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User Manual for Exchange Visitor Program Sponsor Users

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1. Name of Program Location City State Status Role Commands American Au Pair Aq Anytown VA PROGRAM ACTIVE RO Search New Exchange Visitor EV Lists Reports Research Center Washington DC PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Reports ispering Pine FAIRFAX VA PROGRAM ACTIVE ARO Search New Exchange Visitor EV Lists Navigation Bar Browser Toolbar SEVIS Role 2 1 1 SEVIS Screen Components The following is a list of components that may be available on SEVIS screens e Browser Toolbar tThe toolbar displayed by the browser used to access SEVIS e Navigation Bar tThe navigation bar lists the role s for the logged in user on the right side and the following functions Main Used to access the Main screen 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 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 1 2 Listing of Progr
2. tient rente niet 7 2 1 9 2 Online Help Index ecoute uie hag enda E 7 2 L3 Online UIN 8 21 24 Hide show the Eett Panel ende teque dut ttes 8 Tips s oon edv a bus 8 21 3 6 Close Online tp rade Qoi tuc fe e ed c ee aes 8 2 1 4 Print tie Online Help s oti ee terrae interese hide i esca bodie eus 8 PAS Mestre Oneal 9 22 SEMIS E e tu tute DNE 9 2 2 1 Guidelines Tor Passwords ca edi tete eti ose pde 11 2 2 1 1 Change Password Every 90 Days eese enne 12 2 2 1 2 Change Password Voluntarily eese 13 2 2 1 3 Request Password aue uus Mu Ip 13 2 2 1 4 Request Password Reset for ARO ics i repaid tette e oed 14 22 2 Request Password Reset oou a ose ogee telat iens 15 2 2 3 Additional Information About the SEVIS Login 16 2 2 4 Log Into SEVIS RI P OUI ducts onde ete Rd e senda lesu dva ERREUR 16 7 2 5 Log Out oL SEY ES oso tes ei a tudo env tU decia aiiis 17 2 3 Program Information ee t I Ren Un HR 18 2 3 Program Statllses 2 deese decore Cette det added dpa etu ed eal Mua ictu opi dada pa Du E ge ae aes 18 2 3 2 Sanctions a
3. esee 62 Alerts tor Leveleer Schoolin hanina aede iu dab 62 Listing of Programs Screen EV Lists Link eee 66 Exchange Visitors and Dependents Menu Screen eee 66 Nec 68 Internet Explorer Page Setup 69 SEVIS 400 Report Profile of Sponsor Activity HTML Format 70 SEVIS 400 Report Profile of Sponsor Activity Text 71 Convert Text to Columns Wizard 72 Page 2 of the Convert Text to Columns Wizard eee 72 M ssace ep 74 System Messac ee uUo 75 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 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 updates This volume addresses the procedures for performing program updates This user manual reflects the changes to SEVIS effective with Release 6 2 1 1
4. e Redesignation e Change of Category e 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 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 7 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 web site 2 4 1 5 3 SUBMIT THE REDESIGNATION REQUEST Following the
5. 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 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 If search criteria must be chosen for 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 8 2 Print a Report To print a report using Internet Explorer perform the following For best results when printing make the following changes to the print settings a Click the File menu on the Internet Explorer toolbar b Select Page Setup The Page Setup window displays as shown in Exhibit 25 Internet Explorer Page Setup Window 68 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 25 Internet Explorer Page Setup Window Page Setup HEI m Paper Size Letter 81 2 11 in Source Auto Select r Headers and Footers Header Footer r Orientation Margins inches Portrait Left o s Right fos Landscape Top 0 25 Bottom 10 25 Cancel Printer c If necessary dele
6. of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 Below is an explanation of Section 8 Occupational Category on Page 2 of the electronic Form DS 3036 This section must be completed if the Trainee or Intern category is selected in Section 7 Participation of Category To complete Section 8 perform the following Section 8 Occupational Category if the category selected is Trainee or Intern Description Explanation 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 When Trainee or Intern is selected in Section 7 of the electronic Form one or more occupational categories must be specified Do that by clicking the box next to the name of the occupational category or categories that are being applied for The following guidelines also apply to Section 8 if Aviation is selected e Enter the Federal Aviation Administration FAA certification number and the certification expiration date e Specify that the program is accredited or that an accreditation application has been submitted by selecting one of the radio buttons Accredited with one of the Nationally Accrediting Agencies and Associations or a member of the Council on Post Secondary Accreditation Applied for Accreditation e If necessary click the Clear Selection radio button to remove this inform
7. 2 x This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below elimiters Tab Semicolon Comma space Other Text qualifier i Treat consecutive delimiters as one ata preview ANSEL UNIVERSITY P 1 01131 BABINCHOK ANSEL UNIVERSITY P 1 01131 SCHUMACHER Cancel lt Back L sex Finish 72 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Click the Other check box and enter the caret character in the box to the right of Other see Exhibit 29 If there are other delimiters checked for example Tab click the box to remove the check mark Only the Other check box should be checked 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 8 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 is also listed on the Program Information screen The due dates are e 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 Octo
8. 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 Teacher Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program This category 22 CFR 62 24 is for individuals teaching full time in an accredited primary or secondary educational institution A participant in this category must satisfy all of the following 1 Meet qualifications for teaching in primary or secondary schools in his or her home country 2 Satsfy 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 30 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Category Description Explanation 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 Trainee Note Currently designated sponsors with
