Netscape Users To print an Online Help topic using the Netscape browser perform the following 1 Click anywhere in the right panel 2 Click the Print button on the browser toolbar The topic you are currently viewing prints to the designated printer OR Select Print from the File menu A Print dialog box displays continue on to Step 3 3 Ensure that the appropriate printer 15 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 4 Tutorial To view a SEVIS demonstration click the Tutorial link on the SEVIS navigation bar Follow the instructions on the first screen of the demonstration To close the demonstration at any time click the Close button in the upper right corner of the screen Note The tutorial cannot be viewed using versions of Netscape lower than 4 79
6. Active EVs in the program the remaining users officials will receive an email informing them that their access to SEVIS for the cancelled program has been deactivated 2 3 1 3 Change Program Sponsor Name A program sponsor official may change the name of his or her organization with approval by DoS However change of ownership requires the completion and submission of a new Designation Application Form DS 3036 To submit a request to change the name of your organization perform the following 1 On the Listing of Programs screen click the name of the program requesting a name change The Program Sponsor Information screen displays 2 Click the Change Program Sponsor Name link on the Actions menu 3 Enter the required information and click the Change Name button A message displays indicating the successful submission of this request 4 On the message screen click the Print DS 3037 button to print a copy of the Form See Section 2 3 1 1 4 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 5 The signed Form and New Articles of Incorporation must be mailed to the address below before DoS will review the request Exchange Visitor Program Designation Staff Office of Exchange Coordination Designation Bureau of Educational and Cultural Affairs U S Department of State SA 44 301 4 St S W Room 734 Washington DC 20547 Following receipt of the Form and the Articles of Incorporation DoS will pr
7. Click the Add Update Officials link on the Edits menu The Official Information screen displays 3 Click the Delete link to the right of the email address of the official whom you wish to delete The Delete Official screen displays 4 Review the data that display Be sure that this is the official whose access to SEVIS you wish to terminate 5 You may enter a reason for deleting this official and click the Delete Official button Note Ifthis is the only ARO for the program the system displays a warning Every Exchange Visitor Program must have one RO and up to ten AROs You may continue to delete the official or click the Cancel button to return to the Official Information screen without taking any action on the official 2 3 3 1 3 REPLACE THE RO WITH ExisTING SEVIS USER The RO for the program or an ARO may submit a request to replace the RO If the request is submitted by an ARO it must be reviewed and approved by DoS To request to replace the RO with an existing SEVIS user perform the following 1 On the Listing of Programs screen click the Name of Program link for the program whose RO you wish to replace The Program Sponsor Information screen displays 37 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Click the Add Update Officials link on the Edits menu The Official Information screen displays Click the Replace link to the r
8. To request copies of one or both of these brochures perform the following 1 Program Sponsor Information screen click the Request Brochures link 2 Enter the number of brochures requested and click the Request Brochures button An email will be sent to the RO or ARO to confirm receipt of the request and to inform him or her when the brochures will be mailed to the program 2 3 2 Procedure for Requesting an Increase in the Number of Program Participants This section explains the process for requesting an increase in the allotment of Forms DS 2019 for the purpose of expanding the number of participants in your program DoS is vested with the discretion to determine the number of participants in a given sponsor s program In determining this number the Department considers current program size projected expansion of program size and the current administration of the specific program The Department is particularly concerned with requests for a significant expansion in a relatively short period of time Requesting an increase in the number of program participants is a two step process including An electronic submission through SEVIS e A written justification PLEASE NOTE Unless both the electronic submission and the written justification are received within 30 days of submission of the request in SEVIS your request will be denied See Section 2 3 1 7 Request Allotment of Forms DS 2019 for the procedures for the elect
9. User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 18 Reports Page z E 7 U S Immigration 2 f and Customs RA Student amp Exchange Visitor Enforcement di 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 SEVIS Reports 9 C Category Levels Counts for category by purpose code and country 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 page will display in the browser window Select the search criteria and click the Submit button to generate the report 2 5 2 Print a Report The procedure for printing reports is different depending on the browser used Internet Expl
10. 3 2 Procedure for Requesting an Increase in the Number of Program Participants 34 pace Wer nero 35 2 3 3 1 2 1 1 D EP 35 2 3 3 2 Update Address for the Program Sponsor 43 239 Liste Reports 5 tbi bn eo dua ea A etd uM BEEN AA 43 2A Ni Mm MD 44 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 8 tabou ient 44 2 5 T Generate a Report isi qtue a ese o dete 45 23 92 Prata Reporte odas eu edades 46 2 5 2 1 Printing a Report Using the Internet Explorer Browser 46 2 5 2 2 Printing a Report Using the Netscape Browser 48 3 5 2225 5 49 initiate Operation 49 OOPS a tent eumd en N cmo 49 3 3 Terminate and Restart Operations s ceste ao da teca ads p E Cs Cen o d ee 49 4 5522200 ecce Dan S E
11. Click the Add New Official link below the Official Name column Exhibit 15 Add New Official is an example of the screen that displays Exhibit 15 Add New Official Ae US Immigration and Customs Y Student amp Exchange Visitor Enforcement Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Add Official Required fields are marked with an asterisk Existing Program Number G 3 10523 Name of Sponsoring Organization National Technology Institute FestName 7 MddeName d The Officialis 7 US Citizen Legal Permanent Resident IfLPR Pleaseentertheperson s A number Role Jaro zl Telephone NM 8 Ed Fax Number do E EmalAddess Add Official Cancel 12 16 2003 Tuesday 4 Complete the following information an asterisk precedes the fields and sections that must be completed Field Description Explanation Last Name Enter the surname or family name of a person First Name Enter the first name of a person 40 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Field Description Explanation Middle Name Enter the middle name of a person May be left blank if the person has no middl
12. Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Enter your new password in the New Password field Note You cannot reuse any of your previous six passwords 5 Enter your new password again in the Confirm New Password field Click the Change Password button The system displays a message indicating that the password has been changed 7 Click OK to display the SEVIS Log in page 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 You have forgotten your SEVIS password Your SEVIS account is locked due to three unsuccessful log in attempts or 90 days of inactivity You feel 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 l Click the Request Password Reset link on the SEVIS Log in page The Request Password Reset screen displays Enter your SEVIS user ID in the User Name field 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 name It provides instructions for creating a new SEVIS password 2 2 5 Additional Information About the SEVIS Log
13. 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 a monitor setting of 1024x768 2 2 Accessing SEVIS SEVIS requires the use of Internet Explorer Version 5 0 or higher or Netscape Version 4 79 or higher and Adobe Acrobat Version 5 0 or higher 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 use the link and create your password perform the following 1 Click the link contained in the email message The system displays the Set Password screen Exhibit 4 SEVIS Set Password is an example of the screen December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 4 SEVIS Set Password US Immigration and Customs Student amp Exchange Visitor WES Enforcement 4 Information System Welcome to the SEVIS system Password TENNESSEE Set Password J 2 Enter your user ID in the Username field 3 Enter your
14. Information CN ipeo 6 10 Purpose or Objective Provide information about the program s purpose and objectives Explain how the program will promote better understanding and improve communications between people in the United States and other nations of the world through international educational and cultural exchange This field has a 500 character limit 11 Outline of Proposed Activities Provide an outline of proposed cross cultural activities for each category selected While there is no set number of such activities required program sponsors must offer a reasonable number of cross cultural activities such as sports cultural and social activities Please describe the planned cross cultural activities that would acquaint participants with American society culture and institutions Note Due to the nature of the Short Term Scholar category such cross cultural activities are encouraged but not required This file has a 500 character limit 25 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Field Description Explanation 12 Arrangements for Provide the following information regarding the Supervision supervision direction evaluation and monitoring of the programs 22 CFR 62 10 1 Describe provisions for the supervision evaluation and monitoring of the participants and ho
15. Program X Officials B and C must register to perform batch duties for Program Y and School Z Note Prior to registering the digital certificate for use with SEVIS download the certificate files with the and extensions to a secure location on your local area network The procedures to download the certificate files will vary depending on the type of browser being used To register a digital certificate perform the following 1 On the Listing of Programs screen click the name of the program that you wish to register The Program Sponsor Information screen displays 32 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 Click the Register for Batch Processing link on the Actions menu The system displays the Acceptance of Batch Interface Security Requirements screen 3 After reading the requirements click the Accept button to proceed with the registration process The system displays the Batch Process Registration screen If you click the Reject button the system will display the Program Sponsor Information screen 4 To select the path name of the program s digital certificate click the Browse button and locate the files with the and pem extensions 5 Highlight the file name and click the Open button The Upload Certificate screen displays with the path name shown in the text box 6 Click the Uploa
