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User Manual for Exchange Visitor Program Sponsor Users (RO/ARO

1. 65 2 9 5 Complete the Annual eh Ue 66 20 Message Boedo sedute e ena R te ue onis didis o 68 2 10 1 View Message Board Postings 69 2 10 2 Print Message Board POStin es site eet este ertet teen eU I re 70 3 OPERATING INSTRUCTIONS sedan 70 3 1 initiate Operation 70 3 2 Maintain Operations 70 3 3 Terminate Restart Operations 70 A ERROR HANDLING nein ee neveu arn nevecevandsd cet neve ava 71 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 5 HELP elg 71 APPENDIX A ACRONYMS AND ABBREVIATIONS APPENDIX B DOWNLOAD THE LATEST VERSION OF ADOBE READER APPENDIX C DOWNLOAD THE LATEST VERSION OF ADOBE FLASH PLAYER ATTACHMENT A RESOURCES ATTACHMENT B PARTICIPATION BY CATEGORY LISTING ATTACHMENT C SAMPLE ANNUAL REPORT AND EXPLANATION OF THE DATA IN THE REPORT iii April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 1 Exhibit 2 Exhibit 3 Exhibit 4 Exhibit 5 Exhibit 6 Exhibit 7 Exhibit 8 Exhibit 9 Exhibit 10 Exhibit 11 Exhibit 12 Exhibit 13 Exhibit 14 Exhibit 15 Exhibit 16
2. 2 4 2 Cancel Program An Exchange Visitor Program with a SEVIS status of Active may cancel its participation as a designated program Sponsors who wish to discontinue participation in the Exchange Visitor Program must inform DoS of this decision To cancel a program perform the following l On the Program Sponsor Information screen click the Cancel Program link The system displays the Cancel Program screen Click the Cancel Program button WARNING The program will be canceled immediately when the Cancel Program button is clicked The status of the program immediately changes to Withdrawn Note Proper steps must be taken to transfer the existing participants out of the program You may also allow the EVs to complete their programs at which time their records will become Inactive When DoS notes in SEVIS that there are no Active EVs in the program the remaining users RO and AROs will receive an email informing them that their access to SEVIS for the canceled program has been deactivated Note When there are no more EVs in active status and DoS marks in SEVIS that the program is canceled the remaining SEVIS officials RO and AROs will receive an email informing them that their access to SEVIS for the canceled program has been deactivated 2 4 8 Change Program Sponsor Name A program sponsor requesting a name change must submit a signed Form DS 3037 and new Articles of Incorporation to DoS However change of ownership requir
3. 3 Enter your current password in the Old Password field 4 Enter your new password in the New Password field Note You cannot reuse any of your previous six passwords 5 Enter the new password again in the Confirm New Password field 6 Click the Change Password button The system displays a message stating that the password has been changed 7 Click OK to return to SEVIS REMINDER You must log into SEVIS at least once every 45 days to keep your SEVIS user ID active 2 2 1 3 Request Password Reset The Request Password Reset option is available for users to request a new SEVIS password Use this function for any of the following reasons You have forgotten your SEVIS password Your SEVIS account is locked due to three unsuccessful log in attempts You suspect that your SEVIS password has been compromised and you are unable to use the Change Password function Your user ID has been inactivated because you have not logged into SEVIS for more than 45 days ROs only Note When an ARO has not logged into SEVIS for more than 45 days his or her user ID will be inactivated An inactive ARO cannot use the Request Password Reset link on the SEVIS Login screen to request a password reset See Section 2 2 1 4 Request Password Reset for ARO for information on how an ARO can request to have his or her password reset Note Your password can only be changed once every 7 days April 18 2014 User Manual for Exchange V
4. Exhibit 32 System Message Screen System Message Posting Begin Date 05 01 2013 Posting End Date 06 30 2013 Subject Sample Message Board Posting Roles Program Users Message Messages may have a direct hyperlink e g http www ice gov sevis which will open in a new window Messages may also have hyperlinked text or attachments Attachment Return 2 View the details of the listed message board postings Below is a brief description explanation of the fields on the screen Posting Begin Date The date that the message board posting begins displaying on the message board Posting End Date The date that the message board posting will be removed from the message board Subject A brief summary of the message board posting Roles The users to whom the message board posting applies Message The detailed message to the users Attachment Additional supporting documentation for the message board posting Click the link to view the attachment The attachment will open in a new browser window To print the attachment click File on the browser toolbar then click Print The Print window displays Ensure that the proper printer is highlighted and click the Print button When finished viewing and or printing the attachment click the Close button in the upper right corner of the screen to close the window 3 Click the Return button to return to the Message Board screen 69 April 18 2014
5. Summer Work Travel Teacher Trainee To obtain technical assistance with SEVIS contact the SEVIS Help Desk at 800 892 4829 The SEVIS Help Desk is available from 8 a m to 8 p m Eastern Time Monday through Friday All questions relative to regulation or policy must be directed to the appropriate Division within the Office of Designation Private Sector Exchanges See Attachment A Resources for additional resource information 1 2 Purpose of SEVIS SEVIS facilitates timely reporting and monitoring of international students EVs and their dependents in the United States SEVIS is an Internet based application for electronically monitoring and reporting on these individuals SEVIS enables schools and program sponsors to transmit electronic information to the Immigration and Customs Enforcement ICE bureau and the Department of State throughout a student s or EV s program in the United States SEVIS enables the submission of designation applications Once designated as an Exchange Visitor Program sponsor users may update program sponsor information submit updates to DoS that require approval and create and update J 1 EV and J 2 dependent records that is records of an accompanying spouse and minor unmarried children The DoS Office of Designation Private Sector Exchanges has the capability to review and approve certain updates made to program sponsor and EV records using SEVIS and the ROs and AROs will be notified by emai
6. to begin a New Program Asotment Carried Over from Previous Reporting Period B Allotment Received from DOS During Reporting Period C Number of Records Available During the Reporting Period Add A B D Number of Records DS 2019 Created During the Reporting Period E Total Number of Invalid Records 4 F Remaining Records Available at End of Reporting Period C D E F 74 3 Record Statuses Number of Records A Active Records 4 1 INTERNATIONAL VISITOR PROFESSOR RESEARCE SCHOLAR SHORT TERM SCHOLAR STUDENT ASSOCIATE STUDENT BACHELORS STUDENT DOCTORATE STUDENT INTERN ooo wu TL B Termes Re 13 STUDENT MASTERS 10 STUDENT NON DEGREE E Initial Records F Invalid Records G Transferred Records Total Number of Records Paperwork Reduction Act PRA Statement Public reporting burden for this collection of information is estimated to average two hours per response including time required for searching existing data sources gathering the necessary documentation providing the information and or documents required and reviewing the final collection You do not have to supply this information unless this collection displays a currently vali control number if have comments on the accuracy of this burden estimate and or recommendations for reducing it please send them to A GIS DIR Room 2400 SA 22 5 Department you Washin
7. Note The Exchange Visitor Program regulations provide for specific categories for education and cultural exchanges Each of the 15 categories has specific requirements set forth in 22 CFR Part 62 Subpart B Currently designated sponsors with approval to accept participants in certain categories cannot amend their programs Although SEVIS may enable you to complete and submit an amendment request these programs should not be amended DoS will deny the amendment request The categories that cannot be amended are as follows Alien Physician e Au Pair e Camp Counselor e Secondary School Student e Summer Work Travel e Teacher 22 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 9 Amendment Page 2 Amendment page 2 of 3 Required fields are marked with an asterisk 7 Participation by Category Indicate total number and approximate duration of participation in each category Type Number Duration Type Number Duration Alien Physician wowrss Short Term Scholar mones Au Pair Specialist mons Camp Counselor wowss s s Government Visitor MONTH S Student Secondary mmm MONTH S Intern k SummerWork Travel wowres International Visitor BE Teacher MONTH S
8. 2 2 3 Log Into SEVIS After creating your initial password you will use the SEVIS Login screen to access SEVIS and perform your SEVIS related tasks To log into SEVIS perform the following 1 Access the SEVIS Login screen at https egov ice gov sevis A Security Alert window displays 2 Click Yes to continue to the SEVIS Login screen see Exhibit 4 Enter your user ID in the User Name field RY Enter your password in the Password field WARNING Be careful when entering a password e Caps Lock Passwords are case sensitive If the Caps Lock key on the keyboard is turned on and you intend to enter abcdeF97 the system reads the following password ABCDEf9 To SEVIS these passwords are not the same Numeric Keypad TIf using the numeric keypad to enter numbers be sure to turn on the Num Lock key Otherwise enter numbers using the keys above the top row of alphabetic characters on the keyboard 5 Press the Enter key or click the Login button The system displays the Paperwork Reduction Act notice 6 Read the information and click the I Have Read and Understand This Notice button to continue One of the following will occur If there are message board postings the Message Board screen will display April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 If there are no message board postings and you are authorized as a
9. 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 Exhibit 30 Exhibit 31 Exhibit 32 EXHIBITS Listing of Programs Screen and Screen Components 5 SCN eedem ear tede ME 7 SEVIS Set Pass word Screen d tea 10 SEVIS Login Screen ide ssa e e aec 11 Navigation Bar Logout Link ivi e coh ett eig e ioc ite eia 16 Listing of Programs Screen Program Links esee 19 Program Sponsor Information 20 Amendment Page DT 21 Amendment Page 2 E A 23 Amendment PAGED eoe euo estu Penis Oen oda ts a aM pq E 20 Pending Requests Serge ui qe 34 Listing of Programs Screen Alerts Link 35 Alerts for American Au Pair Agency 36 RedesignatiOH S CLCON 37 Lasten ipe dabei tate 40 Add Forgeiei 43 Official Information Screen iie crises eee eiae De 45 Add Official Sereen a petenti eade AE 45 Add Existing Official Screen oui
10. Resources Email NVCINQUIRY state gov U S DEPARTMENT OF HOMELAND SECURITY Main page http www dhs gov U S Immigration and Customs Enforcement http www ice gov index htm U S Citizenship and Immigration Services http www uscis gov portal site uscis U S Customs and Border Protection http www cbp gov 3 April 18 2014 ATTACHMENT B PARTICIPATION BY CATEGORY LISTING Participation By Category Listing 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 All of the categories are listed in the table below in the left column Additional categories that can be included on the same application are listed in the right column If a separate application is required None displays in the right column Desired Category Additional categories that can be selected Alien Physician None Au Pair None Camp Counselor None Government Visitor e International Visitor e Professor e Research Scholar e Short Term Scholar e Specialist e Student College University Intern International Visitor e Government Visitor e Professor e Research Scholar e Short Term Scholar e Specialist e Student Professor e Government Visitor e International Visitor e Research Scholar e Short Term Scholar e Specialist e Student Research Scholar e Government Visitor e Inter
11. This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below Delimiters 4 Tab Semicolon Treat consecutive delimiters as one Comma Text qualifier Space 4 Other Data preview Whispering Pines Institute N0000145827 Li Whispering Pines Institute N0004652622 Wilkins 4 m lt Back Next gt Finish Click the Other check box and enter the caret character in the box to the right of Other see Exhibit 30 If there are other delimiters checked for example Tab click the box to remove the check mark Only the Other check box should be checked If necessary change the Text qualifier to None none Click the Next button to display page 3 of the Convert Text to Columns Wizard Click the Finish button The wizard closes and the report is formatted into columns 2 9 5 Complete the Annual Report Sponsors must submit an annual report to DoS The report must be filed on an academic calendar or fiscal year as stipulated on the program s designation or redesignation letter The annual reporting cycle and status of the report are listed on the Program Information screen The due dates for the annual report are Academic Year ends June 30 Report due to DoS July 31 e Calendar Year ends December 31 Report due to DoS January 31 e Fiscal Year ends September 30 Report due to DoS October 3
12. of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 effect immediately The new RO and the outgoing RO will also receive email notification of this change When the new RO logs into SEVIS the new program will be included on the Listing of Programs screen A PDSO or DSO only the Submit Successful screen will display a message stating that the submitter of the request will receive an email when the request has been processed Continue with Step 7 below e Ifan ARO submits the request in SEVIS and the new RO is Already an RO or ARO for another program or an ARO for this program the Submit Successful screen will display a message stating that the submitter of the request will receive an email when this request has been processed Continue with Step 7 below A PDSO or DSO only the Submit Successful screen will display a message stating that the submitter of the request will receive an email when the request has been processed Continue with Step 7 below 7 Click the Print DS 3037 button on the message screen to print the Form see Section 2 5 for printing instructions Note The signed Form DS 3037 must be sent to DoS 8 Mail the original signed Form DS 3037 to the appropriate Division of DoS see Section 1 1 Resources or Attachment A Resources for the appropriate address If DoS does not note in SEVIS receipt of the Form DS 3037 and supporting documentation within 30 calendar days of submission of the request in SEVIS t
13. Enter the complete A Number including the A for example A123456789 If an error message displays stating that the A Number is not valid you may have entered an eight digit number The system requires a nine digit number Take the following actions a Check the original number carefully If it has nine digits correct the SEVIS entry b If it has eight digits it may be a valid number Enter it into SEVIS by adding a zero to the beginning of the number many existing A Numbers are only eight digits long for example A012345678 If it has less than eight digits it is invalid c Query the prospective official to obtain his or her valid A Number Role Select the ARO role for the official Title Enter the name of the position held by the person representing the sponsor Titles should be given in full without abbreviations for example Chief Executive Officer not CEO Telephone Number Enter a valid telephone number including the three digit area code and an extension if applicable Fax Number Enter a fax number including area code for a fax machine While this is not mandatory it is encouraged to assist in communicating with DoS Email Address Enter a valid electronic mail address SEVIS correspondence will be sent to this email address including the SEVIS user ID and password instructions for new users Note An email address is not secure if it can be accessed by more than one person for example in
14. Note The RO ARO Reports screen can also be accessed by clicking the Reports link on the Lists Reports menu on the Program Sponsor Information screen Click the radio button next to Annual Report J1 Exchange Visitor Program U S Department of State Click the Submit button to display the Report Criteria screen Select the year from the drop down list SEVIS will automatically retrieve the information for the report based on the program s annual reporting cycle Note The year is associated with the program s annual reporting cycle When you generate a report for 2011 the report will be generated as follows Academic cycle July 2010 to June 30 2011 e Calendar cycle January 1 2011 to December 31 2011 Fiscal cycle October 1 2010 to September 30 2011 Note Important information regarding the annual report data The report data is refreshed every Saturday night it will be up to date as of 12 01 Sunday morning For example if you generate the annual report on a Wednesday before the end of the reporting cycle the data will be up to date as of Sunday morning Sections 1 Activity by Category and 2 Reconciliation of Forms DS 2019 of the report will not include any data changes made on Sunday Monday or Tuesday e The data will also be up to date on the day following the end of the reporting cycle 1 12 01 a m January July 1 and October 1 67 April 18 2014 User Manual for Exchange Visitor Program Spo
15. Whispering Pines Institute Program Number P 1 00468 1 Foreign Entity Name 2 Foreign Entity Address Address 1 Address 2 City Country 3 Foreign Entity Website 4 Foreign Entity Point of Contact Name Phone Number Email Address 7 5 Sponsor Point of Contact Name Phone Number ext Email Address Add Foreign Entity Cancel 2 Perform the following Foreign Entity Name Enter the name of the overseas agent or partner associated with the Exchange Visitor Program Foreign Entity Address Enter line one of the address and the city and select the country from the drop down list Completion of line two of the address is optional Foreign Entity Website Enter the web address for the overseas agent or partner Foreign Entity Point of Contact Enter the name international phone number and email address for the foreign entity point of contact 43 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Sponsor Point of Contact Enter the name U S phone number and email address for the sponsor point of contact Click the Add Foreign Entity button to save the data The confirmation screen displays Click the Return button on the confirmation screen to view the Foreign Entity Information Screen Note The system automatically sets the status of the foreign entity to Active Once foreig
16. including program officials information The left side of the screen contains three menus Actions Edits and Lists Reports The options or links on each menu provide you with the capability to complete a variety of tasks The procedures for making requests and or changes to program information are described in the following sections April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 7 Program Sponsor Information Screen Actions International Research Center Amendment Redesignation Change Program Program Status ACTIVE Sponsor Name Request Allotment of DS 019 Probation Begin Date Request Lesser Sanctions Reduction Brochures Cancel Program Suspension Begin Date Pending Requests Suspension End Date Effective Date of Revocation h PI ing E Batch Processin Effective Date of Denial 2 of Sponsoring Organization International Research Center Add Foreign 123 Main St Entity Business Address Information DE 20001 Add Update Officials Update Program Identification Number Sponsor A os Infi ti N Joh D nformation of CEO Update CEO Information President Approved Categories Short Term Scholar Lists Reports proved Occupational Categories Number of DS 2019 forms from the Most Recent Allotment 10 Exchange Visitor is name 205 2019 Forms Remaining 7 Reports D
17. Name column Exhibit 18 Add Official Screen is an example of the screen that displays Exhibit 18 Add Official Screen Add Official Required fields are marked with an asterisk Existing Program Number P 4 00447 Name of Sponsoring Organization American Au Pair Agency Inc Last Name First Name Middle Name gt Suffix The Official is If LPR enter A Number Role Jaro Tite Telephone Number d gt ext Fax Number 5 Email Address o 0 0 00 0 8 80 0 Add Official Cancel 45 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Enter the following information an asterisk precedes the fields that must be completed Last Name Enter the surname or family name of the person First Name Enter the first name of the person Middle Name Enter the middle name of the person This field may be left blank if the person has no middle name or the middle name is unknown Suffix Enter a title such as Junior that may display at the end of the person s name The Official is Select the appropriate option United States Citizen or Legal Permanent Resident LPR Note All program sponsor officials must be citizens or LPRs of the United States If LPR enter A Number Enter the alien number if the prospective ARO is an LPR
18. New Program Number of Use of Forms DS 2019 During the Reporting Period Forms DS 2019 Rasa Avie ER E e GOVERNMENT VISITOR INTERNATIONAL VISITOR E Number of Invali ds PROFESSOR inc ecords eh at E or spc gr RESEARCH SCHOLAR SHORT TERM SCHOLAR STUDENT ASSOCIATE 57 ETE Renee 5 III RR STUDENT DOCTORATE STUDENT INTERN 10 STUDENT MASTERS 11 STUDENT NON DEGREE 4 Total Number of Records Paperwork Reduction Act PRA Statement Public reporting burden for this collection of information is estimated to average two hours per response including time required for searching existing data sources gathering the necessary documentation providing the information and or documents required and reviewing the final collection You do not have to supply this information unless this collection displays a currently valid OMB control number If you have comments on the accuracy of this burden estimate and or recommendations for reducing it please send them to A GIS DIR Room 2400 SA 22 U S Department of State Washington DC 20522 2202 DS 3097 Page 1 of 2 01 2013 April 18 2014 PROGRAM EVALUATION core mission of the Exchange Visitor Program is to promote mutual understanding between peopl