9. February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 continue However a request with a status of Awaiting Additional Information for more than 30 calendar days will be automatically deleted from SEVIS e 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 1 8 Request Brochures All Exchange Visitor Program sponsors may request copies of the Exchange Visitor Welcome and Au Pair brochures To request copies of one or both of these brochures perform the following 1 Onthe 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 2 4 2 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 of participants in a given sponsor s program In
10. SEVIS provides program sponsors a notice alerting them that 80 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 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 80 or more of their allotment of Forms 45 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 15 Allotment Alert American Au Pair Agency Inc Program Number P 4 00447 Alerts for American Au Pair Agency Inc The following alerts deserve your attention 9 DS 2019 Allotment s Remaining You have 1 Exchange Visitor s Nearing the Program End Date in 60 Days or Less 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 usi
11. cia to make one selection Only one radio button be selected at a time Other Input Methods Check Boxes El cu to make one or more selections Click the box again to remove the check mark Drop Down Lists z Click the down arrow to display list and then make a selection Online Help Functions Online Help is always available by clicking the Help link on the navigation bar at the top of SEVIS screens Doing so opens a new browser window containing Online Help The left panel part of the window contains a list of Online Help topics and the right panel contains the text February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 is disabled Exhibit 2 Help Screen Ome ila index 8 search 9 u General Topics E Help on Help SEVIS Overview Background Informal System Requirements STUDENT amp EXCHANGE VISITOR Department of State Information Help Information INFORMATION Log Into Out of SEVIS SYSTEM Message Board Information or User ID and Password Information J Alert Information Programs Help on Help Exchange Visitors Batch Interface Data
12. well as the financial arrangements under which the program is to be administered enclose a copy with the application e Post secondary educational institutions shall include a copy of any current agreements if applicable Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail 13 Role of Other Organizations Associated with Programs if any Provide the names and addresses of the organization s foreign affiliates partners offices if any and the names of their key officers who may be associated with the 36 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Section Description Explanation 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 i
13. 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 OUT Status Exchange Visitors and Dependents Transferred to Non 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 66 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 8 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 Title of Report Description 400 Report Profile of Sponsor Activity Provides detailed information
14. 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Note The information entered into this text box cannot be saved with the report You may wish to type the text into a word processing application save the file and then copy and paste the text into the text box provided when the report is generated in SEVIS 7 Click the Print button on the browser toolbar to print the report 8 Click the Close 24 button in the upper right corner of the browser window in which the report displays to return to SEVIS 9 Mail the report and supporting documentation if any to DoS See Section 1 1 Resources or Attachment A Resources for the appropriate address 2 9 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 30 Message Board Screen is an example of the screen Exhibit 30 Message Board Screen Message Board Posting Begin Date Posting End Date Subject Commands 02 02 2009 02 28 2009 Sample Message Board Posting View View Print All 2 9 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 th
15. ARO will receive two email messages from SEVIS one containing his or her SEVIS user ID and the second providing instructions for creating a SEVIS password e Request for Information Additional information is required for processing the request 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 3 1 2 ADD AN EXISTING OFFICIAL AS AN ARO program sponsor personnel who will access SEVIS and perform tasks must have authorization to use SEVIS Each program sponsor may have up to 10 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 information associated
16. AROs To perform these tasks begin by selecting the appropriate 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 VA 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 including program officials information The left side of the screen contains three menus Actions Edits and Lists Reports The options or
17. Beyond Effective the receiving sponsor participation otherwise the system Date of Transfer when the EV s status is will automatically set the status of the Transferred and the EV and dependents if any to No current date is greater than Show 30 days after the effective date or equal to 15 days after of transfer identified in SEVIS See the effective date of the Transferred Status Exchange transfer identified in Visitors and Dependents list or the SEVIS Exchange Visitor Information screen to view the effective date of transfer 63 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Alert Exchange Visitor s 15 Days Beyond Program Start Date Exchange Visitor s 15 Days Beyond Program Start Date With Approved Change of Status Exchange Visitor s 25 Days Beyond Effective Date of Transfer Exchange Visitor s 30 Days Before Academic Training End Date Exchange Visitor s Nearing the Program End Date in 60 Days or Less Description This reminder displays only when an EV record has a status of Initial and it is 15 days or more after the EV s program begin date identified in SEVIS This reminder displays only when an EV record has a status of Initial and it is 15 days after the change of status request was approved This reminder displays for the receiving sponsor when the EV s status is Tran