16. are several examples of acceptable passwords Password 1 passW123 78PWord 555pa WD e 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 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 e 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 e SEVIS user IDs and passwords are suspended after three unsuccessful log in attempts Use the Request Password Reset link on the SEVIS Log in page or contact the SEVIS Help Desk 1 800 892 4829 to have your access to SEVIS reinstated Do not share your password 2 2 2 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 chang
17. be completed if the Trainee category was selected in Section 7 Participation of Category To complete Section 8 perform the following Section Description Explanation 8 Training Program if the category selected is trainee Trainee may only be selected on an amendment application if the program is currently designated for that category and the program sponsor wishes to add occupational categories When Trainee is selected under Participation by Category Section 7 of the electronic form one or more occupational categories identified as Training Programs on the screen must be specified Do that by selecting Specialty Non specialty or Both next to the name of the occupational category or categories for which you are applying Note If the occupational category Other 15 selected for 22 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Section Description Explanation a trainee program an explanation must be entered in the text box provided A specialty occupation is one that requires both theoretical knowledge and practical experience in a highly specialized field for example public and business administration architecture accounting the sciences or journalism To participate in specialty training an EV must have at least a relevant academic degree or recognized profes
18. for individuals teaching full time in an accredited primary or secondary educational institution A participant in this category must satisfy all of the following 1 Meet the qualifications for teaching in primary or secondary schools in his or her home country 2 Satisfy the standards of the U S State in which he or she will teach 3 Have a minimum of three years of teaching or related professional experience Letters from the State Department of Education for each state in which foreign teachers will be placed must be submitted to DoS with the application Copies of the approval letter s obtained from the State Departments of Education must be included with the application The maximum duration of participation for this category shall not exceed three years Professor 4 This category 22 CFR 62 20 is for individuals who are involved primarily in teaching lecturing observing or consulting at accredited post secondary educational institutions museums libraries or similar institutions A professor may also conduct research unless disallowed by the program sponsor The maximum duration of participation for this category shall not exceed 42 months December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Category Description Explanation International Visitor 5 This category 22 CFR 62 28 is reserved for
19. in Page Additional information about the SEVIS Log in page follows Reset button Click this button to return all entries to the previous values 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 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 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 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 Log in page Exhibit 5 SEVIS Log in Page is an example of the screen Note After creating your initial password use the SEVIS Log in page to access SEVIS and perform all of your SEVIS relat
20. of 20 minutes the following message will display user is already logged on with this user name Use the Logout link on the navigation bar to properly exit SEVIS December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 6 SEVIS Navigation Bar Logout Link Welcome to the SE IS J Eligibility Launch Page Logout Link 2 3 Updating Program Information Forms DS 3036 and DS 3037 SEVIS enables ROs and AROs to use the Form DS 3037 to update program information and perform tasks such as requesting brochures requesting an allotment of Forms DS 2019 and adding updating and deleting AROs To perform these tasks you must begin by selecting the appropriate program on the Listing of Programs screen Exhibit 7 Listing of Programs is an example of the screen Exhibit 7 Listing of Programs US Immigration j n 97 and Customs a Student amp Exchange Visitor WS Enforcement F EN Information System 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 Search New Exchange Visitor EV Lists Reports National Business Training School Anytown AZ PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports National Technology Institute Anytown P
21. program Note This field is mandatory so enter N A if it does not apply This field has a 500 character limit 26 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Field Description Explanation 14 Organization In the empty text box fill in the title of a person or group for example Board of Regents Do not enter a person s name Note This information may be obtained from your Articles of Incorporation Select one of the following buttons Save Draft Click this button to save the data that you have entered on this page Previous Click this button to return to the previous page of the amendment request WARNING Be sure to save the data entered on this page before selecting the Previous button If you do not save first the data that you 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 Click this button to submit the amendment request to DoS for review Once submitted you will not be able to make changes to the request the RO and AROS can only view and print the Form DS 3036 See Section 2 3 1 1 5 Submit the Amendment Request for additional information Print Draft Click this button to print a draft copy of the amendment request It is recommended that y
22. request WARNING Be sure to save the data entered on this page before selecting the Previous button If you do not save first the data that you entered on 23 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 Next Click this button to automatically save the data that you have entered and advance to Page 3 of the amendment request Print Draft Click this button to print a draft copy of the amendment request 2 3 1 1 3 COMPLETE AMENDMENT PAGE 3 Exhibit 11 Amendment Page 3 is an example of Page 3 of the amendment request Exhibit 11 Amendment Page 3 US Immigratio LO d and Customs Pg Student amp Exchange Visitor y Enforcement EA Information System A Main Listing of Schools Listing of Programs Help Tutorial Logout Amendment page 3 of 3 Required fields are marked with an asterisk 10 Purpose or Objective Maximum 500 chars 12 Arrangements for Supervision Maximum 500 chars 8 14 Organization I hereby certify that I am an officer of the above named nization with the tide of President that I am authorized by the to sign this certification and bind the organization and that a tru
23. this program A separate application must be completed for this category This program is designed to achieve the educational objectives of international exchange by involving university students during their summer vacations directly in the daily life of the host country through travel and temporary employment opportunities The maximum duration of participation for this program shall not exceed four months No extensions will be permitted Au Pair 13 Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program A separate application must be completed for this category 22 CFR 62 31 The Au Pair Program is designed to give foreign nationals the opportunity to live with an American host family and participate directly in the home life of that family while providing limited child care services The au pair participant is also required to enroll in an accredited U S post secondary educational institution for not less than six hours of academic credit or its equivalent The EduCare Program component of this category limits work hours to 30 hours per week and requires 12 hours of academic credit or its equivalent The maximum duration of participation for this program shall not exceed one year Below is an explanation of Section 8 Training Program on Page 2 of the electronic Form DS 3036 This section must
24. use by the U S Department of State International Visitors are potential or recognized leaders in their own countries The maximum duration of participation for this category shall not exceed one year Alien Physician 6 The Educational Commission for Foreign Medical Graduates ECFMG is the only program sponsor authorized to use this category This category 22 CFR 62 27 is for foreign physicians pursuing American medical board certification through graduate education or training at accredited U S schools of medicine or other U S institutions through a Clinical Exchange Program foreign physicians in this category must successfully complete ECFMG administered examinations that measure their command of the medical sciences foreign physicians are subject to the 2 year home country physical presence requirement as stipulated in Section 212 e of the Immigration and Nationality Act Note The J visa does not provide for programs with hands on or direct patient contact such as veterinarian dental or nursing training The maximum duration of participation for this category shall not exceed seven years Government Visitor 7 This category 22 CFR 62 29 is reserved for use by Federal State or local government agencies Participation in this category is for participants who are recognized as influential or distinguished persons and who are selected by a Federal State or local Governmental agency t
25. 147 Expiration Date 08 31 2002 Amendment page 1 of 3 Required fields are marked with an asterisk Existing Program Number G 3 10523 Name of Sponsoring Organization National Technology Institute 1 Business Address of Sponsoring Organization Address 9001 St City Washin State DC Zip Code 20001 3 Type of Application Amendment 5 Program Sponsor is U S Federal Government Agency Yes For Profit Organization No Save Draft December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 3 If necessary modify Section 4 Name and Title of CEO or equivalent 4 Click one ofthe following buttons Save Draft If applicable after completing the required fields on Page 1 you may click this button to save the data that you have entered on this page Note You do not need to click this button before advancing to the next page of the Form DS 3036 SEVIS automatically saves data when you click the Next button Reset Values Click this button to return all entries on the page that have not been saved to the previous values Next Click this button to automatically save the data that have been entered on Page 1 and advance to Page 2 of the amendment request Print Draft Click this button to print a draft copy of the amendment request 2 3 1 1 2 CoMPLETE AMENDMENT PAGE 2 Exhibit 10 Amendment Page 2 is an e