19. Pending Requests Screen Dresden Institute Request Type Submitted By Submitted Date Status Commands ADD OFFICIAL Mary Hafer 05 13 2013 PENDING RECEIPT View elete Print AMENDMENT Mary Hafer 05 13 2013 PENDING RECEIPT View Delete Print Return 3 Click one of the following links if available in the Commands column View Click this link to view the request that has been submitted to DoS Delete Click this link to delete the request that has been submitted to DoS Print Click this link to print a copy of the selected request See Section 2 5 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 34 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 4 5 Redesignation Exchange Visitor Programs are approved to operate for a specific period of time Program sponsors may seek redesignation for another 1 or 2 year term by 1 Submitting a redesignation request SEVIS 3 months in advance of the program s designation expiration date 2 Paying the required non refundable fee 22 CFR 62 17 Fees and Charges via the Pay gov website 3 Submitting a copy of the signed Form DS 3036 supporting documentation and a copy of the Pay gov confirmation page showing payment of the fee to DoS Six months before a program s approval to operate expires SEVIS will provide an alert indicating that the program s designation expi
20. SEVIS Sponsor Status Exchange Visitors and Dependents Inactive Status Exchange Visitors and Dependents Invalid Status Exchange Visitors and Dependents No Show Status Exchange Visitors and Dependents Port of Entry Arrivals Out of Country Exchange Visitors Exchange Visitors With Student Employment Exchange Visitors With Student Academic Training 2 9 Reports SEVIS provides the capability to generate and print a variety of reports that reflect current SEVIS information for the data elements that are included in the report Please note that the types of reports currently available are subject to change as a result of enhancements to the reporting capabilities of the system Below is an alphabetical list with descriptions of the reports that are available at this time e Annual Report J1 Exchange Visitor Program U S Department of State Provides the annual report for the program This report must be generated and mailed to DoS each year by the date stipulated on the program sponsor s designation or redesignation letter See section 2 8 5 Complete the Annual Report for instructions on completing and submitting the Annual Report to DoS Note SEVIS automatically displays an alert to the RO and AROs on the first day of the month in which the annual report is due reminding the sponsor to complete and submit the report to DoS The reminder will be removed when DoS enters the date the report was received into SEVIS If the rece
21. The Official is U S Citizen Role ARO Tile Director of International Students Role ARO Telephone Number 111 111 1111 ext 222 Fax Number 111 111 2222 Email Address mary hafer stu com Add Official Cancel Make the necessary changes to the official s data Note An official who performs duties for more than one Exchange Visitor Program sponsor or who is a PDSO or DSO for a school can have only one title telephone number fax number and email address in SEVIS If these fields are updated the new data will be the same for all sponsors and schools with which the official is associated Also for PDSOs and DSOs the title entered will print on all student Forms I 20 Click the Add Official button The system displays a message stating that the request has been successfully submitted to SEVIS and If the existing official is an RO or ARO the application is automatically approved When the official accesses SEVIS he or she will have access to the new program If the existing official is a PDSO or DSO click the Print DS 3037 button on the message screen and print the Form See Section 2 5 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions The Form DS 3037 including the signed Citizenship Certification Form must be submitted to DoS for review Mail the original signed Form DS 3037 for a PDSO or DSO to the appropriate Division of DoS See S
22. User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 10 2 Print Message Board Postings Perform the following steps to print a message board posting 1 Choose whether just one message board posting or all current message board postings will be printed To print only one message board posting click the View link to the far right of the applicable posting The System Message screen displays To print all message board postings click the View Print link at the bottom of the Commands menu The System Message screen displays 2 Click File on the browser toolbar then click Print The Print window displays 3 Ensure that the proper printer is highlighted 4 Click the Print button 3 OPERATING INSTRUCTIONS 3 1 Initiate Operation Access SEVIS via the Internet using Internet Explorer Version 5 0 or higher A SEVIS user ID and password are required to access the system To log into SEVIS perform the following 1 Access the Internet and go to the SEVIS Login screen at https egov ice gov sevis 2 Enter your user ID in the User Name field 3 Enter your password in the Password field 4 Press the Enter key 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 18 minutes of inactivity a message will display informing you that your session is about
23. Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Do not share your user ID and password At no time and under no circumstances is your SEVIS user ID and password to be shared with anyone either on a transitory or permanent basis see 22 CFR 62 71 b Control and Production of the Electronic Form DS 2019 and 62 79 a 3 Sanctions Note Your password can only be changed once every 7 days REMINDER You must log into SEVIS at least once every 45 days to keep your SEVIS user ID active 2 2 1 1 Change Password Every 90 Days You must change your password every 90 days After 75 days when you log into SEVIS the system displays a message asking if you would like to change your password at that time If you click Yes the Change Password screen will display No you will be logged into the system After 90 days when logging into SEVIS the system automatically displays the Change Password screen and you must change your password Note Your password can only be changed once every 7 days To change your password perform the following 1 Enter your current password in the Old Password field 2 Enter your new password in the New Password field Note You cannot reuse any of your previous six passwords WARNING Be careful when entering a password Caps Lock Passwords are case sensitive If the Caps Lock key on the keyboard is turned on and you intend to enter abcdeF97 the system reads the
24. browser window to exit 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 2 3 Program Information Descriptions of the program statuses and program sanction information follow April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 3 1 Program Statuses The possible statuses for Exchange Visitor Program sponsors are listed below in alphabetical order Active The entity has been designated by DoS as an Exchange Visitor Program sponsor and approved to use SEVIS Cancelled The sponsor s previous status was Withdrawn and DoS has noted that there are no EVs in active status The sponsor s officials no longer have SEVIS access to the program s records Denial Pending The sponsor s redesignation request has been denied by DoS No new EV records can be created and records in draft status cannot be updated or submitted The program status will change to Denied once there are no more Active EVs Denied The sponsor s previous status was Denial Pending and DoS has noted that there are no EVs in active status The sponsor s officials no longer have SEVIS access to the program s records Revocation Pending The sponsor s designation as an Exchange Visitor Program has been revoked by DoS No new EV records can be created and records in draft
25. following password ABCDEf9 To SEVIS these passwords are not the same Numeric Keypad If using the numeric keypad to enter numbers be sure to turn on the Num Lock key Otherwise enter numbers using the keys above the top row of alphabetic characters on the keyboard 3 Enter your new password again in the Confirm New Password field 4 Click the Change Password button The system displays a message stating that the password has been changed If the password is not successfully created a message stating the reason displays and you will be able to enter the appropriate data 5 Click OK to access SEVIS Note If at any time you suspect that your password has been compromised and you are not able to change it using the Change Password link or the Request Password Reset link contact the SEVIS Help Desk at 800 892 4829 to have your password reset April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 REMINDER You must log into SEVIS at least once every 45 days to keep your SEVIS user ID active 2 2 1 2 Change Password Voluntarily You may change your password using the Change Password link on the navigation bar Note Your password can only be changed once every 7 days To change your password perform the following 1 Log into SEVIS 2 Click the Change Password link on the navigation bar The system displays the Change Password screen
26. in his or her occupational field in his or her home country or e Five years of work experience in his or her occupational field and who enters the United States to participate in a structured and guided work based training program in his or her specific occupational field 28 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Although training often occurs in a workplace setting the training must be bona fide and not merely employment A generic training plan for each requested training occupational category and duration of training being offered must be submitted with the amendment application Designated program sponsors are required to ensure that individualized Trainee Internship Placement Plans Form DS 7002 are prepared for selected trainees and forwarded to them prior to entry into the United States Sponsors must also ensure continuous supervision and periodic evaluations are completed Note Refer to 22 CFR 62 22 j for program exclusions Refer to 22 CFR 62 22 k for the maximum duration or participation permitted for the Trainee category 2 4 1 3 Complete Amendment Page 3 Exhibit 10 Amendment Page 3 is an example of Page 3 of the amendment request Exhibit 10 Amendment Page 3 Amendment page 3 of 3 Required fields are marked with an asterisk Method of selection and arrangements for Financial Support of Exchange Visi
27. is available on the Program Information screen To view the allotment history for a program perform the following steps 1 Log into SEVIS and access the Program Information screen 2 Click the Allotment History link on the View menu to display the Allotment History screen It contains the date s and number of Forms Ds 2019 allotted or deleted by DoS 3 Click the Return button to display the Program Information screen 2 4 9 Request Brochures All Exchange Visitor Program sponsors may request copies of the Exchange Visitor Welcome and Au Pair brochures To request copies of one or both of these brochures perform the following 1 On Program Sponsor Information screen click the Request Brochures link 2 Enter the number of brochures requested and click the Request Brochures button When DoS processes this request SEVIS automatically sends an email to the submitter of the request to confirm receipt of the sponsor s request and to inform him or her that the brochures are being mailed 4l April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 4 10 Request an Increase in the Number of Program Participants This section explains the procedures for requesting an increase in the allotment of Forms DS 2019 for the purpose of expanding the number of participants in a program DoS is vested with the discretion to determine the number
28. is designed to give foreign nationals the opportunity to live with an American host family and participate directly in the home life of that family while providing limited child care services The au pair participant is also required to enroll in an accredited U S post secondary educational institution for not less than 6 hours of academic 24 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 credit or its equivalent The EduCare Program component of this category limits work hours to 30 hours per week and requires 12 hours of academic credit or its equivalent The maximum duration of participation for this program shall not exceed 1 year 2 4 1 2 1 3 Camp Counselor This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program The Camp Counselor Program 22 CFR 62 30 facilitates the entry of foreign nationals to serve as counselors in U S summer camps Under no circumstances shall program sponsors facilitate the entry into the United States of a participant for whom a camp placement has not been pre arranged The maximum duration of participation for this program shall not exceed 4 months No extensions will be permitted 2 4 1 2 1 4 Government Visitor This category 22 CFR 62 29 is reserved for use by Federal State or local Government agencies Participat
29. link on the Listing of Programs screen Exhibit 24 Exchange Visitors and Dependents Menu Screen is an example of the screen that displays for an Exchange Visitor Program designated for the college university student category Detailed explanations of the lists are provided in Volume II of this manual Exhibit 23 Listing of Programs Screen EV Lists Link Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands EV Lists eport Research Center Washington DC PROGRAM ACTIVE ARO Search Mew Exchange Visitor Alerta Sunnydale School Sunnydale DC PROGRAM ACTIVE ARO Search New Exchange Visitor Alert EV Lists Whispering Pines Institute FAIRFAX VA PROGRAM ACTIVE ARO Search New Exchange Visitor 60 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 24 Exchange Visitors and Dependents Menu Screen Hansel University Program Number P 1 01131 Exchange Visitors and Dependents Menu All Exchange Visitors and Dependents Saved Exchange Visitors and Dependents Initial Status Exchange Visitors and Dependents Active Status Exchange Visitors and Dependents Terminated Status Exchange Visitors and Dependents Transferred Status Exchange Visitors and Dependents Transferred OLIT Status Exchange Visitors and Dependents Transferred to a Non
30. screen displays 3 Click the Replace link to the right of the current RO s email address The Replace RO screen displays as shown in Exhibit 20 Replace RO Screen Exhibit 20 Replace RO Screen Replace RO Required fields are marked with an asterisk Existing Program Number P 1 00468 Name of Sponsoring Organization Whispering Pines Institute The official is a current user Enter the official s user name User Name Replace RO Cancel If this Official has NOT participated in SEVIS enter the account information below Last Name ro 000 890 S n FirstName Middle Name Suffix The Official is If LPR enter A Number O Role RO Tide Telephone Number d j ext I Fax Number d I E Email Address Replace RO Cancel 4 Enter the current SEVIS user s ID in the User Name field near the top of the screen 5 Click the Replace RO button below the User Name field to display summary information on the existing user 6 If this is the official who will replace the RO click the Replace RO button The following will occur Ifthe RO submits the request in SEVIS and the new RO is Already an RO or ARO for another program or an ARO for this program the Submit Successful screen will display a message stating that the replacement will take 51 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO
31. the selected report the RO ARO Reports Report Criteria screen will display in the browser window Select the search criteria and click the Submit button to generate the report which will display in a new browser window 2 9 2 Print a Report To print a report using Internet Explorer perform the following 1 For best results when printing make the following changes to the print settings a Click the Print icon on the Internet Explorer toolbar or press Alt R b Select Page Setup The Page Setup window displays as shown in Exhibit 26 Internet Explorer Page Setup Window Exhibit 26 Internet Explorer Page Setup Window Page Setup S Paper Options Margins inches Pa Left 05 mila Right 05 Portrait Landscape Top 0 25 Print Background Colors and Images Bottom 025 Enable Shrink4o Fit Headers and Footers Header Footer Emoty Em Emoty z tme Ery J Change Font If necessary delete all data that display in the Header field If necessary delete all data that display in the Footer field In the Orientation section click the Landscape button Set the top and bottom margins to 0 25 and the left and right margins to 0 5 g Click OK 2 Select Print from the File menu to display the Print window moa 3 Ensure the name of the printer listed in the Name field is the printer from which the report should pri
32. this section of the report are determined as follows E Note The number of forms carried over from the previous reporting cycle the number available on the first day of the reporting cycle The number of forms allotted minus any form reductions during the reporting cycle Add lines A and B to obtain the value for line C the number of forms available during the reporting cycle The number of records created Forms DS 2019 status set to Initial during the reporting cycle This value should be equal to the value identified as B in Section 1 in the above exhibit Note The EV s program start date is not taken into consideration The total number of records that became invalid Forms DS 2019 status set to Invalid during the reporting cycle and are still in Invalid status as of the most recent data refresh When a record becomes Invalid the sponsors form allotment is increased by one The number of forms available at the end of the reporting cycle the value on line C D E The values in Section 2 do not take into account records that were manually data fixed SECTION 3 RECORD STATUSES The values in section 3 reflect the current counts by status They are valid as of the date time on which the report is generated April 18 2014
33. to the beginning of the number many existing A Numbers are only eight digits long for example A012345678 If it has less than eight digits it is invalid c Query the prospective official to obtain his or her valid A Number Role Select the ARO role for the official Title Enter the name of the position held by the person representing the sponsor Titles should be given in full without abbreviations for example Chief Executive Officer not CEO Telephone Number Enter a valid telephone number including the three digit area code and an extension if applicable e Fax Number Enter a fax number including area code for a fax machine While this is not mandatory it is encouraged to assist in communicating with DoS Email Address Enter a valid electronic mail address SEVIS correspondence will be sent to this email address including the SEVIS user ID and password instructions for new users Note An email address is not secure if it can be accessed by more than one person for example info ABCcollege edu 53 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 5 Click the Replace RO button at the bottom of the screen A message displays stating that the information has been successfully submitted to SEVIS 6 To print the Form click the Print DS 3037 button on the message screen see Section 2 5 for print
34. underlined phrases are web links They are identified by the text that precedes them When clicked the appropriate web page opens in a new browser window When finished viewing a web page click the Close button in the upper right corner of the browser window 2 1 3 6 Close Online Help To close Online Help click the Close button in the upper right corner of the Help screen 2 1 4 Print the Online Help Topics The entire Online Help cannot be printed Only the topic currently being viewed can be printed that 15 one topic at a time Perform the following steps to print an Online Help topic using Internet Explorer 1 Click anywhere in the right pane 2 Click the Print button on the browser toolbar The topic currently being viewed prints to the designated printer or Click anywhere in the right pane Select Print from the File menu A Print window displays If necessary click the General tab to move it on top of the other tabs lbs ps Ensure that the appropriate printer is selected in the Select Printer list If not select the correct printer from the list 5 Click the Print button to print to the designated printer April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 1 5 Tutorial To view a SEVIS demonstration click the Tutorial link on the navigation bar Follow the instructions on the screens of the demonstration Click the Cl
35. will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue However a request with a status of Awaiting Additional Information for more than 30 days will be automatically deleted from SEVIS Denied The RO will receive an email notification and a mailed letter that will provide specific information regarding the denial decision 2 4 13 Update Program Sponsor Information The program sponsor s address employer identification number and general contact information may be updated at any time Note General contact information may be used by exchange visitors and the general public to contact the program sponsor The information entered into the General Contact Information section will be published on the DoS Exchange Visitor Program website as part of the listing of designated sponsors Completion of these fields is optional but considered to be beneficial in the administration of a designated program To update the program s address or employer identification number and add or update general contact information perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program whose information you wish to update The Program Sponsor Information screen displays 54 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Click the Update P
