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


Last Day of Finals

Orientation Begins


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






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.)


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


Send email reminders to update addresses as necessary

Validate remaining J student records (registered)

Clean up "Initial" list (cancel all no-shows)


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




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







Check F alerts Check F alerts Check F alerts Check F alerts Check F alerts Check F alerts






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


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


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


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]

practicing safe sevis - wordpress.com · spring 01/09/2006 01/09/2006 05/08/2006 01/08/2007...

Documents