26. 2 401 9809 2 3 3 Edits Menu The following two options are available on the Edits menu Add Update Officials and Update Address of program Both options are discussed in detail in the subsequent sections 2 3 3 1 Add Update Officials You may change information about existing officials or add new officials for your program To do so access the Program Sponsor Information screen and click the Add Update Officials link on the Edits menu Exhibit 14 Official Information is an example of the screen that displays Note Each program sponsor must have one and up to ten AROs however DoS reserves the right to limit the number You may update an existing official s SEVIS record and add new or existing officials The RO and ARO may submit a request to replace the RO Each of these procedures is discussed in the following sections 35 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 14 Official Information ey US Immigration z and Customs Student amp Exchange Visitor SS Enforcement Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Official Information Official Role Title Telephone Fax Email Address Actions Name Phillipe Director of Foreign Howard P ts 222 Phillipe Howard NTI corn EISE 333 222 4444 Phillipe H Replace Update Jane Director of Exchange BIS
27. ARN 50 52 HELP FACILITIES iuis ecce p nao er aa aupra irnata EAE EE ER ER esp i et Eee 50 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 PARTICIPATION RULES ATTACHMENT B PARTICIPATION BY CATEGORY MATRIX December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 EXHIBITS Criminal Penalties ie ced eoe i e e eiie dd oed 2 SEMIS Listing OF PrODIAIIS Las pasas taste deste as 3 SEVIS Navigation Bar Help 4 SEMIS Set Bass W OL e ed pite quias mda e Ec 7 SEVIS BOB ete cu sms Nie um od ta n ae PAL 8 SEVIS Navigation Bar Logout ete tis 12 Listine of Programs oua dodge ie oda bati a dni qs Me 12 Program Sponsor Information uice ine 13 Amendment Nub itia 14 Amendment Page Zsuzsi E obi
28. Internet based application for electronically tracking and reporting on these students and EVs in the United States and it enables schools and program sponsors to transmit information electronically to the Bureau of Immigration and Customs Enforcement BICE formerly the Immigration and Naturalization Service INS and the Department of State DoS throughout a student s or EV s program in the United States SEVIS enables the submission of designation applications Once designated as a program sponsor users may update program 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 and EV records using SEVIS and ROs and AROs are 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 data is entered in SEVIS program sponsor officials must update the EV s record and report on the events required by the regulations See 22 Code o
29. R E E sm conn PeR Dmm March 24 2003 1
30. ROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports Raine University Anytown UT PROGRAM ACTIVE Search New Exchange Visitor Alerts EV Lists Reports Program Links Certain program information can be updated by a program sponsor official without DoS approval However submitted changes for other updates must be reviewed and approved by DoS The tasks requiring DoS approval also require you to print the Form DS 3036 or DS 3037 and submit the Form and supporting documentation if any to DoS Once DoS reviews and approves or denies the change or request the program sponsor record is updated if necessary Exhibit 8 Program Sponsor Information is an example of the screen that enables you to submit requests to DoS and make changes to your program information The screen contains summary information for the selected program including program officials information The left side of the screen contains three menus Actions Edits and Lists Reports The options or links on each menu provide you with the ability to complete a variety of tasks The procedures for making requests and or changes to program information are described in the following sections December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 8 Program Sponsor Information US Immigratio j and Customs Student amp Exchange Visitor Enforcement Inf
31. ROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports National Technology Institute Anytown PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports Raine University Anytown UT PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Alerts Link 2 5 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 44 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Below is an alphabetical list of the reports that are available at this time and a description of each report Title of Report Description 400 Report Profile of Sponsor Activity Provides detailed information about the program sponsor over a specific time period between 1 and 5 years based on the start and end dates selected 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 the program sponsor s designation letter Note SEVIS will send an alert to the program sponsor 30 days prior to the annual report du
32. S 3037 Exhibit 2 SEVIS Listing of Programs SEVIS J Eligibility Launch Page Microsoft Internet Explorer B xj File Edit View Favorites Tools E AL ee x Q x 2 2 2 search 7 2 Favorites Address https l egov immigration gov sevis Links gt e US Immigrationg as y A P and Customs Student amp Exchange Visitor SEVIS Enforcement lt Information System Main isting of Schools Listing of Programs Help Tutorial Logout Listing of Programs Indicates an alert for that program Location City State Status Role Commands Fairfax Oaks VA PROGRAM ACTIVE ARO Search New Exchange Visitor Lists Reports Washington DC PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Anytown UT PROGRAM ACTIVE Search New Exchange Visitor Alerts EV Lists SEVIS Navigation Bar Browser Toolbar By Local intranet 12 12 2003 Friday B 2 1 1 SEVIS Screen Components The following is a list of components that may be available on SEVIS screens Browser Toolbar This is the toolbar displayed by the browser used to access SEVIS SEVIS Navigation Bar The navigation bar lists the following 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
33. Show the Table of Contents and Search To hide the left panel click the Hide button 8 in the upper right corner of the left panel Click the Contents Index button to restore the left panel 2 1 3 3 Jumps and Pop ups Click an underlined word or phrase to see a pop up explanation or jump to a new topic To close a pop up click anywhere else in the panel or if using the Netscape browser click the Close button on the pop up 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 Help or click any Help topic 2 1 3 4 Close Online Help Close SEVIS Help by clicking the Close button in the upper right corner of the Help screen 2 1 3 5 Print the Online Help Printing the Online Help is different for Internet Explorer and Netscape browser users The following sections provided instructions for printing using Internet Explorer and Netscape browsers It is important to note that you cannot print the entire Help no matter which browser you are using You can only print the topic that you are currently viewing that is one topic at a time 2 1 3 6 Internet Explorer Users To print an Online Help topic using the Internet Explorer browser perform the following 1 Click anywhere in the right panel
34. U S Department of Homeland Security USER MANUAL User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume Forms DS 3036 and DS 3037 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 TABLE OF CONTENTS 1 INTRODUCTION epum m 1 Lal Purpose of SEVIS M 1 L2 Privacy Act Consideratio S s os tense yaad vate anand es 1 1 37 CHOSSAEVG da xot ten edere ex e e ter Re SA e CR 2 2 DESCRIPTION OF SYSTEM 68 2 402 22 44 2 2 2 1 Overview of Screen Components ssi edes eene ra erede 2 ZI SEVIS Screen Componenisess s em o rodea 3 2 1 2 Additional SEVIS Screen Components sss 4 21 3 Online tl OMS x emu mac oue fe 4 351 3 Search nme Help oco eee tete e e n reise 5 2 1 3 2 Hide Show the Table of Contents and Search 5 245222 Tumps and PODSUDS 42e poit o ep ota pie 5 21 34 Close Online Help sus aerei eee eire ern edere ee bean Aas 5 2 1 3 5 Print the Online Help eo tid baths abi rase ance Mason Hb epus 5 2 1 3 6 Internet Explorer Users a ees eben B 2 Die Netscape E 6
35. aintains 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 modifying Form DS 3036 and other program updates Instructions for creating issuing and modifying Forms DS 2019 for EVs and dependents are discussed in Volume II 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 SEVIS Listing of Programs 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 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and D
36. available in the Commands column View Click this link to view the request that has been submitted to DoS Delete Click this link to delete the request Print Click this link to print a copy of the selected request See Section 2 3 1 1 4 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 2 3 1 5 Redesignation Programs are approved to operate for a specific period of time Six months before a program s approval to operate expires SEVIS will provide an alert indicating that the expiration date is nearing Another alert will display 3 months prior to the date of expiration Program sponsors may seek redesignation for another 1 or 2 year term Sponsors seeking redesignation may continue to operate their program s until DoS notifies them of a decision to extend or terminate their length of designation There is no fee for requesting redesignation The subsequent sections provide instructions for completing and submitting the redesignation application in SEVIS 2 3 1 5 1 COMPLETE THE REDESIGNATION APPLICATION To complete the redesignation process perform the following 1 On the Listing of Programs screen click the name of the program requesting redesignation The Program Sponsor Information screen displays 2 Click the Redesignation link on the Actions screen Exhibit 13 Redesignation Screen is an example of the screen that displays 30 December 19 2003 User Manual
37. ch affords students an opportunity to study in an accredited U S secondary school while living with an American host family Participants in this category must meet the following three requirements 1 Secondary students who have not completed more than 11 years of primary and secondary schooling excluding kindergarten in their home country 2 Atleast 15 but not more than 18 1 2 years of age at the time of initial school enrollment 3 Without previous participation as an exchange visitor for high school studies in the United States Factors such as English language proficiency maturity character and scholastic aptitude are critical The duration of participation for secondary school students high school students is a minimum of one academic semester and a maximum of one academic year December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Category Description Explanation Student College University 1B College and University Students 22 CFR 62 23 Participants in this category must be pursuing a full course of study at accredited post secondary educational institutions in the United States Academic training 15 permitted if approved by the program sponsor but study must be the primary purpose of the EV s program in the United States Students are eligible for participation when they are not substantially