36. 01371 FEMALE SAINT BARTHELEMY nri Page 1 of 1 p B Click the Close button to close the browser window in which the report in HTML format displays On the RO ARO Reports screen select Text as the format for the report and generate the report Click and drag the mouse to highlight the entire report Select Copy from the Edit menu Open a word processing application for example Microsoft Word and select Paste from the Edit menu to paste the report into a new document Exhibit 28 SEVIS No Show Report Text Format is an example of the report shown in Exhibit 27 Note The caret characters are used to separate the columns of data 64 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 28 SEVIS No Show Report Text Format P 4 01371 Youth Camps of America Inc N0004659366 Boyrdee Francis MALE ITALY J 1 04 03 2013 P 4 01371 Youth Camps of America Inc N0004664679 Winters Spring FEMALE SAINT BARTHELEMY J 1 05 01 2013 7 Use the printed copy of the report generated in HTML format to create the new report using another application 8 Besure to save the report using the other application 2 9 4 Paste a Report into an Excel Spreadsheet To paste a report into an Excel spreadsheet perform the following 1 Complete Steps 1 through 5 in Section 2 8 3 Copy and Paste a R
37. 1 The following may display in the Status of Current Annual Report field on the Program Information screen Due if the annual report is currently due and DoS has not received the report or the report has been received but a DoS user has not entered the date the annual report was 66 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 received into SEVIS Submitted if DoS has received the report and entered the date the annual report was received into SEVIS e The field will be blank for a recently designated Exchange Visitor Program sponsor whose first annual report is not due See 22 CFR 62 15 Annual Reports for details on what to include in the annual report SEVIS automatically displays an alert on the first day of the month in which the annual report is due The alert will be removed when DoS user enters the date the report was received into SEVIS The alert will be replaced by a past due alert if the receipt date is not entered into SEVIS by the due date See Attachment C Sample Annual Report and Explanation of the Data in the Report for additional information regarding the report To complete the annual report perform the following 1 On the Listing of Programs screen click the Reports link in the Commands column to display the RO ARO Reports screen which contains the list of available reports for the selected program
38. 2 Logout Used to exit the system Message Board Used to view SEVIS messages from DHS and or DoS Change Password Used to change your password see Section 2 2 1 2 Change Password Voluntarily for instructions Get Plug Ins Used to access the plug ins used by SEVIS Note The navigation bar has been removed from many of the SEVIS screens depicted in this manual Additional SEVIS Screen Components Additional screen components that display on some SEVIS screens include the following 2 1 3 Scroll Bar This is the part of a window that enables users to see additional information SEVIS uses scrollbars on the bottom or the right side of some windows Links Click underlined text to advance to a different screen within SEVIS Fields These are areas on the windows where data may be typed or selected or in which system generated data are displayed Buttons tThese 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 the Print Draft button enables users to print a draft copy of a Form Radio Buttons Click to make one selection Only one radio button can be selected at a time Other Input Methods Check Boxes Click to make one or more selections Click the box again to remove the check mark Drop Down Lists Click the down arrow to display a list and then make a s
39. 3 Search Online Help To search on a word or phrase perform the following 1 Click Search in the upper left side of the navigation pane to access the search function 2 Click aletter of the alphabet to display the Online Help topics that contain a word that begins with the letter selected 3 Click a topic name to view the Online Help text for that topic in the right pane If a topic title is followed by numbers click a number to view a topic that contains the word that you are searching for You may also click one number then press and release the Shift key and then April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 press and release the Enter key to scroll through the topics containing the word that you are searching for 4 Click Search in the navigation pane to access the search function from the contents or index pane 2 1 3 4 Hide Show the Left Pane To hide and show the left pane of the Online Help screen perform the following 1 To hide the left pane click the Hide link in the upper left corner of the right pane 2 Click the Show link to restore the left pane 2 1 3 5 Jumps To use the jump feature perform the following 1 When viewing the Online Help text for a topic in the right pane click an underlined word or phrase to jump to a new topic 2 To return from a jump click the Back button on the browser toolbar Note Some
40. 800 892 4829 to have access to SEVIS reinstated 4 ERROR HANDLING SEVIS includes automatic validation of the data entered into many fields For example if the date is entered in an incorrect format the system will prompt you to correct the error by providing the proper format These messages are self explanatory and are not addressed in this manual The system also includes a SEVIS Connection Error The message reads Your connection to SEVIS was unsuccessful Please try your request again If the error persists and you need assistance please contact the SEVIS Help Desk at 800 892 4829 You will be redirected to the SEVIS Login screen When returned to the SEVIS Login screen log into the system and continue working If the message displays again contact the SEVIS Help Desk 5 HELP FACILITIES To report SEVIS related issues or technical problems contact the SEVIS Help Desk at 800 892 4829 between the hours of 8 a m and 8 p m Eastern Time Monday through Friday Contact the appropriate division within DoS for all issues or questions related to 22 CFR Part 62 the interpretation of the regulation or DoS policy 71 April 18 2014 APPENDIX A ACRONYMS AND ABBREVIATIONS User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Acronym Definition Abbreviation ACH Automated C
41. Anytown VA PROGRAM ACTIVE RO Search New Exchange Visitor Alerts BEV Lists Reports Whispering Pines Institute FAIRFAX VA PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts EV Lists Reports Exhibit 22 Alerts for International Research Center is an example of an alerts screen In Exhibit 21 the first alert is a reminder that the program s designation will expire on June 1 2012 and the redesignation application must be submitted in SEVIS at least 3 months before that date The second alert is a reminder that the annual report is past due and the third alert is for a draft record that has not been submitted See Volume II for details on processing the EV alerts Exhibit 22 Alerts for International Research Center International Research Center Program Number P 4 00828 Alerts for International Research Center Annual Report Past Due Date You have 1 Saved Record s Not Submitted for 15 Days Below is an alphabetical listing of the Exchange Visitor Alerts including the alert title description and explanation of the action required Alerts for EVs and dependents are discussed in detail in Volume II of this manual 3 Month Redesignation alert See Section 2 4 1 5 Redesignation for details on the redesignation process This reminder displays 3 months before a program s designation authorization expires The alert includes the program s designation expiration date Action Required Complete the redesignation pro
42. EVIS within the past 30 days The alert will list the RO and any AROs who have not logged into SEVIS for 30 days Anemail reminding the user to log into SEVIS will be sent to the RO and AROs of the programs to which the user is associated If the user is also a PDSO or DSO for a school or campus all users at those schools campuses will receive the email too When an ARO has not logged into SEVIS for 45 days his or her user ID is inactivated An inactive ARO cannot use the Request Password Reset link on the SEVIS Login screen to request a password reset However he or she may contact the RO to request a password reset To request a password reset for an ARO the RO must perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program whose ARO is requesting a password reset 2 Click the Add Update Officials link on the Edits menu to display the Official Information screen 3 Click the Request Password Reset link in the Actions column for the ARO who is requesting a password reset The Request Password Reset screen displays Note The Request Password Reset link will only display when an ARO has not logged into SEVIS for more than 45 days 4 Click the Request Password Reset button The following will occur Anemail will be sent to the email address associated with this SEVIS user It will provide instructions for creating a new SEVIS password The email will be valid for 30 day
43. I of this manual Reports Click this link to access the Reports module See Section 2 8 Reports for additional information about SEVIS reports 2 6 Print a Form DS 3036 Form DS 3037 or Draft Form The Print DS 3036 Print Draft and Print DS 3037 buttons are located on various SEVIS screens Selecting one of these buttons will open Adobe Reader from which a copy of the selected Form may be sent to a designated printer Note If the latest version of Adobe Reader is not installed on the computer being used see Appendix B Download the Latest Version of Adobe Reader for installation instructions To print a copy of a Form perform the following 1 Click the Print DS 3036 Print Draft or Print DS 3037 button Another browser window opens and the Form displays using Adobe Reader from which a copy of the Form may be sent to a designated printer Note During the launch of Adobe Reader a File Download window may display To prevent this window from displaying in the future click in the box next to always ask before opening this type of file to remove the check mark Select the Open button to view the application 2 When the Form displays in the Adobe Reader window use the scroll bar on the right side of the window to view additional pages 3 Click the Print button on the Adobe Reader toolbar The Print window displays 4 Ensure the name of the printer you wish to use is listed in the Name field of the Print window If it doe
44. Listing of Programs screen SEVIS does not send email notification for alerts You must use SEVIS to view and process alerts See Section 2 6 Alerts for additional information about SEVIS alerts Exhibit 15 Allotment Alert is an example of the alert generated by SEVIS when a sponsor has used 8046 or more of their allotment of Forms Exhibit 15 Allotment Alert Sunnydale School Program Number P 4 00791 Alerts for Sunnydale School The following alerts deserve your attention 2 DS 2019 Allotment s Remaining Annual Report Past Due Date You have 1 RO ARO Users Who Have Not Logged In to SEVIS in 30 Days Note Program sponsors may no longer request additional Forms on the annual report A request for an additional allotment of Forms must be submitted in SEVIS If necessary DoS will contact the RO to discuss the request Note When using the Request Allotment feature to request an increase in the number of program participants written justification must also be submitted to DoS See Section 2 4 2 Request an Increase in the Number of Program Participants for instructions on requesting approval to increase the number of program participants 40 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 To request additional Forms DS 2019 perform the following 1 On the Listing of Programs screen click the link in the Name of Pr
45. Name and Title of CEO Chief Executive Officer or equivalent Click one of the following buttons Save Draft After completing the required fields on Page click this button to save the data entered on this page Note You do not need to click this button before advancing to the next page of the Form DS 3036 SEVIS automatically saves data when the Next button is clicked 21 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 e Reset Values Click this button to return all unsaved entries on the page to the previous values Next Click this button to automatically save the data entered on Page 1 and advance to Page 2 of the amendment request e Print Draft Click this button to print a draft copy of the amendment request It is recommended that you print the draft Form DS 3036 prior to submission of the Form in SEVIS Printing the draft Form allows you to review a paper copy of the data for accuracy Necessary corrections may be made prior to submission of the Form See Section 2 5 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 2 4 1 2 Complete Amendment Page 2 Exhibit 9 Amendment Page 2 is an example of the screen used to enter information regarding the category ies to be added Refer to Attachment B Participation by Category Listing for guidance on which categories may be added to the program
46. Professor wowsosi Trainee moms Research Scholar 5 gt 8 Occupational Category if the category selected is Trainee or Intern Agriculture Forestry and Fishing Arts and Culture m Construction and Building Trades Education Social Sciences Library Science Counseling and Social Services LI Health Related Occupations m Hospitality and Tourism Information Media and Communications Management Business Commerce and Finance Li Public Administration and Law The Sciences Engineering Architecture Mathematics and Industrial Occupations Save Draft Previous Reset Values Next Print Draft To complete Section 7 Participation by Category perform the following 1 You may request authorization to sponsor EVs in 1 or more of 15 categories For each additional category being applied for enter the number of EVs expected in that category in the Number column Do not include the previously approved categories for the program In the next box enter the duration of the EV participation that is the amount of time required to complete the program then select the appropriate time period days weeks months or years See Section 2 4 1 2 1 Exchange Visitor Categories for detailed information about each category Section 8 Occupational Category on Page 2 of the electronic Form DS 3036 must be completed if the Trainee or Intern category is selected in Section 7 Participation o
47. RAM ACTIVE RO Search NewExchange Visitor Alerts EV Lists Reports 83 Navigation Bar Browser Toolbar 2 1 1 SEVIS Screen Components The following is a list of components that may be available on SEVIS screens Browser Toolbar The toolbar displayed by the browser used to access SEVIS Navigation Bar The navigation bar lists the role s for the logged in user on the right side and the following functions Main tUsed to access the Main screen or if authorized as an RO or ARO and an official for a SEVIS school that is Principal Designated School Official PDSO or Designated School Official DSO the screen from which you select either the Listing of Programs J visa or Listing of Schools F and M visas link to display the list of programs or schools for which you are an authorized user Listing of Schools Used to access the listing of schools for which you are authorized if you are an RO or ARO and an official for a SEVIS school that is PDSO or DSO Listing of Programs Used to access the listing of programs for which you authorized if you are an RO or ARO and an official for a SEVIS school that is PDSO or DSO Help tused to access Online Help for SEVIS Tutorial Used to view a brief demonstration of how to use SEVIS April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 1
48. User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 April 16 2014 Homeland Security User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Revision History The only updates that have been made to this manual for release 6 16 are the title the header and the footer that contain the updated release number and release date April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 TABLE OF CONTENTS DAINTRODUC TION MUI 1 ReSourCe Sh sc obiecta Mati 1 1 2 Putpose ums pis Qut 2 1 3 Privacy Act Considerations i 2 SCOR TOR CHAE bet autre ni ascia m lec petas ed 3 1 5 Acronynis and Abbreviations 3 1 6 Disclaimer 4 2 DESCRIPTION OF SYSTEM FUNCTIONS ccce 4 2 1 Overview of screen Components Bate ose eto 4 2 1 1 SEVIS Screen Components nie tote prep teh are aca or bas ee Rb pe Ee tin ean Ee 5 2 1 2 Additional SEVIS Screen Components essere enne 6 2 1 3 Online Help FUNCIONS eiecti red neti
49. Version 6 16 Volume I Forms DS 3036 and DS 3037 provided by Bank of America The ACH is a funds transfer network that provides for interbank clearing of electronic entries by participating financial institutions Your organization must identify at least two Pay gov users to DoS to register to use the Exchange Visitor Program EVP Fee Payment form via Pay gov This form is private and exclusively for the use of J 1 designated sponsors to submit requests for services 1 redesignation extensions reinstatements reinstatement update SEVIS status and change of category Please contact DoS to obtain registration information and instructions for submitting payments electronically via Pay gov Note ECFMG Sponsorship and Permission to Issue requests are not CURRENTLY processed using SEVIS However fee payments for ECFMG Sponsorship and Permission to Issue must also be made via the Pay gov website 2 4 5 3 Submit the Redesignation Request Following the submission of the redesignation request in SEVIS a signed copy of the request Form DS 3036 and a copy of the Pay gov confirmation page showing payment of the required fee must be mailed to the appropriate Division of DoS See Section 1 1 Resources or Attachment A Resources for the appropriate address DoS will use SEVIS to view and process the redesignation request the following outcomes are possible Approved tThe RO and the submitter of the request if d
50. and it will end in 180 days or less Action Required An RO or ARO may submit a request to DoS for an extension beyond the maximum duration of participation If no action is taken by an RO ARO the EV s status will change from Active to Inactive the day after the program end date identified in SEVIS RO ARO Users Who Have Not Logged In to SEVIS in 30 Days This reminder displays for all ROs and AROs who have not logged into SEVIS for 30 days Action Required The RO or ARO must log into SEVIS If the RO or ARO does not log into SEVIS for more than 45 days his or her user ID will be inactivated Saved Record s not Submitted for 15 Days This reminder displays when EV records are in draft status and the current date is 15 days or more past the date of the last update in SEVIS Action Required Complete and submit the records in SEVIS Otherwise the system will automatically delete any records in draft status if action has not been taken on the records within 45 days 2 8 Exchange Visitor Lists SEVIS enables you to quickly access lists of EVs to view using the EV Lists link on the Listing of Programs screen From these lists you may also access EV records to process These lists provide a quick method for program sponsor officials to access EV and dependent records Exhibit 23 Listing of Programs Screen EV Lists Link shows the location of the EV Lists link on the screen To view the available lists click the EV Lists
51. at there are no EVs in active status the RO and AROs will no longer have access to this program sponsor s records 38 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Note A redesignation request that is denied cannot be appealed 2 4 6 Register for Batch Processing Program sponsors and schools may use the batch data exchange to interface with SEVIS Authorized organizations can utilize systems external to SEVIS to create and update student EV and dependent visa types F M and J records and upload the records to SEVIS Organizations may develop systems in house or purchase third party products to communicate with SEVIS and upload and download information system to system The batch data exchange batch interface process is the method for automated exchange of data between SEVIS and programs using the Internet This exchange requires the registration of a digital certificate in SEVIS for those organizations that want to use batch The RO or an ARO for a program wishing to use batch must register the digital certificate Organizations that sponsor multiple programs must register the digital certificate for each program Note Prior to registering the digital certificate for use with SEVIS download the certificate files with the cer and extensions to a secure location on a local area network The procedures to download the
52. at you visit this site often to stay informed regarding events affecting SEVIS SEVIS 1 901 Fee Website http www ice gov sevis 1901 index htm Online Help is available by clicking the Help link on the navigation bar when logged into the SEVIS application The Online Help is updated every release User Manuals are available on the Internet at http j 1visa state gov sponsors current sevis SOCIAL SECURITY ADMINISTRATION Main page Social Security http www ssa gov Employer W 2 Filing Instructions amp Information Telephone Numbers for Wage Reporting Assistance http www ssa gov employer wage reporting specialists htm Employer Responsibilities When Hiring Foreign Workers http www socialsecurity gov employer hiring htm U S DEPARTMENT OF STATE Main page http www state gov Bureau of Educational and Cultural Affairs http exchanges state gov Visa Services Public Inquiries Division Telephone 202 663 1225 Internet Visa Information Sources Bureau of Consular Affairs Visas http www travel state gov visa visa 1750 html Visa Waiver Information http travel state gov visa temp without without_1990 html vwp National Visa Center NVC public Provides general information on immigrant visa processing and case specific information based on the U S Citizenship and Immigration Services formerly INS receipt number or NVC case number Telephone 603 334 0700 April 18 2014
