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USER MANUAL - LexisNexis

1. 6 2 2 Accessing E A E nu bae ERE re E E E 6 2 2 1 Guidelines for Passwords ec RU UNI NRI E MSN SO DE ND a UM uat e 8 2 2 2 Change Password Every 90 Day suse ud cincta rese ese iecit Ee erm edet 9 2 2 3 Change Password 9 2 24 Request Password Reset ee Poo visions i Pre ive Ue eibi 10 2 2 5 Additional Information About the SEVIS Log in 10 2 2 6 Log Into SEVIS sides sets e vir ede Hero ue nde end A TU Re ok 11 22 14 Log Outot SEVIS suite tre tact udine es 12 2 3 Exchange Visitor SEdF6 ettet dee et pee M epo e ps Moe dau dips 12 24 Bxchanpe Visitor eletti ei Sed faba tede Sot E 16 2 5 Creating an Exchange Visitor Form 5 2019 21 2 5 1 Complete Page 1 of the Form DS 2019 Personal 22 2 5 2 Complete Page 2 of the Form DS 2019 Site of Activity eee 26 2 5 2 1 Edit Site of Activity Draft Status iiie eren ae toten Renee essa 29 2 5 2 2 Delete Site 0f ACUNIU Oo esr bal saper edere ted Ines ia be A ARTES 30 2 5 3 Complete Page 3 of the Form DS 2019 Dependent Information 30 2 5 3 1 Edit Dependent Data Draft Status die eem aces Saini teer abate 34 2 5 3 2 Delete Dependent eese ep rer ede eo ei eei ees
2. Save Draft Click this button to save the data that you have entered Saving the data will allow you or another official to return to the record at a later date and complete and or submit it to SEVIS Next Click this button to automatically save the data that you have entered and advance to the next page of the Form DS 2019 If any fields and sections have not been completed or contain incorrect information the system will display an error message indicating the error s Make the necessary corrections and click the Next button again 2 5 2 Complete Page 2 of the Form DS 2019 Site of Activity Page 2 of the Form DS 2019 is used to collect program information for the EV Exhibit 14 Site of Activity Menu is an example of Page 2 Note In Exhibit 14 a site of activity has already been added for the EV 26 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 14 Site of Activity Menu US Immigratio x T and Customs i Enforcement ge X m v Stud sito Tj Information System Main Help Tutorial Logout National Technology Institute Program Number G 3 10521 Site of Activity Menu Exchange Visitor Information Family Name Schmidt Suffix Date of Birth 06 29 1980 Cou of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count Program Sponsor National Technology In
3. d Seti DE 98 99 2 11 2 1 Printing a Report Using the Internet Explorer Browser 99 2 11 2 2 Printing a Report Using the Netscape 100 3 OPERATING INSTRUCTIONS 102 Ls 102 3 2 Maintain Operations UN det Naa es 102 3 3 Terminate and Restart Operations a ausis e o node de OR Rer MR caeso uds 102 4 ERROR HANDLING eee REDI EE SORA RAN MERERI RR DR NN SEPA USER 103 5 HELP FACIMATIES octo T ERN 103 APPENDIX A ACRONYMS AND ABBREVIATIONS APPENDIX B STATUS VALUES FOR EXCHANGE VISITORS AND DEPENDENTS APPENDIX C PRINTING INSTRUCTIONS FOR NETSCAPE VERSION 7 0 ATTACHMENT A DOS MAXIMUM AND MINIMUM DURATION OF PARTICIPATION RULES ATTACHMENT B PARTICIPATION BY CATEGORY MATRIX iii December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 1 Exhibit 2 Exhibit 3 Exhibit 4 Exhibit 5 Exhibit 6 Exhibit 7 Exhibit 8 Exhibit 9 Exhibit 10 Exhibit 11 Exhibit 12 Exhibit 13 Exhibit 14 Exhibit 15 Exhibit 16 Exhibit 17 Exhibit 18 Exhibit 19 Exhibit 20 Exhibit 21 Exhibit 22 Exhibit 23 Exhibit 24 Exhibit 25 Exhibit 26 Exhibit 27 Exhibit 28 Exhibit 29
4. 10 0301 Graphic Communications General NEW ibid Communications MEAE TAE UEM Padel Graphic and Printing Equipment Operator General Production Platemaker Imager 10 0302 Printing Management NEW Radio and Television Broadcasting Technology Technician 5 Find the subject that most closely matches the student s field of study and click its code at the left end of the row The screen automatically returns to the New Exchange Visitor Personal Information screen Exhibit 13 and your final selection is displayed If you make an error at any point repeat Steps 2 through 5 6 Enter an explanation in the Subject Field Remarks text box 7 Click the Submit button A message displays indicating that the EV s record was successfully updated 8 Click the Print Final DS 2019 button to print a new Form sign it in blue ink and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note The purpose that will print on the Form will be Begin New Program Category Subject Field Modified 49 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 6 2 2 Biographical Information Initial Status The Biographical Information option enables you to access the Edit Biographical Information screen for the selected EV and modify his or her data To edit the EV s personal data perform the following l Access the E
5. 82 2 1 3 Transfer Menu s set a inu E ck 84 2 8 Exchange Visitor Information Screen Inactive Status esse 85 2 8 1 Correct Minor or Technical Infraction Inactive Status 85 2 8 2 Reinstatement Request Inactive Status 5 86 2 8 3 Cancel Reinstatement Inactive Status iie vepres ru EO Racing 86 2 8 4 Terminate Inactive atn o aedes 87 2 9 Transfer Procedures for Receiving PTOBEATL usine iren Int esa tee nad van rae gas 87 2 9 1 Transfer Exchange Visitor Personal Information eee 87 2 0 2 Transfer Add Site of Activity eder see RR ee SR Due ener Shad a ie Sete etes 9 2 9 3 Transfer Add Dependent Edit Dependent Data see 9 2 03 4 Transfer Add Dependent se a D Rn UU RE pota epa id na aus 92 2 9 3 2 Transfer Update Dependent Data 93 2 9 3 3 Transfer Terminate Dependent suia be betae 93 2 9 3 4 Transfer End Status of Dependent sese 93 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 9 4 Tramster F mancial Information ueste etus dapes tecta to zataavestasuatedsiatoenees 93 2 9 5 Validate the EV s Program Participation Transfer Status 95 PRIME IU p TOM MUR 96 2 11 0c RR 97 d
6. Subject Field Remarks xzx IAP 66 Number Program End Date 07 01 2004 Previous Program End Date Visa Type J 1 Visa Issue Date Port of Entry 1 94 Admission Number Select One 2 Effective Termination Date MM DD YYYY Terminate EV Reset Values Cancel 12 18 2003 Thursday 3 Select the reason for termination from the drop down list If Other is selected enter an explanation in the text box provided 4 Enter the effective date of the termination Enter optional comments in the Termination Comment text box 6 Click the Terminate EV button to complete the process The EV will be terminated on the effective termination date entered on the Terminate EV screen 2 7 2 Edits Menu Active Status The options links on the Edits menu provide access to the following processes 2 7 2 1 Edit Biographical Information Active Status The Biographical Information screen displays the biographical information for the selected EV The Biographical Information screen includes the following fields e Family Name e First Name 73 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 e Middle Name e Suffix e Date of Birth e Country of Birth e Country of Citizenship e Country of Legal Permanent Residence e Position e Current U S Address where the EV resides in the United States e Remarks To edit an EV s biographical d
7. tds i eed eto bel 55 2 6 2 5 Edit Site Df ee ae e cause bius cake Sunes 56 2 6 2 6 Add SMe OL CEPI s oe ates e a taa nac 56 2 7 Exchange Visitor Information Screen A ctive Status sss 57 2 TAL Actions WAC EEE ER o ND CAE DE hoes 58 2 7 1 1 Change of Category Request scx sc uoi eee ED fea 58 2 7 1 2 Cancel Change of Category Request Active 63 2 7 1 3 Correct Minor or Technical Infraction Active Status 64 2 7 1 4 End Program for EV Active Status 66 2 7 1 5 Extension Beyond the Maximum Duration of Participation Request 67 2 7 1 6 Extension Within the Maximum Duration of Participation Request 69 2 7 1 7 Matriculation Active Status ee e m ud waa iverunt 70 2 7 1 8 Reprint a Form DS 2019 EV in Active 71 2L L9 Tetmmale EV Active SUMUS nrerin OV DEG me aie eoa ete taie dt I2 2 12 Edits Men Active aes dad E eta OEA A iei 73 2 7 2 1 Edit Biographical Information Active 55 73 2 12 2 Dependents Active SCIUS uto do ei aep redet soe dn a eb edu b m b ie 75 2 7 2 3 Edit Financial InfOrratloDi 3 sae secet eoe or re hei ft eee b ua 80 2 7 2 4 Site of Activity Tor EV Active Status 80 2 7 2 5 Edit Subject Field Active Status
8. Exhibit 30 Exhibit 31 Exhibit 32 Exhibit 33 Exhibit 34 Exhibit 35 Exhibit 36 Exhibit 37 Exhibit 38 Exhibit 39 Exhibit 40 Exhibit 41 Exhibit 42 EXHIBITS Crinimal Penalties ie e ed 2 Listing of Programs and Screen Components sse 3 SEVIS Nasibaton Bat REDE I p RR 4 Set PASS atat sete eer c Rea Ee A pe UM I s 7 SEVIS LOSIN Page ra o Mb Re ecu met EC vm od a fo petes 8 Listing Of PEO STAINS wii oo Co RERO aie ee Odd e n Ree cas ie a ones 12 SE VIS Navigation Barcinie diua taedis oce to uud bp M n 12 Listing of Programs Search Link oii e te te 13 Exchange Visitor 14 Search Results 16 Exchange Visitors and Dependents Metu 17 Listing of Programs New Exchange Visitor 22 New Exchange Visitor Personal Information Screen esse 23 Site of Activity MeMa or Gee m t te dest 27 Exchange Visitor Information A dd Site of Activity 28 Exchange Visitor Dependents toco duin etat 31 Exchange Visitor Information Add Dependent sse 32 Financial Information e an pues eee eae 36 Exchange Visitor Information Screen Initial Status ess 43
9. These functions are described in the following sections 2 7 2 4 1 EDIT SITE OF ACTIVITY To edit the data for an existing site of activity perform the following 1 Access the Exchange Visitor Information screen for the EV whose site of activity data you wish to update perform a search for the record or use the EV Lists link 2 Click the Site of Activity link on the Edits menu The Site of Activity Menu screen displays summary data for the EV and the existing site s of activity 3 Near the bottom of the screen click the Edit link to the right of the address for the site of activity you wish to update Exhibit 34 Exchange Visitor Information Edit Site of Activity is an example of the screen that displays 80 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 35 Exchange Visitor Information Edit Site of Activity Student amp Exchange Visitor Information System Main Help Tutorial Logout National School for the Arts Program Number P 4 10911 Exchange Visitor Information Family Name anelli Suffix Date of Birth 05 05 1975 of Birth Country of Legal Permanent Residence GABON Active Initial Dependent Count 0 Program Sponsor National School for the Arts Category STUDENT MASTERS Subject Field Remarks xx IAP 66 Number Program End Date 06
10. s participation is his or her program by entering the current U S address for the EV The current U S address is the location where the EV will live while participating in his or her program The current U S address is collected in SEVIS but does not print on the Form DS 2019 When the Form DS 2019 is printed from SEVIS the address of the primary site of activity for the EV will print in the U S address field on the Form Following the validation of the EV in SEVIS the EV is considered to be in Active or valid program status Note An RO ARO can use the Correct Minor or Technical Infraction process to change an EV from Inactive status to Active status if today s date is not greater than 120 days beyond the EV s program end date that is shown on the most recent Form DS 2019 When today s date is greater than 120 days and less than 270 days after the EV s program end date the RO or ARO must submit a reinstatement request to DoS to review and approve 22 CFR 62 45 Reinstatement cannot occur when the current date is greater than 270 days after the EV s program end date December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 SEVIS Status Description Explanation Terminated In SEVIS the program sponsor has terminated the EV s participation termination implies a change from Active or valid program status prior to program completion
11. On that screen make a selection from the Category drop down list 2 Click the Search button to view the list of subjects fields of study for the category selected Find the subject that most closely matches the EV s field of study and click its code at the left end of the row The system automatically returns the Exchange Visitor Search screen and the final selection is displayed If you made an error at any point repeat Steps 1 and 2 or click the Clear button to remove this search criterion Status Select an option from the drop down list If Active is selected you must also choose a category December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Section Description Explanation Termination Reason Select an option from the drop down list Inactive Reason Select an option from the drop down list 4 Click the Search button The system displays a list containing the EV or dependent names that match your search criteria if any Exhibit 10 Search Results shows an example of the results list Exhibit 10 Search Results Seg US Immigration z n 97 and Customs Student amp Exchange Visitor VS Enforcement Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Meyer Institute of Dance Program Number P 4 10729 Search Results New Search Refine Se
12. Required fields are marked with an asterisk Family Name Suffix Date of Birth 05 05 1975 Cour of Birth GABON Cour of Legal Permanent Residence GABON Active Initial Dependent Count 0 Program Sponsor National School for the Arts Category STUDENT MASTERS Subject Field Remarks xx 66 Number Program End Date 06 15 2005 Previous Program End Date sa Type J 1 Visa Issue Date Port of Entry 1 94 Admission Number Update Subject Field Reset Values Cancel 12 18 2003 Thursday 3 Click the Select button to the right of the Subject Field Description label The Category and Subject Field screen displays Exhibit 21 4 Onthe right side of the Category field click the down arrow and select a category d Click the Search button and select a subject field The Subject Field Code screen displays Exhibit 22 with the selected subject field Enter comments regarding the update in the Subject Field Remarks text box Enter comments in the Comment text box or enter None Click the Update Subject Field button to complete the process 28 c posco DD Click the Print Final DS 2019 button to print the Form sign it in blue ink and provide it to the EV 83 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 7 3 Transfer Menu The only valid transfer option is SEVIS to SEVIS The SEVIS to SEVIS Transfer link i
13. The current U S address where the EV will reside is collected in SEVIS but does not print on the Form DS 2019 Therefore you do not need to print a new Form for the EV at this time When the Form DS 2019 is printed from SEVIS the address of the primary site of activity for the EV will print in the U S Address field on the Form Reset Values Click this button to return all entries on the page to the previous values Cancel Click this button to return to the Exchange Visitor Information screen without validating the EV s program participation Print Draft DS 2019 There is no need to use this button 2 6 2 Edits Menu EV in Initial Status The Edits Menu contains the following options e Category and Subject Field e Biographical Information e Dependents e Financial Information e Site of Activity The following sections contain detailed instructions for using each option 2 6 2 1 Category and Subject Field Initial Status The Category and Subject Field option is available when the EV is in Initial status Using this link you may modify the EV s category and or Subject Field of study prior to the EV obtaining a visa To modify these data perform the following 1 Access the Exchange Visitor Information screen for the EV whose information you wish to change perform a search for the record or use the EV Lists link 2 Click the Category and Subject Field link on the Edits menu Exhibit 21 C
14. program sponsor EV names display on this list after the and Dependents effective date of transfer and will remain on this list indefinitely For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category and the effective date of transfer Click a Family Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen 2 5 Creating an Exchange Visitor Form DS 2019 The eligibility process enables designated program sponsors to create maintain and print records Form DS 2019 for EVs and dependents In addition SEVIS provides the capability to access and update previously created records When logging into SEVIS the system will display the Paperwork Reduction Act screen which contains important information about the system The next screen that displays includes the list of programs associated with the user s ID Exhibit 12 Listing of Programs New Exchange Visitor Link is an example of the screen that will display when an RO or ARO logs into the system The screen also shows the location of the Search link on the Listing of Programs screen 21 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 12 Listing of Programs New Exchange Visitor Link 4 US Immigrati omia
15. reinstatement or change of category EVs who are terminated and all dependents must leave the United States immediately Termination reasons are the following Conviction of a crime Disciplinary action Engaging in unauthorized employment Failure to pursue EV program activities Failure to submit change of current address within 10 days Failure to maintain a full time course of study 22 CFR 62 45 d 6 Failure to maintain health insurance Involuntary suspension 22 CFR 62 45 b 3 Other Violation of Exchange Visitor Program regulation Violation of sponsor rules governing the program To terminate an EV perform the following 1 Access the Exchange Visitor Information screen for the EV whom you wish to terminate perform a search for the record or use the EV Lists link 2 Click the Terminate EV link on the Actions menu Exhibit 30 Terminate EV is an example of the screen that displays 72 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 31 Terminate EV ex v Student amp Exchange Visitor CA Information System Required fields are marked with an asterisk Family Name Houten Suffix Date of Birth 11 01 1968 Country of Birth GERMANY ou of Legal Permanent Residence GERMANY Active Initial Dependent Count 0 Program Sponsor National School for the Arts Category SPECIALIST
16. return to Help or click any help topic 2 1 3 4 Close Online Help Close SEVIS Help by clicking the Close button X in the upper right corner of the Help screen 2 1 4 Print the Online Help Printing the Online Help is different for Internet Explorers and Netscape users It is important to note that you cannot print the entire Help no matter which browser you are using You can only print the topic you are currently viewing that is one topic at a time 2 1 4 1 Internet Explorer Users 1 Click anywhere in the right panel 2 Click the Print button on the browser toolbar The topic you are currently viewing prints to the designated printer OR Select Print from the File menu A Print dialog box displays the General tab is on top continue on to Step 3 3 Ensure that the appropriate printer 15 selected in the Select Printer list box If not select the correct printer from the list 4 Click the Print button to print to the designated printer December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 1 4 2 Netscape Users 1 Click anywhere in the right panel 2 Click the Print button on the browser toolbar The topic you are currently viewing prints to the designated printer OR Select Print from the File menu A Print dialog box displays continue on to Step 3 3 Ensure that the appropriate printer 15 selected in the Printer Name drop down list If not
17. 15 2005 Previous Program End Date Visa Type J 1 Visa Issue Date Port of Entry 1 94 Admission Number Edit Site of Activity Required fields are marked with an asterisk National Photography Group 2 Site of Activity Address Address 1 12380 Pennsylvania Avenue Address 21 A City Dontkno State DELAWARE ip 20001 e760 12 18 2003 Thursday 4 Edit the Site of Activity field and or the Site Activity Address section as necessary Enter optional comments in the Remarks text box 6 Click the Update Site of Activity button to complete the process A message displays informing you that the record has been updated successfully 7 Click the Print Final DS 2019 to print an updated copy of the Form sign it in blue ink and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note The address that prints in the U S Address field on the Form DS 2019 is the EV s site of activity address If the EV has multiple sites of activity the first site entered will be the one that prints on the Form DS 2019 2 7 2 4 2 DELETE SITE AcriviTY To delete a site of activity perform the following 81 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Access the Exchange Visitor Information screen for the EV whose site of activity data you wish to update perform a search for
18. 2019 on the Site of Activity menu see Exhibit 14 Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you print a draft copy of the EV s Form DS 2019 and review it for accuracy 2 5 2 1 Edit Site of Activity Draft Status If necessary you may edit the site of activity information for an EV To edit the site of activity for an EV whose record is in Draft status perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click Edit DS 2019 link on the Actions menu Page 1 of the Form DS 2019 displays Click the Next button to advance to the Site of Activity Menu screen 29 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 4 Click the Edit link in the Commands column for the site of activity that you wish to edit The Exchange Visitor Information Edit Site of Activity screen displays 5 Make the necessary updates to the data See Section 2 5 2 Complete Page 2 of the Form DS 2019 Site of Activity for detailed instructions on completing the fields on this screen 6 Click the Update Site of Activity button to complete the process The Site of Activity Menu screen displays 2 5 2 2 Delete Sit
19. 4 Financial Information To edit an EV s financial data while the EV is in Initial status perform the following I Access the Exchange Visitor Information screen for the EV whose data you wish to update perform a search for the record or use the EV Lists link 55 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 Click the Financial Information link on the Edits menu The system displays the Edit Financial Information screen Make the necessary updates See Section 2 5 3 Complete Page 3 of the Form DS 2019 Add Financial Information for detailed descriptions of each field and or section on the screen Click the Update Information button A message displays informing you that the data have been successfully updated Note Financial data should reflect the amount of financial support provided the EV for the duration of his or her program shown on all Forms DS 2019 2 6 2 5 Edit Site of Activity To edit the site of activity information for an EV in Initial status perform the following l Access the Exchange Visitor Information screen for the EV whose data you wish to update perform a search for the record or use the EV Lists link Click the Site of Activity link on the Edits menu The system displays the Site of Activity Menu screen To edit data for an existing site of activity click the Edit link to the right of the address for the Site of Ac