38. d Certificate button If the certificate and the RO or ARO s credentials are confirmed by SEVIS a Confirmation screen displays However if the system cannot validate the certificate and credentials an error message will display Remember only digital certificates issued by VeriSign are valid for use with SEVIS Note The Student and Exchange Visitor Program SEVP web site http www ice gov graphics enforce imm sevis sevis htm and the online Help contain additional information regarding the SEVIS Batch Interface process 2 3 1 7 Request Allotment of Forms 05 2019 The Department of State allots a specific number of Forms DS 2019 to each exchange visitor program The first time a form is printed for an EV beginning a new program SEVIS automatically reduces the currently allotted total by one SEVIS also increments the allotment of forms available to your program by one when you change the status of an EV record is in Initial status to Invalid with the reason of Form Cancelled Each program may apply for an additional allotment as needed SEVIS sends program sponsors a notice alerting them that 80 of their electronic Form DS 2019 allotment has been used and it is time to request additional forms However you may submit a request to DoS for an allotment of DS 2019 forms at any time DoS has the discretion to determine the number of forms to provide to the program sponsor Note You may no longer request additional Forms on your annual re
39. d when the EV s Form DS 2019 is set to Invalid No Show The EV s program participation has not been validated in SEVIS for any of the following reasons e tis 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 U S through a port of entry but has not reported to the sponsor e tis 30 days after the effective date of transfer Note Dependent records are automatically set to No Show when the EV s record is set to No Show December 19 2003 APPENDIX C PRINTING INSTRUCTIONS FOR NETSCAPE VERSION 7 0 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 l Click File on the Netscape menu bar 2 Select Page Setup The Page Setup window displays as shown in Exhibit C 1 Netscape M cm 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 Format Portrait AS Landscape Scale Shrink To Fit Page Width Options Print Background colors amp images On the Format amp Options tab clic
40. datory it is encouraged to assist in the communication with DoS Email Address Enter a valid electronic mail address SEVIS correspondence will be sent to this email address including the SEVIS user ID and password instructions for new users Note An email address is not secure if it can be accessed by more than one person for example info ABCcollege edu 41 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 5 Click the Add Official button at the bottom of the screen A message displays indicating the successful submission of the request Click the Print DS 3037 button See Section 2 3 1 1 4 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions The printed form includes a section to be filled out and signed by the new ARO certifying his or her citizenship status This Citizenship Certification form must be notarized before it is submitted to DoS If the certification is notarized using an ink stamp then it may faxed to DoS 1 202 401 9809 and the original must be submitted via mail If the form is notarized with an embossed stamp it must be mailed to DoS Note If the form is not printed immediately after submitting the request it may be printed by clicking the Pending Requests link in the Actions column on the Program Sponsor Information screen and clicking the Print link for the appropriate
41. e copy of such authorization is on file with the Office of Exchange Coordination and Designation or is attached 12 12 2003 Friday 24 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Below is a list of the sections fields on this screen and a brief description or explanation for each section field of the sections on this page must be completed for the new categories for which you are applying To complete this screen enter the following data Field Description Explanation 9 Method of Selection and Arrangements for Financial Support of Exchange Visitor while in the U S No more than 500 characters can be entered into this field and many sponsors will find it difficult or impossible to supply all the requested information in this space In such cases use the text field to address at least briefly each of the six categories listed below Enter for each as necessary Additional supporting documentation to be supplied by mail Mail the relevant documents with the signed and notarized printed copy of the Form DS 3036 and other supporting documentation within 30 calendar days of submitting the electronic Form DS 3036 Selection of Exchange Visitors 22 CFR 62 10 a Program Costs Fees and Deposits Refunds Program Funding Financial Support Health Care Insurance 22 CFR 62 14 Orientation 22 CFR 62 19 Consortium
42. e 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 nonimmigrants 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 your program who entered the port of entry 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 5 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 program The system displays the RO ARO Reports screen as shown in Exhibit 18 Reports Page 45 December 19 2003
43. e name or the middle name is unknown Suffix Enter a title such as Junior that may display at the end of a person s name The Official is Select the appropriate option U S Citizen or an LPR Note program sponsor officials must be U S citizens or LPRs If LPR please enter the person s A number Enter the alien number if the ARO is an LPR Enter the complete A Number including the A If you receive an error message indicating that the A Number is not valid you may have entered an 8 digit number The system requires a 9 digit number Take the following actions 1 Check the original number carefully If it had 9 digits correct your SEVIS entry 2 Ifit had 8 digits it is a valid number Enter it into SEVIS by adding a zero to the beginning of it many existing A Numbers are only eight digits long If it had less than 8 digits it is invalid and cannot be entered Query the official to obtain his or her valid number Role Select the ARO role for the official Title Enter the name of a position held by a person representing a sponsor or sponsor application Titles should be given in full without abbreviations for example Chief Executive Officer not CEO Telephone Number Enter a valid telephone number including the three digit area code and an extension if applicable Fax Number Enter a fax number including area code for a fax machine While this is not man
44. e the name of the printer you wish to use is listed in the Name field of 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 Click OK and the form prints to the designated printer 6 Click the Close button on the Adobe Acrobat window to close the window 2 3 1 1 5 SUBMIT THE AMENDMENT REQUEST The amendment process is similar to the initial Designation process The RO or ARO must complete and submit an amendment to the program s original designation using SEVIS There is no fee for submitting an amendment request The completed application must also be printed signed notarized and mailed with supporting documentation to DoS at the following address Exchange Visitor Program Designation Staff Office of Exchange Coordination Designation Bureau of Educational and Cultural Affairs U S Department of State SA 44 301 4 St S W Room 734 Washington DC 20547 DoS will use SEVIS to view and approve or deny the amendment request Once DoS reviews the application the following outcomes are possible Approved The RO and the individual who submitted the Form DS 3036 if different will receive approval notification via email The additional categories will be added to the program Request for Information A dditional information is required for processing the request The individual who submitted the request will receive an email indicating
45. e your password at that time If you click Cancel you will be logged into the system If 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 any of 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 5 Click OK to display the SEVIS Log in page Be sure to use your new password when logging into SEVIS 6 Note Ifat any time you feel 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 Log in page To change your password perform the following 1 Click the Change Password link on the SEVIS Log in page The system will display 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 December 19 2003 User Manual for
46. ecessary 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 button on the browser toolbar to display the Print window 48 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 4 Click the Properties button and select the Paper tab 5 In the Orientation section click the Landscape radio button 6 Click OK to accept the Landscape setting 7 Click OK on the Print window and the report will be printed on the designated printer 8 Click the Close button on the browser to close the window and return to SEVIS 9 Note Netscape has modified its printing procedures for Version 7 0 Appendix C 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 79 or higher You must also have a SEVIS user ID and password to access the system To log into SEVIS perform the following 1 Access the Internet and go to the SEVIS Log in page at https egov immigratio
47. ed in the Name list box If not select the correct printer from the list 12 Click OK on the Print window and the report prints to the designated printer C 3 December 19 2003 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 Au Pair Flight Trainee Other Trainees Section 62 8 General program requirements Minimum Duration of Participation semester 5 months Minimum Duration of Participation for Sponsors with Program Participation Serial G 1 G 2 or G 3 One academ m N A SS A gt gt gt gt gt gt 2 gt onths ic semester 5 Maximum Duration of Extension beyond maximum duration of participation is permitted requires DOS approval 2 2 ola Z Z o o N No li b Minimum duration of program Sponsors other than the federal government agencies Note Identified by the program serial G 1 G 2 and G 3 shall provide each exchange v
48. ed tasks To log into SEVIS perform the following 1 Access the SEVIS Log in page at https egov immigration gov sevis 2 Enter your user ID in the User Name field 3 Enter your password in the Password field For additional guidelines see the warning below 4 Press Enter or click the Login button The system displays a screen containing important information about using SEVIS 5 Read the information and click the I Have Read and Understand This Notice button to continue WARNING Be careful when entering a password Caps Lock Passwords are case sensitive 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 227 Log Out of SEVIS To exit the SEVIS application at any time click the Logout button on the navigation bar Exhibit 6 SEVIS Navigation Bar Logout Link shows the location of the link Note Ifthe system should lockup at any time click the Close button on the browser window to exit SEVIS WARNING If you click the Close button 2 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
