Practicing Safe SEVIS - WordPress.com · Spring 01/09/2006 01/09/2006 05/08/2006 01/08/2007...
Transcript of Practicing Safe SEVIS - WordPress.com · Spring 01/09/2006 01/09/2006 05/08/2006 01/08/2007...
Practicing Safe SEVISErin McKercher, SEVIS Coordinator • University of Oregon
NAFSA Region I Conference 2006
Don’t hold us responsibleThe information in this workshop is provided by the University of Oregon’s International Programs office in good faith, and every reasonable effort is made to ensure that it is accurate and up to date. Your institution may have different interpretations of SEVIS regulations and procedures.
Let’s talk about...SEVIS Reporting Requirements - A Quick Review
SEVIS Calendars
SEVIS Alerts Lists
SEVIS Release 5.4
Other Tools
Basic SEVIS Registration Requirements
Initial status records: 30 days from program start (SEVIS note: will auto-cancel after 60 days)
Active status records: 30 days from next session start (SEVIS note: will auto-terminate after 90 days)
Initial Status RecordsRegister within 30 days from program start (don’t forget to print Continued Attendance I-20’s for Transfers)
If No-Show, cancel record (or defer attendance)
If No-Show with POE record, terminate record (SEVIS note: can cancel record, but regulations say terminate record if POE exists)
If Transfer No-Show, register record (session dates = today), then manually terminate record as Transfer No-Show
Active Status RecordsRegister within 30 days from next session start date
If not registered for classes:OPT pending/approved? Shorten program if that was missedGraduated with no OPT? Shorten programNo OPT? No Graduation? Contact student: Terminate for Authorized Early Withdrawal (“friendly” termination, must leave the U.S.) if possible; Terminate for another reason if necessary (these will be followed up by ICE)
SEVIS will auto-terminate (as no-show) after 90 days from next session start
SEVIS Academic Calendar:Cheat Sheet for Advisors
SEVIS Academic Calendar
Term
Schedule Orientation Begins
First Day of Classes
Last Day of Finals
Orientation Begins
First Day of Classes
Last Day of Finals
Orientation Begins
First Day of Classes
Last Day of Finals
Fall 09/15/2005 09/26/2005 12/09/2005 09/14/2006 09/25/2006 12/08/2006 09/13/2007 09/24/2007 12/07/2007
Winter 01/05/2006 01/09/2006 03/24/2006 01/04/2007 01/08/2007 03/23/2007 01/03/2008 01/07/2008 03/21/2008
Spring 03/30/2006 04/03/2006 06/16/2006 03/29/2007 04/02/2007 06/15/2007 03/27/2008 03/31/2008 06/13/2008
Summer (11-wk) 06/22/2006 06/26/2006 09/08/2006 06/21/2007 06/25/2007 09/07/2007 06/19/2008 06/23/2008 09/05/2008
Semesters:
LAW School Orientation Begins
Classes Begin
Last Day of Finals
Orientation Begins
Classes Begin
Last Day of Finals
Orientation Begins
Classes Begin
Last Day of Finals
Fall 08/12/2005 08/17/2005 12/19/2005 08/16/2006 08/21/2006 12/19/2006 08/15/2007 08/20/2007 12/19/2007
Spring 01/09/2006 01/09/2006 05/08/2006 01/08/2007 01/08/2007 05/07/2007 01/07/2008 01/07/2008 05/09/2008
Summer (8-wk) 05/30/2006 05/30/2006 07/21/2006 05/29/2007 05/29/2007 07/20/2007 05/27/2008 05/27/2008 07/18/2008
Admit Term:
New Admits Program Start
Program End
Program Start
Program End
Program Start
Program End
Program Start
Program End
Program Start
Program End
Bachelor's----57 06/22/2006 03/18/2011 09/14/2006 06/10/2011 01/04/2007 08/12/2011 03/29/2007 08/10/2012 06/21/2007 03/16/2012
Post-Bacc----33 06/22/2006 03/20/2009 09/14/2006 06/12/2009 01/04/2007 08/14/2009 03/29/2007 08/13/2010 06/21/2007 03/19/2010
Master's-------33 06/22/2006 03/20/2009 09/14/2006 06/12/2009 01/04/2007 08/14/2009 03/29/2007 08/13/2010 06/21/2007 03/19/2010
Doctorate-----69 06/22/2006 03/23/2012 09/14/2006 06/15/2012 01/04/2007 08/17/2012 03/29/2007 08/16/2013 06/21/2007 03/22/2012
