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User Manual for Exchange Visitor Program Sponsor

1. e Approval The submitter of the request and the new will automatically receive approval notification by email e Request for Information A dditional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue Denied The submitter of the request will automatically receive email notification about the denial decision He or she will also receive a fax or mailed letter providing specific information regarding the denial decision 2 3 3 1 6 REPLACE THE RO WITH A NEw SEVIS USER An existing RO or ARO may submit a request to replace the RO with a new SEVIS user someone who is not authorized to use SEVIS The request must be reviewed and approved by DoS To request the replacement of an RO with a new SEVIS user perform the following 1 On the Listing of Programs screen click the specific link in the Name of Program column for the program whose RO you wish to replace The Program Sponsor Information screen displays Exhibit 8 2 Click the Add Update Officials link on the Edits menu The Official Information screen displays Exhibit 16 3 Click the Replace link to the right of the current RO s email address The Replace RO screen displays Exhibit 19 4 Complete the following information on the lower part of the screen an asterisk precedes the fields
2. 2 3 3 2 Update Address for the Program Sponsor 23 2 5 4 Lists Reports Men nose Pirate dedita 56 2 4 Print a Form DS 3036 Form DS 3037 or Draft Form eee 57 22 a 58 2 6 Exchange Visitor 62 2 Spa rnt IMMER Rat nean Ede 63 2 H1 Generate a Reports 64 2 1 22 Printa ccce eto densior essa ance enira nee Cd 65 2 7 2 1 Printing a Report Using the Internet Explorer Browser 65 2 7 2 2 Printing a Report Using the Netscape Browser 66 2 7 3 Copy Paste euer epus Ni e SEN n emis et a erm LED MN UR ded 67 2 7 4 Paste a Report into an Excel Spreadsheet sse 69 J3 OPERATING INSTRUGTIONG 5 ceti R ARR ARRRATARA UE EARRRRRRRARARARRRRERESURRARASRMAARRR ERREN RA nnne 71 Sil Initiate aerias desde pot Fette edet Ate es on a pero PH OH T aD 71 322 Maintain Operation eI Sentanan III RUA ERR IEEE RATE EHE UEE MATURA UAE 71 3 3 Terminate and Restart Operations ae ideas tero terio ecu teer se aki 71 72 5 HEBP FACIETIES e aie DE SEEE aesa 73 APPENDIX A ACRONY
3. A 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 Note An aviation training program which can only be non specialty requires a separate application Form DS 3036 The following guidelines also apply to this section e If Aviation is selected enter the FAA certification number and the certification expiration date e Specify that the program is accredited or that an accreditation application has been submitted by selecting one of the radio buttons Accredited with one of the Nationally Accrediting Agencies and Associations or a member of the Council on Post Secondary Accreditation or Applied for Accreditation e fone of these radio buttons is selected by mistake click the Clear Selection radio button 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 are 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 27 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO SEVIS Volume I Forms DS 3036 and DS 3037 Section plans Each plan should be generic that is applicable
4. If necessary DoS will contact the RO to discuss the request Note When using the Request Allotment feature to request an increase in the number of program participants written justification must also be submitted to DoS See 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 To request additional Forms DS 2019 perform the following 1 On the Listing of Programs screen click the specific link in the Name of Program column for 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 The Request Allotment screen displays 3 Enter the number of Forms requested 4 Click the Request Allotment button Note If unable to submit this request view the Pending Requests list for this program to determine whether another official has already submitted the request Only one request can be processed at a time no more than one request should be submitted at a time This action must be reviewed and approved by DoS the following outcomes are possible e Approved An email is sent to the submitter of the request informing him or her that the request has been approved e Request for Additional Information A dditional information is required for processing the request The submitter of the request will receive an e
5. The screen components are labeled with the terms used in this manual Exhibit 2 SEVIS Listing of Programs Screen LE SEVIS J Eligibility Launch Microsoft Internet Explorer File Edit View Favorites Tools Help Bak x 2 _ Search Favorites Media 4 A OP Xd Ls Address fegov immigration gov sevis Immigration 5 and Customs NGC Student amp Exchange Visitor E Information System Listing of Programs Indicates an alert for that program Location City State Status Role Commands Fairfax ME PROGRAM ACTIVE RO Search N EV Lists Wanabell PROGRAM ACTIVE Search New Exchange Visitor EV Lists Fairfax LA PROGRAM ACTIVE Search i Alerts Fairfax KS PROGRAM ACTIVE Search New Exchange Visitor EV Lists Fairfax LA PROGRAM ACTIVE New Exchange Visitor 1 Navigation Browser Toolbar 07 06 2004 Tuesday i3 Local intranet November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO SEVIS Volume I Forms DS 3036 and DS 3037 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 e Navigation Bar The navigation bar lists the role s for the logged in user on the right side and the following functions on the left side of the bar Main Used to access the Main screen or
6. 3 Ifit had less than eight digits it is invalid and cannot be entered Query the prospective official to obtain his or her valid number E Title Enter the name of the position held by the person representing the sponsor 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 between DoS and your organization 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 screen A message displays indicating the successful submission of this information to SEVIS 54 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 6 To print the Form click the Print DS 3037 button on the message screen The printed Form includes a section to be filled out and signed by the prospective RO certifying his or her citizenship sta
7. Link shows the location of the Alerts link on the screen 36 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 13 Listing of Programs Screen Alerts Link US Immigrationss and Customs Student amp Exchange Visitor F Enforcement Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands i Frackwille PROGRAM ACTIVE ARO Search N PROGRAM ACTIVE RO Search PROGRAM ACTIVE RO Search N PROGRAM ACTIVE ARO Search PROGRAM ACTIVE RO Search Exeter PROGRAM ACTIVE RO Search National School of Music The Howman Program The Farming Institute Training Institute To view the list of alerts for a program the RO or ARO must click the Alerts link Exhibit 14 Alerts for The Farming Institute is an example of the screen that displays the alerts for this program The alert in Exhibit 14 indicates that The Farming Institute is 3 months or less away from program expiration Exhibit 14 Alerts for The Farming Institute Sey US Immigration and Customs Student amp Exchange Visitor e Enforcement j Information System Uy Main Listing of Schools Listing of Programs Help Tutorial Logout The Farming Institute Pr
8. RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Note Some underlined phrases are web links They are identified by the text that precedes them When finished viewing a web page click the Close X button on the browser toolbar to close the browser window 2 1 3 6 Close Online Help To close Online Help click the Close 2Xl button in the upper right corner of the Help screen 2 1 3 7 Print the Online Help Topics Printing the Online Help is different for Internet Explorer and Netscape users It is important to note that you cannot print the entire Online Help no matter which browser is used You can only print the topic currently being viewed that is one topic at a time 2 1 3 8 Internet Explorer Users Perform the following steps to print an Online Help topic using Internet Explorer 1 Click anywhere in the right panel 2 Click the Print 88 button on the browser toolbar The topic currently being viewed prints to the designated printer or Click anywhere in the right panel Select Print from the File menu A Print window displays If necessary click the General tab to move it on top of the other tabs Be cn B Ensure that the appropriate printer is selected in the Select Printer list If not select the correct printer from the list 5 Click the Print button to print to the designated printer 2 1 3 9 Netscape Users Perform the following steps to print an Online Help topic using Netscape 1 Click any
9. There are program sponsor and school personnel who already have access to SEVIS because of their affiliation with another program or school They are considered existing officials To add an existing official and assign him or her to a role as an ARO perform the following 1 On the Listing of Programs screen click the specific link in the Name of Program column for the program to which the ARO will be added The Program Sponsor Information screen displays 2 Click the Add Update Officials link on the Edits menu The Official Information screen displays 3 Click the Add Existing Official link below the Official Name column The system displays the Add Existing Official screen 4 Enter the active user s SEVIS user ID in the Account Userid field 5 Click the Add Official button The system displays the Update Official screen Exhibit 18 Add Existing Official Update Official Screen is an example of the screen 47 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 18 Add Existing Official Update Official Screen a US Immigration IN AN and Customs IL l4 Student amp Exchange Visitor V Enforcement LN Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Update Official Required fields are marked with an asterisk Exi
10. alerts on EVs and viewing and printing a variety of reports 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 November 1 2005 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 is so prohibited willfully discloses the material in any manner to any person or agency not entitled to receive it shall be guilty of a misdemeanor and fined not more than 5 000 2 Any officer or employee of any agency who willfully maintains a system of records without meeting the requi
11. box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail 14 Organization In the empty text box fill in the title of a person or group for example Board of Trustees or Board of Directors Do not enter a person s name Note This information may be obtained from your organization s Articles of Incorporation 2 Click one of the following buttons Save Draft Click this button to save the data 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 The data entered on this page will be lost if they are not saved first Reset Values Click this button to return all unsaved entries on the page 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 32 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 AROS can only view and print the Form DS 3036 See Section 2 3 1 1 4 Submit the Amendment Request for additional information Print
12. of the request will receive an email stating that additional information must be provided so that DoS can continue processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information and updates the request in SEVIS the system will send an email to the submitter of the request indicating that the material has been received and the review process will continue e Application Denied The submitter of the request will receive notification by a mailed letter that will provide specific information regarding the basis for denial 2 3 1 4 Pending Requests SEVIS provides you with the capability 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 specific link in the Name of Program column for 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 Screen is an example of the screen that displays 35 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 12 Pending Requests Screen G US Immigrationes E
13. of your internal systems e g local batch system or if you believe an unauthorized person has gained access to SEVIS please notify the Department of Homeland Security DHS Help Desk immediately at 1 888 347 7762 The DHS Help Desk is staffed 24 hours a day and can assist with security concerns only All other SEVIS concerns or questions should still be directed to the SEVIS Help Desk at 1 800 892 4829 When calling the DHS Help Desk to report a security concern it will be helpful to have the name s and contact information for the Principal Designated School Official Designated School Official PDSO DSO RO ARO and school or program technical and security contacts as appropriate The DHS Help Desk will contact the Student and Exchange Visitor Program SEVP office immediately SEVP will work with you to take appropriate steps to protect and prevent loss of SEVIS information Such actions to be taken may include issuing new SEVIS user IDs and November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 passwords as well as loading new security certificates for the SEVIS batch upload process if applicable Additionally school and sponsor officials who believe that their internal systems may have been compromised should follow their local formal security procedures System security is a serious matter SEVP is committed to addressing any system security concerns or is
14. or distinguished persons and who are selected by a Federal State or local Government agency to 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 24 November 1 2005 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 36 months or 42 months which would include an additional 6 month discretionary extension authorized by the sponsor as necessary to complete a project or research activity Short Term Scholar 9 A short term scholar 22 CFR 62 21 15 a professor research scholar or person with similar education or accomplishments coming to the United States on a short term vis