18. Click one of the following buttons e Save Draft After completing the required fields on Page 1 click this button to save the data entered on this page Note You do not need to click this button before advancing to the next page of the Form DS 3036 SEVIS automatically saves data when the Next button is clicked e Reset Values Click this button to return all unsaved entries on the page to the previous values e 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 23 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Section 2 5 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions 2 4 1 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 Matrix for guidance on which categories may be added to the program Note The Exchange Visitor Program regulations provide for s
19. EXISTING OFFICIAL S INFORMATION Updating an active official s data in SEVIS includes changing his or her name telephone or fax number and or email address Changes to the official s telephone number fax number and email address take effect immediately However changing the official s name for example the official got married requires review and approval by DoS To update an officials 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 16 53 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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
20. 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 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 1 6 Disclaimer 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 1s 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 following sections provide step by step instructions for using
21. Exchange Visitor Program sponsor and approved to use SEVIS e Cancelled The sponsor s previous status was Withdrawn and DoS has noted that there are no EVs with a status of Active The sponsor s officials no longer have SEVIS access to the program s records e 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 e Denied The sponsor s previous status was Denial Pending and DoS has noted that there are no EVs with a status of Active The sponsor s officials no longer have SEVIS access to the program s records e 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 status cannot be updated or submitted The program status will change to Revoked once there are no more Active EVs e Revoked The sponsor s previous status was Revocation Pending and DoS has noted that there are no EVs with a status of Active The sponsor s officials no longer have SEVIS access to the program s records e 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 e Terminated The sponsor s previous status was Termi
22. Increase in the Number of Program Participants 47 24 3 Edits Mei T 48 DA SAV AGI Update Offiotals esie ote evt nne cabe 48 2 4 3 1 1 Add a New Official as an ARO eee 48 2 4 3 1 2 Add an Existing Official as an ARO eese 51 2 4 3 1 3 Update an Existing Official s Information 53 2 4 3 1 4 Delete an Existing ARO 55 2 4 3 1 5 Replace the RO With an Existing SEVIS User 55 2 4 3 1 6 Replace the RO With a New SEVIS 57 2 4 3 2 Update Address for the Program Sponsor sess 60 2 4 3 3 Update CEO Information a iei cei edente Rates tele eo 60 2 5 4 Dasts Reports Menu eed o petibus AE E E A TE EN 60 2 5 Print a Form DS 3036 Form DS 3037 Draft Form eee 61 PHIL de T CIE 61 2 7 Exchatige Visitor DASS esce bases ute M oc 66 28 H 67 2 8 1 Generate a Report see cede edt qui ape aea ei tah 68 2 0 2 Print REPO a eee p A Uto e IRIS VOR IS DIRE 68 2 o Copy abd Paste d REDON a etit my 70 2 8 4 Paste a Report into an Excel Spreadsheet seeee 71 2 0 Complete the Annual ooa eei aati ed M UT
23. RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 6 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 notarized before it is submitted to DoS If the Certification of Citizenship Form is notarized using an ink stamp it may be faxed to DoS and the original must be submitted by mail If the Form is notarized with an embossed stamp it must be mailed to DoS 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 notarized 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 e Approved The submitter of the request will automatically receive approval notification by email The new
24. U S Citizen Role ARO Role ARO Telephone Number 111 iii 1111 ext 222 Fax Number 111 111 2222 Email Address mary hafer stu com Add Official Cancel 6 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 52 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 and notarized Citizenship Certification Form must be submitted to DoS for review If the Form DS 3
25. 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 Web Site http www ice gov sevis index htm It is recommended that you visit this site often to stay informed regarding events affecting SEVIS SEVIS 1 901 Fee Web Site http www ice gov sevis i901 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 exchanges state gov jexchanges sevis html SOCIAL SECURITY ADMINISTRATION Main page Social Security OnLine http www ssa gov Employer Reporting amp Instruction 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 Bureau of Consular Affairs http www travel state gov Visa S
26. about the program sponsor over a specific time period between 1 and 5 years based on the start and end dates selected Annual Report J1 Exchange Visitor Program U S Department of State Provides the annual report for the program This report must be generated and mailed to DoS each year by the date stipulated on the program sponsor s designation or redesignation letter 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 30 days prior to the annual report due date reminding the sponsor to complete and submit the report to DoS Category Levels Counts for Category by Purpose Code and Country Provides detailed information about EV category levels by purpose code and country Country Levels Report Country Levels by Program Sponsor Provides detailed information about the program s EVs based on the visa type selected DoS No Show Report Provides information about nonimmigrants in No Show status for the program based on the visa type start date and end date selected EV Enter POE Before After Program Start Date Report Provides information 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 p
27. all of your SEVIS related tasks REMINDER You must log into SEVIS at least once every 90 days to keep your SEVIS password active February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 4 SEVIS Login Screen US Immigratio and Enforcement 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 e You cannot reuse any of your previous six passwords e SEVIS passwords have a maximum life span of 90 days When logging into SEVIS after 90 days the system automatically displays the Change Password screen See Section 2 2 1 1 Change Password Every 90 Days for instructions e Protect your password If you suspect that your password has been compromised and you are unable to change it using the Change Password link or the Request Password Reset link contact the SEVIS Help Desk at 800 892 4829 to have your password reset 11 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 e SEVIS user IDs and passwords are suspended after three unsuccessful log in attempts Use the Request Password Reset link on the SEVIS Login screen see Section 2 2 2 Request Password Re