Law------------34 xxx xxx 08/16/2006 05/15/2009 xx xx 01/08/2007 05/13/2010 xxx xxx
Curr. Session End 09/08/2006 (law 7/21/06) 12/08/2006 (law 12/19/06) 03/23/2007 (law 5/7/07) 06/15/2007 XX 09/08/2006 (law 7/21/06)
Next Session Start 10/02/2006 (law 8/16/06) 01/15/2007 (law 1/8/07) 04/11/2007 (law 8/20/07) 10/08/2007 XX 10/02/2006 (law 8/16/06)
Fall 2006 Spring 2007
2005-06 2006-07 2007-08
Summer 2007
2005-06 2006-07 2007-08
Winter 2007Summer 2006
2006-07Estimated
$$$
UG$18,543$11,847$30,390
GR$15,570$11,967$27,537
LW$23,644$11,967$35,611
Spouse $6,378Child $2,250
Updated 6/29/2006
SEVIS Management Calendar:Term Schedule for SEVIS Coordinator
SEVIS Management Calendar: Fall 2006
9/18/06 9/25/06 10/2/06 10/9/06 10/16/06 10/23/06 10/30/06
ORIENTATION 9/14-9/21 CLASSES BEGIN WED - LAST DAY TO ADD NAFSA - BOISE
WEEK 0 WEEK 1 WEEK 2 WEEK 3 WEEK 4 WEEK 5 WEEK 6
Address Updates Address Updates Address Updates Address Updates Address Updates Address Updates Address Updates
Check J alerts
Register Transfer Pendings and print new I-20s Check J alerts Check J alerts Check J alerts Check J alerts Check J alerts
I-20's for last-minute admits (mostly transfers)
New I-20's for admissions
New I-20's for admissions
New I-20's for admissions
New I-20's for admissions
New I-20's for admissions
New I-20's for admissions
Complete records of all non-OPT grads from spring term
Validate J student records (registered)
Continue registration for Initial Records Finish all registration
Clean up "Active Students Requiring Reg" alert Check F alerts Check F alerts
Email all transfers with no I-20's - are you coming?
Friday - print registration list from Database
Begin registration for Active Records
10/14/06 - 30 days after Prog. Begin for Initials & Transfers
Clean up "Terminations within 45 days" alert
Work on Pending Folder (data fixes, etc.)
Work on Pending Folder (data fixes, etc.)
Continue cancelling "Not Comings" as notified
Friday - begin registration for Initial Records
Follow up on remaining Transfer Pendings
Clean up "Initials w/POE" alerts list (email no-shows)
Clean up "Cancellations within 45 days" alert
Work on Pending Folder (data fixes, etc.)
Send email reminders to update addresses as necessary
Validate remaining J student records (registered)
Clean up "Initial" list (cancel all no-shows)
Work on Pending Folder (data fixes, etc.)
Defer initial COS pending records as necessary
Follow up on address reminders sent to students last week
If Reg is done, work on "Active Students Requiring Reg" alert
Work on Pending Folder (data fixes, etc.)
Work on Pending Folder (data fixes, etc.)
Work on Pending Folder (data fixes, etc.)
Updated 09/21/2006
SEVIS Management Calendar: Fall 2006 SEVIS Management Calendar: Fall 2006
11/6/06 11/13/06 11/20/06 11/27/06 12/4/06 12/11/06-12/22/06 12/25-12/29
THANKSGIVING WEEK DEAD WEEK FINALS CHRISTMAS WEEK
WEEK 7 WEEK 8 WEEK 9 WEEK 10 WEEK 11 WINTER BREAK WINTER BREAK
Address Updates Address Updates Address Updates Address Updates Address Updates Address Updates
Check J alerts Check J alerts Check J alerts Check J alerts Check J alerts Check J alerts
New I-20's for admissions
New I-20's for admissions
New I-20's for admissions
New I-20's for admissions
New I-20's for admissions
New I-20's for admissions
Check F alerts Check F alerts Check F alerts Check F alerts Check F alerts Check F alerts
Work on Pending Folder (data fixes, etc.)
Work on Pending Folder (data fixes, etc.)
Work on Pending Folder (data fixes, etc.)
Work on Pending Folder (data fixes, etc.)
Work on Pending Folder (data fixes, etc.)
1/2/07: 90 days after Next Session Start (10/02/06)
11/14/06 - Auto-Termination/Cancel date for Initials
12/2/06 - 60 days after Next Session Start for Actives
Complete records of all non-OPT grads from summer term
Work on Pending Folder (data fixes, etc.)