15. provide a quick method for program sponsor officials to access EV and dependent records Exhibit 22 Listing of Programs Screen EV Lists Link shows the location of the EV Lists link on the screen To view the available lists click the EV Lists link on the Listing of Programs screen Detailed explanations of the lists are provided in Volume II of this manual Exhibit 22 Listing of Programs Screen EV Lists Link Rep US Immigration and Customs Student amp Exchange Visitor Information System WS Enforcement Help Tutorial Logout Listing of Programs Indicates an alert for that program Main Listing of Schools Listing of Programs Name of Program Location City State Status Role Commands i Frackville VA PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts EV Lists Reports National School of Music Highs pire VA PROGRAM ACTIVE RO Search Mew Exchange Visitor EV Lists Reports Danvile VA PROGRAM ACTIVE RO Search New Exchange Visitor Ev Lists Reports The Howman Program Hartley VA PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts EV Lists Reports The Farming Institute Minnieton VA PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Training Institute Exeter V PROGRAM ACTIVE RO Search New Exchange Visitor EV Lists Reports EV Lists Link 62 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS
16. stating that the material has been received and the review process will continue Denied The RO and the submitter of the request if different will receive notification by 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 Program sponsors and schools may use the batch data exchange to interface with SEVIS Authorized organizations can utilize systems external to SEVIS to create and update student EV and dependent visa types F M and J records and upload the records to SEVIS Organizations may develop systems in house or purchase third party products to communicate with SEVIS and upload and download information system to system The batch data exchange batch interface process 15 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 39 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Note Prior to registering the digital certifica
17. that must be completed Field Description Explanation i 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 This field may be left blank if the person has no middle name or the middle name is unknown 53 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Field Description Explanation 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 Legal Permanent Resident Note All program sponsor officials must be citizens or LPRs of the United States IfLPR please enter the person s A number Enter the alien number if the prospective RO is an LPR Enter the complete A Number including the for example A123456789 If an error message displays 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 the SEVIS entry 2 Ifit had eight digits it may be a valid number Enter it into SEVIS by adding a zero to the beginning of the number many existing A Numbers are only eight digits long for example A012345678
18. the request See Section 2 3 1 5 designation Form DS 3036 to DoS Redesignation for details on the redesignation process 6 Months Before End This reminder displays 6 Complete the redesignation process in of Program s months before the end SEVIS and submit a signed and Designation Length of a program s notarized copy of the request See Section 2 3 1 5 designation Form DS 3036 to DoS Redesignation for details on the redesignation process 80 of Program s This reminder displays Complete the allotment request in Allotment for when a program has SEVIS DS 2019s Used used 8096 or more of its See Section 2 3 1 7 total allotment of Request Allotment of Forms DS 2019 The Forms DS 2019 for alert shows the number details requesting of Forms remaining additional forms 59 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Alert Annual Report Reminder 30 days prior to due date Child Dependent s Nearing Their 21st Birthday in 90 Days Exchange Visitor s 15 Days Beyond Effective Date of Transfer Exchange Visitor s 15 Days Beyond Program Start Date Exchange Visitor s 15 Days Beyond Program Start Date With Approved Change of Status Description This reminder displays 30 days prior to the annual report due date This reminder displays 90 days prior to a dependent child s
19. 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 on the date the student will begin his or her program 3 Without previous participation as an EV for high school studies in the United States Factors such as English language proficiency maturity character and scholastic aptitude are critical The maximum duration of participation for secondary school students high school students is a minimum of academic semester and a maximum of 1 academic year 21 November 1 2005 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 supported by personal funds and when they meet the funding requirements outlined in 22 CFR 62 23 c 4 The maximum duration of participation for college and university stude
20. will automatically set the status of the EV and dependents if any to No Show after 30 days of the effective date of transfer identified in SEVIS See the Transferred Status Exchange Visitors and Dependents list or the Exchange Visitor Information screen to view the effective date of transfer An RO ARO can complete an extension within the maximum duration of participation or should submit a request to DoS for an extension beyond the maximum duration of participation If no action is taken the EV s status will change from Active to Inactive the day after the program end date identified in SEVIS An RO ARO can complete an extension within the maximum duration of participation or should submit a request to DoS for an extension beyond the maximum duration of participation If no action is taken the EV s status will change from Active to Inactive the day after the program end date identified in SEVIS Complete and submit the records in SEVIS Otherwise the system will automatically delete any records in Draft status if action has not been taken on the records within 45 days 61 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 6 Exchange Visitor Lists SEVIS enables you to quickly access lists of EVs to view using the EV Lists link on the Listing of Programs screen From these lists you may also access EV records to process These lists
21. 21st birthday This reminder displays for the receiving sponsor when the EV s status is Transferred and the current date 15 greater than or equal to 15 days after the effective date of transfer identified in SEVIS This reminder displays only when an EV record has a status of Initial and it is 15 days or more after the EV s program begin date identified in SEVIS This reminder displays only when an EV record has a status of Initial and it is 15 days after the change of status request was approved 60 Action Required Generate and print the report using SEVIS Mail the report to DoS each year by the date stipulated on the program s designation or redesignation letter Note Currently this alert is not displaying for programs This known problem will be corrected in a future release of SEVIS An RO ARO can notify the EV to take appropriate action such as request change of status for the dependent or have the dependent prepare to leave the United States Validate the transfer EV s program participation otherwise the system will automatically set the status of the EV and dependents if any to No Show after 30 days of the effective date of transfer identified in SEVIS See the Transferred Status Exchange Visitors and Dependents list or the Exchange Visitor Information screen to view the effective date of transfer An RO ARO may set the EV s status to Active by validating his or her program participation No Sh
22. Alien Physician Government Visitor FOER TTL sme E Dem March 24 2003
23. Click this button to automatically save the data 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 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 3 1 1 2 CoMPLETE AMENDMENT PAGE 2 Exhibit 10 Amendment Page 2 is an example of the screen used to enter information regarding the category ies to be added Refer to Attachment A Participation by Category Matrix for guidance on which categories may be added to the program Note The Exchange Visitor Program regulations provide for specific categories for education and cultural exchanges Each of the 13 categories has specific requirements set forth in 22 CFR Part 62 Subpart B 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 request these programs should not be amended DoS will deny the amendment request The categories that cannot be amended 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 categ
24. Draft Click this button to print a draft copy of the amendment request It is recommended that you print the draft Form DS 3036 prior to submission of the Form in SEVIS Printing the draft Form allows you to review a paper copy of the data for accuracy Necessary corrections may be made prior to submission of the Form See Section 2 4 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 2 3 1 1 4 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 and only one amendment request should be submitted 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 and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS will use SEVIS to view and approve or deny the amendment request Once DoS reviews the application the following outcomes are possible e Approved The submitter of the request will receive approval notification by email The additional categories will be added to the program e Request for Information A dditional information is required fo
25. IS Information System I Enforcement Main Help Tutorial Logout Logout Link November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 begin by selecting the appropriate program sponsor on the Listing of Programs screen Exhibit 7 Listing of Programs Screen Program Links is an example of the screen Exhibit 7 Listing of Programs Screen Program Links Amy US Immigrationgs IN A and Customs gt J Enforcement Student amp Exchange Visitor Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands Adler University Frackville PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts EV Lists Reports National School of Music Highs pire VA PROGRAM ACTIVE RO Search New Exchange Visitor EV Lists Reports The Cretian Institute Danvile VA PROGRAM ACTIVE RO Search New Exchange Visitor i The Howman Program Hartley VA PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts EV
26. Lists Reports Ihe Farming Institute Minnieton VA PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Training Institute Exeter VA PROGRAM ACTIVE RO Search New Exchange Visitor 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 as necessary Exhibit 8 Program Sponsor Information Screen is an example of the screen that enables you to submit requests to DoS and make changes to the 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 capability to complete a variety of tasks The procedures for making requests and or changes to program information are described in the following sections November 1 2005 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 Screen US Immigratio
27. MB Approval No 1405 0147 Expiration Date 09 30 2005 Amendment page 1 of 3 Required fields are marked with an asterisk Existing Program Number G 3 00141 Name of Sponsoring Organization Dravrah University School of Medicine 1 Business Address of Sponsoring Organization Address 123 Main St City Atlanta State GA Zip Code 30302 Am U S Immigration HN and Customs Enforcement 2 Mailing Address of Sponsoring Organization if different from Business Address State Zip Code 30302 3 Type of Application Amendment 4 Name and Title of CEO or equivalent Last Name ooe First Name ohn Middle Name NENNEN Suffix zx President 7 5 Program Sponsor is U S Federal Government Agency No For Profit Organization Yes Save Draft Reset Values Next Print Draft 04 25 2005 Monday 3 If necessary modify Section 4 Name and Title of CEO Chief Executive Officer or equivalent 4 Click one of the following buttons Save Draft If applicable after completing the required fields on Page 1 click this button to save the data 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 the Next button is clicked Reset Values Click this button to return all unsaved entries on the page to the previous values Next
28. MS AND ABBREVIATIONS APPENDIX B PRINTING INSTRUCTIONS FOR NETSCAPE VERSION 7 0 ATTACHMENT A PARTICIPATION BY CATEGORY MATRIX November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO 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 Exhibit 21 Exhibit 22 Exhibit 23 Exhibit 24 Exhibit 25 Exhibit 26 Exhibit 27 Exhibit 28 Exhibit 29 EXHIBITS Criminal Penalties a cet eii ie ei i 2 SEVIS Listing of Programs SCIGStk tetas reel e e haste tere oxi Hau iced 4 Navigation Bar Help ee 6 SEVIS Set Password Screg sso clues occ durat en ea eti ata dede 10 SEVIS LOSIN SOLET d ede n or te ue umet auto 11 Navigation Bar Logout cena aus aa an ees 14 Listing of Programs Screen Program 2 15 Program Sponsor Information 16 Amendment Basel o iiit 18 Amendment Page 2 osse ote Uo e pede o ena albo ee eA Ina de pU basis 20 Amendment Pase Gi os uso oen dtu Ln ue is Cd 29 Pending Requests edd mee iE Me