20. Adobe Acrobat window to close the window Note The Form DS 2019 must be signed in blue ink by the program sponsor official whose name is on the form 2 6 Exchange Visitor Information Screen Initial Status The Exchange Visitor Information screen provides you with a snapshot of the information that was entered on the Form DS 2019 On the left side of the screen are links to the actions available for EVs whose records are in Initial status Exhibit 19 Exchange Visitor Information Screen Initial Status is an example of the screen Note Initial status indicates that the EV and or dependent records have been created and submitted saved to the SEVIS database but the EV has not entered the United States or has not reported to the program sponsor and been validated Validation 15 the process of updating the record to show that the EV has actually arrived at the site of activity in the United States identified by the sponsor and is participating in his or her program 42 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 19 Exchange Visitor Information Screen lInitial Status US Immigratio W and Customs Pe Student amp Exchange Visitor Enforcement ge x 2 Information System Main Help Tutorial Logout Exchange Visitor Information Actions amend Program Family Name Schmidt Suffix No Show Date of Birth 1980 Repr
21. EV screen 3 Enter an explanation in the Remarks text box 4 Click the Cancel EV button The system will display a message indicating that the EV s record has been cancelled the status of the EV and any dependents is Invalid Note When an EV s record is cancelled the system increments the allotment of Forms DS 2019 available to the program by one 45 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 6 1 5 Validate Program Participation EV in Initial Status When EVs arrive in the United States to begin their programs their SEVIS records must be validated The status of a new initial EV will remain Initial until the program sponsor validates his or her participation in SEVIS Note Failure to validate the EV s participation within 30 days of the program s start date will result in cancellation of the EV s record in SEVIS as stipulated in the Exchange Visitor Program regulations The EV s status will be changed to No Show If an EV arrives late you must amend his or her program begin date before validating the EV s record see Section 2 6 1 1 Amend Program for instructions Note Once validated the EV s program begin date cannot be changed If necessary change the EV s begin date by amending his or her program Then validate the EV s participation in your program To validate an EV s program participation perform the following 1 Ac
22. Termination has an adverse or negative affect on the EV s record and on the record of each dependent of the EV Terminated EVs have no benefits and cannot apply for an extension reinstatement or change of category Note Dependent records are automatically terminated when the EV s participation is terminated Also an RO or ARO can terminate the status of a dependent prior to the end of the EV s program for reasons such as the conviction of a crime or violation of the Exchange Visitor Program regulations Transferred SEVIS to SEVIS The EV has transferred between two program sponsors authorized access to SEVIS Note If your program is expecting to receive a transfer EV from another SEVIS program this EV s name will display on the All Exchange Visitors and Dependents EV list with the status of Transferred once the effective date of the transfer is reached To view this list click the EV Lists link to the right of the appropriate program on the Listing of Programs screen the screen that displays when you log into SEVIS Then select the appropriate link on the Exchange Visitors and Dependents Menu screen Transferred to a non SEVIS Sponsor The ability to transfer EVs to a non SEVIS program is no longer available However there may be EVs who will always have this status they transferred prior to the date mandated for enrollment of all Exchange Visitor Programs in SEVIS Inactive An EV and or dependent ca
23. UON eue dd RS 99 Internet Explorer Page Setup Window 100 Netscape Page Setup WindOw ais aede decine ton np S ec aane etie Lote ies 101 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 1 INTRODUCTION This manual was written as a resource for Program Sponsor users that is Responsible Officers ROs and Alternate Responsible Officers AROs of the Student and Exchange Visitor Information System SEVIS This manual is presented in two separate volumes in order to delineate the Form DS 2019 and Form DS 3036 DS 3037 and other program updates This volume addresses the procedures for creating issuing and modifying forms DS 2019 for exchange visitors EVs and dependents 1 4 Purpose of SEVIS SEVIS facilitates timely reporting and monitoring of international students and EVs in the United States U S SEVIS is an Internet based application for electronically tracking and reporting on these students and EVs in the United States SEVIS enables schools and program sponsors to transmit electronic information to the Bureau of Immigration and Customs Enforcement BICE formerly the Immigration and Naturalization Service INS and the Department of State DoS throughout a student s or EV s program in the United States SEVIS enables the submission of designation applications Once designated as a program sponsors users may update sponsor information submit updat
24. User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 4 Set Password Screen S Immigration M nd Customs ER Student amp Exchange Visitor nforcement Sw 4 Information System Welcome to the SEVIS system 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 your new 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 will display and you will be able to enter the appropriate data 6 Once the password is successfully created click OK and the system displays the SEVIS Log in page Exhibit 5 SEVIS Log in Page is an example of the screen Note After creating your password use the SEVIS Log in page https egov immigration gov sevis to access SEVIS and perform all of your SEVIS related tasks December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 5 SEVIS Log in Page US Immigrati and Customs 5 Enforcement 2 2 1 Guidelines for Passwords The guidelines for SEVIS passwords are as follows e SEVIS passwords are 8 to 16 charact
25. Validate ocn n HU eet Munna etnies sanie ns bun 47 Category and Subject Field eiae teer treten eoa ntn ra enhn aen 49 bubiect Field Code e PS 49 Exchange Visitor Information Screen A tive Status 58 Change of Category Requestuc esee ien te utet use ipa rol a duse EE Pac e edad 60 Cancel Change of Category Request 64 Correct Minor or Technical Infraction iu acest torte inre ttt 65 End Piostamr for BV oues tenet E e edet ande 67 Extension Beyond the Maximum Duration of Participation Request 68 Extension Within the Maximum Duration of 70 FAN OR oe e ae cede ite tte ott m etum a oA ds 71 Tetminate BV esconde vos Qo RO OR ac 73 Biographical literati Reg phos te tob ee 74 Tetmmate Dependent ecrire onere dedvee is po Seip ct sant ee reete b pend ied tte dus Tu Dependent End of SHAS Qn tereti 79 Exchange Visitor Information Edit Site of Activity 81 SubIecUPTeld c els en du eie 83 SEVIS to SEVIS Exchange Visitor Transfer 84 Exchange Visitor Personal Information for Transfer EV 88 Listing of Programs Alerts 97 Reports auge esee a dee cot ied te par ena Medias d Y EE XU RUN eed E
26. clicking the down arrow at the right end of the selection box and make a selection 3 Click the Search button to view the list of subjects for the category you selected Exhibit 22 Find the subject that most closely matches the student s field of study and click its code at the left end of the row The screen automatically returns the Exchange Visitor Personal Information page for Transfer EV of the Form DS 2019 and the final selection is displayed If you made an error at any point repeat Steps 1 through 4 i Subject Field Enter additional comments regarding the EV s program while Remarks in the United States or enter None 14 Current U S Enter the actual U S address where the EV will reside while Address in the United States 15 Creation Reason The only valid creation reason for a transfer EV is Transferred 16 Program Begin Date This field defaults to the EV s original program begin date and cannot be changed 17 Program End Date The date determined by the program sponsor on which an EV s program will end The Program End Date cannot be changed at this time 4 Click one of the following buttons Reset Values Click this button to return all entries on the page to the previous values Save Draft Click this button to save the data that you have entered Next Click this button to automatically save the data that you have entered and ad
27. half of the screen change the program end date for the EV s program Note The system defaults to the EV s current program end date You MUST change the program end date 4 f you wish enter an explanation in the Remarks text box 5 Click the Submit Extension button to submit the request 6 Remit the non refundable fee of 198 00 payable to the U S Department of State 22 CFR 62 90 This request will not be processed until the fee and all supporting documentation are received Mail the required fee extension request and all supporting documentation to 68 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS must review and approve this request The program sponsor will receive an email message when the extension is approved 2 7 1 6 Extension Within the Maximum Duration of Participation Request An RO or ARO may extend an EV s participation in the program up to the limit of the permissible period of participation authorized for his or her specific program category or as specified in the DoS Letter of Designation or Redesignation See Attachment A DoS Maximum and Minimum Duration of Participation Rules for the maximum and minimum duration rules for the various categories To extend a
28. infraction of the regulations for a J 1 within the first 120 days of the infraction Minor or technical infractions are the following e Failure to extend a Form DS 2019 in a timely manner failure to extend program e Failure to conclude a transfer of the program prior to the program end date the EV was in the process of transferring and did not complete the transfer process before the program end date listed on the EV s Form DS 2019 If the EV did not obtain an extension for his or her program within the maximum duration before the program end date the RO or ARO has the authority to extend the EV s program using the Correct Minor or Technical Infraction option The extension can occur within the first 120 days of the EV s program end date However when the current date is between 121 days and 270 days after the EV s program end date the RO or ARO must submit a request for reinstatement to DoS for review and approval see Section 2 8 2 Reinstatement Request To correct a minor or technical infraction perform the following 1 Access the Exchange Visitor Information screen for the EV whose request to correct a minor or technical infraction you wish to process perform a search for the record or use the EV Lists link 2 Click the Correct Minor or Technical Infraction link on the Actions menu The Correct Minor or Technical Infraction screen displays see Exhibit 25 3 Select the reason for the infraction Click inside the Minor or T
29. is an example of the screen that displays It contains summary data for the EV and the dependent 78 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 34 Dependent End of Status US Immigratiog yw S uc NL TCE SEVIS Main Help Tutorial Logout National School for the Arts Program Number P 4 10911 Dependent End of Status Required fields are marked with an asterisk Exchange Visitor Information Dependent Information 12 18 2003 Thursday 3 Selecta termination reason from the drop down list If Other is selected enter an explanation in the text box provided 4 Enter the effective date of termination Note SEVIS permits the entry of a future date However the dependent s status immediately changes to Inactive when you complete this process This known problem will be fixed in a later release of SEVIS 5 Enter optional comments in the End of Status Comment text box 79 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 6 Click the End Status button to complete the process The Exchange Visitor Dependents Menu screen displays Notice that the dependent status has changed to Inactive 2 7 2 3 Edit Financial Information Existing financial information for the selected EV displays on the Edit Financial Information screen where it can be updat
30. of Status e Change of Status e Denied Change of Status e Death of EV e Inability to continue program e Program completed 30 days or more before program end date e Withdrawal from the program Note Concluding an EV s program participation affects each dependent whose record is in Active status changing their record to the status of the EV If a dependent has already been terminated for example if he or she has turned 21 years of age then there is no change in that dependent s status To end an EV s program perform the following l Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link Click the End Program for EV link on the Actions menu Exhibit 26 End Program for EV is and example of the screen which displays summary information for the selected EV 66 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 27 End Program for EV P D i Student amp Exchange Visitor Information System Required fields are marked with an asterisk Family Name Houten Suffix Date of Birth 11 01 1968 Country of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count 0 Program Sponsor National School for the Arts Category SPECIALIST Subject Field Remark
31. or ARO whose name is printed on the paper copy of the Form that will be provided to the EV Do not send copies of the SEVIS Forms DS 2019 to the U S Department of State There is no longer a need to send a copy of the Form DS 2019 to the U S Department of State SEVIS electronically collects and maintains information submitted to generate Forms DS 2019 issued to potential exchange visitors and their dependents 2 5 6 2 Watermark Copy of SEVIS Form DS 2019 SEVIS has been generating a duplicate watermark copy for each Form DS 2019 issued to a potential exchange visitor J 1 to Begin New Program This copy of the Form was generated as an interim measure enabling the collection of entry data on each exchange visitor However Immigration inspectors now have the ability to enter this data at each port of entry rendering the watermark copy of the Form DS 2019 unnecessary Although the watermark copy will continue to printout for each Initial Form DS 2019 only the original Form DS 2019 printed in black ink and signed by the RO or ARO in blue ink should be sent to an EV Please shred or securely dispose of all watermark copies of Forms DS 2019 Do not send copies of the SEVIS Forms DS 2019 to the U S Department of State There is no longer a need to send a copy of the Form DS 2019 to the U S Department of State SEVIS electronically collects and maintains information submitted to generate Forms DS 2019 issued to potential exchange visitors and the
32. perform a search for the record or use the EV Lists link 2 Click the Change of Category Request link on the Actions menu The Change of Category Request screen displays summary information for the selected EV and the lower half of the screen is used to make the request for change of category Exhibit 24 Change of Category Request is an example of the screen 59 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 24 Change of Category Request sux M ICE SEVIS Main Help Tutorial Logout Change of Category Request Required fields are marked with an asterisk STUDENT BACHELORS Dl L3 A1 11 21 2003 Friday 3 Below is a list of the fields and sections on this screen and a brief description or explanation for each An asterisk precedes the fields and sections that must be completed Enter the following data 60 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Section Description Explanation 1 Exchange Visitor Category Select the desired J visa participant category for the EV The options available on the drop down list relate to those authorized for your organization by DoS 2 Subject Field Description To change the current subject field description perform the following 1 Click
33. require DoS approval November 24 2003 ATTACHMENT B PARTICIPATION BY CATEGORY MATRIX Participation By Category Matrix Some categories require the completion of a separate application Form DS 3036 Other categories can be applied for on the same application Form DS 3036 The matrix below lists all of the categories To use the matrix in the left column find a category for which you wish to apply Then scan across the row corresponding to that category A Y in a box indicates that the category listed at the top of the column is a category that you may apply for on the same application If this category is selected Then this category can be selected Specialty term Scholar Summer Work Travel lt irm irm pee LIS LLL LLL eam counsetor LLL ESI LLL Protease LL LIII ISI Researen schotar peines non LLL tntemationat visitor Aten pnysician 2 5 9 al 812 5 Zee CE IER E yf f Ame E yf 8 IE an NN 11 March 24 2003 1
34. that the dependent is not with the EV and will not be joining the EV See Section 2 6 2 3 5 No Show Dependent for an explanation of No Show and instructions on how to change the dependent s status to No Show 2 7 2 2 1 TERMINATE DEPENDENT In SEVIS termination implies a change from Active or valid program status prior to program completion Termination has an adverse or negative affect on the EV s record and on the record of each dependent of the EV Terminated EVs have no benefits for example they cannot apply for n extension reinstatement or change of category An RO or ARO can terminate the status of a dependent prior to the end of the EV s program for the following reasons e Child over 21 Do not select this option This known problem will be fixed in a later release of SEVIS 75 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 e Conviction of a crime e Other e Unauthorized employment You may terminate a dependent without terminating an EV To terminate a dependent perform the following 1 Access the record for the dependent whom you wish to terminate perform a search for the record or use the EV Lists link 2 Onthe Exchange Visitor Information Dependent Information screen click the Terminate link on the Actions menu Exhibit 32 Terminate Dependent is an example of the screen that displays It contains summary data for the EV and the d
35. the Select button to display the Select Subject Code screen On that screen make a selection from the Categories drop down list 2 Click the Search button to view the list of subjects fields for the selected category Find the subject that most closely matches the EV s field of study and click its code at the left end of the row The system will automatically return to the Change of Category Request screen and the final selection is displayed If you made an error at any point repeat Steps 1 and 2 Subject Field Remarks Enter additional remarks regarding the EV s program while in the United States or enter None 3 Program Begin Date Enter the date determined by the program sponsor on which the EV s participation in the new category will begin It must be entered in MM DD YYYY format 4 Program End Date Enter the date determined by the program sponsor on which an EV s participation in the new category will end It must be entered in MM DD YYYY format The end date in combination with the begin date may not exceed the maximum duration of participation for the EV s selected category as identified in the Exchange Visitor Program regulations S Remarks Enter optional comments 6 During the period covered by Note The EV must have at least one source of this program the total funding listed in Sections 19 and 20 of the estimated financial support in U S dollars is to be provided
36. to the exchange visitor by electronic Form DS 2019 Enter the following information if applicable 61 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Section Description Explanation Current Program Sponsor If applicable enter the amount in U S dollars that the program sponsor will contribute to the EV This program sponsor has has not received funding for international exchange from one or more U S Government Agency ies to support this exchange visitor If any U S Government Agency ies provided funding indicate the Agency ies by code below Select has or has not to indicate whether the EV has received direct or indirect funding from U S Government agencies This is a required field Note If you select has in response to this statement you must complete Section 20 of the electronic Form DS 2019 e Direct Funding Financed in whole or in part by the U S Government or the EV s government with funds contributed directly to the EV in connection with his or her participation in an Exchange Visitor Program e Indirect Funding Financed one of the following An international organization with funds contributed by either the U S Government or the EV s government for use in financing international educational and cultural exchanges An organization or institution with funds made ava
37. whole or in part by the U S Government or the EV s government with funds contributed directly to the EV in connection with his or her participation in an Exchange Visitor Program e Indirect Funding Financed by one of the following An international organization with funds contributed by either the U S Government or the EV s government for use in financing international educational and cultural exchanges An organization or institution with funds made available by either the U S Government or the EV s government for the purpose of furthering international educational and cultural exchanges 37 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Section Description Explanation 20 Financial Support from organizations other than the sponsor will be provided by one of the following The EV must have at least one source of funding Complete one or more of the fields in this section Note All dollar amounts must be entered in SEVIS without commas and periods and should be rounded to the nearest dollar For example 25 057 89 should be entered in SEVIS as 25058 U S Government Agency ies maximum of two Select the agency that is contributing to this EV and enter the amount in U S dollars International Organization s maximum of two Select the organization that is contributing to this EV an
38. whose dependent you wish to delete perform a search for the record or use the EV Lists link 2 Click the Edit DS 2019 link on the Actions menu The system displays the first page of the DS 2019 8 Click the Next button to advance to the Site of Activity Menu screen 3 Click the Next button to advance to the Exchange Visitor Dependents menu 34 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 4 Click the Delete link in the Commands column for the dependent whose record you wish to delete 5 Onthe Delete Dependent screen click the Delete Dependent button The system displays a message informing you of the successful deletion of the dependent s record 2 5 4 Complete Page 4 of the Form DS 2019 4Add Financial Information Page 4 of the Form DS 2019 is used to collect financial information for the EV Exhibit 18 Financial Information is an example of Page 4 Note Financial data should reflect the amount of financial support provided the EV for the duration of his or her program shown on all Forms DS 2019 35 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 18 Financial Information Main Help Tutorial Logout National Technology Institute Program Number G 3 10521 Financial Information Required fields are marked with an asterisk Exchange Visitor In