Updated 09/21/2006
Some are helpful...
The secret to SEVIS Alerts Lists:
some aren’t!
Helpful Alerts ListsActive Students Requiring Registration
Students Within 45 Days of Program End Date
Transfer In Students Not Registered By Program Start Date
Students Past Program Start Date Awaiting Change of Status
Students in Initial Status with Port of Entry Records
Students Within 45 Days of Termination
Students Within 45 Days of Cancellation
Alert: Active Students Requiring Registration
Ignore this list until you are done with registration for the term
After term registration, check and clean-up this list by 30 days after next session start
Don’t worry - any leftover records will appear on the “Students Within 45 Days of Termination” list
SEVIS Release 5.4 Note: this list will no longer include students who are beyond their program end date
If you don’t already have a system set up at your school, you can use this list to notify students of their expiring I-20’s
SEVIS Release 5.4 Note - this list will no longer include students who have pending/approved OPT
Alert: Students Within 45 Days of Program End Date
Ignore this list until you are done with registration for the term
After term registration, you can check and clean-up this list, however...
SEVIS confusion: This list includes terminated records!
Don’t worry - any Transfer-In records not registered will appear on the “Students Within 45 Days of Termination” list
Alert: Transfer In Students Not Registered By Program Start Date
Check this list before beginning registration for the term - keep the list handy (after program start date passes, you can use the “Students Past Program Start Date Awaiting Change of Status” list instead)
SEVIS confusion: The first list includes any COS pending records (F-1 to H-1B, F-1 to F-2, F-2 to F-1, etc.) and cancelled status SEVIS records
Don’t register Initial records with COS pending! Defer attendance if COS isn’t approved before registration deadline
Don’t worry - any Initial records with COS pending not registered will appear on the “Students Within 45 Days of Cancellation” list
Alert: Students With Pending Change of Status Requests -OR- Students Past Program Start Date Awaiting Change of Status
Ignore this list until you are done with registration for the term
After term registration, check and clean-up this list by 30 days after program start (reminder: terminate no-shows)
SEVIS confusion: Transfer Initials appears on this list, even if the POE date was from when student was at previous school)
Don’t worry - any leftover records will appear on the “Students Within 45 Days of Termination” list
Alert: Students in Initial Status with Port of Entry Records
Check this list often to prevent auto-terminations
This is your “back-up” alerts list - will catch most records missed on other lists
Manually terminate records when possible:Authorized Early Withdrawal is “friendliest” (student must leave the U.S.)All other termination reasons are followed-up by ICE
Alert: Students Within 45 Days of Termination
Ignore this list until after you are done with term registration, but before 30 days from program start for initials
This is your “back-up” alerts list for registering Initials - will catch any Initials not registered
Manually cancel or defer records if possible instead of allowing auto-cancellations (regulations require this)
Alert: Students Within 45 Days of Cancellation
Other Alerts Lists (helpful???)“Unsubmitted Student Eligibility Records -- Over 15 Days Old” - these are draft records, including transfer-in draft records; can used the Saved Students list for transfer-ins
“Active Students Requiring Status Verification” - ignore; any problematic records will appear on the “Students Within 45 Days of Termination” list
“F-1 Students Nearing OPT or CPT End Date” - unless your school notifies students of these dates, ignore this list; SEVIS Release 5.4 Note - this list will be re-titled F-1 Students Within 30 Days of OPT End Date
“Students Terminated Due to Change of Status Approved” - usually schools come across these records during registration rather than use this list; SEVIS Release 5.4 Note - benefit start date will be added to this list
Other Alerts Lists (helpful???)
“Terminated Students Nearing Their Reinstatement Deadline” - could be helpful depending on your school’s systems
“Service Center Adjudication Results” - CONFUSING! This list includes Completed, Terminated, Active, and Initial records, and does not always include information about the adjudication; you will catch records through the other alerts if necessary
SEVIS Release 5.4 Note - a new alert called “Active Students Within 60 days of Off-Campus Employment End Date” will be added (helpful??)
SEVIS Release 5.4:planned for November 3, 2006
Anticipated SEVIS Release 5.4 System Changes
Both Lists and Alerts o All Change of Status (COS) student lists and alerts will display to the FROM school only if the
requests are approved. Schools where a student is requesting to change status from F/M should only see the alert once the request is approved. Schools where a student is requesting to attend as an F/M can see the request and should see the student on the appropriate COS student lists and alerts.