29. O of SEVIS Volume I Forms DS 3036 and DS 3037 4 5 Ensure the name of the printer listed in the Name field is the printer from which the report should print If it does not show the correct printer click the down arrow to the right of the field and select the correct printer Click OK and the report will be printed on the designated printer Click the Close 2 button on the browser to close the window and return to SEVIS 2 7 2 2 Printing a Report Using the Netscape Browser To print a report using Netscape perform the following l For best results when printing 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 25 Netscape Page Setup Window Exhibit 25 Netscape Page Setup Window Page Options r Sample 8 50 11 00 i A M Black text Black lines Last page first Print backgrounds m Margins Inches 25 Left 0 50 Bottom 0 25 Bight 0 50 m Header Document title Document location URL m Footer Page number 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 and the left and right margins to 0 5
30. Participation by Category Matrix 16 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 specific link in the Name of Program column 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 electronic Form DS 3036 as depicted in Exhibit 9 Amendment Page 1 which includes current data for the selected program November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 9 Amendment Page 1 Student amp Exchange Visitor Information System Main Help Tutorial Logout U S Department of State Exchange Visitor Program Application DS 3036 Office of Exchange Coordination and Designation O
31. Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 3 1 5 2 SuBMIT THE REDESIGNATION REQUEST Following the submission 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 and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS will use SEVIS to view and approve or deny the redesignation request Once DoS reviews the application the following outcomes are possible e Approved The RO and the submitter of the request if different will receive approval notification by email The email will contain the length of time 1 or 2 years for which the program has been approved DoS will send a letter of redesignation by fax or the U S Postal Service The redesignation term will take effect on the date that appears on the redesignation letter e Request for Information A dditional information is required for processing the request The submitter of the request will receive an email stating that additional information is requested A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information and updates the redesignation request in SEVIS an email is automatically sent to the individual who submitted the request
32. RNING Be careful when entering a password e Caps Lock Passwords are case sensitive If the Caps Lock key on the keyboard is 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 using the numeric keypad to enter numbers be sure to turn on the Num Lock key Otherwise enter numbers using the keys above the top row of alphabetic characters on the keyboard 4 Press the Enter key or click the Login button The system displays the Paperwork Reduction Act notice 5 Read the information and click the I Have Read and Understand This Notice button to continue 2 2 4 Log Out of SEVIS To exit SEVIS at any time click the Logout link on the navigation bar Exhibit 6 Navigation Bar Logout Link shows the location of the link Note If the system should lockup at any time click the Close 2 button on the browser window to exit SEVIS WARNING If you click the Close XI button on the browser window you must wait 20 minutes before you can log back into SEVIS If you try to access the system before the end of 20 minutes the following message will display user is already logged on with this user name Use the Logout link on the navigation bar to properly exit SEVIS Exhibit 6 Navigation Bar Logout Link Ae US Immigration 21 INA and Customs EE 1 ww A Student amp Exchange Visitor S EV
33. RO does not have an Update link for the RO 43 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 16 Official Information Screen Ae US Immigration 4 and Customs E Student amp Exchange Visitor WS Enforcement Information System Main Help Tutorial Logout Official Information Official Role Title Telephone Fax Email Address Actions Name MES 111 111 1111 Emily Green NSM edu Update Delete Gloria Director of Foreign smith RO Students Gloria Smith NSM edu Add New Official Add Existing Official Cancel Delete Link Add Existing Official Link Add New Official Link Update Link 2 3 3 1 1 ADD A NEW OFFICIAL AS AN ARO program sponsor personnel who will access SEVIS and perform tasks must have a record in SEVIS A new ARO is someone who does not have a record in SEVIS Each program sponsor may have up to 10 AROs however DoS reserves the right to limit the number To add a new ARO perform the following 1 On the Listing of Programs screen click the specific link in the Name of Program column for the program to which new AROs will be added The Program Sponsor Information screen displays 2 Click the Add Update Officials link on the Edits menu The Official Information screen displays Exhibit 16 3 Click the Add New Official link below the Official N
34. S 3036 This section must be completed if the Trainee category was selected in Section 7 Participation of Category To complete Section 8 perform the following Section 8 Training Program if the category selected is Trainee Description Explanation Trainee may be selected on an amendment application only if the program is currently designated for that category and the program sponsor wishes to add occupational categories 26 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Section Description Explanation When Trainee 15 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 applied for Note If the occupational category Other is selected for 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 professional certificate
35. User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 November 1 2005 Homeland c J A lt S LAND 8 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 TABLE OF CONTENTS TINTRODUCTION esse ce tor tect Corse ere aoc eto eo eere Cara bec ep Dee Dares 1 1 1 SEVIS ase iii ede itecto priui tee esit bile qe artus ceci a 1 Feo Privacy Act Considerations 1 1 3 Security Reminder Sreser e cte toten ded Rod eae indus ds 2 1 4 Disclaimer oco ranas eM Oc 3 1 5 HOSS eU eed teo LA 3 2 DESCRIPTION OF SYSTEM FUNCTIONS 4 2 1 Overview of Screen Components Bera bea e cuis I BR Role 4 a eM LU PN E M 5 2 1 2 Additional SEVIS Screen Components 6 21 3 Online Help Functions 4 o eeu dta cirea a 6 2 1 3 1 Online Help Table of Contents u a eset ioter oa su eset lee da ca 7 2 1 3 2 Online Help Index erit ita comer pe DO rd tes 7i 2 1 3 3 Search Helper t tst rto hane tr c Est intera toa 7 2 1 3 4 Hide Show the Left Patio Losses te dela tesis uniti
36. Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 3 On the 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 Note Only an RO may update the RO s information 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 only the telephone number fax number and or email address were updated those changes will take effect immediately 6 When submitting a request for a name change click the Print Form DS 3037 button on the message screen to print the Form See Section 2 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 Certification of Citizenship and the proposed official must have the Form DS 3037 notarized before sending it to DoS If the Certification of Citizenship Form is notarized using an ink stamp then it may be faxed to DoS and the orig
37. Volume I Forms DS 3036 and DS 3037 2 7 Reports SEVIS provides you with the capability to generate and print a variety of reports that reflect current SEVIS information for the data elements that are included in the report Please note that the types of reports currently available are subject to change as a result of enhancements to the reporting capabilities of the system Below is an alphabetical list with descriptions of the reports that are available at this time Title of Report Description 400 Report Profile of Sponsor 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 This report must be generated and mailed to DoS each year by the date stipulated on the program sponsor s designation or redesignation letter Exchange Visitor Program Designation Staff Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 Note SEVIS is supposed to automatically send an alert to the program sponsor 30 days prior to the annual report due date reminding the sponsor to complete and submit the report to DoS Currently this alert is not displaying for programs This known problem will
38. ail notification for alerts You must access SEVIS to view and process alerts if necessary Exhibit 20 Listing of Programs Screen Alerts Link shows the location of the Alerts link on the screen If there are no alerts for a program the Alerts link will not display on the Listing of Programs screen Exhibit 20 Listing of Programs Screen Alerts Link Ae US Immigration and Customs WS Enforcement Student amp Exchange Visitor Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands Adler University Frackville VA PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts EV Lists Reports National School of Music Highs pire VA PROGRAM ACTIVE RO Search New Exchange Visitor EV Lists Reports i ji Danvile VA PROGRAM ACTIVE RO Search i The Howman Program Hartley VA PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts EV Lists Reports The Farming Institute Minnieton VA PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Training Institute Exeter VA PROGRAM ACTIVE RO Search New Exchange Visitor EV Lists Reports Alerts Link Exhibit 21 Alerts for the Farming Institute is an example of an alerts screen In Exhibit 21 the first alert is a reminder that the program has 3 months before its designation expires Th
39. ame column Exhibit 17 Add Official Screen 15 an example of the screen that displays 44 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 17 Add Official Screen Key US Immigrationgs f IN A and Customs ak Student amp Exchange Visitor SS Enforcement A Information System Main Help Tutorial Logout Add Official Required fields are marked with an asterisk Existing Program Number P 1 00040 Name of Sponsoring Organization National School of Music Mast Name First Name I el The Officialis US Citizen Legal Permanent Resident If LPR Please enter the person s A number AXXXXXXXXX Role Jaro x Tite om If necessary select Fax Number D T the ARO role Email Address Add Official Cancel 07 06 2004 Tuesday 4 Enter 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 This field may be left blank if the person has no middle 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 Offic
40. ay through Friday Calls received outside these hours will be recorded for response on the next business day 73 November 1 2005 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 ARO ATP CEO CFR DHS DoS DSO ECFMG EV FAA HTML ICE ID LPR MB PDSO POE RO SEVIS SEVP URL Alternate Responsible Officer Air Transport Pilot Chief Executive Officer Code of Federal Regulations Department of Homeland Security Department of State Designated School Official Educational Commission for Foreign Medical Graduates Exchange Visitor Federal Aviation Administration Hypertext Markup Language Immigration and Customs Enforcement Identification Legal Permanent Resident megabyte Principal Designated School Official Port of Entry random access memory Responsible Officer Student and Exchange Visitor Information System Student and Exchange Visitor Program Universal Resource Locator November 1 2005 APPENDIX B 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 make the following changes to the Netscape browser print settings 1 Click File on the Netscape menu bar 2 Select Page Setup The Page Setup window displa
41. aying in the future click in the box next to always ask before opening this type of file to remove the check mark Select the Open button to view the application When the Form displays in the Adobe Acrobat window use the scroll bar on the right side of the window to view additional pages Click the Print amp button on the Adobe Acrobat toolbar The Print window displays Ensure the name of the printer you wish to use 15 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 Click the Close button on the Adobe Acrobat window to close the window 57 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 5 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 3 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 3 months prior to the date of expiration Note When there is an alert for a program the Alerts link will display on the Listing of Programs screen SEVIS does not send em
42. be corrected in a later release of SEVIS Category Levels Counts for Category by Purpose Code and Country Provides detailed information about EV category levels by purpose code and country Country Levels Report Country Levels by Program Sponsor Provides detailed information about the program s EVs based on the visa type selected DoS No Show Report Provides information about non immigrants in No Show status for the program based on the visa type start date and end date selected EV Enter POE Before After Program Start Date Report Provides information for the selected program about EVs 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 63 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 The following sections contain the instructions for generating and printing reports using either the Internet Explorer or Netscape browsers 2 7 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 pro
43. cation DS 3036 Office of Exchange Coordination and Designation OMB Approval No 1405 0147 Expiration Date 09 30 2005 Redesignation Required fields are marked with an asterisk Program Number G 6 00367 Name of Sponsoring Organization National Nonspecialty School Type of Application Redesignation m 2 Organization I hereby certify that I am an officer of the above named organization with the tite of that I am authorized by the to sign this certification and bind the organization and that a true copy of such authorization is on file with the Office of Exchange Coordination and Designation or is attached Submit Cancel 07 12 2005 Tuesday 3 Enter the required information specifically 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 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 Program Sponsor Information screen 38 November 1 2005 User Manual for Exchange Visitor