28. 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 JS Immigration T and Customs pai bw Student amp Exchange Visitor WS Enforcement Ai 7 i Information System INE Message Board Chanqwemesf ord Get Plug Ins Logout link Note If the system should lockup at any time click the Close 2 button in the upper right corner of the 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 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 3 Program Information Descriptions of the program statuses and program sanction information follow 2 3 1 Program Statuses The possible statuses for Exchange Visitor Program sponsors are listed below in alphabetical order e Active The entity has been designated by DoS as an
29. 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 e 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 in his or her occupational field in his or her home country 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 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 31 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO
30. encouraged but not required 35 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Section Description Explanation Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail 12 Arrangements for Supervision Provide the following information regarding the supervision direction evaluation and monitoring of the programs 22 CFR 62 10 e Describe provisions for the supervision evaluation and monitoring of the participants and host families as applicable For Secondary School programs also include information on the approximate ratio of program sponsor representatives to students within the 150 mile radius specified by regulations 22 CFR 62 25 d Q e Provide details on in case of emergency how participants can easily contact the sponsor e Provide details regarding where participants will stay while in the United States Include information on arrangements or procedures to be used to place prospective participants in private homes as applicable e If there are written materials that define precisely the purpose and objectives of the program as
31. in an accredited U S post secondary educational institution for not less than 6 hours of academic credit or its equivalent The EduCare Program component of this category limits work hours to 30 hours per week and requires 12 hours of academic credit or its equivalent The maximum duration of participation for this program 26 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Category Description Explanation shall not exceed 1 year Camp Counselor Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program The Camp Counselor Program 22 CFR 62 30 facilitates the entry of foreign nationals to serve as counselors in U S summer camps Under no circumstances shall program sponsors facilitate the entry into the United States of a participant for whom a camp placement has not been pre arranged The maximum duration of participation for this program shall not exceed 4 months No extensions will be permitted Government Visitor This category 22 CFR 62 29 is reserved for use by Federal State or local Government agencies Participation in this category is for participants who are recognized as influential or distinguished persons and who are selected by a Federal State or local Government agency to partici
32. including area code for a fax machine While this is not mandatory it is encouraged to assist in the communication between DoS and your organization 58 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Field Description Explanation Email Address Enter a valid electronic mail address SEVIS correspondence will be sent to this email address including the SEVIS user ID and password instructions for new users Note An email address is not secure if it can be accessed by more than one person for example info ABCcollege edu 5 Click the Replace RO button at the bottom of the screen A message displays 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 printing 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 and notarized Form If the Citizenship Certification Form is notarized using an ink stamp it may be faxed to DoS and the original Form must be submitted by mail If the Form is notarized with an embossed stamp it must be mailed to DoS Note If the Form is not printed immediately after submitting the reque
33. is m If LPR enter A Number Role Jaro gt Tile Piaget e o eil Telephone Number d ext Fax Number 8 X HE Email Address Add Official Cancel 4 Enter the following information an asterisk precedes the fields that must be completed Field Description Explanation ii 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 49 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Field Description Explanation or LPRs of the United States T If LPR enter A Number Enter the alien number if the prospective ARO is an LPR Enter the complete A Number including the 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 1 Check the original
34. 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 20 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 7 Program Sponsor Information Screen Actions Amendment Redesignation Change Program Sponsor Name Request Allotment of DS 201 Request Brochures Cancel Program Pending Requests Register for Batch Processing Edits Add Update Officials Update Address Update CEO Information Lists Reports Search Exchange Visitor Create Exchange Visitor Exchange Visitor Lists Reports 2 4 1 International Research Center Program Status ACTIVE Probation Begin Date Lesser Sanctions Reduction Suspension Begin Date Effective Date of Revocation Effective Date of Denial 123 Main St Business Address Name of CEO John Doe Approved Categories Research Scholar Number of DS 2019 forms from the Most Recent Allotment 10 Date of Original Designation 03 20 2006 Annual Reporting Cycle ACADEMIC Number of Active J2 Exchange Visitors 0 Official Information Official Name Title Telephone Fax Number Email Address Role Number MARY HAFER zia of International 111 111 1111 111 111 2222 mary haferGIRC com RO Actions Menu The A