J Program Sponsors Annual Report Alerts !" SEVIS will be corrected to provide program officials with a status reminder 30 days prior to their
Annual Report due date. Note: The due dates for the Annual Reports are as follows: Academic Year: July 31st, Calendar Year: January 31st, and Fiscal Year: October 31st.
Alert Links !" The Alerts link, which displays on the Main screen, will be modified so that the link will only display
when alerts are available. Departure Data !" Available departure information for exchange visitors (EVs) and their dependents will be displayed on
the Exchange Visitor Information and Dependent Information screens. Professor and Research Scholar !" The maximum duration of participation for the Professor and Research categories has changed from
42 months to 60 months (5 years). An extension beyond the maximum duration will only be allowed for these categories if the EVs are in a specific program where the program number begins with the new program serial of G-7.
Active J-1 Count !" The Number of Active J1 Exchange Visitors field on the Program Sponsor Information screen will
be modified so that it reflects the true number of Active status J-1 EVs. Change of Category Financial Information !" The Change of Category Request screen will be updated with additional financial information text
boxes. When an Responsible Officer (RO)/Alternate Responsible Officer (ARO) selects “Other” as a source of funding from either the U.S. Government Agency(ies) or International Organization(s) drop-down list, the agency/organization name must be entered in the text box. The All other organizations providing support field will also require entry of the organization name(s) if the EV will receive financial support from other organizations.
Retain 212(e) Flag for EV Transfers !" When an EV who is subject to the home-country two-year rule—212(e)—transfers, his or her Form
DS-2019 at the transfer-in program will indicate that the EV is subject to 212(e). The records of EVs subject to 212(e) who have previously transferred and not retained the 212(e) flag will be corrected retroactively.
User Manuals, Online Help, and Tutorials The user manuals, online help, and tutorials will be updated to reflect the changes noted above. Additional information will be provided in the Final SEVIS System Changes Notice.
May 2006 Page 2 of 2
Student and Exchange Visitor Program Office Anticipated SEVIS Release 5.4 System Changes
Planned Production Release: Fall 2006
SEVIS Batch There are no changes to SEVIS Batch in Release 5.4; therefore, no batch schema updates are required.
F/M Schools Change Requests !" Principal Designated School Official (PDSO) and Designated School Official (DSO) users will be able
to request the following of a student record via SEVIS: Change to Student Status, Change to Program Dates and Change to Termination Reason. This capability allows school officials to request these changes through SEVIS rather than contacting the SEVIS Help Desk. The requests will then be adjudicated by the Department of Homeland Security (DHS).
Departure Data !" Available departure information for students and dependents will be displayed on the Student
Information and Dependent Information screens. Student Lists and Alerts !" All lists and alerts have been reviewed and revised. Below are some changes anticipated in this
release:
Lists o Title of "Requesting Reinstatement" student list will be changed to "Students Requesting
Reinstatement". o Title of "Students with Pending Data Correction Request" student list will be changed to "Students
with a Pending Data Correction Request". o The “Cancelled Status Students”, “Terminated Status Students” and “Completed Status Students”
lists are being modified to only include students in that status within the last 18 months. o The “Students in Transfer Status” list is being split into two separate lists: “Students Transferring
In” and “Students Transferring Out”. o A new list is being added for “Students with a Pending Data Correction Request”. Alerts o Title of "Students with Pending Change of Status Requests" alert will be changed to "Students
with a Pending Change of Status Request". o The “Active Students Requiring Registration” alert is being modified to ensure that it will not
include students who are beyond their program end date. o The “F-1 Students Nearing OPT or CPT End Date” alert is being changed to “F-1 Students Within
30 Days of OPT End Date”. o A new alert for “Active Students Within 60 days of OCE End Date” will be added. o The benefit start date is being added to the “Students Terminated Due to Change of Status
Approved” alert. o The “Students Within 45 Days of Program End Date” alert will be modified to exclude students
who have pending or approved post-completion OPT or a pending extension request. o The “Terminated Students Nearing Their Reinstatement Deadline” alert will exclude students who
have already requested reinstatement.
May 2006 Page 1 of 2
SEVIS Release 5.4
New Change Requests will be allowed by PDSO and DSO
Departure Data will be added to records if available
Student Lists and Alerts will be revised/added
Other ToolsDatabases at your school
Address change report
Graduation report
Email to contact students
Pending folder
Student employees (work-study)
What does your school do?
Thanks for attending!
Erin McKercher, SEVIS Coordinator • Office of International Programs, University of Oregonemail: [email protected]
Notes