44. curacy Necessary corrections may be made prior to submission of the Form See Section 2 4 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 28 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 Immigratiol x w and Customs a Student amp Exchange Visitor Enforcement gt Information System Main Help Tutorial Logout Amendment page 3 of 3 Required fields are marked with an asterisk You may find it difficult or impossible to supply all requested information in this space Briefly address the requested information See next text box 10 Purpose or Objective Maximum 500 chars If necessary provide a brief explanation in the text box and enter Additional supporting documentation to be supplied by mail You may find it difficult or impossible to supply all requested information in this space Briefly address the requested information See next text box 12 Arrangements for Supervision Maximum 500 chars If necessary provide a brief explanation in the text box and enter Additional supporting documentation to be supplied mail Completion of this field is mandatory enter N A if it does not app
45. d 2 7 2 for instructions on generating and printing reports in SEVIS Exhibit 26 SEVIS No Show Report HTML Format is an example of a report generated using the HTML format 67 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 26 SEVIS No Show Report HTML Format SEVIS No Show Report Report Date amp Time Program Sponsor The Farming Institute P 1 00013 From 01 01 2004 To 11 29 2004 Program Name Last Name First Name SEVIS ID No Show Date Program Number Gender Visa Status The Farming Institute Adamson Adam N0000078534 11 01 2004 P 1 00013 MALE GABON d Total Principal Names in the program 1 Grand Total 1 Page 1 of 1 2 Enter search criteria on the Report Criteria screen for example district visa type start date end date etc depending upon the type of report selected 3 Click Submit to generate and view the report The report displays in another browser window 4 Click and drag the mouse to highlight the entire report Select Copy from the Edit menu 6 Opena word processing application for example Microsoft Word and select Paste from the Edit menu to paste the report into a new document Exhibit 27 SEVIS No Show Report Text Format is an example of the report shown in Exhibit 26 Note The caret characters are used to separate the columns of data Exhibit 27 SEVIS No Show Repor
46. d business plan 5 Any other information on how this program growth will be absorbed 42 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 The mailing address is Exchange Visitor Program Designation Staff Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 Additional contact information can be found on the Web Office of Exchange Coordination and Designation http exchanges state gov education jexchanges contact htm 2 3 3 Edits Menu The two options available on the Edits menu are Add Update Officials and Update Address of program Both options are discussed in detail in the following sections 2 3 3 1 Add Update Officials You may update an existing official s information in SEVIS and add new or existing officials Also the RO and ARO may submit a request to replace the RO You must access the Official Information screen to perform these procedures which are discussed in the following sections Note Each program sponsor must have 1 RO and up to 10 AROs however DoS reserves the right to limit the number of AROs Exhibit 16 Official Information Screen 15 an example of the Official Information screen In Exhibit 16 the user who is logged into SEVIS is an ARO Only an RO can update his or her personal data Therefore the A
47. d is successfully created click OK and the system displays the SEVIS Login screen Exhibit 5 SEVIS Login Screen is an example of the screen Note After creating your password use the SEVIS Login screen https egov immigration gov sevis to access SEVIS and perform all of your SEVIS related tasks November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 5 SEVIS Login Screen US Immigratioj LO d and Customs r Student amp Exchange Visitor ge X Je Information System 2 2 1 Guidelines for Passwords The email you receive from SEVIS when approved to use SEVIS provides specific requirements for passwords General guidelines for SEVIS passwords are as follows e You cannot reuse any of your previous six passwords e SEVIS passwords have a maximum life span of 90 days When logging into SEVIS after 90 days the system automatically displays the Change Password screen See Section 2 2 1 1 Change Password Every 90 Days for instructions e Protect your password If you suspect that your password has been compromised and you are unable to change it using the Change Password link or the Request Password Reset link 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 Login screen
48. e remaining alerts are for EVs Click the Alerts link to view the list of EVs See Volume II for details on processing the EV alerts 58 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 21 Alerts for the Farming Institute Amp US Immigration es fi 7 n AS and Castors pa gt Student amp Exchange Visitor WS Enforcement 3 Information System Main Listing of Schools Listing of Programs Help Tutorial Logout The Farming Institute Program Number P 1 00013 Alerts for The Farming Institute Redesignation Reminder The following alerts deserve your attention 3 months before end of program s designation length eT TUE qe visite the prod T Date in 60 Days or Less You have 5 Exchange Visitor s 15 Days Beyond Program Start Date You have 1 Exchange Visitor s 25 Days Beyond Effective Date of Transfer 03 24 2005 Thursday Below is an alphabetical listing of the Exchange Visitor Alerts including the alert title description and explanation of the action required Note Alerts for EVs and dependents are discussed in detail in Volume II of this manual Alert Description Action Required 3 Months Before End This reminder displays 3 Complete the redesignation process in of Program s months before the end SEVIS and submit a signed and Designation Length of a program s notarized copy of
49. een enter the following data Section Description Explanation 7 Participation by Category You may request authorization to sponsor EVs in 1 or Indicate total number more of 13 categories For each additional category and approximate duration being applied for enter the number of EVs expected in of participation in each that category in the Number column category Note Do not include the previously approved categories for the program In the next box enter the duration of the EV participation that 1s the amount of time required to complete the program then select the appropriate time period days weeks months or years Note The regulation 22 CFR 62 8 requires program sponsors other than the Federal Government to have no fewer than five EVs per calendar year for a minimum of 3 weeks Below is a list of the categories including a brief description and or explanation of each Category Description Explanation Student Secondary 1A Secondary School Students 22 CFR 62 25 A Note This category is mutually separate application Form DS 3036 must be completed exclusive currently designated for this subcategory which affords students an sponsors with approval to accept opportunity to study in an accredited U S secondary participants in this category cannot school while living with an American host family amend this program Participants in this category must meet the following
50. eled additional program participants cannot be added and extension and change of category requests cannot be submitted Canceled SEVIS automatically assigns this status to the program when DoS 1 Determines that there are no active SEVIS records for EVs 2 Marks in SEVIS that the program is canceled Note When DoS cancels the program the remaining SEVIS officials RO AROs will receive an email informing them that their access to SEVIS for the canceled program has been deactivated To cancel a program perform the following 1 Onthe Program Sponsor Information screen click the Cancel Program link The system displays the Cancel Program screen 2 Click the Cancel Program button WARNING The program will be canceled immediately when the Cancel Program button is clicked Note 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 their records will become Inactive When there are no Active EVs in the program the remaining users RO AROs will receive an email informing them that their access to SEVIS for the canceled program has been deactivated 2 3 1 3 Change Program Sponsor Name A program sponsor wishing to have its name changed must submit a signed and notarized Form DS 3037 and new articles of incorporation to DoS However change of ownership requires the completion and submission of a new Designation Application F
51. er Laser Postscript printer with 32MB of RAM 96MB is recommended a Laser printer with 32MB of RAM 64MB 1 recommended An authorized user must have a permanent user ID and password to access SEVIS When approved to use SEVIS you will receive an email message containing your user ID and a second message containing a secure link to SEVIS The secure link is associated with your user ID only 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 Screen is an example of the screen Exhibit 4 SEVIS Set Password Screen US Immigrationies and Customs EE w Student amp Exchange Visitor Enforcement v A 7 Information System y Ns Ne Set Password 2 Enter your user ID in the Username field 3 Enter your password in the Password field Refer to Section 2 2 1 Guidelines for Passwords for instructions on creating a password 4 Enter the 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 passwor
52. er a keyword or partial keyword in the text box provided or Scroll through the list using the scroll bar on the right side of the left panel 3 Select a keyword in the left panel to view the Online Help text for the topic in the right panel If a key word that is associated with multiple topics is selected a small selection list displays select the appropriate topic from the list and the information displays in the right panel 2 1 3 3 Search Online Help To search on a word or phrase perform the following 1 Click the Search 8 button 2 Type search criteria in the text box provided and press the Enter key The results of the search display in the left panel as a list of topics containing the word or phrase entered 3 Click a topic name to view the Online Help text for that topic in the right panel 2 1 3 4 Hide Show the Left Panel To hide and show the left panel of the Online Help screen perform the following 1 To hide the left panel click the Hide button in the upper right corner of the left panel 2 Click the Contents Index ug or Search 8 button to restore the left panel 2 1 3 5 Jumps To use the jump feature perform the following 1 When viewing the Online Help text for a topic in the right panel click an underlined word or phrase to jump to a new topic 2 To return from a jump click the Back button on the browser toolbar November 1 2005 User Manual for Exchange Visitor Program Sponsor Users
53. erid User ID field near the top of the screen 5 Click the Replace RO button below the Account Userid field to display summary information on the existing user 6 Ifthis is the official who will replace the RO click the Replace RO button When the RO submits the request if the new RO is already an RO or ARO for another program the replacement takes effect immediately When an ARO submits the request to replace the RO it must be processed by DoS 7 When an RO or ARO submits a request to replace the RO with a PDSO or DSO DoS must review the request Click the Print DS 3037 button on the message screen to print the Form Note The signed and notarized Form DS 3037 must be sent to DoS If the Form is notarized using an ink stamp it may be faxed to DoS and the original must be submitted by mail If the Form 15 notarized with an embossed stamp it must be mailed to DoS 52 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 8 Mail the original signed and notarized Form DS 3037 to DoS at the following address Exchange Visitor Program Designation Staff Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS will use SEVIS to review and approve or deny this request Once DoS reviews the request the following outcomes are possible
54. ernational Visitor 5 This category 22 CFR 62 28 is reserved for 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 1 year Alien Physician 6 The Educational Commission for Foreign Medical Graduates is the only 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 and Public Law 94 484 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 the Alien Physician category shall not exceed 7 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
55. f If necessary click to remove the check mark next to all options in the Header section 66 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Qo s dr c ex g If necessary click to remove the check mark next to all options in the Footer section h Click OK Select Print from the File menu to display the Print window Ensure the name of the printer listed in the Name field is the printer from which the report should print If it does not show the correct printer click the down arrow to the right of the field and select the correct printer Click the Properties button and select the Paper tab In the Orientation section click the Landscape radio button Click OK to accept the Landscape setting Click OK on the Print window and the report will be printed on the designated printer Click the Close 2 button on the browser window to close the window and return to SEVIS Note Netscape has modified its printing procedures for Version 7 0 Appendix B Printing Instructions for Netscape Version 7 0 provides the updated instructions 2 7 3 Copy and Paste a Report Reports can be generated using the Text format option Perform the following steps to copy and paste the report into another application l First generate in HTML and print the report so that you can see the layout of the report and the column labels See Sections 2 7 1 an