35. list with explanations of the sections fields on this screen An asterisk precedes the sections and fields that must be completed To complete this screen enter the following data Section 7 Participation by Category Indicate total number and approximate duration of participation in each category Description Explanation 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 25 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Section Description Explanation Note The regulations 22 CFR 62 8 require program sponsors other than the Federal Government to have no fewer than five EVs per calendar year for a minimum of 3 weeks Below is a list of the categories including a brief description and or explanation of each Category Description Explanation Alien Physician Note This category is mutually exclusive currently designated sponsors with approval to acce
36. 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 notarized 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 e Approved The submitter of the request and ARO whose name has been changed will automatically receive approval notification by email e Request for Information Additional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue However a request with a status of Awaiting Additional Information for more than 30 calendar days will be automatically deleted from SEVIS 54 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 3 1 4 DELETE AN EXISTING ARO Deleting an official will remove the individual s record from association with a specific Exchange Visitor Program a
37. submission of the redesignation request in SEVIS a signed and notarized 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 e Approved The RO and the submitter of the request if different will receive approval notification by email The email will contain the length of time 1 or 2 years for which the program has been approved DoS will send a letter of redesignation by fax or the U S Postal Service The redesignation term will take effect on the date that appears on the redesignation letter e Request for Information 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 43 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 SEVIS an email will be automatically sent to the individual who submitted the request
38. system displays the Change Password screen 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 90 days to keep your SEVIS password 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 e You have forgotten your SEVIS password e Your SEVIS account is locked due to three unsuccessful log in attempts or 90 days of inactivity e You suspect that your SEVIS password has been compromised and you are unable to use the Change Password function e Your user ID has been inactivated because you have not logged into SEVIS for more than 90 days ROs only February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Note When an ARO has not logged into SEVIS for more than 90 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 Re
39. to which the user is associated that this user has not logged into SEVIS within the past 75 days The alert will list the RO and any AROs who have not logged into SEVIS for 75 days e 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 90 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 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 90 days 4 Click the Request Password
40. with the 51 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 1 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 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 Enter the active user s SEVIS user ID in the User Name field 5 Click the Add Official button The system displays the Add Existing Official screen Exhibit 18 Add Existing Official Screen is an example of the screen Exhibit 18 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 The Official is
41. 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 1 Below is a 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 Section Description Explanation 9 Method of Selection and Use the text box to address at least briefly each of the Arrangements for six categories listed below Financial Support of 1 Selection of Exchange Visitors 22 CFR 62 10 a Exchange Visitor while in 2 Program Costs Fees Deposits Refunds the U S 34 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Section Description Explanation Program Funding Financial Support Health Care Insurance 22 CFR 62 14 Orientation 22 CFR 62 10 Consortium Information Qu qe ducts Mail the relevant documents with the signed and notarized copy of the Form DS 3036 and other supporting documentation within 30 calendar days of submitting the electronic Form DS 3036 in SEVIS Note No more than 500 characters can be entered into this text box and you may fi
42. 036 Form DS 3037 or Draft Form for printing instructions 2 4 1 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 2 Submitting a redesignation request in SEVIS Paying the required non refundable fee 22 CFR 62 17 Fees and Charges via the Pay gov web site Submitting a copy of the signed and notarized 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 expiration date is nearing Another alert will display 3 months prior to the date of expiration 40 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 R
43. 037 is notarized using an ink stamp then it may be faxed to DoS and the original must be submitted via mail If the Form is notarized with an embossed stamp it must be submitted to DoS 8 Mail the original signed and notarized Form DS 3037 for a PDSO or DSO to the appropriate Division of DoS See Section 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 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 3 1 3 UPDATE AN
44. Definitions How to Use SEVIS Help Help is always available in SEVIS Click the Help link on the navigation bar at the top of the screen to open this new browser window Then The table of contents displays in the left panel click a folder to display a list of topics Click a topic name to view the Online Help text for that topic in the right panel this is the right panel or p i M Click the Index button Enter a keyword or in the text box provided or scroll through the dist using the scroll bar on inte left panel to view the 2 1 3 1 Online Help Table of Contents To use the Online Help table of contents perform the following 1 Click the Contents 8 button 2 In the left panel click a folder to display a list of topics 3 Click a topic name to view the Online Help text for that topic in the right panel 2 1 3 2 Online Help Index To use the index perform the following 1 Click the Index ug button 2 Enter a keyword or partial keyword in the text box provided and press the Enter key or Scroll through the list using the scroll bar on the right side of the left panel 3 Click a keyword in the left panel to view the Online Help text for the topic in the right panel February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 1 3 3 Search Online Help To search on a word