53. ate of Original Designation 03 20 2006 View Annual Reporting Cycle ACADEMIC Allotment History Date Last Annual Report Received 07 19 2012 Number of Active J2 Exchange Visitors 0 Emergency Telephone Number Official Information Official Name Title Telephone FaxNumber Email Address Role Number Mary Hafer mee ae International 55 ooo ggg mary haferBIST org RO Note Users may click an official s email address link on the Program Sponsor Information screen to quickly initiate an email to the selected official 2 4 4 Amendment The Amendment option enables a program sponsor to add more categories to its initial designation as long as those categories comply with DoS business rules see Attachment B Participation by Category Listing The amendment process is similar to the initial designation process An RO or ARO must complete and submit an amendment to the program s original Form DS 3036 using SEVIS The completed application must also be printed and mailed with supporting documentation to the appropriate Division of DoS No fee is required and only one request can be submitted at a time If the application is approved the program s designation will be updated to include the additional categories April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 4 1 1 Complete Amendment Page 1 To complete Page 1 of the Amendment request
54. atus Exchange Visitors and Dependents list or the Exchange Visitor Information screen to view the effective date of transfer Exchange Visitor s 15 Days Beyond Program Start Date This reminder displays only when an EV record has a status of Initial and it is 15 days or more after the EV s program begin date identified in SEVIS 58 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Action Required An RO or ARO may set the EV s status to Active if the EV reports validate his or her program participation No Show or Invalid In addition the RO or ARO may amend the program start date and or end date if it is known that the EV will be arriving at a later date Exchange Visitor s 15 Days Beyond Program Start Date With Approved Change of Status This reminder displays only when an EV record has a status of Initial and it is 15 days after the change of status request was approved Action Required An RO or ARO may set the EV s status to Active if the EV reports validate his or her program participation No Show or Invalid In addition the RO or ARO may amend the program start date and or end date if it is known that the EV will be arriving at a later date Exchange Visitor s 25 Days Beyond Effective Date of Transfer This reminder displays for the receiving sponsor when the EV s status is Transferred and the current date is 25 days or more a
55. ave been adequately trained in order to assume their respective duties and responsibilities associated with this program expansion 4 Current financial information including year end financial statements reports and a proposed business plan 5 Any other information on how this program growth will be absorbed Mail the materials to DoS see Section 1 1 Resources or Attachment A Resources for the appropriate address 2 4 11 Add Update Foreign Entity Information You may add information to SEVIS regarding foreign entities 1 e overseas agents or partners Multiple entities may be added the data can be updated too The next two sections provide instruction on adding and updating foreign entity data 42 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 4 11 1 Add Foreign Entity Information To add foreign entity information perform the following l On the Program Sponsor Information screen click the Add Foreign Entity Information link on the Edits menu The Add Foreign Entity Information screen displays as shown in Exhibit 16 Add Foreign Entity Screen Note Once foreign entity data has been added the Add Foreign Entity Information link changes to Add Update Foreign Entity Information Exhibit 16 Add Foreign Entity Screen Add Foreign Entity Required fields are marked with an asterisk Name of Sponsoring Organization
56. c atten 6 2 1 3 1 Online Help Table of Contents etate 7 2 1 3 2 Online Help Index uester oci IPS Se pev PRU Ro uud 7 21 53 Helpen ostrea Dose d ud dE 7 2 1 3 4 Hide shuw the Left 8 DENS tut intu ist ss cai auci tut 8 2 1 5 6 Close Online Help otra 8 2 1 4 Print the Online Help 8 PEE SUOMI all i cr rcc erem 9 2 2 Accessing SEV e 9 2 2 1 Guidelines Tor Passwortds sitet cene onu ptit 11 2 2 1 1 Change Password Every 90 Days 12 2 2 1 2 Change Password Voluntarily eese nennen 13 2 2 1 3 Request Password R S6eL a poete eee eis oe one Ioa eet 13 2 2 1 4 Request Password Reset for 14 2 2 2 Additional Information About the SEVIS Login 15 2 2 3 L g Mto SEV US sido peo cali 15 2 2 4 Log Out of SEVIS 16 2 3 Program Informati n srnu iva I uti 16 23 1 Program 1 CAUSES E 17 2 3 2 Sanctions and Termination and Revocation of Programs Information 18 244 Updating Program InfOrratlOfi esee tet enne oder era aen 18 2 4 1 Amendment ee
57. certificate files will vary depending on the type of browser being used To register a digital certificate perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program that is being registered The Program Sponsor Information screen displays 2 Click the Register for Batch Processing link on the Actions menu The system displays the Acceptance of Batch Interface Security Requirements screen 3 After reading the requirements click the Accept button to proceed with the registration process The system displays the Batch Process Registration screen If the Reject button is clicked the system will display the Program Sponsor Information screen 4 To select the path name of the program s digital certificate click the Browse button and locate the files with the cer or pem extension 5 Highlight the appropriate file name and click the Open button The Upload Certificate screen displays with the path name shown in the text box 6 Click the Upload Certificate button If the certificate and the RO or ARO s credentials are confirmed by SEVIS a Confirmation screen displays However if the system cannot validate the certificate and credentials an error message will display Remember only digital certificates issued by VeriSign are valid for use with SEVIS Note The SEVP website and the Online Help contain additional information regarding the SEVIS Batch Interface proc
58. cess in SEVIS and submit a signed copy of the request Form DS 3036 to DoS 57 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 6 Month Redesignation alert See Section 2 4 1 5 Redesignation for details on the redesignation process This reminder displays 6 months before a program s designation authorization expires The alert includes the program s designation expiration date Note An application for redesignation must be submitted in SEVIS 3 months in advance of the expiration date Action Required Complete the redesignation process in SEVIS and submit a signed copy of the request Form DS 3036 to DoS 80 of Program s Allotment for DS 2019s Used See Section 2 4 1 7 Request Allotment of Forms DS 2019 for details on requesting additional forms This reminder displays when a program has used 8090 or more of its total allotment of Forms DS 2019 The alert shows the number of Forms remaining Action Required Complete the allotment request in SEVIS Annual Report Due in 30 Days or Less See Section 2 8 5 Complete the Annual Report for instructions on completing and submitting the Annual Report DoS This reminder displays on the first day of the month in which the annual report is due It will be removed when DoS enters the date the report was received into SEVIS or when the due date is in the past Action Required Generate and prin
59. dress Changes to the official s telephone number fax number and email address take effect immediately However changing the official s name for example the official got married requires review and approval by DoS To update an official s record perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program whose official s record is being updated The Program Sponsor Information screen displays Exhibit 7 2 Click the Add Update Officials link on the Edits menu The Official Information screen displays Exhibit 17 3 Click the Update link to the right of the name of the official whose information is being updated The Update Official screen displays Note Only an RO can update the RO s information Note An official who performs duties for more than one Exchange Visitor Program sponsor or who is a PDSO or DSO for a school can have only one title telephone number fax number and email address in SEVIS If these fields are updated the new data will be the same for all programs and schools with which the official is associated Also for PDSOs and DSOs the title entered will print on all student Forms I 20 4 Make the necessary changes to the official s data WARNING If the official s name and other data must be updated make all changes except the name change and click the Update Official button Those changes will take effect immediately Name change requests must be
60. e edi edu 20 2 4 1 1 Complete Amendment Page 21 2 4 1 2 Complete Amendment Page 2 ae 22 2 4 1 2 1 Exchange Visitor Categories esee 24 2 4 1 3 Complete Amendment Page 3 29 2 4 1 4 Submit the Amendment Request 32 22 0 AGS Mi TAIN 33 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 4 3 Change Program Sponsor 33 2 4 Pending Requests oos enun Mad ded 34 22 5 Redest Hal OD deo eet ee ina o Getae 35 2 4 5 1 Complete the Redesignation Application 36 2 4 5 2 Electronic Submission of Payment 37 2 4 5 3 Submit the Redesignation Request 38 24 6 Register for Batch Processing eee 39 2 4 7 Request Allotment of Forms DS 2019 40 2 4 8 Allotment History 41 2 4 9 Request 41 2 4 10 Request an Increase in the Number of Program Participants 42 2 4 11 Add Update Foreign Entity Information eene 42 2 4 11 1 Add Foreign Entity Information 43 2 4 11 2 Update Forei
61. e effective date of revocation which also displays on the screen the probationary period ends is terminated and the program s status will change to Revocation Pending Probation Begin Date The date on which a sponsor s probation starts Probation End Date The date on which a sponsor s probation ends Lesser Sanctions Reduction Pending will display in this field if DoS has recommended a reduction in the sponsor s next allotment of Forms DS 2019 Percentage of Reduction If sponsor s allotment of Forms DS 2019 will be reduced the percentage of the reduction Suspension Begin Date The date on which sponsor s suspension starts When program s status is Suspended the sponsor s officials will not be able to create new EV records or update and submit records that are in draft status Suspension End Date The date on which a sponsor s suspension ends Effective Date of Revocation The date on which a sponsor s designation will be revoked Effective Date of Termination The date on which a sponsor s designation will be terminated Effective Date of Denial The date on which a sponsor s designation will be terminated because the redesignation request was denied 2 4 Updating Program Information SEVIS enables ROs and AROs to use the Form DS 3037 to update program information and perform tasks such as requesting brochures requesting an allotment of Forms DS 2019 and adding updating and deleting AROs To
62. e of the United States and other countries through educational and cultural exchanges Comments and assessments from you help us present the success of our shared mission of exchange to Congress interested govemment agencies and International agencies and 1 Provide a brief summary of the activities in which exchange visitors were engaged including an evaluation of program effectiveness What new directions trends or significant changes have occurred in your program during the report period Are you planning to implement any new initiatives in the upcoming year 2 Describe the nature and extent of reciprocity occurring in the sponsor s exchange visitor program during the reporting year If none state none 3 Provide a summary of the cross cultural activities provided for its exchange visitors during the reporting year 4 What difficulties are you having that are working against the quality and quantity of exchanges in your program and in the broader Exchange Visitor Program Examples Credible employers job availability wages housing Consular Official Visa issues etc 5 Identify the number of staff full and part time used in the administration of your exchange visitor program Examples Private sector entities should include local and regional representatives independent contractors third parties foreign agents 6 Other comments a brief narrative for these 22 CFR 62 15 Annual Reports for details
63. e the Program Sponso of page 1 of the Annual Report 52 Lu print Cep ON 1 certify that the infor on in this report is complete and correct to the best of m nowledge and belief and that the above named program sponsor has complied with all health and accident insurance requirements for exchange visitors and any accompanying spouse and their dependents 22 CFR 62 14 pnd Reporting Period see the upper right section 5 15 06 Sc submi een tto me Linda Aupair Name of Responsible Officer Printed or Typed Signature of Responsible Officer Signed Date mm dd yyyy SEVIS Run Date Tue May 14 12 25 34 EDT 2013 April 18 2014 Explanation of Data in the Annual Report U S Department of State ANNUAL REPORT cus Auro 1405 0151 J 1 Exchange Visitor Program Expres 8 31 2012 Estimate avdet 2 Hours SEA Hafer s ing O E Hansel University Program Number 5 gt ponsoring Organization Reporting Period 07 01 2010 06 30 2021 Address 9765 Valley Drive Responsible Officer 1 01131 Include This Information on Any Attachments Number of Forms DS 2019 Nottingham VT 20001 STATISTICAL REPORT 2 Reconciliation of Forms DS 2019 1 Activity by Category Total Number of Records 5 Created in Each Category Use of Forms DS 2019 During the Reporting Period
64. ection 1 1 Resources or Attachment A Resources for the appropriate address Note If the Form is not printed immediately after submitting the request in SEVIS it can be printed by accessing the Program Sponsor Information screen Click the Pending Requests link on the Actions menu and then click the Print link for the appropriate request 48 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 DoS will use SEVIS to review and process this request the following outcomes are possible Approved The submitter of the request and the newly added ARO will automatically receive approval notification by email The next time the ARO logs into SEVIS he or she will have access to the data for the additional program Request for Information Additional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue Denied The submitter of the request will receive email notification about the denial decision He or she will also receive a fax or mailed letter providing specific information regarding the denial decision 2 4 12 3 Update an Existing Official s Information Updating an active official s data in SEVIS includes changing his or her name telephone or fax number and or email ad
65. ed in the report To generate a report perform the following 1 On the Listing of Programs screen click the Reports link for a specific program The system displays the RO ARO Reports screen as shown in Exhibit 25 Reports Screen Exhibit 25 Reports Screen RO ARO Reports Format HTML Text Click on Help above and search on Printing Reports to find the proper page settings for printing SEVIS reports Submit SEVIS Reports Category Levels Counts for category by purpose code and country C Country Levels Report Country levels by program sponsor C Annual Report J1 Exchange Visitor Program U S Department of State Note The format for this report is Portable Document Format PDF Secondary Student Placement Report C No Show Report Ev Enter POE Before After Program Start Date Report Submit To select a report title click the radio button adjacent to the report title 3 Select an output format HTML Hypertext Markup Language a web page format or Text a format that can be easily pasted into a word processor for additional formatting and editing 4 Click the Submit button If there are no search criteria for the selected report the report will be generated and will display in a new browser window 62 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 5 If search criteria must be chosen for
66. election Online Help Functions Online Help is always available by clicking the Help link on the navigation bar at the top of SEVIS screens Doing so opens a new browser window containing Online Help The left pane part of the window contains a list of Online Help topics and the right pane contains the text associated with the topic selected Exhibit 2 Help Screen is an example of the screen that displays after clicking the Help link Note The Online Help requires the use of Java Script it does not function properly if Java Script 15 disabled April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 2 Help Screen Contents Index Search Home gt General Topics gt Help on Help Venerat Topics Hide Help on Help STER I SEVIS Overview Background Inform E system Requirements Help on Help Q Department of State Information B Exchange Visitor Program Regula E office Addresses 21 Resources INFORMATION U S Department of State SYSTEM and Tutorial Information 97 Frequently Asked Questions FAQ Help Desk Information ei 5 Print Online Help Topics I E Tutorial Log into out of SEVIS Log Into SEVIS E Log Out of SEVIS STUDENT amp EXCHANGE VISITOR n I Privacy Act Considerations How to Use SEVIS Help W message Board Information 151 Message Board O
67. ements for Supervision Provide the following information regarding the supervision direction evaluation and monitoring of the programs 22 CFR 62 10 Describe provisions for the supervision evaluation and monitoring of the participants and host families as applicable For Secondary School programs also include information on the approximate ratio of program sponsor representatives to students within the 150 mile radius specified by regulations 22 CFR 62 25 d 2 Provide details on in case of emergency how participants can easily contact the sponsor Provide details regarding where participants will stay while in the United States Include information on arrangements or procedures to be used to place prospective participants in private homes as applicable If there are written materials that define precisely the purpose and objectives of the program as well as the financial arrangements under which the program is to be administered enclose a copy with the application Post secondary educational institutions shall include a copy of any current agreements if applicable Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail e Role of Other Orga
68. en rad D ote hada diac 48 Replace Screen MP 51 Listing of Programs Screen Alerts Link eee erect 57 Alerts for International Research Center oo teer Opere cages itat RR OF 57 Listing of Programs Screen EV Lists Link 60 Exchange Visitors and Dependents Menu Screen 61 Reports Sor e 4 deci 62 Internet Explorer Page Setup ei ien oe tinet le pese Medi 63 SEVIS No Show Report HTML Format 64 SEVIS No Show Report Text 65 Convert Text to Columns ene lise stes 65 Page 2 of the Convert Text to Columns Wizard c 66 Message Board SCIES eec esI ME OR Gor b fada men Te 68 System Message E 69 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 1 INTRODUCTION This manual is written as a resource for Exchange Visitor Program Sponsor users that is Responsible Officers ROs and Alternate Responsible Officers AROs of the Student and Exchange Visitor Information System SEVIS It is presented in two separate volumes in order to delineate the Form DS 2019 and Form DS 3036 DS 3037 and other program
69. eport 2 Open the Excel application 3 Select Paste from the Edit menu to paste the report into Excel The whole report is contained in cell A1 4 To convert the text to columns select Text to Columns from the Data menu The Convert Text to Columns Wizard window displays as shown in Exhibit 29 Convert Text to Columns Wizard Exhibit 29 Convert Text to Columns Wizard Convert Text to Columns Wizard Step 1 of 3 Lo The Text Wizard has determined that your data is Fixed Width If this is correct choose Next or choose the data type that best describes your data Original data type type that best describes your data De Characters such as commas or tabs separate each field Fixed width Fields are aligned in columns with spaces between each field Preview of selected data P 1 00468 Whispering Pines Institute N000014582 2 p 1 00468 Whispering Pines Institute N000465262 7 Li Lyn 2 Wilkins Cancel Next gt Finish 5 Click the Delimited radio button and then click the Next button Exhibit 30 Page 2 of the Convert Text to Columns Wizard is an example of the window that displays 65 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 7 8 9 Exhibit 30 Page 2 of the Convert Text to Columns Wizard Convert Text to Columns Wizard Step 2 of 3 9
70. es the completion and submission of a new Designation Application Form DS 3036 To submit a request to change the name of the sponsor organization perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program requesting a name change The Program Sponsor Information screen displays 2 Click the Change Program Sponsor Name link on the Actions menu RY Enter the required information Click the Change Name button A message displays stating that the request has been successfully submitted to SEVIS On the message screen click the Print DS 3037 button to print a copy of the Form See Section 2 5 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions The signed Form and new Articles of Incorporation must be mailed to the appropriate Division of DoS See Section 1 1 Resources or Attachment A Resources for the appropriate address If DoS does not note in SEVIS receipt of the Form DS 3037 and Articles of Incorporation within 30 calendar days of submission of this request in SEVIS the request will be automatically deleted from SEVIS 33 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Following receipt of the Form and the Articles of Incorporation DoS will process the request The following outcomes are possible Application Approved The submit