39. 019 See Section 2 6 1 5 Validate Program Participation for instructions on validating the EV s record in SEVIS 7 Click the Return to Exchange Visitor button to return to the Exchange Visitor Information screen and view the new data 2 6 1 2 No Show Initial Status The No Show status is used to indicate that the EV s program participation has not been validated in SEVIS for either of the following reasons The EV has entered the United States through a POE and has not reported to the program sponsor and been validated in SEVIS within 30 days after the program begin date listed on the Form DS 2019 e The EV has not been validated in SEVIS 30 days after the effective date of transfer When an EV s status is No Show the EV has violated the Exchange Visitor Program regulations This has an adverse or negative affect on the EV s record and on the record of each dependent of the EV EVs who have a status of No Show have no benefits for example extension change of category or reinstatement 44 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 WARNING DO NOT use the No Show option to cancel a duplicate record or a record that was issued in error These records will be cancelled automatically by the system if they are not validated If you receive information about a potential EV participant who has entered the United States to participat
40. 1 3 Correct Minor or Technical Infraction Active Status The Correct Minor or Technical Infraction option enables the RO or ARO to correct a minor or technical infraction of the regulations for a J 1 within the first 120 days of the infraction Minor or technical infractions are the following e Failure to receive approval and or an amended Form DS 2019 before accepting honorarium or other type of payment for engaging in a normally appropriate activity e Other If the EV did not obtain an extension for his or her program within the maximum duration before the program end date the RO or ARO has the authority to extend the EV s program using the Correct Minor or Technical Infraction option The extension can occur within the first 120 days of the EV s program end date However when the current date is between 121 days and 270 64 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 days after the EV s program end date the RO or ARO must submit a request for reinstatement to DoS for review and approval of the extension see Section 2 8 2 Reinstatement Request To correct a minor or technical infraction perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the Correct Minor or Technical Infraction link on the Actions menu Exhibit 25 Cor
41. 2019 for printing Note It is recommended that you print a draft copy of the EV s Form DS 2019 and review it for accuracy before submitting it to 38 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 5 5 Submit the Form DS 2019 To submit an EV s record to SEVIS click the Submit DS 2019 button on the Financial Information screen the last page of the electronic Form DS 2019 The system will display a message indicating that the record was successfully created This message screen will also show the first and last name and the SEVIS ID for the EV and each dependent Note If the submission is not successful an error message will display indicating the reason You may correct the error s indicated and then attempt to submit the Form again When the Form is successfully submitted you should print a final copy of the Form DS 2019 for the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for instructions Click the Return button to go to the Listing of Programs screen Note The purpose that prints on the Form will be Begin New Program accompanied by number 0 of immediate family members where number indicates how many dependents an EV has if any 2 5 6 Print a Draft or Final Form DS 2019 You can print a draft copy of the Form DS 2019 from various screens within the application and a final Form DS 2019 following submission of the Fo
42. 21 days and not more than 270 days perform the following 1 Access the Exchange Visitor Information screen for the EV whose reinstatement request you wish to process perform a search for the record or use the EV Lists link 2 Click the Reinstatement Request link on the Actions menu The Reinstatement Request screen displays 3 Change the program end date 4 Enter an explanation for the request in the Remarks text box 5 Click the Submit Reinstatement button A message displays informing you that the request has been submitted 6 Remit a non refundable fee of 198 00 payable to the U S Department of State 22 CFR 62 90 and the supporting documentation for this request to be processed Mail materials to Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS must review and approve or deny this request The submitter of the request will receive email notification of the approval 2 8 3 Cancel Reinstatement Inactive Status After a reinstatement request has been submitted to DoS for review you may cancel that request before it is processed by DoS To cancel a reinstatement request perform the following 1 Access the Exchange Visitor Information screen for the EV whose request you wish to cancel perform a search for the record or use the EV Lists link 86 December 19 2003 User Manual for Ex
43. 34 2 5 4 Complete Page 4 of the Form DS 2019 Add Financial Information 35 22 23 S bmit the 20 10 esque DRE HS E fco dd res 39 2 5 6 Print a Draft or Final Form DS 2019 D genre niei dede ans 39 2 5 6 1 Signature on SEVIS Form DS 2019 40 2 5 6 2 Watermark Copy of SEVIS Form DS 2019 40 2 1 Reptinta di maa oup ais 41 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 6 Exchange Visitor Information Screen Initial Status esee 42 2 6 1 Actions Menu EV in Initial Status ener enne 43 2 6 1 1 Amend Program Initial Status 44 2 65 1 2 No Show Initial Nu eU RANA Rara eae Ute e 44 2 6 1 3 Reprint Form DS 2019 EV is in Initial Status 45 2 6 1 4 Cancel EV Initial Status deese dab qu qus qe do ae eR rea itis 45 2 6 1 5 Validate Program Participation EV in Initial 46 2 6 2 Edits Menu EV Initial Status 48 2 6 2 1 Category and Subject Field Initial Status sse 48 2 6 2 2 Biographical Information Initial Status eese 50 2 6 2 3 Dependents Initial Status ssc vs ites edet ie Renee er hide er Ne eerte eer t tu 50 20 2 4 Financial Informatioii rone et tsi arvo
44. IN AS and Customs J Student amp Exchange Visitor WS Enforcement 4 7 Information System Main Help Tutorial Logout Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands Fairfax Oaks VA PROGRAM ACTIVE RO i EV Lists Reports National Business Training School Anytown AZ PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports National Technology Institute Anytown CA PROGRAM ACTIVE ARO Search Alerts EV Lists Reports Raine University Anytown UT PROGRAM ACTIVE Search New Exchange Visitor Alerts EV Lists Reports New Exchange Visitor Link ROs and AROs have the option to create a New Exchange Visitor complete Form DS 2019 for an EV or dependent for any of the programs for which they are assigned a role Instructions for completing the Form are provided in the subsequent sections Note One RO or ARO may begin and save a Form DS 2019 for an EV Another RO or ARO may complete and submit the Form The name of the official who submits and prints the record from SEVIS will print on the Form DS 2019 2 5 1 Complete Page 1 of the Form DS 2019 Personal Information To create a Form DS 2019 for a new initial EV click the New Exchange Visitor link on the Listing of Programs screen to the right of the name of the program in which the EV wishes to participate The system displays the New Exchange Visitor screen for the selected program as sh
45. IS user ID in the User Name field Click the Submit Request button A message displays informing you that the request has been submitted to SEVIS Note An email is sent to the email address associated with the SEVIS user name It provides instructions for creating a new SEVIS password 2 2 5 Additional Information About the SEVIS Log in Page Additional information about the SEVIS Log in page follows Reset button Click this button to return all entries to the previous values Register for New Account link This link is used to create a temporary user ID and password and complete the Form DS 3036 Exchange Visitor Program Application This link is not used to obtain a permanent user ID and password for program sponsor officials e Change Password link Use this link to voluntarily change your password See Section 2 2 3 Change Password Voluntarily for instructions e Request Password Reset link Use this link if you have forgotten your password or your SEVIS account is locked See Section 2 2 4 Request Password Reset for instructions December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Note After 20 minutes of inactivity your session will time out and you will have to log in again in order to use SEVIS This will also happen if you log out of the system improperly that is using the Close button 2 2 2 6 Log Into SEVIS When accessing SEVIS via th
46. Note The next release of SEVIS will allow you to select United States as the country of birth Select the name of the country in which the EV maintains citizenship Select the name of the country in which the EV is a legal permanent resident For most EV applicants the Country of Legal Permanent Residence will be the same as the Country of Citizenship Some applicants however will be permanent residents of other countries Note the difference between permanent and temporary residence For example a French citizen who is teaching in Italy on 1 contract and applying for J visa from Italy would not be considered a legal permanent resident of Italy 24 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field 11 Position 12 Exchange Visitor Category 13 Subject Field Description Subject Field Remarks 14 Current U S Address Field Select an option from the list that most closely matches the EV s position in his or her home country Select the J visa participant category for the EV The options available on the drop down list relate to those authorized for your organization by DoS Note The DoS subject field codes have been replaced with the Classification of Instructional Programs CIP codes 2000 edition that were developed by the U S Department of Education s National Center for Educ
47. Otherwise enter numbers using the keys above the top row of alphabetic characters on the keyboard December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 6 Listing of Programs my US Immigration i and Customs Student amp Exchange Visitor E V Enforcement y Information System Listing of Programs Indicates an alert for that program _ Location City State Status Role commands SUETON NN ESC NUSITENTEESURET Lists Re PROGRAM ACTIVE Nex Exchange Visitor EV Lists Reports Anytown PROGRAM i or Ales Reports Anytown UT PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Liste Reporte 2 2 7 Log Out of SEVIS To exit the SEVIS application at any time click the Logout button on the navigation bar as shown in Exhibit 7 SEVIS Navigation Bar WARNING If you click the Close button 2 on the browser window you must wait 20 minutes before you can log back into SEVIS If you try to access the system before the end of 20 minutes the following message will display A user is already logged on with this user name Use Logout on the navigation bar to properly exit SEVIS Exhibit 7 SEVIS Navigation Bar ey US Immigration x and Customs 0 NN Student amp Exchange Visitor WX Enforcement di Y Information System Main Help Tutorial Logout Logout No
48. Password link on the SEVIS Log in page To change your password perform the following 1 Click the Change Password link on the SEVIS Log in page The system will display the Change Password screen 2 Enter your SEVIS user ID in the User Name field 3 Enter your current password in the Old Password field December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Enter your new password in the New Password field Note You cannot reuse any of your previous six passwords 5 Enter your new password again in the Confirm New Password field Click the Change Password button The system displays a message indicating that the password has been changed 7 Click OK to display the SEVIS Log in page Be sure to use your new password when logging into SEVIS 2 2 4 Request Password Reset The Request Password Reset option is available for users to request a new SEVIS password Use this function for any of the following reasons e You have forgotten your SEVIS password e Your SEVIS account is locked due to three unsuccessful log in attempts 90 days of inactivity e You feel that your SEVIS password has been compromised and you are unable to use the Change Password function To request to have your password reset perform the following l Click the Request Password Reset link on the SEVIS Log in page The Request Password Reset screen displays Enter your SEV
49. S Log in Page at https egov immigration gov sevis 2 Enter your user ID in the User Name field 3 Enter your password in the Password field 4 Press Enter or click the Login button Note SEVIS may respond faster or slower depending on the number of users accessing SEVIS 3 2 Maintain Operation After 20 minutes of inactivity the session will time out and you must log in again to use SEVIS 3 3 Terminate and Restart Operations You may log off SEVIS at any time by clicking Logout on the navigation bar To close the browser window click the Close button 2 on the browser window Note If SEVIS locks up click the Close button 2 on the browser window and initiate operation again You may need to wait 20 minutes before you can log into SEVIS again Should there be an unscheduled termination of your SEVIS session due to external causes such as a timeout power failure or a computer malfunction you must repeat the login procedures SEVIS user IDs and passwords are suspended after three unsuccessful login attempts Call the SEVIS Help Desk 1 800 892 4829 to have your access to SEVIS reinstated 102 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 4 ERROR HANDLING SEVIS includes automatic validation of the data entered into many fields For example if you do not enter a date in the correct format the system will prompt you to correct the error by provid
50. States on other types of visas do not enter their information in SEVIS 91 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 9 3 1 Transfer Add Dependent To add a dependent for an EV transferring into your program perform the following 1 Click the Add Dependent link on the Exchange Visitor Dependent Menu 2 Below is a list of the fields and sections on the Exchange Visitor Information Add Dependents screen and a brief description of or explanation for each An asterisk precedes the fields and sections that must be completed To complete this screen enter the following data Field Section Description Explanation Family Name If necessary change the surname or last name of EV Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card 2 First Name Enter the first name of the dependent Note Even though this is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card 3 Middle Name Enter the middle name of the dependent Note Even though thi
51. U S Department of Homeland Security USER MANUAL User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 TABLE OF CONTENTS L INTRODUCTION ISO e aa ER EM 1 Ll Purpose OF SENTIS nio s icto oe ER DE MS Ut see ut 1 L2 3Privaes Act Contstderatlans dr eon i NI EU 1 RI valossa a exte ele o e beni dd des a Re ads eut b edes ve E Vu e eroe ta 2 2 DESCRIPTION OF SYSTEM FUNCTIONS eerte esee ee eese teens etas en etos tastes enata ses enaeo 2 2 1 Overview of Screen Components zs oc eerte edis vt ik Aas oases dare e deas 2 241 1 SEVIS Screen Components eneen pier ruo E ue Rae ERA 3 2 1 2 Additional SEVIS Screen Components 4 21 2 Online Help EUHGUOBS o eam teo use ope it ot ha ANE aba 4 2 153 0 Sedtoloe erst toda En LA c M E M 5 2 1 3 2 SHOW HIGGS Ci Panel seed ortus um thu id mam 5 2 1 3 3 NOUNS and Pop Ups cec else pac eR d tales 5 2 3 4 Close Online Help ot te octet a densae e iude 5 2 1 4 Print the Online Help ii dues mo petat hits aiit eate tei 5 2 1 4 1 Internet be tre api e rone turba ade e 5 Z8 T Netscape tatus ex adi EE E C AT A 6 2 5 a e a a
52. User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 e Cancel EV e Validate Program Participation The following sections contain detailed instructions for using each of these options 2 6 1 1 Amend Program Initial Status The Amend Program link is available for the program sponsor to update an EV s program start date and or end date prior to validation of the EV s record in SEVIS Note If an EV arrives late you must amend his or her program begin date before validating the EV s record The Amend Program screen displays summary data for the selected EV including the program begin and end dates To amend an EV s program perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the Amend Program link on the Exchange Visitor Information screen see Exhibit 19 The system will display the 4mend Program screen Change the program begin and or end date s Enter an explanation in the Remarks text box Click the Amend Program button to save the changes to the SEVIS database gx Ux od cw Click the Print Final DS 2019 button to print an updated copy of the Form and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note You may wish to validate the EV s program participation before printing the final Form DS 2
53. Visitors and Dependents for a detailed explanation of each status value For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 status date of last status change and program begin and end dates Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents whose status 1s Inactive SEVIS assigns the status of Inactive EV and or dependents are out of program status for one of the following reasons e The EV completes his or her program as scheduled Form DS 2019 expires will display on the list the day after the program end date e The EV completes his or her program early or withdraws from the program the RO or ARO must update the EV s record e Achild dependent turns 21 years of age will display on the list the day the child dependent turns 21 e The spouse gets divorced from the EV or the spouse and or dependent dies the RO or ARO must update the EV s record Inatransfer situation the current date is 61 days greater than the effective date of transfer and the status of the EV is still Transferred he or she has not been validated by the new program sponsor For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category and the reason for and date of their inactiv
54. a list of the fields on this screen and a brief description or explanation for each field An asterisk precedes the fields that must be completed To complete this screen enter the following data Field Description Explanation 1 Site of Activity Enter the name of the place where an EV will participate in his or her program For an au pair enter the host family s address For secondary students high school students enter the address of the high school 2 Site of Activity Address Enter the physical location of the site Do not include a post office box number in this address Note The address that prints in the U S Address field on the printed Form DS 2019 is the EV s site of activity address If the EV has multiple sites of activity the first site entered will be the one that prints on the Form 08 2019 Select one of the following buttons Add Site of Activity Click this button to save the data that you have entered for this EV The system will display the Site of Activity screen and the name address city state and zip code for the site display below the EV s information Multiple sites of activity can be added for an EV follow the procedures above to add additional sites Reset Values Click this button to return all entries to the previous values Cancel Click this button to return to the previous page without adding a site of activity Print Draft DS
55. ame Boucher Suffix Date of Birth 01 22 1970 Cou of Birth FRANCE Country of Legal Permanent Residence FRANCE Active Initial Dependent Count 1 Program Sponsor National Business School Category STUDENT MASTERS Subject Field Remarks None 66 Number Program End Date 12 20 2003 revious Program End Date isa Type J 1 Visa Issue Date Port of Entry 1 94 Admission Number Select One 2 Program End Date 12 20 2003 MM DD YYYY Matriculate Reset Values Cancel 12 18 2003 Thursday Select the reason for matriculation from the drop down list 4 Enter the program end date for the EV wishing to matriculate Click the Matriculate button to complete the process A message displays indicating the successful to the EV s record 6 Print an updated copy of the Form sign it in blue ink and provide it to the EV 2 7 1 8 Reprint a Form DS 2019 EV in Active Status See Section 2 5 7 Reprint a Form DS 2019 for printing instructions 71 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 7 1 9 Terminate EV Active Status Termination implies a change from Active or valid program status prior to program completion Termination has an adverse or negative affect on the EV s record and on the record of each dependent of the EV Terminated EV s have no extension benefits and cannot apply for
56. arch SEVIS ID Family First Name Name Program Start Program End Date of Last Date of Last Date Date Update Status Change 0000104100 Hofstettler Jessica 1 INITIAL 11 03 2003 10 31 2004 10 28 2003 10 28 2003 Visa Status 1 Recs 11 24 2003 Monday Family Name Link Locate the name of the EV or dependent whose record you wish to view and or update and click the Family Name link The system will display the EV s record 2 4 Exchange Visitor Lists SEVIS allows you to quickly access lists of EVs to view From these lists you may also access EV records to process These lists provide a quick method for program sponsor officials to access EV and dependent records On the Listing of Programs page see Exhibit 6 click the EV Lists link to the right of the name of a program and the system will display a screen containing the lists of EVs and dependents that can be generated Exhibit 11 Exchange Visitors and Dependents Menu is an example of the screen that displays December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 11 Exchange Visitors and Dependents Menu AP U S Immigration f and Customs Student amp Exchange Visitor ma Enforcement 4 Information System Main Help Tutorial Logout National Business Training School Program Number P 1 10451 Exchange Visitors and Dependents Menu All Excha
57. assword Reset link on the SEVIS Log in page or contact the SEVIS Help Desk 1 800 892 4829 to have your access to SEVIS reinstated Do not share your password 2 2 2 Change Password Every 90 Days You must change your password every 90 days After 75 days when you log into SEVIS the system will display a message asking if you would like to change your password at that time If you click Cancel you will be logged into the system If you click OK the Change Password screen will display After 90 days when you log into SEVIS the system will automatically prompt you to change your password To change your password perform the following 1 Enter your current password in the Old Password field 2 Enter your new password in the New Password field Note You cannot reuse any of your previous six passwords 3 Enter your new password again in the Confirm New Password field 4 Click the Change Password button The system displays a message indicating that the password has been changed 5 Click OK to display the SEVIS Log in page Be sure to use your new password when logging into SEVIS Note Ifat any time you feel that your password has been compromised and you are not able to change it using the Change Password link use the Request Password Reset link or contact the SEVIS Help Desk 1 800 892 4829 to have your password reset 2 2 3 Change Password Voluntarily You may change your password as often as once a week using the Change