56. f New Orleans 000001169 Adkins Tr m Call Off The Search NO0000004405 Barleycorn Findit com N0000003809 Briesacher Benny MAL re program of post dental distress NO0000082037 re program of post dental distress N0000079790 gt Bach sex Finish 5 Click the Delimited radio button and then click the Next button Exhibit 29 Page 2 of the Convert Text to Columns Wizard is an example of the window that displays 69 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 29 Page 2 of the Convert Text to Columns Wizard This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below elimiters Tab Semicolon Comma ml Space Other Text qualifier l Treat consecutive delimiters as one rData preview The City of New Orleans NOOO00001169 Call Off The Search 0000004405 Findit com NoOO00003809 re program of post dental distress 0000082037 re program of post dental distress 0000079790 Click the Other check box and enter the caret character in the box to the right of Other see Exhibit 29 If there are other delimiters checked for example Tab click in the box to remove the check mark Only the Other check box should be checked Click the Next button to di
57. gram The system displays the RO ARO Reports screen as shown in Exhibit 23 Reports Screen Exhibit 23 Reports Screen TR U S Immigration d f Customs yr E Student amp Exchange Visitor EVI TW Enforcement Information System Main Help Tutorial Logout RO ARO Reports Format HTML Text Click on Help above and search on Printing Reports to find the proper page settings for printing SEVIS reports Submit SE IS Reports 9 Category Levels Counts for category by purpose code and country C Annual Report 11 Exchange Visitor Program U S Department of State C No Show Report 11 24 2003 Monday 2 To select a report title click the radio button adjacent to the report title 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 5 Ifsearch criteria must be chosen for the selected report the Report Criteria screen will display in the browser window Select the search criteria and click the Submit button to generate the report which will display in a new browser window 64 November 1 2005 User Manual for Exchange Visitor Program Spons
58. gram Sponsor Information screen Click the Pending Requests link on the Actions menu and then click the Print link for the appropriate request 46 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 7 Mail the completed Form to Exchange Visitor Program Designation Staff Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS will use SEVIS to review and approve or deny this request Once DoS reviews the request the following outcomes are possible e Approved the submitter of the request will automatically receive approval notification by email 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 e Request for Information Additional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue e Denied The submitter of the request will automatically receive email notification about the denial decision He or she will also receive a fax or mailed letter providing specific information regarding the denial decision 2 3 3 1 2 ADD AN EXISTING OFFICIAL AS ANARO
59. iae 7 2 1 3 5 Jumps 7 2 1 3 6 CAG SC Offline Help eo dc he rh ese Ve 8 2 1 3 7 Print the Online Help Topics 2 ie Deren esau 8 2 1 3 8 Internet Explorer Ded 8 2 1 3 9 Netsoape 8 2A TUCO el TTL 9 22 Accessing SEVIS i itae E ORE uch DARE Pd fuss 10 2 21 G idelines for uota nt OO RU pul usi quis deat dva DEUS 11 2 2 1 1 Change Password Every 90 tee ster e brain per een 12 2 2 1 2 Change Password Voluntarily eus ate Siw e Ne ia rci eta mart den 12 2 2 1 3 Request Password Reset scere ah egre epe estu e ida DN Rep negat 13 2 2 2 Additional Information About the SEVIS Login 13 2 22 Log Into SD MIS oui tine niis e bea paa ep ix 14 2 24 Log Out of SEVIS eee eee ied iiti o piede e ve o Foe ad 14 2 3 Updating Program Information Forms DS 3036 and DS 3037 15 2 3 1 Actions ree e Vero ken de ite diae e gue E 16 2 3 LL t Me ads iacet a deste 16 2 3 1 1 1 Complete Amendment Page 1 sse 17 2 3 1 1 2 Complete Amendment Page 2 se op veas tena ie agp ds 19 2 3 1 1 3 Complete Amendment Page 3 eere neenon 29 2 3 1 1 4 Submit the Amendment Request 33 243 1 2 C ance Program La oa dui
60. ial activities 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 Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail 12 Arrangements for Provide the following information regarding the Supervision supervision direction evaluation and monitoring of the programs 22 CFR 62 10 e Describe provisions for the supervision evaluation and monitoring of the participants and host 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 22 CFR 62 25 d 2 Provide details on in case of emergency how participants can easily contact the sponsor e 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 Ifthere are written materials that define precisely the pu
61. ial is Select the appropriate option U S Citizen or a Legal Permanent Resident LPR Note All program sponsor officials must be citizens or LPRs of the United States If LPR please enter the Enter the alien number if the prospective ARO is an person s A number LPR Enter the complete A Number including the A for example A123456789 If an error message displays 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 has nine digits correct the SEVIS entry 2 Ifit has eight digits it may be a valid number Enter it into SEVIS by adding a zero to the beginning of the number many existing 45 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Field Description Explanation A Numbers are only eight digits long 3 Ifit has less than eight digits it is invalid and cannot be entered Query the prospective official to obtain his or her valid number Role Select the ARO role for the official Title Enter the name of the position held by the person representing the sponsor Titles should be given in full without abbreviations for example Chief Executive Officer not CEO Telephone Number Enter a valid telephone number including the
62. if you perform as a program sponsor user and a school user the screen from which you select either the Listing of Programs J visa or Listing of Schools F and M visas link 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 a brief demonstration of how to use SEVIS Logout Used to exit the system e Links Click underlined text to advance to a different screen within SEVIS November 1 2005 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 e 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 _Print Draft enables users to print a draft copy of a Form Radio Buttons ES cua to make one selection Only one radio button can be selected at a time e Other Input methods Check Boxes I t
63. inal must be submitted by mail If the Form is notarized with an embossed stamp it must be mailed to DoS Note If changing only the official s middle initial and or suffix those changes do not display on the printed Form 8 Mail the original signed and notarized Form to Exchange Visitor Program Designation Staff Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS will use SEVIS to review and approve or deny this request Once DoS reviews the request the following outcomes are possible e Approved the submitter of the request and the ARO whose name has been changed will automatically receive approval notification by email e Request for Information A dditional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue 50 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Denied The submitter of the request will automatically receive email notification about the denial decision He or she will also receive a fax or mailed letter providing specific information regarding the denial decision 2 3 3 1 4 DELETE AN EXISTING ARO Deleting an official will remo
64. ions will be permitted Summer Work Travel 12 Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program The Summer Work Travel Program 22 CFR 62 32 is designed to provide foreign post secondary students the opportunity to work and travel in the United States for a 4 month period during summer vacations The maximum duration of participation for this program shall not exceed 4 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 The Au Pair Program 22 CFR 62 31 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 6 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 1 year 2 Below is an explanation of Section 8 Training Program on Page 2 of the electronic Form D
65. it 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 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 while 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 1 year 25 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Category Description Explanation Camp Counselor 11 Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program The Camp Counselor Program 22 CFR 62 30 facilitates the entry of foreign nationals to serve as counselors in U S 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 4 months No extens
66. j INA and Customs Student amp Exchange Visitor WS Enforcement di Information System Main Help Tutorial Logout National School of Music Request Type Submitted By Submitted Date Status Commands REQUEST AU PAIR EV BROCHURES Maria Zeigler 06 23 2004 PENDING DECISION View ADD OFFICIAL Gloria Smith 06 28 2004 PENDING RECEIPT View Delete Print Return 07 06 2004 Tuesday 3 Click one of the following links if 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 that has been submitted to DoS e Print Click this link to print a copy of the selected request See Section 2 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 Note When there is an alert for a program the Alerts link will display on the Listing of Programs screen SEVIS does not send email notification for alerts You must use SEVIS to view and process alerts if necessary When an alert exists for a program the Alerts link will display on the Listing of Programs screen Exhibit 13 Listing of Programs Screen Alerts
67. lays as depicted in Exhibit B 3 Print Window 2 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit B 3 Print Window 12th floor laser Sq apps2 9 Selection V Colete AS laid screen fo ie selected frame L Bach Separately 11 Ensure that the appropriate printer is selected in the Name list If not select the correct printer from the list 12 Click OK on the Print window and the report prints to the designated printer B 3 November 1 2005 ATTACHMENT A 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 the desired category and 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 may be applied for on the same application If this category is selected Then this category can be selected term Scholar EL ILL LLL eame counsetor eee Research Scholar sho Professor o kkk T International Visitor
68. le Step by step details for performing a search are contained in Volume II of this manual e 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 Visitors and Dependents Menu screen Explanations and instructions for processing the lists on this menu are contained in Volume II of this manual Reports Click this link to access the Reports module See Section 2 7 Reports for additional information about SEVIS reports 56 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 4 Print a Form DS 3036 Form DS 3037 or Draft Form The Print DS 3036 Print Draft and Print DS 3037 buttons are located on various SEVIS screens Selecting one of these buttons will open Adobe Acrobat from which a copy of the selected Form may be sent to a designated printer To print a copy of a Form perform the following l 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 prevent this window from displ
69. ly 14 Organization I hereby certify that I am an officer of the above named organization with the title of President that I am authorized by the Board of Directors to sign this certification and bind the organization and that a true copy of such authorization is on file with the Office of Exchange Coordination and Designation or is attached 04 26 2005 Tuesday 29 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 l Below is list with explanations of the sections fields on this screen All of the sections on this page must be completed for the new categories being applied for 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 Use the text box to address at least briefly each of the six categories listed below 1 Selection of Exchange Visitors 22 CFR 62 10 a 2 Program Costs Fees and Deposits Refunds 3 Program Funding Financial Support 4 Health Care Insurance 22 CFR 62 14 5 Orientation 22 CFR 62 10 6 Consortium Information Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation for each of the
70. m and Customs lt amp Student amp Exchange Visitor Enforcement 1 Information System Actions National School of Music Amendment Program Number P 1 00040 Business Address 1230 Main St m 20195 Approved Categories Trainee Specialty Number of DS 2019 forms from the Most Recent Allotment 25 Date of Original Designation 06 15 2004 Sponsor Name Request Allotment of DS 2019 Request Brochure Cancel Program Pending Requests Register for Batch Edits Annual Reporting Cycle ACADEMIC Officials Number of Active J2 Exchange Visitors 0 Update Address Official Information Official Name Title Telephone Fax Dean of Foreign Students Amendment Link Email Address Lists Reports alNS Search Exchange Visitor Create Exchange Visitor Exchange Visitor Lists Reports 07 06 2004 Tuesday 2 3 1 Actions Menu The Actions menu may contain the following options listed in alphabetical order e Amendment e Cancel Program e Change Program Sponsor Name e Pending Requests e Redesignation e Register for Batch Processing e Request Allotment of DS 2019 e Request Brochures These options are discussed in detail in the subsequent sections 2 3 1 1 Amendment The Amendment option enables a program sponsor to add more categories to its initial designation as long as those categories comply with DoS business rules see Attachment A