45. E 73 Message DOS uoo ossa item atis i usto A Di 74 2 9 1 View Message Board Postings omo eiie hada ai ead dae eae 74 2 0 2 Print Message Board Postings ex EUM ERE dave 76 3 OPERATING INSTRUCTIONS rtu ener n ar Masi ERE 76 Initiate ECC UNT ETT DT TM 76 3 2 Maintain Operation 76 3 3 Terminate and Restart Operations DR Su ME dua up 77 4 ERROR HANDLING irean esearo KO IE CHAM A KEINE PC C SP IN ERS 77 S HELP FACILITIES 77 APPENDIX A ACRONYMS AND ABBREVIATIONS February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 MATRIX iii February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 1 Exhibit 2 Exhibit 3 Exhibit 4 Exhibit 5 Exhibit 6 Exhibit 7 Exhibit 8 Exhibit 9 Exhibit 10 Exhibit 11 Exhibit 12 Exhibit 13 Exhibit 14 Exhibit 15 Exhibit 16 Exhibit 17 Exhibit 18 Exhibit 19 Exhibit 20 Exhibit 21 Exhibit 22 Exhibit 23 Exh
46. O will receive an email notification and a mailed letter that will provide specific information regarding the denial decision 59 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 4 3 2 Update Address for the Program Sponsor Program sponsors may change the address for their organization at any time To update the organization s address perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program whose address you wish to update The Program Sponsor Information screen displays 2 Click the Update Address link on the Edits menu The system displays the Update Address screen 3 Make the necessary changes to the address and click the Update Address button This request will take effect immediately it does not require review by DoS 2 4 3 3 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 program whose CEO information is being updated The Program Sponsor Information screen displays 2 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 4 Click the Update CEO Information button A message display
47. 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 Click the Add Update Officials link on the Edits menu The Official Information screen displays Click the Replace link to the right of the current RO s email address The Replace RO screen displays as shown in Exhibit 19 Replace RO Screen 55 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 19 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 pamm REESE First Name Middle Name Suffix E The Official is m If LPR enter A Number Role RO Title Telephone Number ext I Fax Number gd HN EH Email Address Replace RO Cancel Enter the current SEVIS user s ID in the Us
48. Reset button The following will occur An email 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 days a password must be created within 30 days of the date on the email An email 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 Request Password Reset The Request Password Reset option is available for users to request a new SEVIS password Use this function for any of the following reasons e You have forgotten your SEVIS password e Your SEVIS account is locked due to three unsuccessful log in attempts or 90 days of inactivity e You suspect that your SEVIS password has been compromised and you are unable to use the Change Password function e Your user ID has been inactivated because you have not logged into SEVIS for more than 90 days ROs only Note When an ARO has not logged into SEVIS for more than 90 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 h
49. Resources To obtain administrative guidance on the Exchange Visitor Program the Exchange Visitor Program regulations 22 CFR Part 62 or program or exchange visitor EV issues or concerns contact the Office of Designation Private Sector Exchanges Bureau of Educational and Cultural Affairs Department of State e Academic and Government Programs Division Office of Designation Academic and Government Programs Division Bureau of Educational and Cultural Affairs U S Department of State SA 5 5 Floor Washington DC 20522 0505 Phone 202 632 9310 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 Office of Designation Private Sector Programs Division Bureau of Educational and Cultural Affairs U S Department of State SA 5 5 Floor Washington DC 20522 0505 Phone 202 632 2805 Fax 202 632 2701 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 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 Summer Work Travel Teacher Trainee To obt
50. S Version 6 2 Volume I Forms DS 3036 and DS 3037 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 web site and the Online Help contain additional information regarding the SEVIS Batch Interface process The Universal Resource Locator URL for the batch information is http www ice gov sevis schools batch htm REMINDER You must log into SEVIS at least once every 90 days to keep your SEVIS password active Using only batch will not keep your SEVIS password active 2 4 1 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 Each program may apply for an additional allotment as needed
51. S Version 6 2 Volume I Forms DS 3036 and DS 3037 The subsequent sections provide instructions for completing and submitting the redesignation application in SEVIS 2 4 1 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 Click the Redesignation link on the Actions menu Exhibit 14 Redesignation Screen is an example of the screen that displays Exhibit 14 Redesignation Screen U S Department of State Exchange Visitor Program Application DS 3036 Office of Designation Private Sector Exchanges OMB Approval No 1405 0147 Expiration Date 09 30 2010 Redesignation Required fields are marked with an asterisk Program Number P 4 02076 Name of Sponsoring Organization Agricultural Institute of America 1 Type of Application Redesignation 2 Organization I hereby certify that I am an officer of the above named organization with the title of that I am authorized by the to sign this certification and bind the organization and that a true copy of such authorization is on file with the Office of Designation Private Sector Exchanges or is attached Submit Cancel n Enter the required information specifically your title in relation to the sponsoring organization and the name of the autho
52. 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 SEVIS 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 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 1 Listing of Programs Screen and Screen Components SEVIS J Eligibility Launch Page Microsoft Internet Explorer lal File Edit View Favorites Tools Help Qs o T ix B 2 Search 5 Favorites i T rel 3 Address https Jegov ice gov sevis ny U S Immigrationg A INA nd Customs 4 1 Student amp Exchange Visitor Enforcement K l Information System Main Help Tutorial Logout ARO RO Get Plug fhs Message Board Change Password Listing of Programs Indicates an alert for that program