71. ess The Universal Resource Locator URL for the batch information is http www ice gov sevis schools batch htm 39 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 REMINDER You must log into SEVIS at least once every 45 days to keep your SEVIS user ID active Using only Batch will not keep your SEVIS user ID active 2 4 7 Request Allotment of Forms DS 2019 DoS allots a specific number of Forms DS 2019 to each Exchange Visitor Program For an EV beginning a new program when his or her Form is submitted SEVIS automatically reduces the currently allotted total by one SEVIS also increments the allotment of Forms by one when the status of an EV record is in Initial status is changed to Invalid with the reason of Form Canceled or the system changes the status of the EV to Invalid See Section 2 4 1 8 Allotment History for additional information Each program may apply for an additional allotment as needed SEVIS provides program sponsors a notice alerting them that 8096 or more of their electronic Form DS 2019 allotment has been used the alert shows the number of Forms remaining However a request for an allotment of Forms DS 2019 may be submitted to DoS at any time DoS has the discretion to determine the number of Forms to provide to the program sponsor Note When there is an alert for a program the Alerts link will display on the
72. est and the ARO whose name has been changed will automatically receive approval notification by email Request for Information Additional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue However a request with a status of Awaiting Additional Information for more than 30 calendar days will be automatically deleted from SEVIS Denied The submitter of the request will receive email notification about the denial decision He or she will also receive a fax or mailed letter providing specific information regarding the denial decision 2 4 12 4 Delete an Existing ARO Deleting an official will remove the individual s record from association with a specific Exchange Visitor Program altogether and the official will no longer be able to perform SEVIS tasks for that program sponsor To delete an official perform the following l On the Listing of Programs screen click the link in the Name of Program column for the sponsor whose ARO you wish to delete The Program Sponsor Information screen displays Click the Add Update Officials link on the Edits menu The Official Information screen displays Click the Delete link to the right of the email address of the official whose access to SEVIS you wish to delete The Delete Official screen displays Review the data t
73. f Category Trainee or Intern may be selected on an amendment application only if the program is currently designated for that category and the program sponsor wishes to add occupational categories To select occupational categories click the box next to the name of the occupational category or categories that are being applied for 4 Click one of the following buttons Save Draft Click this button to save the data entered on this page 23 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Previous Click this button to return to the previous page of the amendment request WARNING Be sure to save the data entered on this page before selecting the Previous button The data entered on this page will be lost if they are not saved first Reset Values Click this button to return all unsaved entries on the page to the previous values Next Click this button to automatically save the data entered and advance to Page 3 of the amendment request e Print Draft Click this button to print a draft copy of the amendment request It is recommended that you print the draft Form DS 3036 prior to submission of the Form in SEVIS Printing the draft Form allows you to review a paper copy of the data for accuracy Necessary corrections may be made prior to submission of the Form See Section 2 5 Print a Form DS 3036 Form DS 3037 or Draft Form
74. f State Academic and Government Programs Division U S Department of State Office of Designation Academic and Government Programs Division ECA EC AG SA 5 Floor C2 2200 C Street NW Washington DC 20522 0505 Fax 202 632 2701 Responsible for the administration and oversight of the following categories Government Visitor e International Visitor Professor Research Scholar Short Term Scholar e Specialist Student College University Private Sector Programs Division U S Department of State Office of Designation Private Sector Programs Division ECA EC PS SA 5 Floor 5 2200 C Street NW Washington DC 20522 0505 Fax 202 632 2701 Responsible for the administration and oversight of the following categories Alien Physician Au Pair e Camp Counselor e Intern April 18 2014 Resources Student Secondary School High School Summer Work Travel Teacher Trainee STUDENT AND EXCHANGE VISITOR INFORMATION SYSTEM SEVIS SEVIS Security Concerns For system security and data integrity issues contact the DHS Help Desk at 888 347 7762 24 hours a day 7 days a week SEVIS Technical Issues For system functionality issues contact the SEVIS Help Desk at 800 892 4829 8 a m to 8 p m Eastern Time Monday through Friday The SEVIS Help Desk is available to address SEVIS concerns or questions other than security SEVP Website http www ice gov sevis index htm It is recommended th
75. ffective date of withdrawal of the program s designation as an exchange visitor program April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 3 2 Sanctions and Termination and Revocation of Programs Information DoS may sanction terminate or revoke a program for noncompliance with the Exchange Visitor Program regulations see 22 CFR 62 50 and 22 CFR 62 60 The following sanction termination or revocation information may display on the Program Sponsor Information screen see Exhibit 7 Program Sponsor Information Screen Sanction Alert The type of sanction alert for the program sponsor One of the following may display in the Sanction Alert field on the Program Information screen Denial Recommended With an Approved Probation The sponsor is currently on probation However DoS has recommended denial of the sponsor s redesignation request On the effective date of denial which also displays on the screen the probationary period ends is terminated and the program s status will change to Denial Pending On Probation The sponsor has been placed on probation for a specified period of time There are no restrictions on the sponsor Revocation Recommended With an Approved Probation The sponsor is currently on probation However DoS has recommended revocation of the sponsor s SEVIS participation as an Exchange Visitor Program On th
76. fo ABCcollege edu Click the Add Official button at the bottom of the screen A message displays stating that the request has been successfully submitted to SEVIS On the message screen click the Print DS 3037 button See Section 2 5 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions The printed Form includes a section to be filled out and signed by the new ARO certifying his or her citizenship status This Form DS 3037 must be signed before it is submitted to DoS 46 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Note If the Form is not printed immediately after submitting the request in SEVIS it may be printed by accessing the Program Sponsor Information screen Click the Pending Requests link on the Actions menu and then click the Print link for the appropriate request 7 Mail the completed Form to the appropriate Division of DoS see Section 1 1 Resources or Attachment A Resources for the appropriate address If DoS does not note in SEVIS receipt of the Form DS 3037 and the signed Certification Citizenship Form within 30 calendar days of submission of this request in SEVIS the request will be automatically deleted from SEVIS DoS will use SEVIS to review and process this request the following outcomes are possible Approved The submitter of the request will automatically receive approval notifica
77. for printing instructions 2 4 1 2 1 EXCHANGE VISITOR CATEGORIES The following sections provide a brief description explanation of each category 2 4 1 2 1 1 Alien Physician This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program The Educational Commission for Foreign Medical Graduates ECFMG is the only sponsor authorized to use this category This category 22 CFR 62 27 is for foreign physicians pursuing American medical board certification through graduate education or training at accredited U S schools of medicine or other U S institutions through a Clinical Exchange Program All foreign physicians in this category must successfully complete ECFMG administered examinations that measure their command of the medical sciences All foreign physicians are subject to the Two Year Home Country Physical Presence Requirement as stipulated in Section 212 e of the Immigration and Nationality Act and Public Law 94 484 Note The J visa does not provide for programs with hands on or direct patient contact such as veterinarian dental or nursing training The maximum duration of participation for the alien physician category shall not exceed 7 years 2 4 1 2 1 2 Au Pair This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program The Au Pair Program 22 CFR 62 31
78. fter the effective date of transfer identified in SEVIS Action Required Validate the transfer EV s program participation otherwise the system will automatically set the status of the EV and dependents if any to No Show 30 days after the effective date of transfer identified in SEVIS See the Transferred Status Exchange Visitors and Dependents list or the Exchange Visitor Information screen to view the effective date of transfer Exchange Visitor s 30 Days Before Academic Training End Date This reminder displays when an EV s current segment of academic training will end in 30 days or less Action Required An RO or ARO may update the academic training end date If no action is taken by the RO or ARO the segment of training that triggered the alert will end and the EV s SEVIS status will remain Active Exchange Visitor s Nearing the Program End Date in 60 Days or Less This reminder displays 60 days prior to the EV s program end date listed in SEVIS Action Required An RO or ARO may complete an extension within the maximum duration of participation or submit a request to DoS for an extension beyond the maximum duration of participation If no action is taken by an RO or ARO the EV s status will change from Active to Inactive the day after the program end date identified in SEVIS Out of Country Exchange Visitors This reminder displays 30 days prior to the out of country end date for professor and research scholar EVs who are current
79. gn Entity 44 24 12 Add Update omo en atu oce 44 2 4 12 1 Add a New Official as an ARO 45 2 4 12 2 Add an Existing Official as 47 2 4 12 3 Update an Existing Official s Information 49 2 4 12 4 Delete an Existe aote e I aoa 50 2 4 12 5 Replace the RO With an Existing SEVIS User 51 2 4 12 6 Replace the RO With a New SEVIS 52 2 4 13 Update Program Sponsor Information 54 24 14 Update CEO IDBEODRIAlOD rd a di seda pads 55 2 9 Jasts Reports ue ocn I ehe Roto pi Tues pieta 55 2 6 Print a Form DS 3036 Form DS 3037 or Draft Form 56 Je 5a as Sea Ere E 56 2 9 Exchange Visitor teque pa i bodas Metu 60 2 9 CIS PE M 61 2 0 Generate RepOEE Gu roseo pivot Urat en dete e Meg save 62 29 2 Pinta REPOU tede ene Sepe diea 63 2 0 S and Paste ucro os obe MOS oett Forts d ipe Ma E n cies 64 2 9 4 Paste a Report into an Excel
80. gton DC 20522 2202 lid OMB of State 05 2097 Page 1 of 2 04 2011 SECTION 1 ACTIVITY BY CATEGORY In the Activity by Category section of the report the data is based on the sponsors reporting cycle Academic July 1 June 30 e Calendar January December 31 e Fiscal October September 30 Note The values in Section are valid as of the most recent data refresh 12 01 a m Sunday morning or the day following the end of the reporting cycle i e 12 01 a m January 1 July 1 and October 1 The values in this section of the report are determined as follows The number of EV records created Forms DS 2019 set to Initial status in each category to begin a new program The current status of the EV records is not taken into consideration the records were submitted at some point during the reporting cycle B The total number of EV records created Forms DS 2019 set to Initial status during the reporting cycle April 18 2014 C The total number of dependent records created Forms DS 2019 set to Initial status during the reporting cycle The number of dependent records is not broken down by category SECTION 2 RECONCILIATION OF FORMS DS 2019 Note The values in Section 2 are valid as of the most recent data refresh 12 01 a m Sunday morning or the day following the end of the reporting cycle i e 12 01 a m January 1 July 1 and October 1 The values in
81. hat display on the screen Be sure that this is the official whose access to SEVIS is to be terminated Enter a reason for deleting this official in the text box provided Completion of this field is optional Click the Delete Official button The deletion will take effect immediately Note If this is the only ARO for the program the system displays a warning Every Exchange Visitor Program must have one RO and may have multiple AROs Continue to delete the ARO or click the Cancel button to return to the Official Information screen without taking any action on the official 50 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 4 12 5 Replace the RO With an Existing SEVIS User The RO or an ARO for the program may submit a request to replace the RO When the request is submitted by an ARO or an RO submits a request to be replaced by a PDSO or DSO the request must be reviewed and approved by DoS However if the RO submits a request to be replaced by an existing RO or ARO the replacement takes effect immediately To request to replace the RO with an existing SEVIS user perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program whose RO you wish to replace The Program Sponsor Information screen displays 2 Click the Add Update Officials link on the Edits menu The Official Information
82. he United States and other nations of the world through international educational and cultural exchange Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail Outline of Proposed Activities Provide an outline of proposed cross cultural activities for each category selected While there is no set number of such activities required program sponsors must offer a reasonable number of cross cultural activities such as sports cultural and social activities Describe the planned cross cultural activities that would acquaint participants with American society culture and institutions Note Due to the nature of the Short Term Scholar category such cross cultural activities are encouraged but not required Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such 30 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail Arrang
83. he request will be automatically deleted from SEVIS If the request must be processed by DoS the following outcomes are possible Approved The submitter of the request and the new RO will automatically receive approval notification by email Request for Information Additional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue However a request with the status of Awaiting Additional Information for more than 30 calendar days will be automatically deleted from SEVIS Denied The RO will receive email notification about the denial decision He or she will also receive a fax or mailed letter providing specific information regarding the denial decision 2 4 12 6 Replace the RO With a New SEVIS User An existing RO or ARO may submit a request to replace the RO with a new SEVIS user someone who is not authorized to use SEVIS The request must be reviewed and approved by DoS 52 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 To request the replacement of an RO with a new SEVIS user perform the following l On the Listing of Programs screen click the link in the Name of Program column for the program whose RO is being replaced The Program Sponsor Information
84. hs No extensions will be permitted 2 4 1 2 1 12 Student Secondary School High School This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program A separate application Form DS 3036 must be completed for this subcategory which affords students an opportunity to study in an accredited U S secondary school while living with an American host family Participants in this category must meet the following three requirements 22 CFR 62 25 Secondary school students who have not completed more than 11 years of primary and secondary schooling excluding kindergarten in their home country 2 Atleast 15 but not more than 18 1 2 years of age on the date the student will begin his or her program 3 Without previous participation as an EV for high school studies in the United States 27 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Factors such as English language proficiency maturity character and scholastic aptitude are critical The maximum duration of participation for secondary school students high school students is a minimum of 1 academic semester and a maximum of 1 academic year 2 4 1 2 1 13 Summer Work Travel This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend
85. ifferent will receive approval notification by email The email will contain the length of time 1 or 2 years for which the program has been approved DoS will send a letter of redesignation by fax or the U S Postal Service The redesignation term will take effect on the date that appears on the redesignation letter Request for Information Additional information is required for processing the request The submitter of the request will receive an email stating that additional information must be provided so that DoS can continue processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information and updates the redesignation request in SEVIS an email will be automatically sent to the individual who submitted the request stating that the material has been received and the review process will continue Note A request with a status of Awaiting Additional Information for more than 60 calendar days will be automatically deleted from SEVIS e Denial Recommended An EVPD Manager or Officer has recommended denial of the redesignation request e Denied The RO will receive notification by a mailed letter that will provide specific information regarding the basis for denial There are no means to appeal this decision The status of the program will change to Denial Pending on the effective date of denial Once an EVPD Manager or Officer notes in SEVIS th
86. information associated with the current SEVIS ID will populate all relative fields for other programs and schools If you update these fields the new data will be the same for all sponsors and schools with which the official is associated Also for PDSOs and DSOs the title entered will print on all student Forms I 20 To add an existing official and assign him or her to a role as an ARO perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program to which the ARO is being added The Program Sponsor Information screen displays 47 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Click the Add Update Officials link on the Edits menu The Official Information screen displays Click the Add Existing Official link below the Title column The system displays the Add Existing Official screen 4 Enter the active user s SEVIS user ID in the User Name field Click the Add Official button The system displays the Add Existing Official screen Exhibit 19 Add Existing Official Screen is an example of the screen Exhibit 19 Add Existing Official Screen Add Existing Official Required fields are marked with an asterisk Existing Program Number P 4 00447 Name of Sponsoring Organization American Au Pair Agency Inc Last Name HAFER First Name MARY Middle Name Suffix
87. ing instructions The printed Form includes a section to be filled out and signed by the prospective RO certifying his or her citizenship status DoS will not begin processing this request until they receive the signed Form Note If the Form is not printed immediately after submitting the request in SEVIS it can be printed by accessing the Program Sponsor Information screen Click the Pending Requests link on the Actions menu and then click the Print link for the appropriate request 7 Mail the Form DS 3037 along with the signed Certification Citizenship Form to DoS See Section 1 1 Resources or Attachment A Resources for the appropriate address The signed Form must be submitted to DoS before the review process will begin If DoS does not note in SEVIS receipt of the Form DS 3037 and signed Certification Citizenship Form within 30 calendar days of submission of this request in SEVIS the request will be automatically deleted from SEVIS DoS will use SEVIS to review and process this request the following outcomes are possible Approved The submitter of the request will automatically receive approval notification by email The new RO will receive two email messages from SEVIS one containing his or her SEVIS user ID and the second providing instructions for creating a SEVIS password Request for Information Additional information is required for processing the request A letter outlining the need for additional information
88. ing sections provide step by step instructions for using SEVIS Included are directions for modifying the Form DS 3036 DS 3037 and other program updates Instructions for creating issuing and modifying Forms DS 2019 for EVs and dependents are discussed in Volume II of this manual 2 1 Overview of Screen Components This section explains SEVIS screens screen components and how to navigate through the application Exhibit 1 Listing of Programs Screen and Screen Components is an example of a screen that displays when logged 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 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 1 Listing of Programs Screen and Screen Components SEVIS J Eligibility Launch Page Windows Internet Explorer cj QU https egov ice gov sevis M 4 X Google 26 8e Home Ej Main Help Tutorial Logout RO Messa Board Change Password Get Plug Ir 5 Listing of Programs Indicates an alert for that program SEVIS J Eligibility Launch Page Read Mail Gm Print Pagev Name of Program Location City State Status Role Commands Yo amps of Americk In New York NY PROG