49. f 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 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 1s 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 m
50. fficial POE Port of Entry RO Responsible Officer SEVIS Student and Exchange Visitor Information System SEVP Student and Exchange Visitor Program US United States December 19 2003 APPENDIX B STATUS VALUES FOR EXCHANGE VISITORS AND DEPENDENTS User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Status Values for Exchange Visitors and Dependents Below 15 a list and explanation of each status that EVs and their dependents may have in SEVIS 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 also 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 sponsor Validation is the process of updating the record of an EV who is in the Initial status form issued but EV has not yet entered the U S in SEVIS to show that the EV Has actually arrived at the site of activity in the U S identified by the sponsor e Is participating in his or her exchange program The records of continuing EVs are always in the Active status EV is in valid program status DO NOT validate the records of continuing EVs that are already saved in SEVIS
51. for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 13 Redesignation Screen AOA US Immigratione f and Customs 1 Student amp Exchange Visitor SS Enforcement Information System Main Listing of Schools Listing of Programs Help Tutorial Logout U S Department of State Exchange Visitor Program Application DS 3036 Office of Exchange Coordination and Designation OMB Approval No 1405 0147 Expiration Date 08 31 2002 Redesignation Required fields are marked with an asterisk 1 Type of Application Redesignation Submit Cancel 12 12 2003 Friday 3 Enter the required information namely your title in relation to the sponsoring organization and the name of the authorizing body for example Board of Trustees 4 Click one of the following buttons Submit Click this button to submit the redesignation request to DoS On the message screen that displays click the Print DS 3036 button and print a copy of the form This Form must be signed notarized and mailed to DoS See Section 2 3 1 1 4 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions See Section 2 3 1 5 2 Submit the Redesignation Request for additional information Cancel Click this button to return to the previous page of the redesignation request 2 3 1 5 2 SUBMIT THE REDESIGNATION REQUEST Following the sub
52. he Replace link to the right of the current RO s email address If the new RO is a new SEVIS user complete the following information an asterisk precedes the fields that must be completed Field Description Explanation Last Name Enter the surname or family name of a person First Name Enter the first name of a person Middle Name Enter the middle name of a person May be left blank if the person has no middle name or the middle name is unknown Suffix Select a title such as Junior that may display at the end of a person s name The Official is Select the appropriate option U S Citizen or a legal permanent resident LPR Note All program sponsor officials must be U S citizens or LPRs 38 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Field Description Explanation IfLPR please enter the person s A number Enter the alien number if the RO is an LPR Enter the complete A Number including the If you receive an error message indicating that the A Number is not valid you may have entered an eight digit number The system requires a nine digit number Take the following actions 1 Check the original number carefully If it had nine digits correct your SEVIS entry 2 fit had eight digits it is a valid number Enter it into SEVIS by adding a zero to the beginn
53. hibit 16 Add Existing Official Ae US Immigrationgs JM and Customs Student amp Exchange Visitor F Enforcement Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Update Official Required fields are marked with an asterisk Existing Program Number G 3 10523 Name of Sponsoring Organization National Technology Institute Last Name Potts First Name Billy Middle Name Suffix The Official is US Citizen Role PDSO Title Principal Role ARO Telephone diii 01222 3333 ext Fax Number Email Address bpotts JMI edu Update Official Cancel 12 16 2003 Tuesday 5 Review the user s data and select the ARO role for the official 6 If necessary enter the correct telephone number for this user A fax number may also be entered to assist in the communication with DoS 7 Enter the user s email address and click the Update Official button The system displays a message indicating that the request has been successfully submitted If the Existing Official is an RO or ARO the application is automatically approved If the Existing Official is a PDSO or DSO the Citizenship Certification form and signed Form DS 3037 must be mailed to DoS for review and approval 2 3 3 2 Update Address for the Program Sponsor Program sponsors may change the address for their organization To update the organization s address pe
54. ight of the current RO s email address To replace the RO with an existing SEVIS user enter his or her SEVIS user ID in the Account Userid field and click the Replace RO button below the field The system displays another Replace RO screen containing summary information about the existing SEVIS user Review the data and click the Replace RO button if this is the official that will replace the current RO When the RO submits this request for the program if the new RO is already an RO for another program or ARO the replacement takes effect immediately If the new RO is a Principal Designated School Official PDSO or Designated School Official DSO DoS must review and approve this request DoS may also request additional information prior to making a decision on the request The new RO will use his or her current SEVIS user ID and password for the new role If the new RO was originally an ARO for the program he or she will now be the RO for the program 2 3 3 1 4 REPLACE THE RO WITH A NEW SEVIS USER An existing RO or ARO may submit a request to replace the RO The request must be reviewed and approved by DoS To request the replacement of an RO perform the following l On the Listing of Programs screen click the Name of Program link for the program whose RO you wish to replace The Program Sponsor Information screen displays Click the Add Update Officials link on the Edits menu The Official Information screen displays Click t
55. ing of it many existing A Numbers are only eight digits long for example A012345678 If it had less than eight digits it is invalid and cannot be entered Query the official to obtain his or her valid number Title Enter the name of a position held by a person representing a sponsor or sponsor application Titles should be given in full without abbreviations for example Chief Executive Officer not CEO Telephone Number Enter a valid telephone number including the three digit area code and an extension if applicable Fax Number Enter a fax number including area code for a fax machine While this is not mandatory it is encouraged to assist in the communication with DoS Email Address Enter a valid electronic mail address SEVIS correspondence will be sent to this email address including the SEVIS user ID and password instructions for new users Note An email address is not secure if it can be accessed by more than one person for example info ABCcollege edu 5 Click the Replace RO button at the bottom of the page After receiving the signed and notarized Certification of Citizenship form DoS will review and approve or deny this request or ask for additional information before making a decision on this request Note When replacing the RO with a person who is not an existing RO or ARO for another program you must submit a Citizenship Certification form for the ne
56. inter click the down arrow to the right of the field and select the correct printer Click OK and the report will be printed on the designated printer Click the Close button 2 on the browser to close the window and return to SEVIS 47 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 5 2 2 Printing a Report Using the Netscape Browser To print a report using Netscape perform the following l 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 20 Netscape Page Setup Window Exhibit 20 Netscape Page Setup Window Page ptions Sample 8 50 11 00 Black text Black lines Last page first Print backgrounds Margins Inches Top fo 25 Left 0 50 Bottom 0 25 Right 0 50 m Header Document title Document location URL rm Footer Pagenumber Pagetotal Date printed Cancel c 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 Setthe top and bottom margins to 0 25 f If necessary click to remove the check mark next to all options in the Header section If n
57. is 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 Log in page When returned to the SEVIS Log in page 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 50 December 19 2003 APPENDIX A ACRONYMS AND ABBREVIATIONS User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 TERM DEFINITION ARO Alternate Responsible Officer ATP Air Transport Pilot BICE Bureau of Immigration and Customs Enforcement CFR Code of Federal Regulations DoS Department of State DSO Designated School Official ECFMG Educational Commission for Foreign Medical Graduates EV Exchange Visitor FAA Federal Aviation Administration HTML Hypertext Markup Language ID Identification INS Immigration and Naturalization Service LPR Legal Permanent Resident PDSO Principal Designated School O
58. isitor except short term scholars with a minimum period of participation in the United States of three weeks 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 November 24 2003 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 Y 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 term Scholar Summer Work Travel Student Col Univ Student Secondary High School Trainee Specialty Trainee Non Specialty meme LLL LLL LLL eam counsetor Researen schotar mS S Professor PRIS International Visitor Alien Physician ETAR RRR Government Visitor Fe
59. k 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 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit C 2 Netscape Page Setup Window Margins amp Header Footer Tab Page Setup 7 Setthe 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 not set to blank click 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 C 2 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit C 3 Print Window 12th floor laser Sq apps2 Selector L 1510 Gn Pie selected fram separately 11 Ensure that the appropriate printer is select
60. mission of the redesignation request in SEVIS a signed and notarized copy of the request Form DS 3036 must be mailed to DoS at Exchange Visitor Program Designation Staff Office of Exchange Coordination Designation Bureau of Educational and Cultural Affairs U S Department of State SA 44 301 4 St S W Room 734 Washington DC 20547 DoS will use SEVIS to view and approve or deny the redesignation request Once DoS reviews the application the following outcomes are possible 31 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Approved The RO and the individual who submitted the Form DS 3036 if different will receive approval notification via email The email will contain the length of time 1 or 2 years for which the program has been approved If DoS approved the redesignation request prior to the expiration of the current designation then the redesignation term will take effect once the current designation period ends However if the redesignation is approved after the current designation period has expired then the redesignation will begin immediately upon approval by DoS Request for Information Additional information is required for processing the request The individual who submitted the request will receive an email indicating the information requested A letter outlining the need for additional information will be sent via fax o