71. mail that identifies the information that is requested When DoS receives the information the review process will continue e Denied An email is sent to inform the submitter of the request that the request has been denied 2 3 1 8 Request Brochures All Exchange Visitor Program sponsors may request copies of the Exchange Visitor Welcome and Au Pair brochures To request copies of one or both of these brochures perform the following 1 On the Program Sponsor Information screen click the Request Brochures link 2 Enter the number of brochures requested and click the Request Brochures button When DoS processes this request SEVIS automatically sends an email to the submitter of the request to confirm receipt of the sponsor s request and to inform him or her when the brochures will be mailed 41 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 a 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 p
72. nformation is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue Denied The submitter of the request will receive notification by a mailed letter that will provide specific information regarding the denial decision 2 3 3 2 Update Address for the Program Sponsor Program sponsors may change the address for their organization at any time To update the organization s address perform the following l On the Listing of Programs screen click the specific link in the Name of Program column for the program whose address you wish to update The Program Sponsor Information screen displays Click the Update Address link on the Program Sponsor Information screen The system displays the Update Address screen 55 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 3 Make the necessary changes to the address and click the Update Address button This request will take effect immediately it does not require review by DoS 2 3 4 Lists Reports Menu When on the Program Information screen the options available on the Lists Reports menu provide another method of accessing certain SEVIS functionality Each option is described below e Search Exchange Visitor Click this link to quickly access the Search modu
73. nts 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 including academic training Trainee Specialty 2A Trainee Non specialty 2B Note A separate application Form DS 3036 must be completed for the Flight Training Aviation category which is a non specialty trainee category For example if the applicant wishes to conduct training programs in both Aviation and The Sciences Engineering Architecture Mathematics and Industrial Occupations two applications Forms DS 3036 must be submitted The primary objectives of the Trainee program 22 CFR 62 22 are to enhance an EV s skills in his or her specialty or non specialty occupation through participation in a structured training program and to improve the participant s knowledge of American techniques methodologies or expertise within the individual s field of endeavor 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 and duration of training being offered must be submitted with the application Designated program sponsors are required to ensure that individual training plans are prepared for selected trainees and forwarded to them prior to entry into the United States Sponsors must also ensure that con
74. o make one or more selections Click in the box again to remove the check mark Drop down lists z Click the down arrow to display a list and then make a selection 2 1 3 Online Help Functions Online Help is always available by clicking the Help link on the navigation bar at the top of SEVIS screens Doing so opens a new browser window containing Online Help The left panel part of the window contains a list of Online Help topics and the right panel contains the text associated with the topic selected See Exhibit 3 Navigation Bar Help Link for the location of the Help link Exhibit 3 Navigation Bar Help Link E Sey US Immigration z7 NA and Customs amp Tq Student 8 Exchange Visitor SEVIS Enforcement P 1 Information System Main Help Tutorial Logout Help Link November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 1 3 1 Online Help Table of Contents To use the Online Help table of contents perform the following 1 In the left panel click a folder to display a list of topics 2 Click a topic name to view the Online Help text for that topic in the right panel Note The Online Help requires the use of Java Script it does not function properly if Java Script is disabled 2 1 3 2 Online Help Index To use the index perform the following 1 Click the Index ug button 2 Ent
75. ock key Otherwise enter numbers using the keys above the top row of alphabetic characters on the keyboard 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 If the password 15 not successfully created a message indicating the reason displays and you will be able to enter the appropriate data 5 Click OK to display the SEVIS Login screen Be sure to use your new password when logging into SEVIS Note Ifat any time you suspect that your password has been compromised and you are not able to change it using the Change Password link or the Request Password Reset link contact the SEVIS Help Desk 1 800 892 4829 to have your password reset 2 2 1 2 Change Password Voluntarily You may change your password as often as once a week using the Change Password link on the SEVIS Login screen To change your password perform the following 1 Click the Change Password link on the SEVIS Login screen The system displays the Change Password screen 2 Enter your SEVIS user ID in the User Name field 3 Enter your current password in the Old Password field 4 Enter your new password in the New Password field Note You cannot reuse any of your previous six passwords 5 Enter the new password again in the Confirm New Password field November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO
76. of SEVIS Volume I Forms DS 3036 and DS 3037 6 Click the Change Password button The system displays a message indicating that the password has been changed 7 Click OK to display the SEVIS Login screen Be sure to use your new password when logging into SEVIS 2 2 1 3 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 suspect that your SEVIS password has been compromised and you are unable to use the Change Password function To request to have your password reset perform the following 1 Click the Request Password Reset link on the SEVIS Login screen The Request Password Reset screen displays 2 Enter your SEVIS user ID in the User Name field Click the Submit Request button A message displays stating that the request has been submitted to SEVIS Note An email is sent to the email address associated with the SEVIS user ID It provides instructions for creating a new SEVIS password 2 2 2 Additional Information About the SEVIS Login Screen Additional information about the SEVIS Login screen follows Reset button Click this button to clear all entries on the screen Register for New Account link This link is used to create a temporary user ID and pass
77. ogram Number P 1 00013 Alerts for The Farming Institute You have 5 Exchange Visitor s 15 Days Beyond Program Start Date You have 1 Exchange Visitor s 25 Days Beyond Effective Date of Transfer 03 24 2005 Thursday A sponsor who has submitted a redesignation request including supporting documentation may continue to operate the program until DoS notifies the program of a decision to extend or terminate its length of designation Note There is no fee for requesting redesignation The subsequent sections provide instructions for completing and submitting the redesignation application in SEVIS 37 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 specific link in the Name of Program column for the program requesting redesignation The Program Sponsor Information screen displays 2 Click the Redesignation link on the Actions menu Exhibit 15 Redesignation Screen is an example of the screen that displays Exhibit 15 Redesignation Screen US Immigration NEA and Customs Student amp Exchange Visitor WS Enforcement 22 j A Information System SEVIS Main Help Tutorial Logout U S Department of State Exchange Visitor Program Appli
78. on 2 4 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions Note Ifthe Form is not printed immediately after submitting the request it may be printed by accessing the Program Sponsor Information screen Click the Pending Requests link on the Actions menu and then click the Print link for the appropriate request 48 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 9 The original signed and notarized Form DS 3037 for a PDSO or DSO must be mailed to DoS at the following address Exchange Visitor Program Designation Staff Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 Note Ifthe existing official is an RO or ARO his or her access to the new program data takes effect immediately DoS will use SEVIS to review and approve or deny this request Once DoS reviews the request the following outcomes are possible for current PDSOs and DSOs e Approved tThe submitter of the request and the new ARO will automatically receive approval notification by email The next time the ARO logs into SEVIS he or she will have access to the data for the additional program e Request for Information Additional information is required for processing the request A letter outlining the need for additional information will be
79. or Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 7 2 Print a Report The procedure for printing reports is different depending on the browser used Internet Explorer or Netscape The procedures for printing reports using both browsers are described below 2 7 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 make the following changes to the print settings a Click the File menu on the Internet Explorer toolbar b Select Page Setup The Page Setup window displays as shown in Exhibit 24 Internet Explorer Page Setup Window Exhibit 24 Internet Explorer Page Setup Window Page Setup REI m Paper Size Letter 81 211 in Source Auto Select r Headers and Footers Header Footer Orientation Margins inches C Portrait Left fos Right o s Landscape 0 25 Bottom 0 25 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 In the Orientation section click the Landscape button f Set the top and bottom margins to 0 25 and the left and right margins to 0 5 g Click OK 2 Select Print from the File menu to display the Print window 65 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO AR
80. or contact the SEVIS Help Desk 1 800 892 4829 to have your access to SEVIS reinstated e Do not share your user ID and password At no time and under no circumstances is your SEVIS user ID and password to be shared with anyone either on a transitory or permanent basis November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 2 1 1 Change Password Every 90 Days You must change your password every 90 days After 75 days when you log into SEVIS the system displays a message asking if you would like to change your password at that time If you click the Cancel button you will be logged into the system Clicking OK will display the Change Password screen After 90 days when logging into SEVIS the system automatically displays the Change Password screen and you must 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 WARNING Be careful when entering a password e Caps Lock Passwords are case sensitive If the Caps Lock key on the keyboard is turned on and you intend to enter abcdeFZ9 the system reads the following password ABCDEf 9 To SEVIS these passwords are not the same e Numeric Keypad lIf using the numeric keypad to enter numbers be sure to turn on the Num L
81. ories for example the Trainee Specialty category may not be combined with the Alien Physician category on the same Form or amendment request November 1 2005 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 US Immigratio j v and Customs y Student amp Exchange Visitor v Enforcement E Information System gt m 1 gt Main Help Tutorial Logout Amendment page 2 of 3 Required fields are marked with an asterisk 7 en by Category Indicate total number and approximate duration of participation in each category Type Number Duration Type Number Duration EM Jg monn fome 2A Trainee Specialty MONTH S s o horttem monez 2p Non J 2 10 Specialist zl 3 Teacher woweoz 4 Professor mm xl 12 wa o z Intemational wow 2 13 Aupair wow zl 6 Alien Physician MONTH S 04 25 2005 Monday 20 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 1 Below 15 a list with explanations of the sections fields on this screen An asterisk precedes the sections and fields that must be completed To complete this scr
82. orm DS 3036 To submit a request to change the name of the sponsor organization perform the following 1 On the Listing of Programs screen click the specific link in the Name of Program column for the program requesting a name change The Program Sponsor Information screen displays 2 Click the Change Program Sponsor Name link on the Actions menu 34 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 3 Enter the required information and click the Change Name button A message displays indicating the successful submission of this request to SEVIS 4 Onthe message screen click the Print DS 3037 button to print a copy of the Form See Section 2 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 and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 Following receipt of the Form and the Articles of Incorporation DoS will process the request The following outcomes are possible e Application Approved tThe submitter of the request will receive approval notification by email e Additional Information Required The submitter