53. Sponsor Activity HTML Format Principal Name DOB Gender Subject Field Code Status POE Entry Date coc BABINCHOK FRAN 06 12 1985 FEMALE 11 0803 ACTIVE POLAND SCHUMACHER MARIA 08 04 1985 FEMALE 52 0208 DRAFT GERMANY Grand Total 2 SEVIS 400 Report Profile of Sponsor Activity Report Date amp Time Mon Jan 05 15 17 14 EST 2009 Program Sponsor HANSEL UNIVERSITY P 1 01131 From 10 01 2008 To 12 31 2008 Category Type Occupation Subject Field Description Position Program Start End Date Purpose STUDENT INTERN Computer Graphics NEW SPECIAL SCHOOL INSTITUTE OR VOCATIONAL OTHER 12 10 2008 11 30 2009 STUDENT BACHELORS E Commerce Electronic Commerce NEW UNIVERSITY GRADUATE STUDENTS 10 10 2008 12 31 2010 Total number of exchange visitors 2 Page 1 of 1 Funding Amount U S govt 1 Foreign govt Personal Other org Bi national com U S govt 1 Frgn govt Personal Other org Bi nat l com U S govt 1 Frgn govt Personal Other org Bi nat l com 0 0 50 0 0 0 0 50 50 50 U S govt 2 Sponsor International org 1 International org 2 U S govt 2 so Sponsor 12500 Int l org 1 0 Int l org 2 0 U S govt 2 50 Sponsor 50 Int l org 1 50 Int l org 2 50 Click the Close Xl button to close the browser window in which the report in HTML format displays 3 Onthe RO ARO Reports screen select Text as the format for th
54. User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 February 5 2010 ev Homeland Security User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Revision History The following is a summary of the revisions to this manual for release 6 2 e The telephone and fax numbers for the Department of State s Office of Designation Private Sector Exchanges have been updated February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 TABLE OF CONTENTS 11 ent PD 1 1 ec P 1 1 2 P rpose of SEVIS ovata pts e oxi ated etiaai ata 2 1 3 Privacy Act 2 iz Remi uox hase tento Lex 3 1 5 Acronyms and ADBrevtatlODSs D PN e eae ids s us 3 1 6 DIiSel atmer 4 2 DESCRIPTION OF SYSTEM FUNCTIONS nennen 4 2 1 Overview of Screen Components eae 4 2I SE VIS Screen Components eA e e reti n ee Gea 5 2 1 2 Additional SEVIS Screen Components sess 6 21 3 Online Help ueteres Qe oue NEM a e SUR MERI QUE 6 2 1 3 1 Online Help Table of
55. a com Update Delete Derkie Windy Assistant to the Dean TOYS Mares ARO ar EaUcatisn 222 222 2223 windy march aapa com Update Delete Add New Official Add Existing Official Cancel 2 4 3 1 1 ADD A NEW OFFICIAL AS AN ARO program sponsor personnel who will access SEVIS and perform tasks must have a record in SEVIS A new ARO is someone who does not have a record in SEVIS and does not have a 48 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 SEVIS user ID and password Each program sponsor may have up to 10 AROs however DoS reserves the right to limit the number To add a new ARO perform the following 1 On the Listing of Programs screen click the 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 16 3 Click the Add New Official link below the Official Name column Exhibit 17 Add Official Screen is an example of the screen that displays Exhibit 17 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 Suffix Js The Official
56. ain 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 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 DoS throughout a student s or EV s program in the United States SEVIS enables the submission of designation applications Once designated as an Exchange Visitor Program sponsor users may update program sponsor information submit updates to DoS that require approval and create and update J 1 EV and J 2 dependent records that is 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 email of the results This manual contains instruction
57. ake 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 appropriate The DHS Help Desk will contact the Student and
58. ams 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 Used to access Online Help for SEVIS Tutorial Used to view a brief demonstration of how to use SEVIS Logout Used to exit the system 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 These buttons allow users to process data and move between screens SEVIS uses the following types of buttons Command Buttons Click to execute a command For example clicking this button _Print Draft enables users to print a draft copy of a Form Radio Buttons
59. ation from the screen Note Refer to the Statement of Policy on J 1 Flight Training Programs published in the Federal Register FR on January 24 2006 71 FR 3913 for additional information 3 Click one of the following buttons e Save Draft Click this button to save the data entered on this page e 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 32 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 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 33 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Ve
60. ay be applied for on the same application If this category is selected Then this category can be selected c S o 2 d c lt Term Scholar Trainee Alien Physician Y m CS Camp Counselor f Government Vistor ImemaimiViio Pew Research Scholar f Short Term Scholar mei Students College Universiy Student Secondary School High School Summer Wortes C _ FEET TT TTT fe EL PTT EL Is came counsetor LL ovement visio Professor Research Scholar lt lt p sese ikk Student Col Univ TL Student Secondary PT rst LLL LL FL LL Summer Work Travel LL instore m February 20 2009
61. ber 31 See 22 CFR 62 15 Annual Reports for details on what to include in the annual report SEVIS automatically displays an alert for 30 days prior to the annual report due date The alert will display for 30 days beginning on the second day of the month that the report is due to DoS The alert will display for the entire 30 days even if the annual report has been submitted to DoS To complete the annual report perform the following l 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 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 Select HTML as the output format 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 Note The year is associated with the program s annual reporting cycle For example if the program s annual reporting cycle is Fiscal Year the system will generate a report with the date range of October 1 through September 30 for the year selected In the text box provided enter a brief narrative on program activity See 22 CFR 62 15 Annual Reports for details on what to include in the annual report 73 February 5