61. n 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 Logout on the navigation bar To close the browser window click the Close button on the browser window Note If the SEVIS system locks up click the Close button 2 on the browser window and initiate operation 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 49 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 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 th
62. nees and that continuous supervision and periodic evaluation is provided Training is limited to the occupational category or categories for which the program sponsor has obtained the Department s designation The maximum duration of participation is 24 months for flight training programs Note Fixed wing airplane flight training programs should specify 24 months only if they have the Air Transport Pilot ATP rating on their Federal Aviation Administration FAA certificate other flight training programs that is December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Category Description Explanation rotorcraft helicopter should specify no more than 18 months The maximum duration of participation for a trainee is 18 months unless DoS limits a sponsor s designation 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 Note Section 8 Training Information on the electronic Form DS 3036 must be completed if the Trainee category is selected Teacher 3 Note The Teacher category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program This category 22 CFR 62 24 is
63. o participate in observation tours discussions consultations professional meetings conferences workshops and travel The maximum duration of participation for this category shall not exceed 18 months 20 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Category Description Explanation Research Scholar 8 Research scholars 22 CFR 62 20 primarily conduct research observe or consult in connection with a research project at research institutions corporate research facilities museums libraries accredited post secondary educational institutions or similar types of institutions The research scholar may also teach and lecture unless disallowed by the program sponsor provided that these activities are incidental and do not extend the period of participation beyond the maximum duration The maximum duration of participation for this category shall not exceed 42 months Short Term Scholar 9 A short term scholar 22 CFR 62 21 is a professor research scholar or person with similar education or accomplishments coming to the United States on a short term visit to lecture observe consult train or demonstrate special skills at research institutions museums libraries accredited post secondary educational institutions or similar organizations The maximum duration of participation for this category
64. ocess the request This action must be reviewed and approved by DoS An email will be sent to inform the RO or ARO if the request is approved or denied or if additional information is requested 2 3 1 4 Pending Requests SEVIS provides you with the ability to view print and delete requests that are pending Such requests include a request for Forms DS 2019 and adding program sponsor officials To view the requests that are pending perform the following 1 On the Listing of Programs screen click the name of the program whose pending requests you wish to view print or delete The Program Sponsor Information screen displays 2 Click the Pending Request link on the Actions menu Exhibit 12 Pending Requests is an example of the screen that displays 29 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 12 Pending Requests E Ae US Immigration Ns and Customs Student amp Exchange Visitor WM Enforcement v A Information System Main Listing of Schools Listing of Programs Help Tutorial Logout National Technology Institute Request Type Submitted By Submitted Date Status Commands UPDATE OFFICIAL Phillipe Howard 04 25 2003 PENDING RECEIPT View Delete Print AMENDMENT Phillipe Howard 12 12 2003 PENDING RECEIPT View Delete Print Return 12 12 2003 Friday 3 Click one of the following links if
65. 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 Used to access online help for SEVIS Tutorial Used to view brief demonstration of how to use SEVIS Logout Used to exit the system Links Click underlined text to advance to a different screen within SEVIS December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 1 2 Additional SEVIS Screen Components Additional screen components that display on some SEVIS screens include the following Scroll Bar This is the part of a window that enables users to see additional information SEVIS uses scrollbars on the bottom or the right side of some windows Fields These are areas on the windows where data may be typed or selected or in which system generated data are displayed Buttons These 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 PrimtDS 2019 enables you to print a copy of the Form DS 2019 Radio Buttons ES cua to make one selection Only one radio button can be selected at a time Other Input methods Check Boxes cix to make one or more selections Drop down lists Click the down arrow to display list and then make a
66. orer or Netscape The procedures for printing reports using both browsers are described below 2 5 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 46 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 b Select Page Setup The Page Setup window displays as shown in Exhibit 19 Internet Explorer Page Setup Window Exhibit 19 Internet Explorer Page Setup Window Page Setup HEI Paper Size Letter 81 2 11 in Source Auto Select Headers and Footers Header Footer r Orientation Margins inches C Portrait Left fos Right o s Landscape Top 0 25 Bottom 10 25 L J Cancel Printer c Ifnecessary delete all data that display in the Header field d If necessary delete all data that display in the Footer field e Click the Landscape button in the Orientation section f Setthe 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 listed in the Name field is the printer from which you wish the report to print If it does not show the correct pr
67. ormation System Main Listing of Schools Listing of Programs Help Tutorial Logout Actions National Technology Institute Amendment Program Number G 3 10523 Redesignatio Business Address 900 1 St Change Progra Sponsor Name Washi Dc 20001 Request Allotmeht of DS 2019 Request Brochures Approved Categories Student College University Professor Specialist Cancel Program Pending Requests Number of 05 2019 forms from the Most Recent Allotment 50 Register for Batch Date of Original Designation 03 11 2003 Processing Edits Annual Reporting Cycle ACADEMIC Add Update Officials Number of Active J2 Exchange Visitors 0 Update Address Official Information Title Telephone Fax Email Address Lists Reports p Director of Foreign Students 333 222 4444 Phillipe Howard Search Exchange Visitor Create Exchange Visitor Lists Amendment Link Reports 12 12 2003 Friday 2 3 1 Actions Menu The Actions menu may contain the following options listed in alphabetical order below e Amendment e Cancel Program e Change Program Sponsor Name Pending Requests e Redesignation e Register for Batch Processing e Request Allotment of DS 2019 Request Brochures These options are discussed in detail in the subsequent sections 13 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 3 1 1 Amendment The Amendment option enable
68. ou print the draft Form DS 3036 prior to submission of the form Printing the draft form allows you to review a paper copy of the data for accuracy You may make necessary corrections prior to submission of the form See Section 2 3 1 1 4 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 2 3 1 1 4 PRINT A FORM DS 3036 FORM DS 3037 DRAFT FORM The Print DS 3036 Print Draft and Print DS 3037 buttons open Adobe Acrobat from which a copy of the selected form may be sent to a designated printer at your location To print a copy of a form perform the following 1 Click the Print DS 3036 Print Draft or Print DS 3037 button Another browser window opens and the form 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 keep this window from displaying in the future click in the always ask before opening this type of file check box to remove the check mark Select the Open button to view the application 2 When the form displays in the Adobe Acrobat window use the scroll bar on the right side of the window to view additional pages 27 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 3 Click the Print button 8 on the Adobe Acrobat toolbar The Print window displays 4 Ensur
69. password in the Password field Refer to Section 2 2 1 Guidelines for Passwords for instructions on creating a password 4 Enter your password again in the Confirm Password field 5 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 displays and you will be able to enter the appropriate data 6 Once the password is successfully created click OK and the system displays the SEVIS Log in page Exhibit 5 SEVIS Log in Page is an example of the screen Note After creating your password use the SEVIS Log in page https egov immigration gov sevis to access SEVIS and perform all of your SEVIS related tasks December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 5 SEVIS Log in Page US Immigrati and Customs 5 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 e Passwords are case sensitive When you create a password using a mix of uppercase and lowercase letters it must always be entered that way Below
70. port You must use SEVIS to request an additional allotment of Forms If necessary DoS will contact the RO to discuss the request To request additional Forms DS 2019 perform the following 1 On the Listing of Programs screen click the name of the program requesting an allotment of Forms The Program Sponsor Information screen displays 2 Click the Request Allotment of DS 2019 link on the Actions menu 3 Enter the number of forms requested 4 Click the Request Allotment button 33 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 This action must be reviewed and approved by DoS An email will be sent to inform the RO if the request is approved or denied Note When using the Request Allotment feature to request an increase in the number of program participants you must also submit written justification to DoS See the Section 2 3 2 Procedure for Requesting an Increase in the Number of Program Participants for instructions on requesting approval to increase the number of program participants Note If you are not able to submit this request view the Pending Requests list for your program to determine whether another official has already submitted the request 2 3 1 8 Request Brochures All EV program sponsors may request copies of the Exchange Visitor Welcome brochures Another brochure that may be requested is the Au Pair brochure