83. ow or Invalid In addition the RO ARO may amend the program start date and or end date if it 1s known that the EV will be arriving at a later date An RO ARO may set the EV s status to Active by validating his or her program participation No Show or Invalid In addition the RO ARO may amend the program start date and or end date if it 1s known that the EV will be arriving at a later date November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Alert Exchange Visitor s 25 Days Beyond Effective Date of Transfer Exchange Visitor s Nearing the Program End Date in 60 Days Research Scholar s Professor s Within 90 Days of Expiration Saved Record s not Submitted for 15 Days Description This reminder displays for the receiving sponsor when the EV s status is Transferred and the current date 15 25 days or more after the effective date of transfer identified in SEVIS This reminder displays 60 days prior to the program end date listed in SEVIS This reminder displays for Research Scholar Professor EVs whose status is Active and whose maximum duration will end in 90 days or less This reminder displays when EV records are in Draft status and the current date is 15 days or more past the date of the last update in SEVIS Action Required Validate the transfer EV s program participation otherwise the system
84. r only digital certificates issued by VeriSign are valid for use with SEVIS Note The SEVP web site and the Online Help contain additional information regarding the SEVIS Batch Interface process The Universal Resource Locator URL for the batch information is http www ice gov graphics sevis schools batch htm 2 3 1 7 Request Allotment of Forms 05 2019 DoS allots a specific number of Forms DS 2019 to each Exchange Visitor Program For an EV beginning a new program when his or her Form is submitted SEVIS automatically reduces the currently allotted total by one SEVIS also increments the allotment of Forms by one when you change the status of an EV record is in Initial status to Invalid with the reason of Form Canceled or the system changes the status of the EV to Invalid 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 the alert shows the number of Forms remaining However a request for an allotment of Forms DS 2019 may be submitted to DoS at any time DoS has the discretion to determine the number of Forms to provide to the program sponsor 40 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Note You may no longer request additional Forms on the annual report You must use SEVIS to request an additional allotment of Forms
85. r Information System SEVIS It is presented in two separate volumes in order to delineate the Forms DS 2019 DS 3036 and 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 exchange visitors EVs and their dependents in the United States SEVIS is an Internet based application for electronically monitoring and reporting on these individuals SEVIS enables schools and program sponsors to transmit electronic information to the Immigration and Customs Enforcement ICE bureau 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 an Exchange Visitor Program sponsor users may update program sponsor information submit updates to DoS that require approval and create and update J 1 EV and J 2 dependent records that is accompanying spouse and dependent children records The DoS Office of Exchange Coordination and Designation has the capability to review and approve updates made to program sponsor and EV records using SEVIS and the ROs and AROs will be notified by email of the results This manual contains instructions for accessing SEVIS with a permanent user identification ID and password creating and processing Forms DS 3036 and DS 3037 Exchange Visitor Application viewing
86. r processing the request The submitter of the request will receive an email indicating that information is requested A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS marks in SEVIS that they have received the information an email is automatically sent to the submitter of the request stating that the material has been received and the review process will continue e Denied The submitter of the request will receive notification by 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 An Exchange Visitor Program with a SEVIS status of Active may cancel its participation as a designated program Sponsors who wish to discontinue participation in the Exchange Visitor Program must inform DoS of this decision The status of the program will change as follows 33 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Status Description Approved A sponsor continues to actively administer its Exchange Visitor Program Withdrawn The organization has requested to withdraw as the sponsor of an Exchange Visitor Program This is accomplished using the Cancel Program function in SEVIS see the instructions below Note Once a program is canc
87. rement 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 Security Reminder SEVIS was developed to maintain multiple levels of security in both the real time and batch systems to help protect against unauthorized access One of the most important actions that you can take is to safeguard your user ID and password Your SEVIS user ID and password are intended for your use only Do not share your user ID and password with any other person and do not keep a written record of your user ID and or password in a location that can be accessed by others For program sponsor officials the Exchange Visitor Program regulations 22 Code of Federal Regulations CFR 62 71 b and 62 79 a 3 specifically address this issue If you suspect that your password has been compromised you can reset it using the Change Password or Request Password Reset link on the SEVIS Login screen located at https egov immigration gov sevis Alternatively you can contact the SEVIS Help Desk at 1 800 892 4829 to have your password reset If you believe that an unauthorized person has obtained access to international student or exchange visitor data in one
88. rogram 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 electronic submission through SEVIS e Written justification WARNING The written justification must be received within 30 days of submission of the request in SEVIS Otherwise the request will be denied See Section 2 3 1 7 Request Allotment of Forms DS 2019 for the procedures for the electronic submission of a request for an allotment of Forms When making a request for an increase in the number of Forms information that demonstrates the ability to select place and supervise additional EVs must be submitted to DoS The request must be 1 Prepared on the program sponsor s letterhead 2 Mailed or faxed to the Office of Exchange Coordination and Designation for processing The 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 propose
89. rpose and objectives of the program as well as the financial arrangements under which the program is to be administered enclose a copy with the application e Post secondary educational institutions shall include a copy of any current agreements if applicable 31 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Field Description Explanation Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail 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 Advise if any of these organizations have their own designations to carry out an exchange program Note Completion of this field is mandatory enter N A if it does not apply Note No more than 500 characters can be entered into this text
90. sent by fax or the U S Postal Service When DoS receives the information the review process will continue Denied The submitter of the request will automatically receive email notification about the denial decision He or she will also receive a fax or mailed letter providing specific information regarding the denial decision 2 3 3 1 3 UPDATE AN EXISTING OFFICIAL S INFORMATION Updating an active official s data in SEVIS includes changing his or her name telephone or fax number and or email address Changes to the official s telephone number fax number and email address take effect immediately However changing the official s name for example the official got married requires review and approval by DoS To update an official s record perform the following 1 On the Listing of Programs screen click the specific link in the Name of Program column for the program whose official s record you wish to be updated The Program Sponsor Information screen displays Exhibit 8 2 Click the Add Update Officials link on the Edits menu The Official Information screen displays Exhibit 16 Note ROs and AROs who perform duties for more than one Exchange Visitor Program or school may have only one telephone number fax number and email address in SEVIS If these fields are updated the new data will display for all programs and schools with which the official is associated 49 November 1 2005 User Manual for Exchange
91. si 33 2 3 1 3 Change Program Sponsor Name otio reason 34 2 3 1 4 Pending Requests Gaga dete 35 2 3 T S RSdesterdtigtisu score uote vg tte av epe eue aU 36 2 3 1 5 1 Complete the Redesignation Application 38 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 3 1 5 2 Submit the Redesignation Request eese 39 2 3 1 6 Register for Batch PIOQeSSIDE is etd tete rode toute dest 39 2 3 1 7 Request Allotment of Forms DS 2019 5 esee ria dea ca drerit devi nes 40 2 3 1 8 Request BEOCDUEBS ne eet eere Re ERR Ug axe EDDA TD IE 41 2 3 2 Procedure for Requesting an Increase in the Number of Program Participants 42 2 3 3 Edits MORBUS LO M a 43 2 33 L Add Update eni d pet eg 43 2 3 3 1 1 Add a New Official as an ARO eese 44 2 3 3 1 2 Add an Existing Official as an 47 2 3 3 1 3 Update an Existing Official s Information 49 2 3 3 1 4 Delete Existing ARO eai 5 2 3 3 1 5 Replace the RO With an Existing SEVIS User 51 2 3 3 1 6 Replace the RO With a New SEVIS 53
92. six categories in the text box and enter the following statement as necessary Additional supporting documentation to be supplied by mail Mail the relevant documents with the signed and notarized copy of the Form DS 3036 and other supporting documentation within 30 calendar days of submitting the electronic Form DS 3036 in SEVIS 10 Purpose or Objective Provide information about the purpose and objectives of the program 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 Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail 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 30 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Field Description Explanation a reasonable number of cross cultural activities such as sports cultural and soc
93. splay page 3 of the Convert Text to Columns Wizard Click the Finish button The wizard closes and the report is formatted into columns 70 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 3 OPERATING INSTRUCTIONS 3 1 Initiate Operation Access SEVIS via the Internet using Internet Explorer Version 5 0 or higher or Netscape Version 4 79 or higher A SEVIS user ID and password are required to access the system To log into SEVIS perform the following 1 Access the Internet and go to the SEVIS Login screen at https egov immigration gov sevis 2 Enter your user ID in the User Name field 3 Enter your password in the Password field 4 Press Enter or click the Login button Note SEVIS may respond faster or slower depending on the number of users accessing SEVIS 3 2 Maintain Operation After 20 minutes of inactivity the session will time out and you must log in again to use SEVIS 3 3 Terminate and Restart Operations You may log off SEVIS at any time by clicking the Logout link on the navigation bar To close the browser window click the Close 2 button on the browser window Note If the SEVIS system locks up click the Close Xl button on the browser window and initiate operation again You will need to wait 20 minutes before accessing SEVIS again Should there be an unscheduled termination of your SEVIS session due to external causes
94. st to be replaced by a PDSO or DSO the request must be reviewed and approved by DoS However if the RO submits a request to be replaced by an existing RO or ARO the replacement takes effect immediately To request to replace the RO with an existing SEVIS user perform the following 1 On the Listing of Programs screen click the specific link in the Name of Program column for the program whose RO you wish to replace The Program Sponsor Information screen displays 2 Click the Add Update Officials link on the Edits menu The Official Information screen displays 3 Click the Replace link to the right of the current RO s email address The Replace RO screen displays as shown in Exhibit 19 Replace RO Screen 51 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit 19 Replace RO Screen Student amp Exchange Visitor Information System Main Help Tutorial Logout Replace RO Required fields are marked with an asterisk Existing Program Number P 1 00040 Name of Sponsoring Organization National School of Music Account Userid Field Yast Name x Middename Replace RO ler the person s A number AXXXXXXXXX Button m m M Fax Number 9 ReplaceRO Cancel 07 06 2004 Tuesday 4 Enter the current SEVIS user s ID in the Account Us
95. sting Program Number P 4 00421 Name of Sponsoring Organization National Landscapers Inc Last Name Zeigenfuse First Name Maria Middle Name Suffix The Official is US Citizen Role TiHe Director of International Students Role Jaro Telephone Number diii hii hii ext j Fax Number a NM E Email Address zeigenfusem NSMedu Update Official 05 10 2005 Tuesday 6 Review the user s data and if necessary select the ARO role for the official Note Do not update the official s name telephone number fax number or email address this data may be updated after adding this official Updating these data at this time causes a problem in SEVIS This known problem will be corrected in a later release of SEVIS Click the Update Official button The system displays a message indicating that the request has been successfully submitted to SEVIS If the existing official is an RO or ARO the application is automatically approved If the existing official is a PDSO or DSO the signed and notarized Form DS 3037 must be mailed to DoS for review and approval Note Ifthe Certification of Citizenship Form DS 3037 is notarized using an ink stamp it may be faxed to DoS and the original must be submitted by mail If the Form is notarized with an embossed stamp it must be mailed to DoS On the message screen click the Print DS 3037 button to print the Form for a PDSO or DSO See Secti