58. ata perform the following 1 Access the Exchange Visitor Information screen for the EV whose personal data you wish to update perform a search for the record or use the EV Lists link 2 Click the Biographical Information link on the Edits menu Exhibit 31 Biographical Information is an example of the screen that displays Exhibit 32 Biographical Information US Immigratio y Ww and Customs t E Student amp Exchange Visitor 4 Enforcement gt Information System Main Help Tutorial Logout National Business Training School P 1 10451 Biographical Information Required fields are marked with an asterisk Boucher Neil 4 Suffix Select One z 6 Gender Male Female C 8 Country of Birth FRANCE fest S 10 county of Leg permanent france 12 Current U S Address Address 11234 Main Street SS Address 2a Code 20001 Update Information Reset Values J Cancel 12 18 2003 Thursday 74 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 3 Make the necessary updates to the EV s biographical information Required fields are marked with an asterisk See Section 2 5 1 Complete Page 1 of the Form DS 2019 Personal Information for detailed descriptions of the fields and sections on this screen Note The next release of SEVIS will include the United States as an option for the
59. ategory and Subject Field Screen is an example of the screen that displays 48 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 21 Category and Subject Field Screen Ae US Immigration and Customs SS Enforcement Main Listing of Schools Listing of Programs Help Tutorial Logout Select Subject Code a category and click Search to display related subjects fields Then click on the visitor s subject field in the list isplayed j ASRICULTURE AGRICULTURE OPERATIONS AND RELATED SCIENCES We Search Cancel Student amp Exchange Visitor v adi I Information System 3 To change the EV subject field code select a new category from the drop down list 4 Click the Search button to view the list of subjects for the category you selected Exhibit 22 Subject Field Code screen is an example of the screen that displays Exhibit 22 Subject Field Code Screen d C E S Enforcement Main Listing of Schools Listing of Programs Help Tutorial Logout Select Subject Code Select a category and click Search to display related subjects fields Then click on the visitor s subject field in the list displayed Gate gory COMMUNICATIONS TECHNOLOGIES TECHNICIANS AND SUPPORT SERVICES gt Search Cancel pope are Audiovisual Com icati Technologies Technici Oth NEW
60. ational Statistics NCES The CIP contains code numbers for instructional programs in all areas of education and is the accepted Federal Government statistical standard on instructional program classifications To select the field the EV will be studying or participating in while in the U S perform the following 1 Click the Select button to display the Select Subject Code screen On that screen make a selection from the Category drop down list 2 Click the Search button to view the list of subjects fields of study for the category selected Find the subject that most closely matches the EV s field of study and click its code at the left end of the row The system automatically returns to the Personal Information page of the Form DS 2019 and the final selection is displayed If you make an error at any point repeat Steps 1 and 2 Enter additional comments regarding the EV s program while in the United States or enter None When data are first entered for an EV applicant who has not yet entered the country Current U S Address will be the address where he or she expects to reside if known Otherwise it can be the address of the program sponsor When the EV enters the country and is validated however his or her current U S address where the EV will reside must be entered if different from the one originally used Please note it is the EV s site of activity address that prints on the Form DS 2019 Note When
61. ays on the National ID card 32 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Description Explanation First Name Enter the first name of the dependent Note Even though this is not a required field in SEVIS The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card Middle Name Enter the middle name of the dependent Note Even though this is not a required field in SEVIS The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card Suffix Select a title such as Junior that may display at the end of a person s name Date of Birth Enter the dependent s date of birth in MM DD YYYY format Gender Select the dependent s gender male or female Relationship Select Spouse or Child A dependent child must be younger than 21 years of age City of Birth Enter the unabbreviated name of the city where the dependent was born Country of Birth Select the name of the country where the dependent was born 10 Countr
62. be Acrobat from which a copy of the Form may be sent to a designated printer 39 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Note During the launch of Adobe Acrobat a File Download window may display To eliminate this window from being displayed in the future click in the box next to always ask before opening this type of file to remove the check mark Select the Open button to view the Form DS 2019 2 When the Form DS 2019 displays in the Adobe Acrobat window use the scroll bar on the right side of the window to view additional pages of the Form Click the Print button 8 on the Adobe Acrobat toolbar The Print window displays 4 Ensure that the name of the printer you wish to print from is listed in the Name field in the Print window If it does not show the correct printer click the down arrow to the right of the field and select the correct printer 5 Click OK and the Form DS 2019 will be printed on the designated printer 6 Click the Close button XI on the Adobe Acrobat window to close the window 2 5 6 1 Signature on SEVIS Form 05 2019 According to regulations SEVIS generated Forms DS 2019 should be printed in black ink and the original copy of the Form DS 2019 must be signed in blue ink Signing the Form in blue ink permits anyone viewing the Form to easily distinguish an original copy from a photocopy Note The Form must be signed by the RO
63. bit 1 Criminal Penalties provides information on the penalties for unauthorized access and disclosure of this information December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 1 Criminal Penalties Criminal Penalties 1 Any officer or employee of an agency who by virtue of employment or official position has possession of or access to agency records which contain individually identifiable information the disclosure of which is prohibited by U S Code Section 552a or by rules or regulations established thereunder and who knowing that disclosure of the specific material 1s so prohibited willfully discloses the material in any manner to any person or agency not entitled to receive it shall be guilty of a misdemeanor and fined not more than 5 000 2 Any officer or employee of any agency who willfully maintains a system of records without meeting the requirement to publish a notice in the Federal Register regarding the existence and character of the system of records shall be guilty of a misdemeanor and fined not more than 5 000 3 Any person who knowingly and willfully requests or obtains any record concerning an individual from an agency under false pretenses shall be guilty of a misdemeanor and fined not more than 5 000 1 3 Glossary Appendix A Acronyms and Abbreviations includes a list of terms abbreviations and acronyms used in this doc
64. cess the Exchange Visitor Information screen for the EV whose program participation you wish to validate perform a search for the record or use the EV Lists link 2 Click the Validate Program Participation link on the Actions menu to access the Validate Program screen Exhibit 20 Validate Program is an example of the screen 46 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 20 Validate Program iain Help Tutorial Logout National Technology Institute Program Number G 3 10521 Validate Program Required fields are marked with an asterisk 123 Main St 11 20 2003 Thursday 3 Review the EV s data and enter the current U S Address residence for this EV In Exhibit 19 the EV s current U S address has been entered Note When entering data for Secondary Students High School enter the name of the host family in the Address 1 field and enter the street address for this residence in the Address 2 field 4 Select one of the following buttons 47 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Validate Program The system will display the Listing of Programs screen There is no need to print a new Form for the EV and or dependent unless the Form has been lost stolen or damaged The EV and dependents if any are now in Active status Note
65. change Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 Click the Cancel Reinstatement link on the left side of the screen Enter an explanation in the Remarks box if you wish 4 Click the Cancel Reinstatement Request button The EV s record will remain in Inactive status 2 8 4 Terminate Inactive Status When an EV and dependent have been inactive for more than 270 days their program is terminated When an EV s program has been terminated no extension benefits are available The participant and dependent cannot apply for reinstatement or change of category See Section 2 7 1 9 Terminate EV for instructions on terminating an EV 2 9 Transfer Procedures for Receiving Program When an EV transfers to your program his or her record in SEVIS must be validated no later than 30 days after the effective date of transfer Validation of program participation requires the program sponsor to acknowledge that the EV has reported as required and to collect the EV s current U S address actual physical location where the EV will reside while in the United States Validation of program participation can take place at any time after the effective date of transfer Failure to validate the transfer EV s program participation no later than 30 days past the effective date of transfer will result in SEVIS changing the EV s status to No Show Note When your program is expecting to receive a transfer EV from another SEVIS progra
66. country of birth field 4 Click the Update Information button to save the changes 5 Click the Print Final DS 2019 button to print the Form and provide it to the EV 2 7 2 2 Dependents Active Status When the EV is in Active status the Exchange Visitor Dependent screen displays summary data for the selected EV and the Add Dependent link See Section 2 5 3 Complete Page 3 of the Form DS 2019 Dependent Information for instructions on adding dependents to an EV record If dependents have been added to the EV s record and the EV is in Active status the Exchange Visitor Dependent screen lists the dependents by SEVIS ID family and first names relationship and gender For a given dependent click his or her SEVIS ID for example N0123456789 to see the complete record for both the dependent and principal You may click one of the following links for the selected dependent e Edit to modify the dependent s record See Section 2 6 2 3 3 Edit Dependent Data for instructions on editing dependent data e Terminate to terminate the dependent s record See Section 2 7 2 2 1 Terminate Dependent for instructions on how to terminate a dependent e End Status to end the dependent s status See Section 2 7 2 2 2 end Status of Dependent for instructions on how to end the status of a dependent e Reprint DS 2019 to reprint the Form DS 2019 See Section 2 5 7 Reprint a Form DS 2019 for printing instructions No Show to indicate
67. d enter the amount in U S dollars The Exchange Visitor s Government Enter the amount in U S dollars that the EV s government is contributing The Binational Commission of the Exchange Visitor s Country Enter the amount in U S dollars that the Binational Commission is contributing All other organizations providing support Enter the amount in U S dollars that all other organizations are contributing Personal Funds Enter the amount in U S dollars that the EV 15 contributing Select one of the following buttons Previous Click this button to return to the previous page of the Form DS 2019 WARNING Be sure to save the data entered on this page before selecting the Previous button If you do not save first the unsaved data that were entered on this page will be lost Reset Values Click this button to return all entries on the page to the previous values Submit DS 2019 Click this button to save the EV s Form to SEVIS See Section 2 5 5 Submit the Form DS 2019 for additional information Save Draft Click this button to save the data that you have entered Saving the data will allow you or another official to return to the record at a later date and complete and or submit it to SEVIS Print Draft DS 2019 instructions SEVIS Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS
68. date for the EV 4 Click the Submit Extension button to complete the process message displays indicating the successful update of the EV s record 5 Click the Print Final DS 2019 button to print an updated copy of the Form sign it in blue ink and provide it to the EV 2 7 1 7 Matriculation Active Status When a student EV matriculates from one level of education to another for example progresses from an Associate to a Bachelor s degree the RO or ARO has the ability to make this change Matriculation applies to an EV who is continuing as a full time student by moving to a higher level of education as in the following cases e Associate to Bachelor s degree e Bachelors to Master s degree e Master s to Doctoral degree Note Matriculation is only available for EVs in the Student category 70 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 To complete the matriculation process perform the following 1 Access the Exchange Visitor Information screen for the EV whose matriculation request you wish to process perform a search for the record or use the EV Lists link 2 Click the Matriculation link on the Actions menu Exhibit 29 Matriculation is an example of the screen that displays Exhibit 30 Matriculation Student amp Exchange Visitor Information System Required fields are marked with an asterisk Family N
69. dditional information SEVIS uses scrollbars on the bottom and or the right side of some windows Fields These are areas the windows where data may be typed or selected or in which system generated data are displayed Buttons These buttons allow users to process data and move between screens SEVIS uses the following types of buttons Command Buttons Click to execute a command For example clicking this button PrimtDS 2019 enables you to print a copy of the Form DS 2019 Radio Buttons ES cua to make a selection Only one radio button can be selected at a time e Other Input methods Check Boxes El cix to make one or more selections Drop down lists z1 Click the down arrow to display list and then make a selection 2 1 3 Online Help Functions Help is always available by clicking the Help link on the navigation bar at the top of SEVIS screens Doing so opens a new browser window containing SEVIS Help The left panel part of the window contains a list of help topics and the right panel contains the text associated with the help topic selected See Exhibit 3 SEVIS Navigation Bar Help Link for the location of the Help link Exhibit 3 SEVIS Navigation Bar EN ue Reap US Immigration E INA and Customs R 1 wc 1 Student amp Exchange Visitor WS Enforcement A mh Information System To use the online help perform the following 1 In the left pane
70. displays on the National ID card First Name Enter the first name of the dependent Note Even though this is not a required field in SEVIS The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card Middle Name Enter the middle name of the dependent Note Even though this is not a required field in SEVIS The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card Suffix Select a title such as Junior that may display at the end of a person s name Date of Birth the dependent s date of birth in MM DD YYYY ormat Gender Select the dependent s gender male or female Relationship Select Spouse or Child A child dependent must be younger than 21 years of age City of Birth Enter the unabbreviated name of the city where the dependent was born Country of Birth eid the name of the country where the dependent was orn 53 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Description Explanation 10 Country of Citizenship Select he
71. dure for printing reports depends on the browser used Internet Explorer or Netscape The procedures for printing reports using each browser are described below 2 11 2 1 Printing a Report Using the Internet Explorer Browser To print a report using Internet Explorer perform the following 1 For best results when printing it is recommended that you make the following changes to the print settings a Click the File menu on the Internet Explorer toolbar 99 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 b Select Page Setup The Page Setup window displays as shown in Exhibit 40 Internet Explorer Page Setup Window Exhibit 41 Internet Explorer Page Setup Window Page Setup HEI Paper Size Letter8 1 211 in Source Auto Select r Headers and Footers Header Footer Orientation Margins inches C Portrait Let fos Right 0 5 Landscape 0 25 Bottom 10 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 Click the Landscape button in the Orientation section f Setthe top and bottom margins to 0 25 g Click OK 2 Select Print from the File menu to display the Print window 3 Ensure the name of the printer listed in the Name field is the printer from which yo
72. e Internet https egov immigration gov sevis a Security Alert screen may display Click the Yes button to continue to the SEVIS Log in page Exhibit 5 SEVIS Log in Page is an example of the SEVIS Log in page Note After creating your initial password use the SEVIS web site to access SEVIS and perform all of your SEVIS related tasks To log into SEVIS perform the following 1 Access the SEVIS Log in page at https egov immigration gov sevis 2 Enter your user ID in the User Name field 3 Enter your password in the Password field For additional guidelines see the warning below 4 Press the Enter key on the keyboard or click the Login button The system will display a screen containing important information about using SEVIS 5 Read the information and then click the I Have Read and Understand This Notice button to continue The Listing of Programs screen displays Exhibit 6 Listing of Programs is an example of the screen WARNING Be careful when entering a password e Caps Lock Passwords are case sensitive When you create a password using a mix of uppercase and lowercase letters it must always be entered that way If you have the Caps Lock key on the keyboard turned on and you intend to enter abcdeF 9 the system reads the following password ABCDEf 9 To SEVIS these passwords are not the same e Numeric Keypad lIf you are using the numeric keypad to enter numbers be sure to turn on the Num Lock key
73. e in your program but has not reported for participation in your program you may allow the system to automatically change the status of the EV to No Show or perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the No Show link on the Exchange Visitor Information screen The system will display the No Show screen 3 Review the data to ensure this is the potential EV participant whose status you wish to change to No Show 4 Click the No Show button The system will display a message indicating that the update was successful 5 Click the Return to Exchange Visitor button to view the EV s record The status is No Show 2 6 1 3 Reprint Form DS 2019 EV is in Initial Status See Section 2 5 7 Reprint a Form DS 2019 for printing instructions 2 6 1 4 Cancel EV Initial Status The Cancel EV option is only available when the EV is in Initial status It should be used when you have knowledge that the EV has used fraudulent documents that the EV is not coming to your program or the EV has duplicate records that you wish to delete from SEVIS To cancel an EV perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the Cancel EV link left side of screen to access the Cancel
74. e of Activity You may delete sites of activity for an EV whose record is in Draft status To delete a site of activity perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click Edit DS 2019 link on the Actions menu Page 1 of the Form DS 2019 displays Click the Next button to advance to the Site of Activity Menu screen 4 Click the Delete link in the Commands column for the site of activity that you wish to delete The Delete Site of Activity screen displays 5 Review the data to ensure that this is the site you wish to delete 6 Click the Delete Site of Activity button to complete the process The Site of Activity Menu screen displays 2 5 3 Complete Page 3 of the Form DS 2019 Dependent Information Page 3 of the Form DS 2019 is used to collect dependent information for the EV Data for the spouse and child dependent s of an EV entering the United States on J visas must be entered into SEVIS Note Ifthe spouse or child dependent plan to enter the United States on other types of visas do not enter their information in SEVIS Exhibit 16 Exchange Visitor Dependents Menu is an example of the screen In Exhibit 16 a dependent has already been added for this EV Since the record is still in Draft status the EV and dependent have not been assigned their SEVIS IDs 30 December 19 2003 User Manual for Exc
75. echnical Infraction field if the down arrow does not display on the screen and then make a selection 4 Enter the new program end date 5 Anexplanation must be entered in the Remarks text box 85 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 6 To complete the process click the Correct the Minor or Technical Infraction button A message displays indicating the successful update of the EV s record Click the Reset Values button to return all entries to the previous values or click Cancel to the Exchange Visitor Information screen without completing this request Note This process sets the EV s status back to Active 2 8 2 Reinstatement Request Inactive Status An RO or ARO can use the Correct Minor or Technical Infraction process to change an EV from Inactive status to Active status as long as regulatory requirements are met and the process is used prior to 121 days after the EV s program end date When the current date is between 121 days and 270 days after the EV s program end date the RO or ARO must submit a request for reinstatement to DoS for review and approval 22 CFR 62 45 You cannot request reinstatement when the current date is greater than 270 days after the EV s program end date in that case the EV is in Inactive status and you can no longer update the EV s information To reinstate an EV whose status has been Inactive for at least 1
76. ed Note Financial data should reflect the amount of financial support provided the EV for the duration of his or her program shown on all Forms DS 2019 To edit the financial information perform the following 1 Access the record for the EV whose financial information you wish to update perform a search for the record or use the EV Lists link 2 Click the Financial Information link on the Edits menu to display the Edit Financial Information screen 3 Make the necessary changes to the data See Section 2 5 4 Complete Page 4 of the Form DS 2019 Add Financial Information for details regarding the fields and sections on the Edit Financial Information screen Note dollar amounts must be entered in SEVIS without commas and periods and should be rounded to the nearest whole dollar for example 15 678 49 should be entered as 15678 4 Click the Update Information button to complete the process A message displays informing you of the successful update of this data 5 Onthe message screen click the Print Final DS 2019 button to print the Form sign it in blue ink and provide a copy to the EV See Section 2 5 6 1 Signature on SEVIS Form DS 2019 for information about signing the EV s Form 2 7 2 4 Site of Activity for EV Active Status The Exchange Visitor Information screen displays summary data for the selected EV and a list of the site s of activity for the EV You may edit delete and add sites of activity for an EV