71. r mail When DoS receives the information SEVIS will send an email to the individual who submitted the request indicating that the material has been received and the review process will continue Denied The RO and the individual who submitted the request if different will receive notification via a mailed letter that will provide specific information regarding the basis for denial There are no means to appeal this decision Note An application that is denied cannot be appealed 2 3 1 6 Register for Batch Processing The batch data exchange batch interface process is the method for automated exchange of data between SEVIS and programs using the Internet This exchange requires the registration of a digital certificate in SEVIS for those organizations that wish to use batch The RO or an ARO for a program wishing to use batch must register the digital certificate Organizations that sponsor multiple programs must register the digital certificate for each program Note At this time an RO or ARO may register to use batch at only one program or school However one user may perform SEVIS duties for multiple programs and or schools In this situation different ROs or AROs must register to perform the batch duties for the other program s school For example Official A performs duties for programs X and Y and school Z Official A may register to use batch for only one program or school If Official A registers to perform batch duties for
72. request DoS will review and approve or deny this request or ask for additional information before making a decision on this request Following approval the RO or ARO who submitted the request will receive email notification of the approval The new ARO will receive two email messages from SEVIS one containing his or her SEVIS user ID and the second providing instructions for creating a SEVIS password 2 3 3 1 6 ADD EXISTING OFFICIALS There are program sponsor and school personnel who already have access to SEVIS because of their affiliation with another program They are considered existing officials To add an existing official and assign him or her a program sponsor role as an ARO perform the following 1 On the Listing of Programs screen click the Name of Program link for the program you wish to add ROs to The Program Sponsor Information screen displays Click the Add Update Officials link on the Edits menu The Official Information screen displays Click the Add Existing Official link below the Official Name column The system displays the Add Existing Official screen Enter the active user s SEVIS user ID in the Account Userid field and click the Add Official button The system displays another Add Existing Official screen Exhibit 16 Add Existing Official is an example of the screen 42 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Ex
73. rform the following 1 On the Listing of Programs screen click the Name of Program link for the program whose address you wish to update The Program Sponsor Information screen displays 2 Click the Update Address link on the Program Sponsor Information screen The system displays the Update Address screen 3 Make the necessary changes to the address and click the Update Address button This request does not require review by DoS and will take effect immediately 2 3 4 Lists Reports Menu The options available on the Lists Reports menu provide you with another method of accessing certain SEVIS functionality Each option is described below e Search Exchange Visitor Click this link to quickly access the Search module Step by step details for performing a search are contained in Volume II of this manual 43 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Create Exchange Visitor Click this link to quickly access the first page of the Form DS 2019 and begin to create a record for a new EV Instructions for creating a new EV record are contained in Volume II of this manual Exchange Visitor Lists Click this link to quickly access the Exchange Visitor Lists Explanations and instructions for processing these lists are contained in Volume II of this manual Information on the EV Lists is contained in Volume II of this manual Reports Click
74. ronic submission of a request for an allotment of forms When making a request for an increase in the number of forms the Department requests that the sponsor provide information that demonstrates the ability to select place and supervise additional exchange visitors The request must be e Prepared on your organization s letterhead 34 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Mailed or faxed to the Office of Exchange Coordination and Designation for processing Your written justification must address the following points 1 The reason for the request for program expansion 2 Staff increases relevant to this anticipated program increase including before and after staffing patterns personnel structures 3 Confirmation assurance that the new employees representatives have been adequately trained in order to assume their respective duties and responsibilities associated with this program expansion 4 Current financial information including year end financial statements reports and a proposed business plan 5 Any other information on how this program growth will be absorbed The mailing address and fax number are Exchange Visitor Program Designation Staff Office of Exchange Coordination Designation Bureau of Educational and Cultural Affairs U S Department of State SA 44 301 4 St S W Room 734 Washington DC 20547 Fax Number 1 20
75. s a program sponsor to add more categories to its initial designation as long as those categories comply with DoS business rules see Attachment B Participation by Category Matrix The amendment process is similar to the initial designation process An RO or ARO must complete and submit an amendment to the program s original Form DS 3036 using SEVIS The completed application must also be printed and mailed with supporting documentation to DoS No fee is required If the application is approved the program s designation will be updated to include the additional categories 2 3 1 1 1 COMPLETE AMENDMENT PAGE 1 To complete Page 1 of the Amendment request perform the following 1 On the Listing of Programs screen click the name of the program link for the program whose current program designation you wish to amend The Program Sponsor Information screen displays 2 Click the Amendment link on the Actions menu to display the first page of the Form DS 3036 as shown in Exhibit 9 Amendment Page 1 which includes current data for the selected program Exhibit 9 Amendment Page 1 GED US immigration 4 LY IC Student amp Exchange Visitor Enforcement gt Information System Main Listing of Schools Listing of Programs Help Tutorial Logout U S Department of State Exchange Visitor Program Application DS 3036 Office of Exchange Coordination and Designation OMB Approval No 1405 0
76. selection 2 1 3 Online Help Functions Help is always available by clicking the Help link on the navigation bar at the top of SEVIS screens This opens a new browser window containing SEVIS Help The left panel part of the window contains a list of Help topics and the right panel contains the text associated with the Help topic selected See Exhibit 3 SEVIS Navigation Bar Help Link for the location of the Help link Exhibit 3 SEVIS Navigation Bar Help Link Student amp Exchange Visitor SEVIS N Information System Rey US Immigration 2 INA and Customs YS Enforcement Main Help Tutorial Logout Help Link To view Help text 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 Help text for that topic in the right panel December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Note The Online Help requires the use of Java Script it does not function if Java Script is disabled 2 1 3 1 Search Online Help To search on a word or phrase perform the following 1 Click the Search button 2 Type search criteria in the field provided and press Enter The results of the search display as a list of topics containing the word or phrase entered 3 Click a topic name to view the Help text for that topic in the right panel 2 1 3 2 Hide
77. shall not exceed 6 months No extensions will be permitted Specialist 10 This category 22 CFR 62 26 is for experts who will exhibit specialized knowledge or skills in the United States Such exchanges are primarily non academic and provide opportunities to increase the exchange of knowledge and ideas between American and foreign specialists The maximum duration of participation for this program shall not exceed one year Camp Counselor 11 Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program A separate application must be completed for this category 22 CFR 62 30 which facilitates the entry of foreign nationals to serve as counselors in United States summer camps Under no circumstances shall program sponsors facilitate the entry into the United States of a participant for whom a camp placement has not been pre arranged The maximum duration of participation for this program shall not exceed four months No extensions will be permitted 21 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Category Description Explanation Summer Work Travel 12 Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend
78. sional certificate A skilled non specialty occupation is one for which an EV must possess at least 2 years of education or experience in the field in which he or she will be trained A training plan must be submitted for each kind of occupational category specified Furthermore a separate training plan must be submitted when for a given kind of training both specialty and non specialty training is specified For example selecting Arts and Culture with the type Specialty and Health Related Occupations with the type Both would require submission of three training plans Each plan should be generic that is applicable to all trainees in the specified field and not tailored to particular individuals individual plans are written only after designation Each plan should subdivide the training program into phases specifying the duration and objectives of each phase and showing how each phase builds on the previous one Each plan must also include 1 A statement of the training objectives A list of skills to be imparted to the trainee 2 3 Acopy of the training syllabus 4 A justification for any proposed on the job training 5 A description of how the trainee will be supervised and evaluated Select one of the following buttons Save Draft Click this button to save the data that you have entered on this page Previous Click this button to return to the previous page of the amendment
79. st families as applicable For Secondary School Programs also include information on the approximate ratio of program sponsor representatives to students within the 150 mile radius specified by regulations 62 25 d 2 2 Provide details regarding how participants will contact the program sponsor without difficulty in cases of emergency 3 Provide details regarding where participants will stay while in the United States Include information on arrangements or procedures to be used to place prospective participants in private homes as applicable 4 Ifthere are written materials that define precisely the purpose and objectives of the program as well as the financial arrangements under which it is to be administered please enclose a copy with the application Post secondary educational institutions shall include a copy of any current agreements if applicable This field has a 500 character limit 13 Role of Other Organizations Associated with Programs if any Provide the names and addresses of your organization s foreign affiliates partners offices if any and the names of their key officers who may be associated with the overall administration of the program In addition include a list of domestic affiliated organizations and companies if any with whom your organization is cooperating in exchange activities Please advise if any of these organizations have their own designations to carry out an exchange