89. ion in this category is for participants who are recognized as influential or distinguished persons and who are selected by a Federal State or local Government agency to participate in observation tours discussions consultations professional meetings conferences workshops and travel The maximum duration of participation for this category shall not exceed 18 months 2 4 1 2 1 5 Intern Currently designated sponsors with approval to accept participants in this category can submit an amendment to add occupational categories only An intern 22 CFR 62 22 is a foreign national who either Is currently enrolled in and pursuing studies at a degree or certificate granting post secondary academic institution outside the United States or e Graduated from such an institution no more than 12 months prior to his or her Exchange Visitor Program begin date and who enters the United States to participate in a structured and guided work based internship program in his or her specific academic field The maximum duration of participation for this category shall not exceed 12 months Note For program exclusions see 22 CFR 62 22 j 25 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 4 1 2 1 6 International Visitor This category 22 CFR 62 28 is reserved for use by the U S Department of State International visitors are potential or recogni
90. ipt date is not entered by the last day of the month in which the report is due the reminder will be replaced with an annual report past due alert e Category Levels Counts for Category by Purpose Code and Country Provides detailed information about EV category levels by purpose code and country e Country Levels Report Country Levels by Program Sponsor Provides detailed information about the program s EVs based on the visa type selected e 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 61 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 EV Enter POE Before After Program Start Date Report Provides information for the selected program about EVs who entered the port of entry POE either before or after their program s start date Secondary Student Placement Report Provides information about secondary student placements for the program based on the start date and end date selected The following section contains instructions for generating and printing reports Section 2 8 5 Complete the Annual Report contains instructions for completing and submitting the Annual Report 2 9 1 Generate a Report Reports are snapshots of parts of the SEVIS database They reflect current SEVIS information for the data elements includ
91. isitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 To request to have your password reset perform the following 1 Click the Request Password Reset link on the SEVIS Login screen The Request Password Reset screen displays 2 Enter your SEVIS user ID in the User Name field 3 Click the Submit Request button message displays stating that the request has been submitted to SEVIS However if an ARO has not logged into SEVIS for more than 45 days a message will display stating User is inactive due to 45 days of inactivity Contact your PDSO or RO to request a password reset See Section 2 2 1 4 Request Password Reset for ARO for information on how an ARO can request to have his or her password reset Note An email will be sent to the email address associated with the SEVIS user ID It will provide instructions for creating a new SEVIS password The email will be valid for 30 days a password must be created within 30 days of the date on the email REMINDER You must log into SEVIS at least once every 45 days to keep your SEVIS user ID active 2 2 1 4 Request Password Reset for ARO Users must log into SEVIS at least once every 45 days or they will lose access to SEVIS When a user has not logged into SEVIS for 30 days the following will occur e An alert will be generated to inform the RO and AROS of the programs to which the user is associated that this user has not logged into S
92. l of the results This manual contains instructions for accessing SEVIS with a permanent user identification ID and password creating and processing Forms DS 3036 and DS 3037 Exchange Visitor Program Application viewing alerts on EVs and viewing and printing a variety of reports 1 3 Privacy Act Considerations SEVIS 15 for the use of authorized users only Individuals using SEVIS without authority or in excess of their authority are subject to having all of their activities on this system monitored and recorded by system personnel In the course of monitoring individuals improperly using this system or in the course of system maintenance the activities of authorized users may also be monitored Anyone using SEVIS expressly consents to such monitoring and is advised that if April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 such monitoring reveals possible evidence of criminal activity system personnel may provide the evidence of such monitoring to law enforcement officials Department of Homeland Security DHS has designated SEVIS to be a Privacy Act system of records and SEVIS information will be used and disclosed in accordance with 5 U S C 552a Privacy Act of 1974 as amended 1 4 Security Reminder SEVIS was developed to maintain multiple levels of security in both the real time and batch systems to help protect against unauthorized acce
93. learing House ARO Alternate Responsible Officer CEO Chief Executive Officer CFR Code of Federal Regulations DHS U S Department of Homeland Security DoS U S Department of State DSO Designated School Official ECFMG Educational Commission for Foreign Medical Graduates EV Exchange Visitor EVP Exchange Visitor Program FMS Financial Management Service HTML Hypertext Markup Language ICE Immigration and Customs Enforcement ID Identification LPR Legal Permanent Resident MB Megabyte PDSO Principal Designated School Official POE Port of Entry RAM Random access memory RO Responsible Officer SEVIS Student and Exchange Visitor Information System SEVP Student and Exchange Visitor Program URL Universal Resource Locator US United States U S C United States Code April 18 2014 APPENDIX B DOWNLOAD THE LATEST VERSION OF ADOBE READER User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 SEVIS enables you to print Forms such as the Form 05 3036 to a designated printer through Adobe Reader Perform the following steps to download the latest version of Adobe Reader 1 Click the Get Plug Ins link on the SEVIS navigation bar The SEVIS Plug Ins screen will display 2 Click the Adobe Reader button A message will display indicating that you are leaving SEVIS 3 Click OK and the Adobe Reader web page http get adobe com reader will display in a new browse
94. lick OK and the system will display the SEVIS Login screen Exhibit 4 SEVIS Login Screen is an example of the screen Note After creating your password use the SEVIS Login screen https egov ice gov sevis to access SEVIS and perform all of your SEVIS related tasks REMINDER You must log into SEVIS at least once every 45 days to keep your SEVIS user ID active April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 4 SEVIS Login Screen OMB 1653 0038 OMB 1405 0147 OMB 1405 0119 Student amp Exchange Visitor Information System SEVIS WARNING This system is for the use of authorized users only Individuals using this o excess of their authority are subject to computer system without authority having all of thei personnel In the course of monitoring individuals improperly using this system or e authorized users may also be itoring and is inal activity is system monitored and rded by system in the course of system maintenance the act es of monitored Anyone using advised that i em expressly c reveals possib evidence of Student and Exch S C Section 552a able expectati of privacy when you use this or data transiting or stored y awful government purpose the government may ce tor inte pt search and seize communication or data transiting or
95. ly participating in their programs outside the United States Action Required An RO or ARO may update the out of country end date If no action is taken by an RO or ARO the out of country reason will be removed from the EV s SEVIS record on the out of country end date The EV s SEVIS status will remain Active if the EV s program end date is later than the out of country end date Professor s Research Scholar s in a G 7 Program Within 90 Days of Program End Date See 22 CFR 62 20 for additional information This reminder displays for professor and research scholar EVs in programs with a program serial of G 7 Their status in SEVIS is Active their program is 5 years or more in length and it will end in 90 days or less 59 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Action Required An RO or ARO may submit a request to DoS for an extension beyond the maximum duration of participation If no action is taken by an RO or ARO the EV s status will change from Active to Inactive the day after the program end date identified in SEVIS Professor s Research Scholar s in a G 7 Program Within 180 Days of Program End Date See 22 CFR 62 20 for additional information This reminder displays for professor and research scholar EVs in programs with a program serial of G 7 Their status in SEVIS is Active their program is 5 years or more in length
96. n RO or ARO only the Listing of Programs screen will display ROor ARO and a school official that is PDSO or DSO the Main screen will display You must select a link to view the Listing of Programs screen or the Listing of Schools screen Note After 18 minutes of inactivity a message will display informing you that your session is about to expire Click OK to continue working in SEVIS If you click this button after 20 minutes of inactivity a message will display to inform you that your session has expired Click OK to display the SEVIS Login screen Any unsaved data will be lost REMINDER You must log into SEVIS at least once every 45 days to keep your SEVIS user ID active 2 2 4 Log Out of SEVIS To exit SEVIS at any time click the Logout link on the navigation bar Exhibit 5 Navigation Bar Logout Link shows the location of the link WARNING If you click the Close button in the upper right corner of the browser window you must wait 20 minutes before you can log back into SEVIS If you try to access the system before the end of 20 minutes the following message will display user is already logged on with this user name Use the Logout link on the navigation bar to properly exit SEVIS Exhibit 5 Navigation Bar Logout Link Main Help Tutorial Logout Message Board Change Password Get Plug Ins Note If the system should lockup at any time click the Close button in the upper right corner of the
97. n entity information is added to SEVIS it cannot be deleted however the entity can be set to Inactive status See the next section for instruction on how to set a foreign entity to Inactive status 2 4 11 2 Update Foreign Entity Information Once foreign entity information has been added to a sponsor s SEVIS record the Add Foreign Entity Information link on the Program Information screen changes to Add Update Foreign Entity Information To update data on an existing foreign entity record perform the following l QV On the Program Sponsor Information screen click the Add Update Foreign Entity Information link on the Edits menu The Foreign Entity Information screen displays Click the Update link on the Commands menu for the appropriate entity The Update Foreign Entity screen displays Update the information as necessary To change the status of the entity click the appropriate Status button Click the Update Foreign Entity button to save the data The confirmation screen displays Click the Return button on the confirmation screen to view the Foreign Entity Information screen 2 4 12 Add Update Officials You may update an existing official s information in SEVIS and add new or existing officials Also the RO and ARO may submit a request to replace the RO The Official Information screen is used to add update officials Exhibit 17 Official Information Screen is an example of the screen Note Each program
98. n that displays 36 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 14 Redesignation Screen U S Department of State Private Sector Exchanges Office of Designation ange Visitor Program Application DS 3036 OMB Approval No 1405 0147 Expiration Date 11 30 2013 Redesignation Required fields are marked with an asterisk Program Number P 4 12158 Name of Sponsoring Organization Au Pairs USA Inc 1 Type of Application Redesignation 2 Organization I hereby certify that I am an officer of the above named organization with the title of thatI am authorized by the to sign this certification and bind the organization and that a true copy of such authorization is on file with the Office of Designation Private Sector Exchanges or is attached Submit Cancel Enter the required information specifically your title in relation to the sponsoring organization and the name of the authorizing body for example Board of Trustees Click the Submit button to submit the redesignation request to DoS Note Click the Cancel button to return to the Program Sponsor Information screen without submitting the redesignation request On the message screen that displays click the Print DS 3036 button and print a copy of the Form This Form must be signed and mailed to DoS See Section 2 5 Print a Form DS 3036 Form DS 3037
99. national Visitor e Professor e Short Term Scholar e Specialist e Student Short Term Scholar e Government Visitor e International Visitor Professor e Research Scholar e Specialist e Student 1 April 18 2014 Participation By Category Listing Desired Category Additional categories that can be selected Specialist e Government Visitor e International Visitor Professor e Research Scholar e Short Term Scholar e Student Student College University e Government Visitor e International Visitor e Professor e Research Scholar e Short Term Scholar e Specialist Student Secondary School High None School Summer Work Travel None Teacher None Trainee None 2 April 18 2014 ATTACHMENT C SAMPLE ANNUAL REPORT AND EXPLANATION OF THE DATA IN THE REPORT U S Department of State ANNUAL REPORT Approval No 1405 0151 J 1 Exchange Visitor Program Expres 01 31 2015 Estimate Burden 2 Hours Linda Aupair 5 ina O izati Hansel University Number 222722232 a m naa OO M SM Reporting Period 07 01 2011 06 30 2012 Address alley Driva o Responsible Officer Include This Information on Any Attachments 2 Reconciliation of Forms DS 2019 Nottingham VT 20001 STATISTICAL REPORT 1 Activity by Category Total Number of Records Created in Each Category Category to begin a
100. nizations Associated with Programs if any Provide the names and addresses of the organization s foreign affiliates partners offices if any and the names of their key officers who may be associated with the overall administration of the program In addition include a list of domestic affiliated organizations and companies if any with whom the organization is cooperating in exchange activities Advise if any of these organizations have their own designations to carry out an exchange program Note Completion of this field is mandatory enter N A if it does not apply Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail Organization In the empty text box fill in the title of a person or group for example Board of Trustees or Board of Directors Do not enter a person s name Note This information may be obtained from your organization s Articles of Incorporation 2 Click one of the following buttons Save Draft Click this button to save the data entered on this page 31 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Previous Click this button to return t
101. nline Help is always available in SEVIS Click the Help link on the navigation bar at the top of the screen to open E Print Message Board Postings Online Help in a new browser window Then amp View Message Board Postings The table of contents displays in the left pane Click a topic name to view the Online Help text for that topic in Quser ID and Password Information the right pane Click Contents in the upper left side of the navigation pane to access the table of contents amp Change Password from the index or search panes E Password Guideline 2 1 3 1 Online Help Table of Contents To use the Online Help table of contents perform the following 1 Click the Help link on the navigation bar The Online Help opens in a new browser window and the table of contents displays in the left pane Click a topic name to view the Online Help text for that topic in the right pane 3 Click Contents in the upper left side of the navigation pane to access the table of contents from the index or search pane 2 1 3 2 Online Help Index To use the index perform the following 1 Click Index in the upper left side of the navigation pane to access the index 2 Click aletter of the alphabet to display the index entries for words beginning with the letter selected 3 Click a topic name to view the Online Help text for that topic in the right pane Click Index in the navigation pane to access the index from the contents or search pane 2 1 3
102. nsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 e When generating an annual report for previous reporting cycles the data is up to date as of the end of the reporting cycle However data in the reports generated for 2006 will be up to date for programs on a calendar year cycle only The data in the reports generated for 2007 and later will be up to date for all programs 5 Click the Submit button to generate the Annual Report in Portable Document Format PDF The report will display in a new browser window See Attachment C Sample Annual Report and Explanation of Data in the Report for an example of the report To save the report click File on the Adobe window Select Save As to display the Save a Copy window Click the Save in drop down arrow and find the location to which the report will be saved 2o peo geh Enter a file name in the File Name field and click the Save button 10 To print the report click File on the Adobe window and select Print Note The RO must sign page 2 of the report 11 Click the Close button in the upper right corner of the Adobe window to return to SEVIS 12 Using a word processing application such as Microsoft Word type a brief narrative in response to the questions on page 2 of SEVIS generated report See 22 62 15 Annual Reports for details on what to include in the annual report Note Include the Program Sponsor Number and Reporting Pe
103. nt 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 be printed on the designated printer 63 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 5 Click the Close button in the upper right corner of the browser to close the window and return to SEVIS 2 9 3 Copy and Paste a Report Reports can be generated using the Text format option Perform the following steps to copy and paste the report into another application l Generate in HTML format and print the report so that you can see the layout of the report and the column labels See Sections 2 9 1 and 2 9 2 for instructions on generating and printing reports in SEVIS Exhibit 27 SEVIS No Show Report HTML Format is an example of a report generated using the HTML format Exhibit 27 SEVIS No Show Report HTML Format Total Principal Names in the program 2 Grand Total 2 SEVIS No Show Report Report Date amp Time Program Sponsor Youth Camps of America Inc P 4 01371 From 01 01 2013 To 05 13 2013 Program Name Last Name First Name SEVIS ID No Show Date Program Number Gender COB Visa Status Youth Camps of America Inc Boyrdee Francis N0004659366 04 03 2013 P 4 01371 MALE ITALY 2 1 Youth Camps of America Inc Winters Spring NO004664679 05 01 2013 P 4
104. o the previous page of the amendment request WARNING Be sure to save the data entered on this page before selecting the Previous button The data entered on this page will be lost if they are not saved first Reset Values Click this button to return all unsaved entries on the page to the previous values Submit Click this button to submit the amendment request to DoS for review Once submitted the amendment application cannot be changed it can only be viewed and printed See Section 2 4 1 1 4 Submit the Amendment Request for additional information e Print Draft Click this button to print a draft copy of the amendment request It is recommended that you print the draft Form DS 3036 prior to submission of the Form in SEVIS Printing the draft Form allows you to review a paper copy of the data for accuracy Necessary corrections may be made prior to submission of the Form See Section 2 5 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 2 4 1 4 Submit the Amendment Request The amendment process is similar to the initial designation process The RO or ARO must complete and submit an amendment to the program s original designation using SEVIS There is no fee for submitting an amendment request and only one amendment request can be submitted at a time The completed application must also be printed signed and mailed with supporting documentation to the appropriate address See Section 1 1 Res
105. of participants in a given sponsor s program In determining this number the Department considers current program size projected expansion of program size and the current administration of the specific program The Department is particularly concerned with requests for a significant expansion in a relatively short period of time Requesting an increase in the number of program participants is a two step process including an electronic submission through SEVIS and written justification WARNING DoS must receive the written justification within 30 calendar days of submission of the request in SEVIS Otherwise the request will be denied See Section 2 4 1 7 Request Allotment of Forms DS 2019 for the procedures for the electronic submission of a request for an allotment of Forms When making a request for an increase in the number of Forms information that demonstrates the ability to select place and supervise additional EVs must be submitted to DoS The request must be 1 Prepared on the program sponsor s letterhead and 2 Mailed or faxed to the appropriate Division of the Office of Designation Private Sector Exchanges for processing The written justification must address the following 1 The reason for the request for program expansion 2 Staff increases relevant to this anticipated program increase including before and after staffing patterns personnel structures 3 Confirmation assurance that the new employees representatives h