77. ed in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card 23 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 10 Field First Name Middle Name Suffix Date of Birth Gender City of Birth Country of Birth Country of Citizenship Country of Legal Permanent Residence Field Enter the first name of the EV Note Even though this is not a required field in SEVIS The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card Enter the middle name of the EV Note Even though this is not a required field in SEVIS The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card Select a title such as Junior that may display at the end of a person s name Enter the EV s date of birth in MM DD Y YYY format Select the EV s gender male or female Enter the unabbreviated name of the city where the EV was born Select the name of the country in which the EV was born
78. en Exhibit 9 Exchange Visitor Search is an example of the screen December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 9 Exchange Visitor Search US Immigrati l 2 dh l and Customs 4 n Student amp Exchange Visitor Y Enforcement gt Information System JL Main Listing of Schools Listing of Programs Help Tutorial Logout Meyer Institute of Dance Program Number P 4 10729 Exchange Visitor Search 9 SEVIS ID Program End Date Range From To MM DD YYYY First Name 11 24 2003 Monday 2 Enter or select the necessary search criteria The following is a list with explanations of the sections and fields on this screen Note Provide as many search criteria as possible to obtain a manageable list of results The system may require additional time to obtain the results of a search that includes only one search criterion Field Section Description Explanation Sort Options Select the Sort By option from the drop down list Select the Sort Direction either Ascending or Descending December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 SEVIS ID Field Section Description Explanation Enter a valid SEVIS ID in N1234567890 format Search By Select either D
79. en and click the Delete Dependent button A message displays informing you of the successful deletion of the dependent s SEVIS record 2 6 2 3 3 EDIT DEPENDENT DATA To edit the dependent s biographical data perform the following l Access the Exchange Visitor Information screen for the EV whose dependent s information you wish to change perform a search for the record or use the EV Lists link Click the Dependents link on the Edits menu The system displays the Exchange Visitor Dependents Menu screen 52 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 3 Click the Dependent s SEVIS ID link for example N0123456789 to access the Exchange Visitor Information Dependent Information screen Click the Edit link on the Actions menu to display the Exchange Visitor Information Edit Dependent screen Scroll to the Edit Dependent section of the screen Below is a brief description or explanation of the fields on this screen An asterisk precedes the fields that must be updated To complete this screen enter modify the following data Field Description Explanation 1 Family Name Enter the surname or last name of the dependent Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it
80. en for the EV whose dependent s Form you wish to reprint perform a search for the record or use the EV Lists link 2 Click the Dependents link on the Edits menu The system displays the Exchange Visitor Dependents Menu screen 3 Click the Dependent s SEVIS ID link for example N0123456789 to access the Exchange Visitor Information Dependent Information screen 4 Click the Reprint DS 2019 link on the Actions menu to display the Reprint DS 2019 screen 5 Select a reprint reason from the drop down list If Other is selected provide an explanation in the text box provided 54 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 6 10 11 12 Click the Reprint DS 2019 button A message displays indicating that the update was successful the reason for reprinting the Form was saved to SEVIS The reprint reason selected will print on the Form Click the Print Final DS 2019 button A new browser window opens and the Form DS 2019 displays using Adobe Acrobat from which a copy of the Form may be sent to a designated printer Note During the launch of Adobe Acrobat a File Download window may display To eliminate this window from displaying in the future click in the always ask before opening this type of file check box to remove the check mark Select the Open button to view the Form DS 2019 When the Form DS 2019 displays in the Adobe Acroba
81. entering data for Secondary High School Students enter the host family name in the Address 1 25 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field 15 Creation Reason 16 Program Begin Date 17 Program End Date Field field and enter the street address for the residence in the Address 2 field The only creation reason for new EVs is Begin New Program This field is filled in by SEVIS Enter the date determined by the program sponsor on which the EV s participation in your program is expected to begin It must be entered in MM DDJ Y Y YY format The end date in combination with the program begin date may not exceed the maximum duration of participation for the EV s selected category as identified in the Exchange Visitor Program regulations See Attachment A DoS Maximum and Minimum Duration of Participation Rules for guidance Enter the date determined by the sponsor on which an EV s program will end It must be entered in MM DD YYYY format The end date in combination with the program begin date may not exceed the maximum duration of participation for the EV s selected category as identified in the Exchange Visitor Program regulations or the program sponsor s designation Select one of the following buttons Reset Values Click this button to return all entries to the previous values
82. ependent 76 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 33 Terminate Dependent Main Help Tutorial Logout National School for the Arts Program Number P 4 10911 Terminate Dependent Required fields are marked with an asterisk Exchange Visitor Information Dependent Information 12 18 2003 Thursday 3 Selecta termination reason from the drop down list If Other is selected enter an explanation in the text box provided 4 Enter the effective date of termination Enter optional comments in the Termination Comment text box 6 Click the Terminate Dependent button to complete the process The dependent will be terminated on the effective termination date entered on the Terminate Dependent screen TI December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 7 2 2 2 END STATUS OF DEPENDENT An RO or ARO can end the status of a dependent prior to the end of the EV s program for reasons such as death and divorce To end the status of a dependent perform the following 1 Access the record for the dependent whose status you wish to end perform a search for the record or use the EV Lists link 2 Onthe Exchange Visitor Information Dependent Information screen click the End Status link on the Actions menu Exhibit 33 Dependent End of Status
83. ependent or Exchange Visitor Program Start Date Range Enter the dates for a specific period of time For example 10 01 2003 to 12 31 2003 would return a list of names of EVs whose program start date is between October 1 and December 31 2003 Program End Date Range Enter the dates for a specific period of time For example 03 01 2003 to 06 30 2003 would return a list of names of EVs whose program end date is between March 1 and June 30 2003 Family Name Enter the family name of the EV or dependent You may use the percent symbol as a wildcard character Enter at least the first three characters of the family name followed by For example if you enter joh the system may return a list containing first names such as Johanson Johns and Johnson First Name Enter the first name of the EV or dependent Date of Birth Enter the date of birth in MM DD Y Y YY format Country of Citizenship Select a country from the drop down list Sex Select an option from the drop down list Country of Birth Select a country from the drop down list Country of Legal Permanent Residence Select a country from the drop down list Category Select a category from the drop down list Subject Field Code To select the field the EV will be studying or participating in while in the U S perform the following 1 Click the Select button to display the Se ect Subject Code screen
84. ers in length e The password must contain at least One uppercase alphabetic character One lowercase alphabetic character One numeric character e Special characters are optional for example e Passwords are case sensitive When you create a password using a mix of uppercase and lowercase letters it must always be entered that way Below are several examples of acceptable passwords Password 1 passW123 78PWord 555pa WD e SEVIS passwords have a maximum life span of 90 days After 75 days when you log into SEVIS the system displays a screen asking if you would like to change your password at that time If you click the Cancel button you are logged into the system If December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 you click OK the Change Password screen displays When you log into SEVIS after 90 days the system automatically displays the Change Password screen See Section 2 2 2 Change Password Every 90 Days for instructions Youcannot reuse your previous six passwords Protect your password If you suspect that your password has been compromised you are unable to change it using the Change Password link use the Request Password Reset link or contact the SEVIS Help Desk 1 800 892 4829 to have your password reset e SEVIS user IDs and passwords are suspended after three unsuccessful log in attempts Use the Request P
85. es to DoS that require approval and create and update J 1 EV and dependent records that is accompanying spouse and dependent children records The DoS Office of Exchange Coordination and Designation has the capability to review and approve updates made to program sponsor and EV records using SEVIS and ROs and AROS will be notified via email of the results This manual contains instructions for accessing SEVIS with a permanent user identification ID and password creating and processing Forms DS 2019 Certificate of Eligibility for Exchange Visitor J 1 Status viewing alerts on EVs and viewing and printing a variety of reports Once a program sponsor has been authorized to use SEVIS all Forms DS 2019 must be created in and issued from SEVIS Once an EV s data is entered in SEVIS program sponsor officials must update the EV s record and report on the events required by the regulations See 22 Code of Federal Regulations CFR 62 Subpart F of the Exchange Visitor Program regulations for a detailed explanation 1 2 Privacy Act Considerations Access to SEVIS is restricted to authorized users SEVIS contains confidential information concerning foreign students EVs and their dependents Unauthorized access to and disclosure of this information could affect the privacy to which individuals are entitled under Section 552a of Title 5 U S Code This information is protected by the Privacy Act as well as by Federal and agency regulations Exhi
86. esignation letter Note SEVIS will send an alert to the program sponsor 30 days prior to the annual report due date reminding the sponsor to complete and submit the report to DoS Category Levels Counts for Category by Purpose Code and Country Provides detailed information about EV category levels by purpose code and country Country Levels Report Country Levels by Program Sponsor Provides detailed information about the program s EVs based on the visa type selected DoS No Show Report Provides information about nonimmigrants in No Show status for the program based on the visa type start date and end date selected EV Enter POE Before After Program Start Date Report Provides information about EVs for your program who entered the POE either before or after their program s start date Secondary Student Placement Report Provides information about secondary student placements for the program based on the start date and end date selected The following sections contain the instructions for generating and printing reports using either the Internet Explorer or Netscape browsers 2 11 1 Generate a Report Reports are snapshots of parts of the SEVIS database They reflect current SEVIS information for the data elements included in the report To generate a report perform the following 1 On the Listing of Programs screen click the Reports link for a specific program The system display
87. formation 11 20 2003 Thursday 36 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Below is a list of the fields and sections on this screen and a brief description or explanation for each An asterisk precedes the fields and sections that must be completed To complete this screen enter the following data Field Section Description Explanation 19 During the period covered by this Note The EV must have at least one source of program the total estimated financial support in U S dollars is to be provided to the exchange visitor by funding listed in Sections 19 and 20 of the electronic Form DS 2019 Enter information into the following if applicable Current Program Sponsor If applicable enter the amount in U S dollars that the program sponsor will contribute to the EV This program sponsor has has not received funding for international exchange from one or more U S Government Agency ies to support this exchange visitor If any U S Government Agency ies provided funding indicate the Agency ies by code below Select has or has not to indicate whether the EV has received direct or indirect funding from U S Government agencies This is a required field Note If you select has in response to this statement you must complete Section 20 of the electronic Form DS 2019 e Direct Funding Financed in
88. ge Visitor Lists Reports Washington DC PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Anytown UT PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts EV Lists Reports SEVIS Navigation Bar Browser Toolbar 12 12 2003 Friday z By Local intranet 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 SEVIS Navigation Bar The navigation bar lists the role for the logged in user and the following main functions Main Used to access the Main menu or if you perform as a program sponsor user and a school user the screen from which you select either the Listing of Programs J visa or Listing of Schools F and M visas to display the programs or schools for which you are an authorized user Help 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 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 1 2 Additional SEVIS Screen Components Additional screen components that display on some SEVIS screens include the following Scroll Bar This is the part of a window that enables users to see a
89. hange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 16 Exchange Visitor Dependents Menu ud sito Information System US Immigrati Lj w and Customs Enforcement x y Y Main Help Tutorial Logout National Technology Institute Program Number G 3 10521 Exchange Visitor Dependents Menu Exchange Visitor Information Family Name Schmidt Suffix Date of Birth 06 29 1980 Cou of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count 0 Program Sponsor National Technology Institute Category STUDENT BACHELORS Subject Field Remarks None IAP 66 Number Program End Date 12 15 2008 Previous Program End Date Visa Type J 1 Visa Issue Date Port of E 1 I 94 Admission Number Dependents SEVIS ID Family Name First Name Relationship Gender Status Commands Schmidt Andrea SPOUSE FEMALE DI Edit Delete Add Dependent 11 20 2003 Thursday Add Dependent Link To complete Page 3 click the Add Dependent link in the lower left part of the screen Exhibit 17 Exchange Visitor Information Add Dependent is an example of the screen that will display Note In Exhibit 17 the Add Dependent section of the screen has already been completed December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 17 Exchange Visitor Inf
90. his is not a required field in SEVIS The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card Suffix Select a title such as Junior that may display at the end of a person s name Date of Birth Enter the dependent s date of birth in MM DD YYYY format Gender Select the dependent s gender male or female Relationship Select Spouse or Child A dependent child must be younger than 21 years of age City of Birth Enter the unabbreviated name of the city where the dependent was born Country of Birth Select the name of the country where the dependent was born 10 Country of Citizenship Select the name of the country in which the dependent is a citizen 11 Country of Legal Permanent Residence Select the country in which the dependent is a legal permanent resident For most dependent applicants the Country of Legal 51 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Description Explanation Permanent Residence will be the same as the Country of Citizenship Some applicants however will be permanent residents of other countries Note the difference between permanen
91. ilable by either the U S Government or the EV s government for the purpose of furthering international educational and cultural exchanges 7 Financial Support from organizations other than the sponsor will be provided by one of the following The EV must have at least one source of funding Complete one or more of the fields in this section Note Financial data should reflect the amount of financial support provided the EV for the duration of his or her program shown on all Forms DS 2019 Note All dollar amounts must be entered in SEVIS without commas and periods and should be rounded to the nearest dollar For example 25 057 89 should be entered in SEVIS as 25058 U S Government Agency ies maximum of two Select the agency that is contributing to this EV and enter the amount in U S dollars International Organization s maximum of two Select the organization that is contributing to this EV and enter the amount in U S dollars The Exchange Visitor s Enter the amount in U S dollars that the EV s 62 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Section Description Explanation Government government is contributing The Binational Commission of Enter the amount in U S dollars that the the Exchange Visitor s Binational Commission is contributing Country A
92. include a post office box number in this address Note The address that prints in the U S Address field on the Form DS 2019 is the EV s site of activity address If the EV has multiple sites of activity the first site entered will be the one that prints on the Form DS 2019 4 Select one of the following buttons Add Site of Activity Click this button to save the data that you have entered for this EV The system will display the Site of Activity screen and some of the information for the site that was added will be included below the EV s information On the message screen click the Print Final DS 2019 and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Multiple sites of activity can be added for an EV follow the procedures above to add additional sites Reset Values Click this button to return all entries to the previous values Cancel Click this button to return to the previous page without adding a site of activity Print Draft DS 2019 on the Site of Activity menu see Exhibit 14 Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you print a draft copy of the EV s Form DS 2019 and review it for accuracy 2 7 Exchange Visitor Information Screen Active Status The Exchange Visitor Informat
93. ing 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 Log in page When returned to the SEVIS Log in page you should log into the system and continue working If the message displays again contact the SEVIS Help Desk 5 HELP FACILITIES To report SEVIS related issues or problems contact the SEVIS Help Desk at 1 800 892 4829 during the hours of 8 a m and 8 p m Eastern Time Monday through Friday Calls received outside these hours will be recorded for response on the next business day 103 December 19 2003 APPENDIX A ACRONYMS AND ABBREVIATIONS User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 TERM DEFINITION ARO Alternate Responsible Officer BICE Bureau of Immigration and Customs Enforcement CFR Code of Federal Regulations CIP Classification of Instructional Programs DoS Department of State EV Exchange Visitor HTML Hypertext Markup Language INS Immigration and Naturalization Service NCES National Center for Educational Statistics POE Port of Entry RO Responsible Officer SEVIS Student and Exchange Visitor Informatio
94. int D3 2012 Country of Birth GERMANY Cancel EV tr g Status Active Initial Dependent Count 1 Program Participation Program Sponsor National Te Institute Edits Category STUDENT BACHELORS 4 Subject Field Remarks None ategory an Eubies Field IAP 66 Number iographical Program End Date 12 15 2008 nformation Dependents Visa Type 3 1 Visa Issue Date revious Program End Date Financial Information Port of Entry Bite of Activity 1 94 Admission Number 1 901 Fee Payment Information Transaction Date Funds U S Government Agency ER 5 000 00 Exchange Visitor s Government All other organizations providing support 5 000 00 Total 15 000 00 Dependents SEVIS ID Family Name First Name Relationship Gender Status NO000106988 Schmii Andrea POUSE INITIAL Site of Activity Address National Technology Institute 123 Main St Anytown DC 20001 11 20 2003 Thursday The links on the Actions menu left side of screen enable you to amend the EV s program validate the EV s participation reprint the EV s Form DS 2019 and perform other processes on the record of an EV The options on the Edits menu enable you to edit the EV s and or dependent s data The menu options are discussed in detail in the following sections 2 6 1 Actions Menu EV in Initial Status The Actions Menu contains the following five options e Amend Program e No Show e Reprint DS 2019 43 December 19 2003
95. ion Click a Family Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents whose status is Transferred Out The EV has transferred to another program For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category and the effective date of transfer Click a Family Name link to see the data for that person 20 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 List Title Description Explanation Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents whose status is Transferred The EV is transferring into your program but has not yet been validated is not actively participating in your program at this time For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type category and the effective date of transfer Click a Family Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen Transferred Status Exchange Visitors and Dependents Transferred to a Non SEVIS A list of all EVs that have transferred to a non SEVIS Sponsor Status Exchange Visitors
96. ion of the site Note Do not include post office box numbers in this address 4 Click the Add Site of Activity button to save the data that you have entered for this EV The system displays the Site of Activity Menu screen Summary information for the site that was added will be included below the EV s information 5 Click the Next button to advance to the next page of the Form To edit the EV s site of activity click the Edit link in the Commands column to the right of the specific site of activity on the Site of Activity Menu screen Repeat the process described in Steps 2 through 4 above See Section 2 7 2 4 1 Edit Site of Activity for detailed instructions To delete a site of activity for an EV click the Delete link in the Commands column to the right of the specific site of activity on the Exchange Visitor Site of Activity Menu screen and complete the entries on the screen that displays See Section 2 7 2 4 2 Delete Site of Activity for detailed instructions 2 9 3 Transfer Add Dependent Edit Dependent Data Page 3 of the Form DS 2019 Exchange Visitor Dependent Menu contains summary information for the EV and dependents if any It also contains a link to add new dependents Procedures for both options are described in the next two sections Note Only the data for the spouse and children of an EV coming to the United States on J 2 visas are entered into SEVIS If the spouse and child dependents plan to enter the United