80. supported by personal funds and when they meet the funding requirements outlined in 22 CFR 62 23 c 4 The duration of participation for college and university students is unlimited as long as they are enrolled full time in programs that lead to a degree If enrolled in a non degree program the duration of participation shall not exceed 24 months Trainee Specialty 2A Trainee Non specialty 2B Note The Flight Training Aviation category which is a non specialty trainee category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program A separate application must be completed for this category If one or both of these categories Specialty and Non specialty is selected then no other category may be requested Note aviation training program must be submitted as a separate application For example if the applicant wishes to conduct training programs in Aviation and Sciences Engineering Architecture Mathematics and Industrial Occupations two applications Form DS 3036 must be submitted Although training often occurs in a workplace setting the training must be bona fide and not merely employment Generic training plans for each requested training occupation must be submitted with the application Designated program sponsors are required to ensure that individual training plans are prepared for selected trai
81. t of the sections fields on this screen and a brief description or explanation for each section field An asterisk precedes the sections and fields that must be completed To complete this screen enter the following data Section Description Explanation 7 Participation by Category Indicate total number and approximate duration of participation in each category You may request authorization to sponsor EVs in one or more of 13 categories For each additional category for which you are applying enter the number of EVs expected in that category in the Number column Note Do not include the previously approved categories for the program In the next box enter the duration of the EV participation that 15 the amount of time required to complete the program then select the appropriate time period days weeks months or years Note The regulations 22 CFR 62 8 require program sponsors other than the Federal Government to have no fewer than five EVs per calendar year Below is a list of the categories including a brief description and or explanation of each Category Description Explanation Student Secondary 1A Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program Secondary school students 22 CFR 62 25 A separate application must be completed for this subcategory whi
82. the information requested A letter outlining the need for additional information will be sent via fax or mail When DoS receives the information SEVIS will send an email to the individual who submitted the request indicating that the material has been received and the review process will continue Denied The RO and the individual who submitted the request if different will receive notification via a mailed letter that will provide specific information regarding the basis for denial There are no means to appeal this decision Note An application that is denied cannot be appealed 2 3 1 2 Cancel Program Program sponsors who wish to discontinue participation in the Exchange Visitor Program must inform DoS of this decision To cancel your program perform the following 1 Onthe Program Sponsor Information screen click the Cancel Program link The system displays the Cancel Program screen 28 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 Click the Cancel Program button WARNING The program will be cancelled immediately when you click the Cancel Program button Note Once a program is cancelled additional program participants cannot be added Proper steps must be taken to transfer the existing participants out of the program You may also allow the EVs to complete their programs at which time the records will become Inactive When there are no
83. this link to access the Reports module See Section 2 5 Reports for additional information about SEVIS reports 2 4 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 a deadline 15 approaching for some type of process For example six months before a program s approval to operate expires SEVIS provides an alert indicating that the expiration date is nearing Another alert will display three months prior to the date of expiration Exhibit 17 Listing of Programs Alerts Link shows the location of the Alerts link on the screen If there are no alerts for a program this link will not display To view the alerts available for a specific program click the Alerts link in the Commands column The list of alerts for that program displays Alerts for EVs and dependents are discussed in detail in Volume II of this manual Exhibit 17 Listing of Programs Alerts Link Amy US Immigration Ns and Customs P 3 ms Student amp Exchange Visitor WS 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 Harisberg Rotary Club Fairfax Oaks VA PROGRAM ACTIVE RO Search New Exchange Visitor EV Lists Reports National Business Training School Anytown AZ P
84. to a The ability to transfer EVs to a non SEVIS program is no longer non SEVIS available However there may be EVs who will always have this status Sponsor 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 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 sponsor takes action on the EV 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 The dependent s status is automatically ended in SEVIS on the day the dependent turns 21 years of age Invalid An EV s status is Invalid when he or she Does not use the Form DS 2019 issued by a program sponsor to obtain a visa e Uses the Form DS 2019 to obtain a visa but does not enter the U S through a port of entry within 30 days of the program start date identified on the form December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 SEVIS Status Description Explanation The RO or ARO changes the EV s status to Invalid Note Dependent records are automatically set to Invali
85. tor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 SEVIS Status Description Explanation Terminated In SEVIS the 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 affect on the EV s record and on the record of each dependent of the EV Terminated EVs have no extension benefits and are not able to apply for 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 SEVIS The EV has transferred between two sponsors authorized 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 Exchange Visitors list with the status of Transferred once the effective date of the transfer is reached To view this list click the 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 displays Transferred
86. w RO To print this form click the Print DS 3037 button on the screen that displays after you click the Replace RO button If you do not print the form immediately after submitting the request you may click the Pending Requests link in the Actions column on the Program Sponsor Information screen and click the Print link for the appropriate request The printed form will include a section to be 39 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 filled out and signed by the new RO certifying his or her citizenship status This Citizenship Certification form must be notarized before it is submitted to DoS If the certification is notarized using an ink stamp then it may faxed to DoS 1 202 401 9809 and the original form must be submitted via mail If the form is notarized with an embossed stamp it must be mailed in 2 3 3 1 5 ADD NEW OFFICIALS AROS All program sponsor personnel who will access SEVIS and perform tasks must have a record in SEVIS Each program sponsor may have up to ten AROs however DoS reserves the right to limit the number To add new AROs perform the following 1 On the Listing of Programs screen click the Name of Program link for the program you wish to add new AROs to The Program Sponsor Information screen displays 2 Click the Add Update Officials link on the Edits menu The Official Information screen displays 3
87. x number and or email address were updated those changes will take effect immediately 36 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 6 If you submitted a request for a name change click the Print Form DS 3037 button on the message screen to print the Form See Section 2 3 1 1 4 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 7 The RO must sign Page 2 of the Form DS 3037 Certification of Citizenship and Page 1 of the form must notarized 8 Mail the completed form to Exchange Visitor Program Designation Staff Office of Exchange Coordination Designation Bureau of Educational and Cultural Affairs U S Department of State SA 44 301 4 St S W Room 734 Washington DC 20547 Note The official will receive an email informing him or her when DoS has approved the request or when DoS is requesting additional information The official may continue using SEVIS to perform SEVIS related tasks 2 3 3 1 2 DELETE AN EXISTING ARO Deleting an official will remove the individual s record from the program sponsor altogether and the official will no longer be able to perform SEVIS tasks for that program sponsor To delete an official perform the following 1 On the Listing of Programs screen click the Name of Program link for the program whose ARO you wish to delete The Program Sponsor Information screen displays 2
88. xample of the screen used to enter information regarding the category ies that you wish to add Refer to Attachment B Participation by Category Matrix for guidance on which categories may be added to your program Note Some of the categories are mutually exclusive and currently designated sponsors with approval to accept participants in these categories cannot amend their programs Although SEVIS enables you to complete and submit an amendment to these categories they should not be amended DoS will deny the amendment request The categories are as follows Au Pair Camp Counselor Secondary Student Summer Work Travel Teacher Trainee Aviation Flight Training Trainee Specialty and or Trainee Non specialty Programs may submit one Form DS 3036 or amendment request to participate in both of these categories but may not combine them with any other categories for example the Trainee Specialty category may not be combined with the Alien Physician category on the same form or amendment request December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 10 Amendment Page 2 Amendment page 2 of 3 Required fields are marked with an asterisk 12 12 2003 Friday December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Below is a lis

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