96. such as a timeout power failure or a computer malfunction repeat the login procedures described in Section 3 1 SEVIS user IDs and passwords are suspended after three unsuccessful login attempts Call the SEVIS Help Desk 1 800 892 4829 to have access to SEVIS reinstated 71 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 4 ERROR HANDLING SEVIS includes automatic validation of the data entered into many fields For example if the date is entered in an incorrect format the system will prompt you to correct the error by providing the proper format These messages are self explanatory and are not addressed in this manual The system also includes a SEVIS Connection Error The message reads Your connection to SEVIS was unsuccessful Please try your request again If the error persists and you need assistance please contact the SEVIS Help Desk at 1 800 892 4829 You will be redirected to the SEVIS Login screen When returned to the SEVIS Login screen log into the system and continue working Ifthe message displays again contact the SEVIS Help Desk 72 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 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 Mond
97. sues that may arise If you need assistance please contact the SEVP office at 202 305 2346 1 4 Disclaimer people schools programs email addresses and events depicted in this document are fictitious and no similarity with any real persons or entities living or deceased is intended or should be inferred The term status is used extensively throughout this manual Unless otherwise noted the term status refers to the EV or dependent s status in SEVIS 1 5 Glossary Appendix A Acronyms and Abbreviations includes a list of terms abbreviations and acronyms used in this document November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 DESCRIPTION OF SYSTEM FUNCTIONS The following sections provide step by step instructions for using SEVIS Included are directions for modifying the Form DS 3036 DS 3037 and other program updates Instructions for creating issuing and modifying Form 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 Screen is an example of the screen that displays when logging 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
98. t Text Format P 1 00013 The Farming Institute NOOO00078534 Adamson MALE GABON 1 1 11 01 2004 68 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 7 Use the printed copy of the report generated in HTML format to create the new report using another application 8 Be sure to save the report using another application 2 7 4 Paste a Report into an Excel Spreadsheet To paste a report into an Excel spreadsheet perform the following 1 Complete Steps 1 through 5 in Section 2 7 3 Copy and Paste a Report 2 Open the Excel application 3 Select Paste from the Edit menu to paste the report into Excel The whole report is contained in cell A1 4 To convert the text to columns select Text to Columns from the Data menu The Convert Text to Columns Wizard window displays as shown in Exhibit 28 Convert Text to Columns Wizard Exhibit 28 Convert Text to Columns Wizard Convert Text to Columns Wizard Step 1 of 3 2 xl The Text Wizard has determined that your data is Fixed Width If this is correct choose Next or choose the data type that best describes your data riginal data type Choose the file type that best describes your data Cr E Characters such as commas or tabs separate each field C Fixed width Fields are aligned in columns with spaces between each field Preview of selected data The City o
99. te for use with SEVIS download the certificate files with the and pem extensions to a secure location on a 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 specific link in the Name of Program column for the program that you wish to register The Program Sponsor Information screen displays 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 the Reject button 15 clicked 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 cer and extensions 5 Highlight the appropriate file name and click the Open button The Upload Certificate screen displays with the path name shown in the text box 6 Click the Upload 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 Remembe
100. te im m Re 36 Listing of Programs Screen Alerts Link 37 Alerts for The Farming Iste Qu aeos dente ie exem rec e Mtn RSEN D BR MUR 37 Redesignatiolt Screens ie a UG Tp rs esrb ae iu ae ded qus 38 Official Information eiie epa qud as bas 44 Add Official SOfeet epa se ei e bog i aiat 45 Add Existing Official Update Official Screen 48 Replace RO Serem ac as teo etes odeur aee Re dues ha e e A RIRs 52 Listing of Programs Screen Alerts Link eese 58 Alerts tor the Farming use s eere UR eee 59 Listing of Programs Screen EV Lists 62 se vs oe sak ede euo des nid Me eke 64 Internet Explorer Page Setup Window 65 Netscape Page Setup Window ssec ene ae etsi ate ea 66 SEVIS No Show Report HTML Format esses 68 SEVIS No Show Report Text Format 68 Convert Text to Columns Wizard oco cett Pe eats ets a o nau adea iet 69 Page 2 of the Convert Text to Columns Wizard 70 November 1 2005 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 Visito
101. 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 communicating 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 Add Official button at the bottom of the screen A message displays indicating the successful submission of the request to SEVIS 6 On the message screen click the Print DS 3037 button See Section 2 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 Form DS 3037 must be notarized before it is submitted to DoS If the Certification of Citizenship Form is notarized using an ink stamp it may be faxed to DoS and the original must be submitted by mail See the DoS web site for contact information http exchanges state gov education jexchanges contact htm If the Form is notarized with an embossed stamp it must be mailed to DoS Note Ifthe Form is not printed immediately after submitting the request in SEVIS it may be printed by accessing the Pro
102. tinuous supervision and periodic evaluation are 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 22 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Category Description Explanation if they have the Air Transport Pilot ATP rating on their Federal Aviation Administration FAA certificate other flight training programs that is 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 designated length would be considered an extension beyond the maximum duration of participation and require DoS approval Note Section 8 Training Program 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 for indi
103. 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 Description Explanation Reset Values Next Print Draft 1 A statement of the training objectives 2 A list of skills to be imparted to the trainee 3 A copy 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 3 Click one of the following buttons Save Draft Click this button to save the data 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 The data entered on this page will be lost if they are not saved first Click this button to return all unsaved entries on the page to the previous values Click this button to automatically save the data entered and advance to Page 3 of the amendment request Click this button to print a draft copy of the amendment request It is recommended that you print the draft Form DS 3036 prior to submission of the Form in SEVIS Printing the draft Form allows you to review a paper copy of the data for ac
104. tus DoS will not begin processing this request until they receive the signed and notarized Form If the Citizenship Certification Form is notarized using an ink stamp it may be faxed to DoS see the DoS web site for contact information http exchanges state gov education jexchanges contact htm and the original Form must submitted by mail If the Form is notarized with an embossed stamp it must be mailed to DoS Note Ifthe Form is not printed immediately after submitting the request in SEVIS it can be printed by accessing the Program Sponsor Information screen Click the Pending Requests link on the Actions menu and then click the Print link for the appropriate request Mail the Form DS 3037 along with the signed and notarized Certification Citizenship Form to the following address Exchange Visitor Program Designation Staff Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS will use SEVIS to review and approve or deny this request Once DoS reviews the request the following outcomes are possible e Approved the submitter of the request will automatically receive approval notification by email The new RO 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 e Request for Information Additional i
105. ve the individual s record from association with a specific Exchange Visitor Program 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 specific link in the Name of Program column for the sponsor whose ARO you wish to delete The Program Sponsor Information screen displays 2 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 whose access to SEVIS you wish to delete The Delete Official screen displays 4 Review the data that display on the screen Be sure that this is the official whose access to SEVIS is to be terminated 5 Enter a reason for deleting this official in the text box provided Completion of this field is optional 6 Click the Delete Official button The deletion will take effect immediately Note If this is the only ARO for the program the system displays a warning Every Exchange Visitor Program must have 1 RO and up to 10 AROs Continue to delete the ARO or click the Cancel button to return to the Official Information screen without taking any action on the official 2 3 3 1 5 REPLACE THE RO WITH AN EXISTING SEVIS USER The RO or an ARO for the program may submit a request to replace the RO When the request is submitted by an ARO or an RO submits a reque
106. viduals 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 3 years of teaching or related professional experience Copies of the approval letters obtained from the State Department of Education for each state in which foreign teachers will be placed must be submitted to DoS with this application The maximum duration of participation for this category shall not exceed 3 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 36 months or 42 months which would include an additional 6 month discretionary extension 23 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Category Description Explanation authorized by the sponsor as necessary to complete a project or research activity Int
107. where in the right panel 2 Click the Print 88 button on the browser toolbar The topic currently being viewed prints to the designated printer or 1 Click anywhere in the right panel 2 Select Print from the File menu A Print window displays 3 Ensure that the appropriate printer is selected in the Printer Name drop down list If not select the correct printer from the list 4 Click OK to print to the designated printer November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 1 4 Tutorial To view a SEVIS demonstration click the Tutorial link on the navigation bar Follow the instructions on the screens of the demonstration Click the Close 2 button in the upper right corner of the window to close the demonstration at any time Note The tutorial cannot be viewed using versions of Netscape lower than 4 79 If using an older version 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 November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 2 Accessing SEVIS SEVIS requires use of the following e Internet Explorer Version 5 0 or higher or Netscape Version 4 7 or higher e Adobe Acrobat Version 5 0 or higher Laser print
108. word 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 1 2 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 1 3 Request Password Reset for instructions Note After 20 minutes of inactivity your session will time out and you will have to log in again in order to use SEVIS This will also happen if you log out of the system improperly that is using the Close 2 button Use the Logout link on the navigation bar to properly exit SEVIS November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 2 2 3 Log Into SEVIS When accessing SEVIS via the Internet https egov immigration gov sevis a Security Alert window displays Click the Yes button to continue to the SEVIS Login screen see Exhibit 5 Note After creating your initial password use the SEVIS Login screen to access SEVIS and perform all of your SEVIS related tasks To log into SEVIS perform the following 1 Access the SEVIS Login screen at https egov immigration gov sevis 2 Enter your user ID in the User Name field 3 Enter your password in the Password field WA
109. ys as shown in Exhibit B 1 Netscape Page Setup Window Format amp Options Tab Exhibit B 1 Netscape Page Setup Window Format amp Options Tab x Format amp Options Margins amp Header Footer Format Orientation Portrait e Landscape Scale 100 Shrink To Fit Page Width Options Print Background colors amp images 3 Onthe Format amp Options tab click the Landscape radio button 4 Ensure there is a check mark in the Shrink To Fit Page Width check box 5 Ensure there is not a check mark in the Print Background color amp images check box 6 Click the Margins amp Header Footer tab The Margins amp Header Footer tab comes into focus as depicted in Exhibit B 2 Netscape Page Setup Window Margins amp Header Footer Tab November 1 2005 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume I Forms DS 3036 and DS 3037 Exhibit B 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 are 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 disp

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