97. ion screen provides you with a snapshot of the information that was entered on the Form DS 2019 On the left side of the screen are links to the actions edits and transfer possibilities appropriate to the EV s current status Exhibit 23 Exchange Visitor Information Screen Active Status is an example of the screen 57 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 23 Exchange Visitor Information Screen Active Status US Immigratio Li W and Customs Pe Student amp Exchange Visitor Yl Enforcement ge x 2 Information System m Main Help Tutorial Logout Exchange Visitor Information Actions ange of Categon Family Name Schmidt t eques Suffix orrect Minor or Date of Birth 06 29 1980 echnical Infraction Country of Birth GERMANY ountry of Legal Permanent Residence GERMANY Status xtension within the Active Initial Dependent Count 1 aximum duration of pedum d Program Sponsor National Institute Category STUDENT BACHELORS End Program for EV c Matriculation Subject Field Remarks None as H Reprint 05 2019 IAP 66 Number Terminate EV Program End Date 12 15 2008 Edits Previous Mere End Date Visa Type J 1 ioaraphical vig nformation Visa Issue Date Dependents 1 94 Admission Number Financial Information Bite of Activity Bubject Field 1 901 Fee payment Info
98. iption Explanation A list of all EVs and dependents who have entered the United States through a POE For each EV and dependent the list shows the SEVIS ID family name first name if applicable gender date of birth country of birth visa type J 1 or J 2 date of entry and program start date Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents whose status is Saved or Draft The EV and dependent records have been saved but not submitted to the SEVIS database For each EV and dependent the list shows the date the record was saved family name first name if applicable gender visa type J 1 or J 2 date and country of birth and country of citizenship Click a Family Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents whose status is Terminated Termination implies a change from Active or valid program status prior to program completion Termination has an adverse or negative affect on the EV s record and on the record of each dependent of the EV Terminated EVs have no extension benefits and cannot apply for reinstatement or change of category For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category and the reason for and date of the terminat
99. ir dependents 40 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 5 7 Reprint a Form DS 2019 Forms DS 2019 for EVs may be reprinted for the following reasons lost stolen damaged or other ROs and AROs may also reprint Forms DS 2019 for EVs and dependents whose records are in Initial status One of the following reasons can be selected when reprinting a dependent s Form e Permit EV s count dependents to enter U S separately where count is the number of dependents for the selected EV e Begin new program accompanied by number count of immediate family members where count is the number of dependents for the selected EV Other Text that is entered in the If Other Please Comment text box prints in the Purpose of the Form section of the Form DS 2019 To reprint a Form perform the following l On the Exchange Visitor Information screen see Exhibit 19 Exchange Visitor Information Screen Initial Status or Exhibit 23 Exchange Visitor Information Screen Active Status or the Exchange Visitor Information Dependent Information screen click the Reprint DS 2019 link on the Actions menu left side of screen The Reprint DS 2019 screen displays Select the appropriate reason for reprinting the Form If Other is selected an explanation must be provided For example if you are reprinting the Form for a participant in Initial stat
100. ity Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 List Title Initial Status Exchange Visitors and Dependents Invalid Status Exchange Visitors and Dependents No Show Status Exchange Visitors and Dependents Description Explanation A list of all EVs and dependents whose status is Initial The EV and or dependent records have been created and submitted to the SEVIS database but the program sponsor has not validated the EV s program Validation is the process for updating the EV s record in SEVIS no later than 30 days after the program begin date to show that the EV has actually arrived at the site of activity in the United States identified by the program sponsor and is participating in his or her program For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category program begin date and submission date of the Form DS 2019 Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs that are in Invalid status Invalid status indicates that the EV did not use the Form DS 2019 issued by your program to
101. l click a folder to display a list of topics 2 Click a topic name to view the help text for that topic in the right panel December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Note The Online Help requires the use of Java Script it does not function if Java Script is disabled If you are not able to use the SEVIS Online Help please refer to the user manual 2 1 3 1 Search To search on a word or phrase perform the following 1 Click the Search button 2 Type search criteria in the field provided and press the Enter key The results of the search will display as a list of topics containing the word or phrase that you entered 3 Click a topic name to view the help text for that topic in the right panel 2 1 3 2 Show Hide Left Panel To hide the left panel click the Hide button 0 in the top right corner of the right panel Click the Contents Index or Search 8 button to restore the left panel 2 1 3 3 Jumps and Pop ups Click an underlined word or phrase to see a pop up explanation or jump to a new topic To make a pop up disappear click anywhere else in the panel If using the Netscape browser click the Close button XI To return from a jump click the browser s Back button Note Some underlined phrases are web links They are identified by the text that precedes them When you have finished viewing a web page click the Back button on the browser to
102. lick the EV s or dependent s name link to access his or her record 4 Process the record For example for the Saved Record s Not Submitted for 15 Days alert you would click the EV s name and select the Edit DS 2019 link on the Exchange Visitor Information screen Review and complete the Exchange Visitor Information screens and submit the record to SEVIS 2 11 Reports SEVIS provides you with the ability to generate and print a variety of reports that reflect current SEVIS information for the data elements that are included in the report Please note that the types of reports currently available are subject to change as a result of enhancements to the reporting capabilities of the system Below is an alphabetical list of the reports that are available at this time and a description of each report Title of Report Description 400 Eeport Profile of Sponsor Provides detailed information about the program sponsor Activity over a specific time period between 1 and 5 years based 97 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Title of Report Description on the start and end dates selected Annual Report J1 Exchange Visitor Program U S Department of State Provides the annual report for the program Note This report must be generated and mailed to DoS each year by the date stipulated on the program sponsor s d
103. ll other organizations Enter the amount in U S dollars that all other providing support organizations are contributing Personal Funds Enter the amount in U S dollars that the EV 15 contributing 4 Remit a non refundable fee of 198 00 payable to the U S Department of State 22 CFR 62 90 This request will not be processed until the fee has been received by DoS 5 Mail the required fee change of category request and all supporting documentation as required by the regulations to Office of Exchange Coordination and Designation Bureau of Educational and Cultural Affairs U S Department of State 301 4 St S W SA 44 Room 734 Washington DC 20547 DoS must review and approve or deny this request If approved the program begin date will be the dated entered or the date approved whichever is later Note When a change of category request has been submitted for an EV some of the options on the Actions and Edits menus will not be available until the request has been processed by DoS or the request has been cancelled 2 7 1 2 Cancel Change of Category Request Active Status The option for cancelling a change of category request is only available when a change of category request has been submitted to DoS for approval To cancel a change of category request perform the following 1 Access the Exchange Visitor Information screen for the EV whose request you wish to cancel perform a search for the record o
104. m that EV s name will display in the All Exchange Visitors and Dependents and the Transferred Status Exchange Visitors and Dependents EV lists This EV s status change to Transferred once the effective date of transfer arrives Detailed instructions for completing the transfer process for an EV transferring into your program are contained in the following sections e Transfer Exchange Visitor Personal Information e Transfer Exchange Visitor Add Site of Activity Transfer Exchange Visitor Add Dependents e Transfer Exchange Visitor Financial Information e Print Form DS 2019 e Validate Program Participation 2 9 1 Transfer Exchange Visitor Personal Information When an EV transfers into your program you must update his or her Form DS 2019 in SEVIS To update the Form perform the following 1 Access the Exchange Visitor Information screen for the EV whose personal information you wish to update perform a search for the record or use the EV Lists link 87 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 Click the Edit DS 2019 link on the Actions menu to begin updating the EV s Form Exhibit 37 Exchange Visitor Personal Information for Transfer EV is an example of the screen that displays Exhibit 38 Exchange Visitor Personal Information for Transfer EV Information System ep US Immigrati 2 4 and 4 Studen
105. m Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 To submit an extension beyond the maximum duration of participation request perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link 2 Click the Extension Beyond the Maximum Duration of Participation link on the Actions menu Exhibit 27 Extension Beyond the Maximum Duration of Participation Request is an example of the screen that displays It includes summary information for the selected EV Exhibit 28 Extension Beyond the Maximum Duration of Participation Request AN IC Student amp Exchange Visitor Information System Main Listing of Schools Listing of Programs Help Tutorial Logout Extension beyond the maximum duration of participation request Required fields are marked with an asterisk Family Name Suffix Date of Birth 04 29 1980 Country of Birth GERMANY country of Legal Permanent Residence GERMANY Active Initial Dependent Count 1 Program Sponsor Institute of Dance Category TRAINEE 5 Subject Field Remarks N A 66 Number Program End Date 12 30 2003 Previous Program End Date isa Type J 1 Visa Issue Date Port of Entry 1 94 Admission Number 2 Remarks gis Submit Extension Reset Values Cancel 12 18 2003 Thursday 3 Onthe lower
106. ment Visitors Short Term Scholars Specialists Camp Counselor Summer Work Travel Associate Degree Student Bachelors Degree Student Masters Degree Student Doctorate Degree Student Non Degree Student Secondary Student Minimum Duration of Participation One academic semester 5 months Au Pair Flight Trainee 1 year Minimum Duration of Participation for Sponsors with Program Serial G 1 G 2 or G 3 N A SS A T A gt gt gt gt gt gt A 2 gt One academic semester 5 months Maximum Duration of Participation Extension beyond maximum duration of participation is permitted requires DOS approval em Q x n Z O Z Z o o o N No No All Other Trainees Section 62 8 General program requirements b Minimum duration of program Sponsors other than the Federal Government agencies Note Identified by the program serial G 1 G 2 and G 3 shall provide each exchange visitor except short term scholars with a minimum period of participation in the United States of three weeks 2 The maximum duration of participation for a trainee is 18 months unless a sponsor s designation is limited by DoS to a lesser amount of time for example a 12 month training program An extension of a program beyond the 12 months would be considered an extension beyond the maximum duration of participation and
107. n EV s participation within the maximum duration of participation perform the following 1 Access the Exchange Visitor Information screen for the EV whose extension request you wish to process perform a search for the record or use the EV Lists link 2 Click the Extension Within the Maximum Duration of Participation link on the Actions menu Exhibit 28 Extension Within the Maximum Duration of Participation is an example of the screen that displays It contains summary data for the selected EV and a field for changing the program end date 69 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 29 Extension Within the Maximum Duration of Participation Student amp Exchange Visitor Information System Main Help Tutorial Logout Required fields are marked with an asterisk Family Name Holtzman Suffix Date of Birth 06 29 1970 Cou of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count 1 Program Sponsor National School for the Arts Category SPECIALIST Subject Field Remarks xx IAP 66 Number Program End Date 06 25 2004 Previous Program End Date Visa Type J 1 Visa Issue Date Port of Entry 1 94 Admission Number 06 25 2004 Submit Extension Reset Values Cancel 12 18 2003 Thursday Enter the new program end
108. n System U S United States December 19 2003 APPENDIX B STATUS VALUES FOR EXCHANGE VISITORS AND DEPENDENTS User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Status Values for Exchange Visitors and Dependents Below 15 a list and explanation of each status that EVs and their dependents may have in SEVIS SEVIS Status Description Explanation Saved Draft EV and or dependent records that have been saved but not submitted to the SEVIS database These records are considered Draft records An RO or ARO may review edit and submit a saved draft record to SEVIS Initial EV and or dependent records that have been created and submitted to SEVIS saved to the SEVIS database but the EV s program has not been validated by the program sponsor Validation is the process of updating the record of an EV who is in Initial status the Form was issued but the EV has not yet entered the United States in SEVIS to show that the EV e Has actually arrived at the site of activity in the U S identified by the program sponsor e 5 participating in his or her exchange program Note Failure to validate an EV s participation within 30 days of the program start date as reflected on the Form DS 2019 will result in cancellation of the EV s record in SEVIS as stipulated in the Exchange Visitor Program regulations 22 CFR 62 Active The sponsor has validated an EV
109. n become inactive out of status for the following reasons e The RO ARO ends the program of an EV for example the EV completes his or her program early or withdraws from the program The status of the EV s dependents will also be set to Inactive when the program sponsor takes action on the EV The RO or ARO ends the status of the spouse or dependent because the accompanying spouse got divorced from the EV or the spouse and or dependent died e The dependent s status is automatically ended in SEVIS on the day the dependent turns 21 years of age December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 SEVIS Status Description Explanation Invalid An EV s status is Invalid when he or she e Heor she does not use the Form DS 2019 issued by a program sponsor to obtain a visa e He or She uses the Form DS 2019 to obtain a visa but does not enter the United States through a port of entry within 30 days of the program start date identified on the Form e AnRO or sets the EV s record to Invalid status Note Dependent records are automatically set to Invalid when the EV s Form DS 2019 is set to Invalid No Show The EV s program participation has not been validated in SEVIS It is 30 days after the program start date listed on the Form DS 2019 that was issued to an EV to begin a new program and the EV has entered the United States thro
110. name of the country in which the dependent is a citizen 11 Country of Legal Permanent Residence Select the country in which the dependent is a legal permanent resident For most dependent applicants the Country of Legal Permanent Residence will be the same as the Country of Citizenship Some applicants however will be permanent residents of other countries Note the difference between permanent and temporary residence For example a French citizen who is teaching in Italy on a 1 contract and making application for a J visa from Italy would not be considered a legal permanent resident of Italy 5 Select one of the following buttons Submit Edit Click this button to complete the process The system displays a message informing you of the successful submission of the update to the dependent s data Note The dependent s Form DS 2019 will print along with the EV s Form when the Print feature is used when you submit the Form in SEVIS Reset Values Click this button to return all entries on the page to the previous values Cancel Click this button to return to the Exchange Visitor Dependents Menu screen without updating the dependent s data 2 6 2 3 4 REPRINT DS 2019 FOR A DEPENDENT You may reprint the Form DS 2019 for a dependent whose status is Initial To reprint the Form for a dependent perform the following 1 Access the Exchange Visitor Information scre
111. nge Visitors and Dependents Saved Exchange Visitors and Dependents nge Visi 12 01 2003 Monday When you click one of these links the system displays the appropriate list of EVs and or dependents The following lists in alphabetical order may be generated List Title Description Explanation Active Status Exchange Visitors A list of all EVs and dependents whose status is Active and Dependents The program sponsor has validated the EV s participation in his or her program by entering the current U S address residence for the EV Following the validation of the EV in SEVIS the EV 15 considered to be in Active or valid program status For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 category program begin and end dates and the date of the last update to the record Click a Family Name link to see the full record for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 List Title All Exchange Visitors and Dependents Inactive Status Exchange Visitors and Dependents Description Explanation A list of all EVs and dependents regardless of status for the selected program See Appendix B Status Values for Exchange
112. ntry 1 94 Admission Number 2 Receiving Program Sponsor Number Validate Transfer Reset Values Cancel 12 18 2003 Thursday 3 Enter the effective date of the transfer the date on which the EV becomes the responsibility of the receiving program sponsor 84 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 4 Inthe Receiving Program Sponsor Number field enter the program ID for the program to which the EV wishes to transfer You will need to contact the receiving program to obtain this number 5 Click the Validate Transfer button The system displays a screen containing the name of the program sponsor whose program ID was entered 6 Ensure this is the program to which the EV wishes to transfer and click the Approve Transfer button If it is not the correct program sponsor click the Cancel button and repeat Steps 3 through 5 7 the transfer approved message screen click the View Exchange Visitor button to return to the transferring EV s record The EV s status will remain Active until the effective date of transfer His or her status will change to Transferred on the effective date of transfer 2 8 Exchange Visitor Information Screen lInactive Status 2 8 1 Correct Minor or Technical Infraction Inactive Status The Correct Minor or Technical Infraction option enables the RO or ARO to correct a minor or technical
113. obtain a visa or used the Form to obtain a visa but did not enter the United States through a port of entry POE no later than 30 days after the program begin date identified on the Form For each EV and dependent the list shows the SEVIS ID family name first name if applicable visa type J 1 or J 2 program number country of citizenship and the date of last status change Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen A list of all EVs and dependents whose status is No Show SEVIS assigns the status of No Show for the following reason The EV has entered the United States through a POE and has not been validated in SEVIS within 30 days after his or her program begin date For each EV and dependent the list shows the SEVIS ID family name first name if applicable gender country of birth visa type J 1 or J 2 and No Show date Click a Family Name link to see the data for that person Click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 List Title Port of Entry Arrivals Saved Exchange Visitors and Dependents Terminated Status Exchange Visitors and Dependents Transferred Out Status Exchange Visitors and Dependents Descr
114. of the city where the EV was born If necessary change the name of the country in which the EV was born If necessary change the name of the country in which the EV maintains citizenship If necessary change the name of the country in which the EV is a legal permanent resident For most EV applicants the Country of Legal Permanent Residence will be the same as the Country of Citizenship Some applicants however will be permanent residents of other countries Note the difference between permanent and temporary residence For example a French citizen who is teaching in Italy on a 1 year contract and applying for a J visa from Italy would not be considered a legal permanent resident of Italy Select an option from the list that most closely matches the EV s position in his or her home country This field defaults to the category in which the EV has been approved to participate in while in the United States and it 89 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Section Description Explanation cannot be changed 13 Subject Field To select the field the EV will be studying or participating in Description while participating in you program perform the following 1 Click the Select button to display the Category and Subject Field screen Exhibit 21 2 Open the list of categories by
115. on Description Explanation max of 2 and enter the amount in U S dollars The Exchange Visitor s Enter the amount in U S dollars that the EV s Government government is contributing CYPRESS Enter the amount in U S dollars that the Binational the Exchange Visitor s Country Commission is contributing Enter the amount in U S dollars that all other providing support organizations are contributing Enter the amount in U S dollars that the EV 15 contributing When finished click one of the following buttons Previous Click this button to return to the previous page of the Form DS 2019 WARNING Be sure to save the data entered on this page before selecting the Previous button If you do not save first the unsaved data that were entered on this page will be lost Reset Values Click this button to return all entries on the page to the previous values Submit DS 2019 Click this button to save the EV s Form to SEVIS A message displays informing you that the EV has successfully transferred into your program the EV s status is Transferred You may click the Print Final DS 2019 button to print the Form sign it in blue ink and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you validate the EV s participation in your program before printing the Form DS 2019 See Section 2 9 2 Validate the EV s Program Save Draft Click