106. ogram column for the program requesting an allotment of Forms The Program Sponsor Information screen displays 2 Click the Request Allotment of DS 2019 link on the Actions menu The Request Allotment screen displays 3 Enter the number of Forms requested 4 Click the Request Allotment button Note If unable to submit this request view the Pending Requests list for this program to determine whether another official has already submitted the request Only one request can be processed at a time This request must be reviewed and approved by DoS the following outcomes are possible Approved An email is sent to inform the submitter of the request that the request has been approved The number of Forms allotted to the sponsor is included in the email Request for Information Additional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue However a request with a status of Awaiting Additional Information for more than 30 calendar days will be automatically deleted from SEVIS Denied An email is sent to inform the RO and the submitter of the request if different that the request has been denied DoS will send a formal letter by fax or the U S Postal Service explaining the reason the request was denied 2 4 8 Allotment History The Allotment History option
107. or Draft Form for printing instructions Access the Pay gov website https www pay gov and submit your electronic payment following the instructions provided by DoS A copy of the Pay gov confirmation page showing payment of the required non refundable fee and the signed application must be received by DoS before the review process will begin See Section 2 4 1 5 3 Submit the Redesignation Request for additional information 2 4 5 2 Electronic Submission of Payment DoS has entered into an agreement with the U S Department of Treasury s Financial Management Service FMS to participate in an electronic payment system known as Pay gov All Exchange Visitor Program fee payments must be submitted via the Pay gov website Currently the following requests which are processed using SEVIS require payment of a non refundable fee Redesignation Change of Category Extension Beyond the Maximum Duration of Participation e Reinstatement e Reinstatement Update SEVIS Status Pay gov is a secure Government wide financial management transaction portal managed by FMS and developed in cooperation with Cleveland Federal Reserve Bank and Bank of America The Department accepts payments from checking and savings accounts via Automated Clearing House ACH at Cleveland Federal Reserve Bank and credit card collections with settlement 37 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS
108. ose button in the upper right corner of the window to close the demonstration at any time Note It is recommended that the online tutorial be viewed using a 17 inch or larger monitor with a monitor setting of 1024x768 Note Adobe Flash Player must be installed on the computer in order to view the tutorial If Adobe Flash Player is not installed on the computer being used see Appendix C Download the Latest Version of Adobe Flash Player for downloading instructions 2 2 Accessing SEVIS A user ID and password are required to access SEVIS The system also requires use of the following e Internet Explorer Version 5 0 or higher Adobe Reader If the latest version of Adobe Reader is not installed on the computer being used see Appendix B Download the Latest Version of Adobe Reader for installation instructions Laser printer Laser Postscript printer with 32 MB of random access memory RAM 96 MB is recommended or a Laser printer with 32 MB of RAM 64 MB is recommended Adobe Flash Player Adobe Flash Player must be installed on the computer in order to view the tutorial If Adobe Flash Player is not installed on the computer being used see Appendix C Download the Latest Version of Adobe Flash Player for installation instructions Only authorized users with an active password may access SEVIS Users may be associated with a program sponsor that has e A status of Active or Suspended or Atleast one EV whose statu
109. ources or Attachment A Resources for the appropriate address DoS must receive these materials before the request will be reviewed Note The submitter of the request will receive email notification when DoS notes in SEVIS receipt of the completed and signed application and the supporting documentation DoS will use SEVIS to view and process the amendment request the following outcomes are possible Approved The submitter of the request will receive approval notification by email The additional categories will be added to the program Request for Information Additional information is required for processing the request The submitter of the request will receive an email stating that additional information is required for the review to continue A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS marks in SEVIS that the information has been received an email will automatically be sent to the submitter of the request stating that the material has been received and the review process will continue Denied The RO will receive notification by a mailed letter that will provide specific information regarding the basis for denial There are no means to appeal this decision Note An application that is denied cannot be appealed 32 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037
110. perform the following l On the Listing of Programs screen click the link in the Name of Program column for the program whose current program designation is being amended The Program Sponsor Information screen displays Click the Amendment link on the Actions menu to display the first page of the three page electronic Form DS 3036 as depicted in Exhibit 8 Amendment Page 1 The screen includes current data for the selected program Exhibit 8 Amendment Page 1 U S Department of State Private Sector Exchanges Office of Designation Exchange Visitor Program Application DS 3036 OMB Approval No 1405 0147 Expiration Date 11 30 2013 Amendment page 1 of 3 Required fields are marked with an asterisk Existing Program Number 1 00468 Name of Sponsoring Organization Whispering Pines Institute 1 Business Address of Sponsoring Organization Address 1223 Main St City FAIRFAX State VA Zip Code 20108 0001 2 Mailing Address of Sponsoring Organization if different from Business Address Address PO Box 5000 City FAIRFAX State VA Zip Code 20108 0001 3 Type of Application Amendment 4 Name and Title of CEO or equivalent Last Name Doe First Name ohn Middle Name Jallen Suffix Second mitle President 5 Program Sponsor U S Federal Government Agency Yes For Profit Organization No Save Draft Reset Values Next Print Draft If necessary modify Section 4
111. perform these tasks begin by selecting the appropriate April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 program sponsor in the Name of Program column on the Listing of Programs screen Exhibit 6 Listing of Programs Screen Program Links is an example of the screen Exhibit 6 Listing of Programs Screen Program Links Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands American Au Pair Agency Inc Anytown VA PROGRAM ACTIVE RO Search New Exchange Visitor Alerts EV Lists Reports Whispering Pines Institute FAIRFAX PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts EV Lists Reports Program Links Certain program information can be updated by the RO or an ARO without DoS approval However submitted changes for other updates must be reviewed and approved by DoS The tasks requiring DoS approval also require you to print the Form DS 3036 or DS 3037 and submit the Form and supporting documentation if any to DoS Once DoS reviews and approves or denies the change or request the program sponsor record is updated as necessary Exhibit 7 Program Sponsor Information Screen is an example of the screen that provides links to submit requests to DoS and make changes to the program information The screen contains summary information for the selected program
112. r window 4 Follow the instructions on the Adobe Reader web page to install the Adobe Reader April 18 2014 APPENDIX C DOWNLOAD THE LATEST VERSION OF ADOBE FLASH PLAYER User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 In order to view the tutorial Adobe Flash Player must be installed on the computer being used Perform the following steps to download the latest version of Adobe Flash Player 1 Click the Get Plug Ins link on the SEVIS navigation bar The SEVIS Plug Ins screen will display Click the Adobe Flash button A message will display indicating that you are leaving SEVIS Click OK and the Adobe Flash Player web page http get adobe com flashplayer will display in a new browser window Follow the instructions on the Adobe Flash Player web page to download the Flash Player April 18 2014 ATTACHMENT A RESOURCES Resources The following are additional resources to assist with the administration of your U S Department of State designated exchange visitor program EXCHANGE VISITOR PROGRAM J VISA Visit the U S Department of State s website http j1visa state gov sponsors current sevis To obtain administrative guidance on the Exchange Visitor Program the Exchange Visitor Program regulations 22 CFR Part 62 or program or exchange visitor issues or concerns contact the appropriate Office of Designation at the Department o
113. ram whose CEO information is being updated The Program Sponsor Information screen displays Click the Update CEO Information link on the Edits menu The Update CEO Information screen displays Make the necessary changes to the CEO s data Click the Update CEO Information button A message displays stating that the request does not require processing by DoS and will take effect immediately Click the Return button to return to the Program Information screen The new information for the CEO will display on the screen 2 5 Lists Reports Menu When on the Program Information screen the options available on the Lists Reports menu provide another method of accessing certain SEVIS functionality Each option is described below Search Exchange Visitor Click this link to access the Search module Step by step details for performing a search are contained in Volume II of this manual e Create Exchange Visitor Click this link to access the first page of the Form DS 2019 and begin to create a record for a new EV Instructions for creating a new EV record are contained in Volume II of this manual 55 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exchange Visitor Lists Click this link to access the Exchange Visitors and Dependents Menu screen Explanations and instructions for processing the lists on this menu are contained in Volume I
114. rams that lead to a degree If enrolled in a non degree program the duration of participation shall not exceed 24 months including academic training Student Intern 22 CFR 62 23 The student intern is a foreign national enrolled in and pursuing a degree at an accredited post secondary academic institution outside the United States and is participating in a student internship program in the United States that will fulfill the educational objectives for his or her current degree program at his or her home institution Participants in this category must meet the following five criteria a In addition to satisfying the general requirements set forth in 22 CFR 62 10 a the student intern must have sufficient English language skills to function on a day to day basis in the internship environment b Heorshe is primarily in the United States to engage in a student internship program He or she has been accepted into a student internship program at the post secondary accredited academic institution listed on his or her Form DS 2019 d The student intern is in good academic standing with the post academic institution outside the United States from which he or she is enrolled in and pursuing a degree e The student intern will return to the academic program and fulfill and obtain a degree from such academic institution after completion of the student internship program The maximum duration of participation for student interns shall not exceed 12 mont
115. ration date is nearing Another alert will display 3 months prior to the expiration date Both alerts will include the program s expiration date Note When there is an alert for a program the Alerts link will display on the Listing of Programs screen SEVIS does not send email notification for alerts You must use SEVIS to view and process alerts See Section 2 6 Alerts for additional information about SEVIS alerts Exhibit 12 Listing of Programs Screen Alerts Link shows the location of the Alerts link on the screen Exhibit 12 Listing of Programs Screen Alerts Link Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands American Au Pair Agency Inc Anytown VA PROGRAM ACTIVE RO Search New Exchange Visitor Alerts Lists Reports Whispering Pines Institute FAIRFAX VA PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts BEV Lists Reports To view the list of alerts for a program click the Alerts link on the Listing of Programs screen Exhibit 13 Alerts for American Au Pair Agency Inc is an example of the screen that displays the current alerts for this program The alert in Exhibit 13 indicates that the American Au Pair Agency s designation authorization will expire on May 23 2012 The alert will be removed when the Redesignation request is submitted or the program s designation expiration date is in the past 35 April 18 2014 User Man
116. reviewed and approved by DoS for example the user changed his or her first middle or last name 5 Click the Update Official button A message displays stating that the request has been submitted If the title telephone number fax number and or email address fields were updated those changes will take effect immediately 6 When submitting a request for a name change click the Print Form DS 3037 button on the message screen to print the Form See Section 2 5 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 49 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 7 The RO and proposed official must sign the Form Certification of Citizenship before submitting it to DoS Note If changing only the official s middle name and or suffix those changes do not print on the Form however they do require DoS approval Mail the original signed Form to the appropriate Division of DoS see Section 1 1 Resources or Attachment A Resources for the appropriate address If DoS does not note in SEVIS receipt of the Form DS 3037 and the signed Citizenship Certification Form within 30 calendar days of submission of this request in SEVIS the request will be automatically deleted from SEVIS DoS will use SEVIS to review and process this request the following outcomes are possible Approved The submitter of the requ
117. riate The DHS Help Desk will contact the Student and Exchange Visitor Program SEVP office immediately SEVP will work with you to take appropriate steps to protect and prevent loss of SEVIS information Such actions to be taken may include issuing new SEVIS user IDs and passwords as well as loading new security certificates for the SEVIS batch upload process if applicable Additionally school and sponsor officials who believe that their internal systems may have been compromised should follow their local formal security procedures System security is a serious matter SEVP is committed to addressing any system security concerns or issues that may arise If you need assistance please contact the program office at 703 603 3400 1 5 Acronyms and Abbreviations Appendix A Acronyms and Abbreviations includes a list of terms abbreviations and acronyms used in this document April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 1 6 Disclaimer All persons schools programs email addresses and events depicted in this document are fictitious and no similarity with any real persons or entities living or deceased is intended or should be inferred The term status is used extensively throughout this manual Unless otherwise noted the term status refers to the EV or dependent s status in SEVIS 2 DESCRIPTION OF SYSTEM FUNCTIONS The follow
118. riod on all pages see the upper right section of page 1 of the printed Annual Report 13 Save the file 14 Print the file and attach the narrative to the printed copy of the SEVIS generated report 15 Submit the entire report along with all supporting documentation to the appropriate address See Section 1 1 Resources or Attachment A Resources for the appropriate address 2 10 Message Board The message board allows you to view system wide postings The Message Board screen automatically displays when you log into SEVIS if there are any current message postings from DHS and or DoS The Message Board screen may be accessed at any time by clicking the Message Board link on the navigation bar Exhibit 31 Message Board Screen is an example of the screen Exhibit 31 Message Board Screen Message Board Posting Begin Date Posting End Date Subject Commands 05 01 2013 06 30 2013 Sample Message Board Posting view 68 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 2 10 1 View Message Board Postings Perform the following steps to view the details of a message board posting 1 Click either the View link to the far right of a specific message or the View Print All link at the bottom of the Commands menu on the Message Board screen The System Message screen displays Exhibit 32 System Message Screen is an example of the screen
119. rogram Sponsor Information link on the Edits menu The system displays the Update Program Sponsor Information screen Enter or edit the information in the Business Address of Sponsoring Organization section Completion of the business address is required Enter or edit the information in the Mailing Address of Sponsoring Organization section Completion of this section is required if the sponsor s business address is different from the mailing address Completion of the Employer Identification Information section is optional However if the Employer Identification Date of Issuance is entered the Employer Identification Number is required Completion of the General Contact Information section is optional REMINDER The information entered into the General Contact Information section will be published on the DoS Exchange Visitor Program website as part of the listing of designated sponsors Also the Emergency Telephone Number may be used by EVs and the general public to contact the sponsor after hours This number will be published to the DoS Exchange Visitor Program website Click the Update Information button These updates will take effect immediately they do not require review by DoS 2 4 14 Update CEO Information Updating the CEO s information includes changing his or her name and or title To update this information perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the prog
120. rogram Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 1 Below is list with explanations of the sections on this screen of the sections must be completed for the new categories being applied for To complete this screen enter the following data Method of Selection and Arrangements for Financial Support of Exchange Visitor while in the U S User the text box to address at least briefly each of the six categories listed below Selection of Exchange Visitors 22 CFR 62 10 a Program Costs Fees and Deposits Refunds Program Funding Financial Support Health Care Insurance 22 CFR 62 14 Orientation 22 CFR 62 10 Consortium Information Mail the relevant documents with the signed copy of the Form DS 3036 and other supporting documentation within 30 calendar days of submitting the electronic Form DS 3036 in SEVIS Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation for each of the six categories in the text box and enter the following statement as necessary Additional supporting documentation to be supplied by mail Purpose or Objective Provide information about the purpose and objectives of the program Explain how the program will promote better understanding and improve communications between people in t
121. s a password must be created within 30 days of the date on the email April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Anemail informing users that a password reset has been requested for this ARO will be sent to each RO for the programs to which this user is associated If the ARO is also a PDSO or DSO for a school or campus the email will be sent to each PDSO at the schools campuses to which the user is associated as well 2 2 2 Additional Information About the SEVIS Login Screen Additional information about the SEVIS Login screen follows Reset button Click this button to clear all entries on the screen Register for New Account link This link is used to create a temporary user ID and password and complete the Form DS 3036 Exchange Visitor Program Application This link is not used to obtain a permanent user ID and password Request Password Reset link Use this link if you have forgotten your password or your SEVIS account is locked See Section 2 2 1 3 Request Password Reset for instructions Note After 20 minutes of inactivity your session will time out and you will have to log in again in order to use SEVIS This will also happen if you log out of the system improperly that is using the Close button in the upper right corner of the browser window Always use the Logout link on the navigation bar to properly exit SEVIS