116. orm DS 2019 for printing instructions Note It is recommended that you print a draft copy of the EV s Form DS 2019 and review it for accuracy 2 5 3 1 Edit Dependent Data Draft Status You may edit dependent data To edit the dependent s data while the EV s record is in Draft status perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link ee Click Edit DS 2019 link on the Actions menu Page 1 of the Form DS 2019 displays Click the Next button to advance to the Site of Activity Menu screen Exhibit 14 Click the Next button to advance to the Exchange Visitor Dependents menu Exhibit 16 Click the Edit link in the Commands column for the dependent whose data you wish to update The Exchange Visitor Information Edit Dependent screen displays 6 Make the necessary update to the data See Section 2 5 3 Complete Page 3 of the Form DS 2019 Dependent Information for detailed instructions for the fields on this screen 7 Click the Submit Edit button to complete the process The Exchange Visitor Dependents Menu screen displays 2 5 3 2 Delete Dependent Draft Status The Delete Dependent option is only available when the EV is in Draft or Initial status To delete a dependent when the EV s status is Draft perform the following 1 Access the Exchange Visitor Information screen for the EV
117. ormation Add Dependent Student 8 Exchange Visitor ge x y 7 Information System Main Help Tutorial Logout National Technology Institute Program Number G 3 10521 Exchange Visitor Information Family Name Schmidt Suffix Date of Birth 06 29 1980 Cou of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count 0 Program Sponsor National Techn Institute Category STUDENT BACHELORS Subject Field Remarks None IAP 66 Number Program End Date 12 15 2008 Previous Program End Date Visa Type J 1 Visa Issue Date Port of Entry 1 94 Admission Number Add Dependent Required fields are marked with an asterisk Schmidt 2 First Name Andrea 4 Suffix Select One 01 14 1981 Male Female Heidleburg 6 Gender GERMANY 11 20 2003 Thursday Below is a list of the fields and sections on this screen and a brief description or explanation for each An asterisk precedes the fields and sections that must be completed To complete this screen enter the following data Field Description Explanation 1 Family Name Enter the surname or last name of the dependent Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displ
118. ote the difference between permanent and temporary residence For example a French citizen who is teaching in Italy on a 1 contract and applying for a J visa from Italy would not be considered a legal permanent resident of Italy 3 Click the Add Dependent button to automatically save the data that you have entered and return to the Exchange Visitor Dependent Menu add another dependent repeat the process described above 4 Click the Next button to advance to the Add Financial Information screen 2 9 3 2 Transfer Update Dependent Data To update dependent data perform the following 1 Exchange Visitor Dependent Menu click the Edit link for the dependent whose data you wish to update The Exchange Visitor Information Edit Dependent screen displays 2 Make the necessary updates to the dependent s data Click the Submit Edit button The Exchange Visitor Dependent Menu displays 4 Click the Next button to advance to the Financial Information screen 2 9 3 3 Transfer Terminate Dependent See Section 2 7 2 2 1 Terminate Dependent for instructions on how to terminate a dependent 2 9 3 4 Transfer End Status of Dependent See Section 2 7 2 2 2 End Status of Dependent for instructions on how to end the status of a dependent 2 9 4 Transfer Financial Information Page 4 of the Form DS 2019 Financial Information screen is used to collect financial information fo
119. own in Exhibit 13 New Exchange Visitor Personal Information Screen 22 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 13 New Exchange Visitor Personal Information Screen Student amp Exchange Visitor Information System Main Help Tutorial Logout New Exchange Visitor For National Technology Institute G 3 10521 Enter Initial Information about Exchange Visitor Required fields are marked with an asterisk Visa Type J 1 4 Suffix select One zi 6 Gender Male C Female C 2 First Name 8 Country of Birth setone m One Select One 19 selet One m One Select One 12 Exchange Visitor Category Select One zi Select 14 Current U S Address g Address Address enyjanwoun SS State CALIFORNIA H ooo 16 Program Begin Date 11 20 2003 Thursday Below is a list of the sections fields on this screen and a brief description or explanation for each section field An asterisk precedes the fields that must be completed Some of these fields and sections contain text boxes drop down lists radio buttons and command buttons To complete this screen enter the following data Field Field Enter the surname or last name of the EV 1 Family Name Note The DoS Bureau of Consular Affairs has advised that names should be enter
120. port this part by the U S Government or the EV s exchange visitor If any U S government with funds contributed directly to Government Agency ies the EV in connection with his or her provided funding indicate the participation in an Exchange Visitor Program Agency ies by code below Enter the following information if applicable Indirect Funding Financed by one of the following An international organization with funds contributed by either the U S Government or the EV s government for use in financing international educational and cultural exchanges An organization or institution with funds made available by either the U S Government or the EV s government for the purpose of furthering international educational and cultural exchanges Financial Support from Complete one or more of the fields in this section organizations other than the sponsor will be provided by one Note dollar amounts must be entered in SEVIS of the following without commas and periods and should be rounded to the nearest whole dollar for example 15 459 87 should be entered as 15460 U S Government Agency ies Select the agency that is contributing to this EV and max of 2 enter the amount in U S dollars International Organization s Select the organization that is contributing to this EV 94 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Secti
121. program Site of Activity and the site address See Section 2 5 2 Complete Page 2 of the Form DS 2019 Site of Activity for detailed instructions Click the Add Site of Activity button to complete the process A message displays informing you of the successful addition of the site of activity If necessary click the Print Final DS 2019 button to print the Form sign it in blue ink and provide it to the EV Note The address that prints in the U S Address field on the printed Form DS 2019 is the EV s site of activity address If the EV has multiple sites of activity the first site entered will be the one that prints on the Form DS 2019 2 7 2 5 Edit Subject Field Active Status You may update the subject field of study for an EV To update this data perform the following l Access the Exchange Visitor Information screen for the EV whose subject field of study you wish to update perform a search for the record or use the EV Lists link 82 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 2 Click the Subject Field link on the Edits menu Exhibit 35 Subject Field is an example of the screen that displays It contains summary data for the selected EV including the current Subject Field description Exhibit 36 Subject Field ud sito Information System Main Help utorial Logout National School for the Arts P 4 10911 Subject Field
122. r 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit C 2 Netscape Page Setup Window Margins amp Header Footer Tab Page Setup 7 Set the left and right margins to 0 5 and the top and bottom margins to 0 25 8 Within the Headers amp Footers section ensure that all drop down lists are blank If the drop down lists are not set to blank click on the down arrow and select blank 9 Click OK 10 Click either the Print Sh button on the browser toolbar or select Print from the File menu The Print window displays as depicted in Exhibit C 3 Print Window 2 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit C 3 Print Window 12th floor laser Sq apps2 Selection Pitt thane L 1510 GUE GATE 5 Po ie Sselecten fo BeCiiTanie separately 11 Ensure that the appropriate printer is selected in the Name list box If not select the correct printer from the list 12 Click OK on the Print window and the report prints to the designated printer C 3 December 19 2003 ATTACHMENT A DoS MAXIMUM AND MINIMUM DURATION OF PARTICIPATION RULES Department of State Maximum and Minimum Duration of Participation Rules Category Professor and Research Scholar Teachers Alien Physicians International Visitors Govern
123. r the EV This screen represents the final step in creation of a record for a new EV Note dollar amounts must be entered in SEVIS without commas and periods and should be rounded to the nearest whole dollar for example 15 459 87 should be entered as 15460 93 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 To complete the Financial Information screen perform the following 1 Below 15 a list of the fields and sections on this screen and a brief description of or explanation for each An asterisk precedes the fields and sections that must be completed To complete this screen enter the following data Field Section Description Explanation 19 During the period covered Note The EV must have at least one source of funding listed in Sections 19 and 20 of the electronic Form DS 2019 this program the total estimated financial support in U S dollars is to be provided to the exchange visitor by Current Program Sponsor If applicable enter the amount in U S dollars that the program sponsor will contribute to the EV This program sponsor has has Select has or has not to indicate whether the EV has not received funding for received direct or indirect funding from U S international exchange from Government agencies This is a required field one or more U S Government e Direct Funding Financed in whole or in Agency ies to sup
124. r use the EV Lists link 2 Click the Cancel Change of Category Request link on the Actions menu Exhibit 24 Cancel Change of Category Request is an example of the screen that displays 63 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 25 Cancel Change of Category Request m v IC Student amp Exchange Visitor Information System Main Help Tutorial Logout Cancel Change of Category Request Required fields are marked with an asterisk Family Name Houten Suffix Date of Birth 11 01 1968 Country of Birth GERMANY Country of Legal Permanent Residence GERMANY Active Initial Dependent Count 0 Program Sponsor National School for the Arts Category SPECIALIST Subject Field Remarks xzx IAP 66 Number Program End Date 07 01 2004 Previous Program End Date Visa Type J 1 Visa Issue Date ort of Entry 1 94 Admission Number 1 Remarks a f2 Cancel Change of Category Request Reset Values Cancel 12 18 2003 Thursday Enter optional comments in the Remarks text box 4 Click the Cancel Change of Category Request button to complete the process A message displays informing you that the request has been cancelled 5 Click the Return to Exchange Visitor button to view the Exchange Visitor Information screen Notice the additional options available on the Actions and Edits menus 2 7
125. rect Minor or Technical Infraction is an example of the screen that displays Exhibit 26 Correct Minor or Technical Infraction US Immigrati fi and Customs 5 Enforcement Main Listing of Schools Listing of Programs Help Tutorial Logout Correct Minor or Technical Infraction Required fields are marked with an asterisk Select One 03 30 2004 11 24 2003 Monday 65 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Select the reason for the infraction Click inside the Minor or Technical Infraction field if the down arrow does not display on the screen and then make a selection Enter the new program end date Note If the EV is in Active status and the RO or ARO changes the program end date the date does not change in the system This known problem will be fixed in a later release of SEVIS An explanation must be entered in the Remarks text box To complete the process click the Correct the Minor or Technical Infraction button A message displays indicating the successful update of the EV s record Click the Reset Values button to return all entries to the previous values or click Cancel to the Exchange Visitor Information screen without completing this request 2 7 1 4 Program for EV Active Status An EV s program participation can be concluded nonadverse termination for the following reasons e Cancellation Change
126. rm in SEVIS A draft copy of the SEVIS Form DS 2019 can be identified by the word draft printed on the top of the Form The SEVIS ID for the EV and or dependent s and bar code will not be printed on the draft Form The draft Form DS 2019 can be printed prior to submission of the Form so that you can review the data for accuracy Changes to the Form may be made prior to submission When the Form DS 2019 for a new EV and or dependent s is submitted in SEVIS the status of the records for EV and or dependent s will change from Draft to Initial status You can print a final Form DS 2019 following submission of the Form for a new EV The final Form includes the bar code and SEVIS ID and draft is removed from the top of the Form The final SEVIS generated Form DS 2019 should be given to the EV See Section 2 5 6 1 Signature on SEVIS Form DS 2019 for instructions regarding the signature on the Form Note The printed Form will have the EV s or dependent s SEVIS ID in the upper right corner above the bar code It begins with the letter N which is followed by 10 digits for example N0123456789 Note See Section 2 6 2 3 4 Reprint Form DS 2019 for a Dependent for instructions on reprinting the Form for dependents To print a copy of the Form DS 2019 for an EV perform the following 1 Click the Print Draft DS 2019 or the Print Final DS 2019 button Another browser window will open and the Form DS 2019 will be displayed using Ado
127. rmation Transaction Date Transfer transaction Amounts Funds EVIS to SEVIS ransfer U S Government Agency OTHER 5 000 00 Exchange Visitor s Government All other organizations providing support 5 000 00 Total 15 000 00 Dependents SEVIS ID Family Name First Name Relationship Gender Status NO000106288 Schmidt Andrea SPOUSE FEMALE ACTIVE Site of Activity Address National Technology Institute 123 Main St Anytown DC 20001 11 21 2003 Friday The following sections provide information about each of the options on the Actions Edit and Transfer menus 2 7 1 Actions Menu The options links on the Actions menu provide access to the following processes 2 7 1 1 Change of Category Request An RO or ARO may request a change of category for an EV Any change must be clearly consistent with and closely related to the participant s original exchange objective and necessary due to unusual or exceptional circumstances DoS must review and approve this request 58 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Note The change of category request fee and all supporting documentation must be submitted to DoS prior to the EV s program end date so that the EV does not fall out of status To request a change of category for an EV perform the following 1 Access the Exchange Visitor Information screen for the EV whose request you wish to process
128. s xzx IAP 66 Number Program End Date 07 01 2004 Previous Program End Date Visa Type J 1 Visa Issue Date Port of Entry 1 94 Admission Number Select One 2 Effective Completion Date MM DD YYYY EndProgramforEV Reset Values Cancel 12 18 2003 Thursday Select a reason for ending the EV s program from the drop down list 4 Enter the effective date of completion for the EV Click the End Program for EV button Note On the day following the end date of an EV s program the end date identified on the Form DS 2019 the system automatically inactivates the EV s record in SEVIS 2 7 1 5 Extension Beyond the Maximum Duration of Participation Request The RO or ARO may request to extend an EV s program beyond the maximum duration of program participation See Attachment A DoS Maximum and Minimum Duration of Participation Rules for the maximum and minimum duration rules for the various categories The EV must have a status of Active and the request must be reviewed and approved by DoS prior to the expiration date or the program end date The request will not be processed until DoS receives the fee and all supporting documentation Note Do not use this option for EVs in the student category There is no limit on the duration of participation of a student see Attachment A DoS Maximum and Minimum Duration of Participation Rules 67 December 19 2003 User Manual for Exchange Visitor Progra
129. s and Dependents EV lists with the status of Transferred once the effective date of transfer arrives To validate the participation of an EV transferring into your program perform the following 1 Access the Exchange Visitor Information screen for the EV whose program participation you wish to validate perform a search for the record or use the EV Lists link 2 Click the Validate Program Participation link on the Actions menu to display the Validate Program screen Ensure the accuracy of the current U S address make corrections if necessary 4 Click the Validate Program button The Listing of Programs screen displays and the EV s status is now Active 2 10 Alerts Alerts are notices to users identifying tasks that need to be completed in SEVIS In most cases these alerts are indicators that according to the information currently in the system the EV s status will change in many cases from Active to Terminated or Completed if some type of action or update is not taken by an RO or ARO within a certain number of days If no action is taken the system will automatically take action Exhibit 38 Listing of Programs Alerts Link shows the location of the Alerts link on the screen If there are no alerts for a program the Alerts link will not display on the Listing of Programs screen 96 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 39 Lis
130. s is not a required field in SEVIS the DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card 4 Suffix Select a title such as Junior that may appear at the end of a person s name 5 Date of Birth Enter the dependent s date of birth in MM DD YYYY format 6 Gender Select the dependent s gender male or female 7 Relationship Select Spouse or Child A dependent child must be younger than 21 years of age 8 City of Birth Enter the unabbreviated name of the city where the dependent was born 9 Country of Birth Select the name of the country in which the dependent was born 92 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Section Description Explanation 10 Country of Select the name of the country in which the dependent Citizenship maintains citizenship 11 Country of Legal Select the name of the country in which the dependent is a Permanent legal permanent resident Residence For most EV applicants the Country of Legal Permanent Residence will be the same as the Country of Citizenship Some applicants however will be permanent resident residents of other countries N
131. s the RO ARO Reports screen as shown in Exhibit 39 Reports Page 98 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 40 Reports Page US Immigration c f and Customs _ INA wu Student amp Exchange Visitor X Enforcement di Information System Main Help Tutorial Logout RO ARO Reports Format HTML C Text Click on Help above and search on Printing Reports to find the proper page settings for printing SEVIS reports Submit SEVIS Reports 9 Category Levels Counts for category by purpose code and country C Annual Report Ji Exchange Visitor Program U S Department of State C DoS 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 5 Ifthere are no search criteria for the selected report the report will be generated and will display in a new browser window If search criteria must be chosen for the selected report the Report Search Criteria Entry page will display in the browser window Select the search criteria and click the Submit button to generate the report 2 11 2 Print a Report The proce
132. s used to transfer an EV from your program to another active SEVIS program The procedure for transferring an EV out of your program is detailed below See Section 2 9 Transfer Procedures for Receiving Program for the procedures to complete the transfer of an EV into your program Note You may only transfer an EV to a SEVIS program that is designated for the category in which the EV 15 currently participating To transfer an EV to another program perform the following 1 Access the Exchange Visitor Information screen for the EV whom you wish to transfer perform a search for the record or use the EV Lists link 2 Click the SEVIS to SEVIS Transfer link on the Transfer menu Exhibit 36 SEVIS to SEVIS Exchange Visitor Transfer is an example of the screen that displays Exhibit 37 SEVIS to SEVIS Exchange Visitor Transfer Student amp Exchange Visitor Information System Main Help Tutorial Logout National School for the Arts Program Number P 4 10911 SEVIS to SEVIS Exchange Visitor Transfer Required fields are marked with an asterisk Family Name anelli Suffix Date of Birth 05 05 1975 Cour of Birth GABON Country of Legal Permanent Residence GABON Active Initial Dependent Count 0 Program Sponsor National School for the Arts Category STUDENT MASTERS Subject Field Remarks xx 66 Number Program End Date 06 15 2005 Previous Program End Date Visa Type J 1 Visa Issue Date Port of E
133. select the correct printer from the list 4 Click OK to print to the designated printer 2 1 5 Tutorial To view a SEVIS demonstration click Tutorial on the SEVIS navigation bar Follow the instructions on the first screen of the demonstration To close the demonstration at any time click the Close button 2Xl in the upper right corner of the screen Note The tutorial cannot be viewed using versions of Netscape lower than 4 79 If you are using an older version and wish to view the tutorial go to the Netscape web site and download Version 4 79 or higher Also for best results the online tutorial should be viewed using a 17 inch or larger monitor with a monitor setting of 1024x768 2 2 Accessing SEVIS SEVIS requires the use of Internet Explorer Version 5 0 or higher or Netscape Version 4 79 or higher and Adobe Acrobat Version 5 0 or higher An authorized user must have a permanent user ID and password to access SEVIS When approved to use SEVIS you will receive an email message containing your user ID and a second message containing a secure link to SEVIS The secure link is associated with your user ID and is active until you create your password It can only be used to create a password for your user ID To use the link and create your password perform the following 1 Click the link contained in the email message The system will display the Set Password screen as shown in Exhibit 4 Set Password Screen December 19 2003
134. status perform the following 1 Access the Exchange Visitor Information screen for the EV whose information you wish to change perform a search for the record or use the EV Lists link Click the Dependents link on the Edits menu The system displays the Exchange Visitor Dependents Menu screen Click the Add Dependent link near the bottom of the screen The system displays the Exchange Visitor Information Add Dependent screen 50 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 4 An asterisk precedes the fields that must be completed To complete this screen enter the following data Field Description Explanation Family Name Enter the surname or last name of the dependent Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card First Name Enter the first name of the dependent Note Even though this is not a required field in SEVIS The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card Middle Name Enter the middle name of the dependent Note Even though t
135. stitute Category STUDENT BACHELORS Subject Field Remarks None IAP 66 Number Program End Date 12 15 2008 revious Program End Date Vi 3 1 Visa Issue Date Port of E I 94 Admission Number Site of Activity Address Commands National Technology Institute 123 Main St Anytown DC 20001 Edit Delete Add Activity Previous Next Print Draft DS 2019 11 20 2003 Thursday Existing Site of Activity Links used to edit or delete a Site of Activity Add Activity Link To complete Page 2 click the Add Activity link in the lower left part of the screen Exhibit 15 Exchange Visitor Information A dd Site of Activity is an example of the screen that displays Note In Exhibit 15 the Site of Activity fields have been completed 27 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 15 Exchange Visitor Information Add Site of Activity Main Help Tutorial Logout National Technology Institute Program Number G 3 10521 Exchange Visitor Information Add Site of Activity Required fields are marked with an asterisk National Technology Institute DISTRICT OF COLUMBIA f AddSite of Activity __Reset Vaiues _Cencet 11 20 2003 Thursday 28 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Below is
136. t amp Exchange Visitor Enforcement 1 Main Help Tutorial Logout New Exchange Visitor For National Technology Institute G 3 10521 Enter Initial Information about Exchange Visitor Required fields are marked with an asterisk Visa Type J 1 4 Suffix Select One sl 01 28 1975 6 Gender Male C Female 2 First Name Brandon 8 Country of Birth GABON zi Country of Legal Permanent 8 10 Rasidencel GABON 12 Exchange Visitor Category pROFESSOR P 14 Current U S Address addessi 0000000 Addess2 tity State selet one N Zip Code Save Draft next Print Draft DS 2019 12 02 2003 Tuesday 3 Below is a list of the fields and sections on this screen and a brief description of or explanation for each Some of this information is filled in by SEVIS and may be updated An asterisk precedes the fields and sections that must be completed Some of these fields and sections contain text boxes drop down lists radio buttons and command buttons To complete this screen enter the following data Field Section Description Explanation 1 Family Name If necessary change the surname or last name of the EV Note The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport en
137. t and temporary residence For example a French citizen who is teaching in Italy on a 1 contract and making application for a J visa from Italy would not be considered a legal permanent resident of Italy 4 Click one of the following buttons Add Dependent Click this button to complete the process A message displays informing you of the successful addition of the dependent Note The dependent s Form DS 2019 will print along with the EV s Form when the Print feature is used when you submit the Form in SEVIS Reset Values Click this button to return all entries on the page to the previous values Cancel Click this button to return to the Exchange Visitor Dependents Menu screen without adding a dependent 2 6 2 3 2 DELETE DEPENDENT The Delete Dependent option is only available when the EV is in Draft or Initial status To delete a dependent perform the following 1 Access the Exchange Visitor Information screen for the EV whose dependent you wish to delete perform a search for the record or use the EV Lists link Click the Dependents link on the Edits menu The system displays the Exchange Visitor Dependents Menu screen Click the Delete link to the right of the name of the dependent whose record you wish to delete The Delete Dependent screen displays Review the data to ensure this is the dependent whose record you wish to delete Scroll to the bottom of the scre
138. t to all options in the Header section g If necessary click to remove the check mark next to all options in the Footer section h Click OK 2 Select Print from the File menu or click the Print button 8 on the browser toolbar to display the Print window 3 Ensure the name of the printer listed in the Name field is the printer from which you wish the report to print If it does not show the correct printer click the down arrow to the right of the field and select the correct printer 4 Click the Properties button and select the Paper tab 101 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 In the Orientation section click the Landscape radio button 5 6 Click OK to accept the Landscape setting 7 Click OK on the Print window and the report will print on the designated printer 8 Click the Close button Xl on the browser to close the window and return to SEVIS Note Netscape has modified its printing procedures for Version 7 0 Appendix C Printing Instructions for Netscape Version 7 0 provides the updated instructions 3 OPERATING INSTRUCTIONS 3 1 Initiate Operation You will access SEVIS via the Internet using Internet Explorer Version 5 0 or higher or Netscape Version 4 79 or higher You must also have a SEVIS user ID and password to access the system To log into SEVIS perform the following 1 Access the Internet and go to the SEVI
139. t window use the scroll bar on the right side of the window to view additional pages of the Form Click the Print button 8 on the Adobe Acrobat toolbar The Print window displays Ensure the name of the printer to which you want to print is listed in the Name field in the Print window If it does not show the correct printer click the down arrow to the right of the field and select the correct printer Click OK and the Form DS 2019 will be printed on the designated printer Click the Close button Xl on the Adobe Acrobat window to close the window 2 6 2 3 5 No SHOW DEPENDENT You may change the status of the dependent to No Show by performing the following I Access the Exchange Visitor Information screen for the EV whose dependent you wish to mark as no show perform a search for the record or use the EV Lists link Click the Dependents link on the Edits menu The system displays the Exchange Visitor Dependents Menu screen Click the Dependent s SEVIS ID link for example N0123456789 to access the Exchange Visitor Information Dependent Information screen Click the No Show link on the Actions menu to display the No Show screen Review the data to ensure that this is the dependent whose status you wish to change to No Show Click the No Show button The system will display a message informing you of the successful update to the record See Section 2 6 1 2 No Show for an explanation of No Show 2 6 2
140. te If the system should lockup at any time click the Close button Xf on the browser window to exit SEVIS 2 3 Exchange Visitor Search After logging into SEVIS the system displays a list of programs associated with your user ID You can search for an EV s record in any of the programs for which you are assigned a role Exhibit 8 Listing of Programs Search Link shows where the Search link displays on the screen Note When performing a search the system queries only your sponsor data This search function does not query any other records December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 8 Listing of Programs Search Link gy US Immigration w and Customs Student 8 Exchange Visitor Sa M S Enforcement 4 Information System Main Help Tutorial Logout Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands National Business Training School Anytown AZ PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports Raine University Anytown UT PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Search Link To perform a search complete the following 1 On the Listing of Programs screen click the Search link to the right of the name of the program whose records you wish to search The system displays the search scre
141. ter the name as it displays on the National ID 88 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 10 11 12 Field Section First Name Middle Name Suffix Date of Birth Gender City of Birth Country of Birth Country of Citizenship Country of Legal Permanent Residence Position Exchange Visitor Category Description Explanation card If necessary change the first name of the EV Note Even though this is not a required field in SEVIS The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card If necessary change the middle name of the EV Note Even though this is not a required field in SEVIS The DoS Bureau of Consular Affairs has advised that names should be entered in SEVIS exactly as they appear on the passport In the event the nonimmigrant does not have a passport enter the name as it displays on the National ID card If necessary change the title such as Junior that appears at the end of a person s name If necessary change the EV s date of birth in MM DD YYYY format If necessary select the EV s gender male or female If necessary change the unabbreviated name
142. the record or use the EV Lists link Click the Site of Activity link on the Edits menu The Site of Activity Menu screen displays summary data for the EV and the existing site s of activity Near the bottom of the screen click the Delete link to the right of the address for the site that you wish to delete Review the data to ensure this is the site of activity you wish to delete Click the Delete Site of Activity button A message displays informing you that the site has been deleted from the EV s record If necessary click the Print Final DS 2019 button to print the Form sign it in blue ink and provide a copy to the EV Note The address that prints in the U S Address field on the Form DS 2019 is the EV s site of activity address If the EV has multiple sites of activity the first site entered will be the one that prints on the Form DS 2019 2 7 2 4 3 ADD SITE OF ACTIVITY To add another site of activity to the EV s record perform the following 1 Access the Exchange Visitor Information screen for the EV whose record you wish to update perform a search for the record or use the EV Lists link Click the Site of Activity link on the Edits menu The Site of Activity Menu screen displays summary data for the EV and information for the existing site of activity Click the Add Activity link near the bottom of the screen The Add Site of Activity screen displays Enter the place where the EV will participate in his or her
143. this button to save the data that you have entered Print Draft DS 2019 Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you print a draft copy of the EV s Form DS 2019 and review it for accuracy You can make necessary corrections to the data before submitting the Form to SEVIS 2 9 5 Validate the EV s Program Participation Transfer Status When an EV transfers to your program his or her record in SEVIS must be validated within 30 days after the effective date of transfer Validation of program participation requires the program sponsor to acknowledge that the EV has reported as required and to collect the EV s current U S address actual physical location where the EV will reside while in the United 95 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 States Validation of program participation can take place at any time after the effective date of transfer Failure to validate the transfer EV s participation in your program within 30 days after the begin date will result in SEVIS changing the EV s status to No Show Note If your program is expecting to receive a transfer EV from another SEVIS program that EV s name will display in the Exchange Visitors and Dependents and the Transferred Status Exchange Visitor
144. ting of Programs Alerts Link Key US Immigration and Customs e YS Enforcement Student amp Exchange Visitor Information System Main Help Tutorial Logout Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands Fairfax Oaks VA PROGRAM ACTIVE RO i ists Reports National Business Training School Anytown AZ PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports National Technology Institute Anytown PROGRAM ACTIVE ARO Search Alerts sts Reports Raine University Anytown UT PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Alerts Links To view alerts available for a specific program perform the following 1 the Listing of Programs screen click the Alerts link for a specific program The list of alerts for that program displays Each row in the list represents a SEVIS situation that requires the attention of the RO or ARO For example Saved Record s Not Submitted for 15 Days indicates that there are EV records in Draft status and the current date is 15 days or more past the date of last update These records must either be deleted or completed and submitted to the system The system will automatically delete any records in Draft status if action has not been taken on the records within 45 days 2 Click an alert to see the specific list of records that require processing C
145. tivity listed near the bottom of the screen The Edit Site of Activity screen displays Make the necessary changes to the name and address for the site of activity Click the Update Site of Activity button A message displays indicating the successful update of this data in SEVIS Print a copy of the Form 08 2019 and provide it to the EV See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions 2 6 2 6 Add Site of Activity Multiple sites of activity can be added for an EV To add a site of activity for an EV in Initial status perform the following 1 Access the Exchange Visitor Information screen for the EV for whom you wish to add a site of activity perform a search for the record or use the EV Lists link Click the Site of Activity link on the Edits menu The system displays the Site of Activity Menu screen Below is a brief description or explanation of the fields on this screen An asterisk precedes the fields that must be updated To complete this screen enter modify the following data Field Description Explanation Site of Activity Enter the name of the place where an EV will participate in his or her program 56 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Field Description Explanation 2 Site of Activity Address Enter the physical location of the site Do not
146. u wish the report to print If it does not show the correct printer click the down arrow to the right of the field and select the correct printer 4 Click OK and the report will print on the designated printer 5 Click the Close button 24 on the browser to close the window and return to SEVIS 2 11 2 2 Printing a Report Using the Netscape Browser To print a report using Netscape perform the following 100 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 1 For best results when printing it is recommended that you make the following changes to the browser print settings for Netscape a Click the File menu on the Netscape toolbar b Select Page Setup The Page Setup window displays as shown in Exhibit 41 Netscape Page Setup Window Exhibit 42 Netscape Page Setup Window Page Options Sample 8 50 11 00 Z Black text Black lines Last page first Print backgrounds m Margins Inches Top fo 25 Left 0 50 Bottom 0 25 Right 40 50 Header Document title Document location URL m Footer Pagenumber Pagetotal Date printed Cancel c Ifnecessary click to remove the check mark in the Beveled lines check box d Click to place a check mark in the Black text check box e Setthe top and bottom margins to 0 25 f If necessary click to remove the check mark nex
147. ugh a port of entry but has not reported to the program sponsor Note Dependent records are automatically set to No Show when the EV s record is set to No Show December 19 2003 APPENDIX C PRINTING INSTRUCTIONS FOR NETSCAPE VERSION 7 0 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Netscape has modified its printing procedures for Version 7 0 For best results when printing it is recommended that you make the following changes to the browser print settings for Netscape l Click File on the Netscape menu bar 2 Select Page Setup The Page Setup window displays as shown in Exhibit C 1 Netscape gx a e Page Setup Window Format amp Options Tab Exhibit C 1 Netscape Page Setup Window Format amp Options Tab x Format amp Options Margins amp Header Footer Format CR ET Portrait AS Landscape Scale 9 Shrink To Fit Page Width Options 0 Print Background colors amp images On the Format amp Options tab click the Landscape radio button Ensure there is a check mark in the Shrink To Fit Page Width check box Ensure there is not a check mark in the Print Background color amp images check box Click the Margins amp Header Footer tab The Margins amp Header Footer tab comes into focus as depicted in Exhibit C 2 Netscape Page Setup Window Margins amp Header Footer Tab Decembe
148. ument 2 DESCRIPTION OF SYSTEM FUNCTIONS The following sections provide step by step instructions for using SEVIS Included are directions for creating issuing and modifying Forms DS 2019 for EVs and dependents Other program updates are discussed in Volume I of this manual 2 4 Overview of Screen Components This section explains SEVIS screens and their components and how to navigate through the application Exhibit 2 Listing of Program and Screen Components is an example of the screen that displays when you log into SEVIS It includes various options that are available on the navigation bar and links that are available from within the list of program sponsors The screen components are labeled with the terms used in this manual December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Exhibit 2 Listing of Programs and Screen Components E SEVIS J Eligibility Launch Page Microsoft Internet Explorer B xj Edit View Favorites Tools Help Student 8 Exchange Visitor SEVIS Information System Help Tutorial Logout Listing of Programs Indicates an alert for that program US Immigration and Customs Enforcement Main Listing of Schools Listing of Programs Location City State Status Role Commands Fairfax Oaks VA PROGRAM ACTIVE ARO Search New Exchan
149. us because the first attempt to print failed select Other as the reason and enter the following comment in the Remarks box Begin New Program Click the Reprint DS 2019 button message displays indicating that the update was successful the reason for reprinting the Form was saved to SEVIS Click the Print Final DS 2019 button A new browser window opens and the Form DS 2019 displays using the 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 eliminate this window from displaying in the future click in the always ask before opening this type of file check box to remove the check mark Select the Open button to view the Form DS 2019 When the Form DS 2019 displays in the 4dobe Acrobat window use the scroll bar on the right side of the window to view additional pages of the Form Click the Print button amp on the Adobe Acrobat toolbar The Print window displays Ensure that the name of the printer to which you want to print is listed in the Name field in the Print window If it does not show the correct printer click the down arrow to the right of the field and select the correct printer Click OK and the Form DS 2019 will be printed on the designated printer 41 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 9 Click the Close button 2 on the
150. vance to the next page of the EV s Form DS 2019 If any fields and sections have not been completed or contain incorrect information the system will display an error message indicating the error s Make the necessary corrections and click the Next button again 90 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Print Draft DS 2019 Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final Form DS 2019 for printing instructions Note It is recommended that you print a draft copy of the transfer Form DS 2019 and review it for accuracy You can make necessary corrections to the data before submitting the Form to SEVIS 2 9 2 Transfer Add Site of Activity Page 2 of the Form DS 2019 Site of Activity Menu is used to collect program information for the EV It provides a summary of the information entered for the EV and an option for adding sites of activity To enter information about the EV s site of activity perform the following 1 Click the Add Activity link in the lower left part of the Site of Activity Menu screen The system displays the Exchange Visitor Add Site of Activity screen 2 In the Site of Activity field enter the name of the place where the EV will participate in his or her program 3 In the Site of Activity Address fields enter the physical locat
151. xchange Visitor Information screen for the EV whose information you wish to change perform a search for the record or use the EV Lists link Click the Biographical Information link on the Edits menu The Biographical Information screen displays Make the necessary updates to the EV s biographical information For detailed instructions on how to complete this screen see Section 2 5 1 Complete Page 1 of the Form DS 2019 Personal Information Click the Update Information button to save the changes The system displays a message indicating the successful update to the record Click the Print Final DS 2019 button to print a new Form sign it in blue ink and provide it to the EV Note When the EV is in Initial status and you update his or her biographical data the purpose that will print on the Form will be Begin New Program Biographical Information Modified 2 6 2 3 Dependents Initial Status The Dependents link on the Exchange Visitor Information screen for an EV in Initial status enables you to make the following additions corrections and or updates to dependent records e Add dependents e Delete dependents e Edit dependent data e Reprint the dependent s Form DS 2019 e Indicate that the dependent is a no show The following sections contain detailed instructions for completing each of these processes 2 6 2 3 1 ADD DEPENDENT INITIAL STATUS To add a dependent to an EV record that is currently in Initial
152. y of Citizenship Select the name of the country in which the dependent is a citizen 11 Country of Legal Permanent Residence Select the name of the country in which the dependent is a legal permanent resident For most dependent applicants the Country of Legal Permanent Residence will be the same as the Country of Citizenship Some applicants however will be permanent residents of other countries Note the difference between permanent and temporary residence For example a French citizen who is teaching in Italy on 1 contract and making application for a J visa from Italy would not be considered a legal permanent resident of Italy Select one of the following buttons 33 December 19 2003 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Volume II Form DS 2019 Add Dependent Click this button to automatically save the data that you have entered and return to the EV Dependent menu To add another dependent repeat the process described above Reset Values Click this button to erase all entries on the page that have not been saved Cancel Click this button to return to Page 3 of the Form DS 2019 without adding a dependent Print Draft DS 2019 on the Exchange Visitor Dependents Menu screen see Exhibit 16 Click this button to print a draft copy of the Form DS 2019 See Section 2 5 6 Print a Draft or Final F

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