122. s is Active and the program s status is one of the following Denial Pending Revocation Pending Termination Pending Withdrawn You must have an active permanent user ID and password to access SEVIS When approved to use SEVIS you will receive an email message containing your user ID and a second message containing a secure link to SEVIS The secure link is associated with your user ID only and is active for 30 days It can only be used to create a password for your user ID April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 To use the link and create your password perform the following 1 Click the link contained in the email message The system displays the Set Password screen Exhibit 3 SEVIS Set Password Screen is an example of the screen Exhibit 3 SEVIS Set Password Screen 2 Enter your user ID in the Username field 3 Enter your password in the Password field Refer to Section 2 2 1 Guidelines for Passwords for instructions on creating a password 4 Enter the password again in the Confirm Password field 5 Click the Set Password button The system displays a message stating 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 c
123. s 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 prints to the designated printer 6 Click the Close button on the Adobe Reader window to close the window 2 7 Alerts Alerts are notices to users identifying tasks that need to be completed in SEVIS In most cases these alerts are indicators that according to the information currently in the system a deadline is approaching for some type of process For example 6 months before a program s designation expires SEVIS provides an alert indicating that the redesignation date is nearing Another alert will display 3 months prior to the redesignation date Note When an alert exists the Alerts link will display on the Listing of Programs screen SEVIS does not send email notification for alerts You must access SEVIS to view and process alerts 56 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 21 Listing of Programs Screen Alerts Link shows the location of the Alerts link on the screen If there are no alerts for a program the Alerts link will not display on the Listing of Programs screen Exhibit 21 Listing of Programs Screen Alerts Link Listing of Programs Indicates an alert for that program Name of Program Location City State Status Role Commands American Au Pair Agency Inc
124. screen displays Exhibit 7 Click the Add Update Officials link on the Edits menu The Official Information screen displays Exhibit 17 Click the Replace link to the right of the current RO s email address The Replace RO screen displays Exhibit 20 Complete the following information on the lower part of the screen an asterisk precedes the fields that must be completed Last Name Enter the surname or family name of the person First Name Enter the first name of the person Middle Name Enter the middle name of the person This field may be left blank if the person has no middle name or the middle name is unknown Suffix Enter a title such as Junior that may display at the end of the person s name The Official is Select the appropriate option United States Citizen or Legal Permanent Resident LPR Note All program sponsor officials must be citizens or LPRs of the United States If LPR enter A Number Enter the alien number if the prospective ARO is an LPR Enter the complete A Number including the A for example A123456789 If an error message displays stating that the A Number is not valid you may have entered an eight digit number The system requires a nine digit number Take the following actions a Check the original number carefully If it has nine digits correct the SEVIS entry b If it has eight digits it may be a valid number Enter it into SEVIS by adding a zero
125. sponsor must have one RO and may have multiple AROs however DoS reserves the right to limit the number of AROs 44 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 17 Official Information Screen Official Information Official Role Title Telephone Number Fax Number Email Address Actions Name April Day RO Das ieitotemaonal 222 333 4444 april day aapa com Replace Update Dale ARO Dean of Students 111 666 6666 666 666 6661 david derkie aapa com Update Delete Windy Assistant to the Dean ape Marth ARO neiaa 222 222 2223 windy march sapa com Update Add New Official Add Existing Official Cancel 2 4 12 1 Add a New Official as an ARO All program sponsor personnel who will access SEVIS and perform tasks must have a record in SEVIS A new ARO is someone who does not have a record in SEVIS and does not have a SEVIS user ID and password Each program sponsor may have multiple AROs however DoS reserves the right to limit the number To add a new ARO perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program to which a new ARO is being added The Program Sponsor Information screen displays 2 Click the Add Update Officials link on the Edits menu The Official Information screen displays Exhibit 17 3 Click the Add New Official link below the Official
126. ss One of the most important actions that you can take is to safeguard your user ID and password Your SEVIS user ID and password are intended for your use only Do not share your user ID and password with any other person and do not keep a written record of your user ID and or password in a location that can be accessed by others For program sponsor officials the Exchange Visitor Program regulations 22 CFR 62 71 b and 62 79 a 3 specifically address this issue If you suspect that your password has been compromised you can reset it using the Request Password Reset link on the SEVIS Login screen located at https egov ice gov sevis or the Change Password link on the navigation bar Alternatively you can contact the SEVIS Help Desk at 800 892 4829 to have your password reset If you believe that an unauthorized person has obtained access to international student or EV data in one of your internal systems e g local batch system or if you believe an unauthorized person has gained access to SEVIS please notify the DHS Help Desk immediately at 888 347 7762 The DHS Help Desk is staffed 24 hours a day and can assist with security concerns only All other SEVIS concerns or questions should still be directed to the SEVIS Help Desk at 800 892 4829 When calling the DHS Help Desk to report a security concern it will be helpful to have the name s and contact information for the RO and ARO s and program technical and security contacts as approp
127. status cannot be updated or submitted The program status will change to Revoked once there are no EVs in active status Revoked The sponsor s previous status was Revocation Pending and DoS has noted that there are no EVs in active status The sponsor s officials no longer have SEVIS access to the program s records Suspended The sponsor s SEVIS participation as an Exchange Visitor Program has been temporarily suspended No new EV records can be created and records in draft status cannot be updated or submitted Terminated The sponsor s previous status was Termination Pending and DoS has noted that there are no EVs in active status The sponsor s officials no longer have SEVIS access to the program s records Termination Pending The sponsor s designation as an Exchange Visitor Program has been terminated by DoS No new EV records can be created and records in draft status cannot be updated or submitted The program status will change to Terminated once there are no more Active EVs Withdrawn The sponsor has chosen to discontinue participating as an Exchange Visitor Program or DoS has ended the program s participation as an Exchange Visitor Program No new EV records can be created and records in draft status cannot be updated or submitted The program status will change to Cancelled once there are no EVs in Active status Note The date that displays to the right of Withdrawn on the Program Information screen is the e
128. stored on this information system User Name Password Login Reset Register for New Account Request Password Reset 2 2 1 Guidelines for Passwords The email you receive from SEVIS when approved to use the system and the Online Help provide specific requirements for SEVIS passwords General guidelines for SEVIS passwords are as follows You cannot reuse any of your previous six passwords SEVIS passwords have a maximum life span of 90 days When logging into SEVIS after 90 days the system automatically displays the Change Password screen See Section 2 2 1 1 Change Password Every 90 Days for instructions Protect your password If you suspect that your password has been compromised and you are unable to change it using the Change Password link or the Request Password Reset link contact the SEVIS Help Desk at 800 892 4829 to have your password reset SEVIS user IDs and passwords are suspended after three unsuccessful log in attempts Use the Request Password Reset link on the SEVIS Login screen see Section 2 2 1 3 Request Password Reset for instructions or contact the SEVIS Help Desk at 800 892 4829 to have your access to SEVIS reinstated Deactivation will occur if your account is inactive unused for 45 consecutive days In this case ROs may use the Request Password Reset link and AROs must contact their RO to request a password reset 11 April 18 2014 User Manual for Exchange Visitor Program Sponsor
129. t secondary educational institutions or similar organizations The maximum duration of participation for this category shall not exceed 6 months No extensions will be permitted 2 4 1 2 1 10 Specialist This category 22 CFR 62 26 is for experts who will exhibit specialized knowledge or skills while in the United States Such exchanges are primarily non academic and provide opportunities to increase the exchange of knowledge and ideas between American and foreign specialists The maximum duration of participation for this program shall not exceed 1 year Extension requests may be submitted to DoS for approval 2 4 1 2 1 11 Student College University College and University Students 22 CFR 62 23 Participants in this category must be pursuing a full course of study at accredited post secondary educational institutions in the 26 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 United States Academic training is permitted if approved by the program sponsor but study must be the primary purpose of the EV s program in the United States Students are eligible for participation when they are not substantially supported by personal funds and when they meet the funding requirements outlined in 22 CFR 62 23 c 4 The maximum duration of participation for college and university students is unlimited as long as they are enrolled full time in prog
130. t the report using SEVIS Submit the report to DoS each year by the date stipulated on the program s designation or redesignation letter Annual Report Past Due Date See Section 2 8 5 Complete the Annual Report for instructions on completing and submitting the Annual Report to DoS This reminder will display the day following the annual report due date if DoS has not entered the date the report was received into SEVIS The reminder will be removed once the receipt date is entered or the next annual report is due Action Required Generate and print the report using SEVIS Submit the report to DoS as soon as possible Child Dependent s Nearing Their 21st Birthday in 90 Days This reminder displays 90 days prior to a dependent child s 21st birthday Action Required An RO or ARO may notify the EV to take appropriate action such as request change of status for the dependent or have the dependent prepare to leave the United States Exchange Visitor s 15 Days Beyond Effective Date of Transfer This reminder displays for the receiving sponsor when the EV s status is Transferred and the current date is greater than or equal to 15 days after the effective date of transfer identified in SEVIS Action Required Validate the transfer EV s program participation otherwise the system will automatically set the status of the EV and dependents if any to No Show 30 days after the effective date of transfer identified in SEVIS See the Transferred St
131. ter of the request will receive approval notification by email Request for Information The submitter of the request will receive an email stating that additional information must be provided so that DoS can continue processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information and updates the request in SEVIS the system will send an email to the submitter of the request stating that the material has been received and the review process will continue However a request with a status of Awaiting Additional Information for more than 30 calendar days will be automatically deleted from SEVIS Application Denied The RO will receive notification by a mailed letter that will provide specific information regarding the basis for denial 2 4 4 Pending Requests You may view print and delete requests that are pending Such requests include a request for Forms DS 2019 updating and adding program sponsor officials and redesignation To view the requests that are pending perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program whose pending requests you wish to view print or delete The Program Sponsor Information screen displays 2 Click the Pending Request link on the Actions menu Exhibit 11 Pending Requests Screen is an example of the screen that displays Exhibit 11
132. this program The Summer Work Travel Program 22 CFR 62 32 is designed to provide foreign post secondary school students the opportunity to work and travel in the United States for a 4 month period during summer vacations The maximum duration of participation for this program shall not exceed 4 months No extensions will be permitted 2 4 1 2 1 14 Teacher This category 22 CFR 62 24 is for individuals teaching full time in an accredited primary or secondary educational institution participant in this category must satisfy all of the following 1 Meet the qualifications for teaching in primary or secondary schools in his or her home country 2 Satisfy the standards of the U S state in which he or she will teach 3 Have a minimum of 3 years of teaching or related professional experience Copies of the approval letters obtained from the State Department of Education for each state in which foreign teachers will be placed must be submitted to DoS with this application The maximum duration of participation for this category shall not exceed 3 years 2 4 1 2 1 15 Trainee Currently designated sponsors with approval to accept participants in this category can submit an amendment to add occupational categories only A trainee 22 CFR 62 22 is a foreign national who has either A degree or professional certificate from a post secondary academic institution outside the United States and at least 1 year of prior related work experience
133. tion by email The new ARO will receive two email messages from SEVIS one containing his or her SEVIS user ID and the second providing instructions for creating a SEVIS password Request Information Additional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue Denied The submitter of the request will receive email notification about the denial decision He or she will also receive a fax or mailed letter providing specific information regarding the denial decision 2 4 12 2 Add an Existing Official as an ARO All program sponsor personnel who will access SEVIS and perform tasks must have authorization to use SEVIS Each program sponsor may have multiple AROs however DoS reserves the right to limit the number There are program sponsor and school personnel that is RO ARO and PDSO DSO who already have access to SEVIS because of their affiliation with another program or school They are considered existing officials Note An official who performs duties for more than one Exchange Visitor Program sponsor or who is a PDSO or DSO for a school can have only one title telephone number fax number and email address in SEVIS Therefore if you are adding an existing official so that he or she can access other sponsor or school records with one SEVIS ID the
134. to expire Click OK to continue working in SEVIS If you click this button after 20 minutes of inactivity a message will display to inform you that your session has expired Click OK to display the SEVIS Login screen Any unsaved data will be lost WARNING If you click the Close button on the browser window you must wait 20 minutes before you can log back into SEVIS If you try to access the system before the end of 20 minutes the following message will display A user is already logged on with this user name Use the Logout link on the navigation bar to properly exit SEVIS 3 3 Terminate and Restart Operations You may log off SEVIS at any time by clicking the Logout link on the navigation bar To close the browser window click the Close button in the upper right corner of the browser window 70 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Note If the SEVIS system locks up click the Close button on the browser window and initiate operation again You will need to wait 20 minutes before accessing SEVIS again Should there be an unscheduled termination of your SEVIS session due to external causes such as a timeout power failure or a computer malfunction repeat the login procedures described in Section 3 1 Initiate Operation SEVIS user IDs and passwords are suspended after three unsuccessful login attempts Call the SEVIS Help Desk at
135. tor while in the U S specify source and amount of funding as appropriate Maximum 500 chars You may find it difficult or impossible to supply all required information in this space Briefly address the requested information see next text box 10 Purpose or Objective Maximum 500 chars If necessary provide a brief explanation in the text box and enter Additional supporting documentation to be supplied by mail 11 Outine of Proposed Activities Maximum 500 chars You may find it difficult or impossible to supply all required information in this space Briefly address the requested information see next text box 12 Arrangements for Supervision Maximum 500 chars If necessary provide a brief explanation in the text box and enter Additional supporting documentation to be supplied mail 13 Role of Other Organizations Associated with Programs i any Maximum 500 chars ree of this field is mandatory enter N A if it does not apply 14 Organization I hereby certify that I am an officer of the above named organization with the title of President that I am authorized by the to sign this certification and bind the organization and that a true copy of such authorization is on file with the Office of Designation Private Sector Exchanges or is attached Save Draft Previous Reset Values Submit Print Draft 29 April 18 2014 User Manual for Exchange Visitor P
136. ual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Exhibit 13 Alerts for American Au Pair Agency Inc American Au Pair Agency Inc Program Number P 4 00447 Alerts for American Au Pair Agency Inc The following alerts deserve your attention This program s designation authorization will expire on 05 23 2013 5 DS 2019 Allotment s Remaining You have 2 Saved Record s Not Submitted for 15 Days A sponsor who has submitted a redesignation request including supporting documentation may continue to operate the program until DoS notifies the program of a decision to extend or terminate its length of designation Note The required non refundable fee must be submitted via the Pay gov website and a copy of the confirmation page submitted to DoS before this request will be processed See 22 CFR 62 17 Fees and Charges for the amount due for redesignation The subsequent sections provide instructions for completing and submitting the redesignation application in SEVIS 2 4 5 1 Complete the Redesignation Application To complete the redesignation process perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program requesting redesignation The Program Sponsor Information screen displays 2 Click the Redesignation link on the Actions menu Exhibit 14 Redesignation Screen is an example of the scree
137. updates This volume addresses the procedures for performing program updates This user manual reflects the changes to SEVIS effective with Release 6 13 1 1 Resources To obtain administrative guidance on the Exchange Visitor Program the Exchange Visitor Program regulations 22 Code of Federal Regulations CFR Part 62 or program or exchange visitor EV issues or concerns contact the appropriate Office of Designation at the Department of State DoS Academic and Government Programs Division U S Department of State Office of Designation Academic and Government Programs Division ECA EC AG SA 5 Floor C2 2200 C Street NW Washington DC 20522 0505 Fax 202 632 2701 Responsible for the administration and oversight of the following categories Government Visitor International Visitor Professor Research Scholar Short Term Scholar Specialist Student College University e Private Sector Programs Division U S Department of State Office of Designation U S Department of State ECA EC PS SA 5 Floor 5 2200 C Street NW Washington DC 20522 0505 Fax 202 632 2701 April 18 2014 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 16 Volume I Forms DS 3036 and DS 3037 Responsible for the administration and oversight of the following categories Alien Physician Au Pair Camp Counselor Intern Secondary School Student High School
138. zed leaders in their own countries The maximum duration of participation for this category shall not exceed 1 year 2 4 1 2 1 7 Professor This category 22 CFR 62 20 is for individuals who are involved primarily in teaching lecturing observing or consulting at accredited post secondary educational institutions museums libraries or similar institutions A professor may also conduct research unless disallowed by the program sponsor The maximum duration of participation for this category shall not exceed 60 months 2 4 1 2 1 8 Research Scholar Research scholars 22 CFR 62 20 primarily conduct research observe or consult in connection with a research project at research institutions corporate research facilities museums libraries accredited post secondary educational institutions or similar types of institutions The research scholar may also teach and lecture unless disallowed by the program sponsor provided that these activities are incidental and do not extend the period of participation beyond the maximum duration The maximum duration of participation for this category shall not exceed 60 months 2 4 1 2 1 9 Short Term Scholar A short term scholar 22 CFR 62 21 is a professor research scholar or person with similar education or accomplishments coming to the United States on a short term visit to lecture Observe consult train or demonstrate special skills at research institutions museums libraries accredited pos

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