62. c Keypad lIf using the numeric keypad to enter numbers be sure to turn on the Num Lock key Otherwise enter numbers using the keys above the top row of alphabetic characters on the keyboard 5 Press the Enter key or click the Login button The system displays the Paperwork Reduction Act notice February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 6 Read the information and click the I Have Read and Understand This Notice button to continue One of the following will occur e If there are message board postings the Message Board screen will display e If there are no message board postings and you are authorized as an ROor 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 90 days to keep your SEVIS password active 2 2 5 Log Out of SEVIS To exit SEVIS at
63. ctions menu may contain the following options listed in alphabetical order e Amendment e Cancel Program e Change Program Sponsor Name e Pending Requests e Redesignation e Register for Batch Processing e Request Allotment of DS 2019 e Request Brochures These options are discussed in detail in the subsequent sections 21 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 4 1 1 Amendment The Amendment option enables a program sponsor to add more categories to its initial designation as long as those categories comply with DoS business rules see Attachment B Participation by Category Matrix 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 2 4 1 1 1 COMPLETE AMENDMENT PAGE 1 To complete Page 1 of the Amendment request perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program whose current program designation is being amended The Program Spo
64. d SEVIS and submit a signed and Designation Length of a program s notarized copy of the request See Section 2 4 1 5 designation Form DS 3036 to DoS Redesignation for details on the redesignation process 80 of Program s This reminder displays Complete the allotment request in Allotment for when a program has used SEVIS DS 2019s Used 80 or more of its total See Section 2 4 1 7 allotment of Request Allotment of Forms DS 2019 The Forms DS 2019 for alert shows the number of details on requesting Forms remaining additional forms Annual Report This reminder displays Generate and print the report using Reminder 30 days 30 days prior to the annual SEVIS Submit the report to DoS each prior to due date report due date It will year by the date stipulated on the See Section 2 8 5 display for 30 days program s designation or Complete the Annual beginning on the second redesignation letter Report for instructions day of the month that the on completing and report is due to DoS submitting the Annual Report to DoS Child Dependent s This reminder displays 90 An RO or ARO may notify the EV to Nearing Their 21st days prior to a dependent take appropriate action such as Birthday in 90 Days child s 21st birthday request change of status for the dependent or have the dependent prepare to leave the United States Exchange Visitor s 15 This reminder displays for Validate the transfer EV s program Days
65. 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 47 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 Staff increases relevant to this anticipated program increase including before and after staff
66. e 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 31 System Message Screen is an example of the screen 74 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 31 System Message Screen System Message Posting Begin Date 02 02 2009 Posting End Date 02 28 2009 Subject Sample Message Board Posting Roles Program Users Message Sample Message Board message Mesage may have a direct hyper link e g http www ice qou sevis index htm which will open in a new browser window Messages may also have hyperlinked text Attachment Return 2 View the details of the listed message board postings Below is a brief description explanation of the fields on the screen Field Description Explanation 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 b
67. e report and generate the report 70 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 27 SEVIS 400 Report Profile of Sponsor Activity Text Format is an example of the report shown in Exhibit 26 Note The caret characters are used to separate the columns of data Exhibit 27 SEVIS 400 Report Profile of Sponsor Activity Text Format HANSEL UNIVERSITY P 1 01131 BABINCHOK FRAN STUDENT INTERN 08 12 1885 FEMALE 11 0803 Computer Graphics NEW SPECIAL SCHOOL INSTITUTE OR VOCATIONAL OTHER 12 10 2008 11 30 2008 POLAND 0 0 0 12500 0 0 0 0 HANSEL UNIVERSITY P 1 01131 SCHUMACHER MARIA STUDENT BACHELORS 08 04 1985 FEMALE 52 0208 E Commerce Electronic Commerce NEW UNIVERSITY GRADUATE STUDENTS 10 10 2008 12 31 2010 GERMANY 0 0 0 0 0 0 0 0 7 Use the printed copy of the report generated in HTML format to create the new report using another application 8 Be sure to save the report using the other application 2 8 4 Paste a Report into an Excel Spreadsheet To paste a report into an Excel spreadsheet perform the fol
68. e 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 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 A US Immigrationes j Wy and Customs GU Student amp Exchange Visitor Enforcement dau P Information System Welcome to the SEVIS system Username Password Confirm password Set Password 2 Enter your user ID in the Username field 3 Enter your password in the Password field Refer to Section 2 2 1 Guidelines for Passwords for instructions on creating a password 4 Enter the password again in the Confirm Password field 5 Click the Set Password button The system displays a message 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 click 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
69. ed 1 year 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 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 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 post secondary educational institutions or similar organizations The maximum duration of participation for this category shall
70. egin 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 TIf sponsor s allotment of Forms 05 2019 will be reduced the percentage of the reduction Suspension Begin Date The date on which a sponsor s suspension starts When a program s status is Suspended the sponsor s officials will not be able to create new EV records or update and submit records that have a status of Draft Suspension End Date The date on which a sponsor s suspension ends February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 e Effective Date of Revocation The date on which a sponsor s designation will be revoked e Effective Date of Termination The date on which a sponsor s designation will be terminated e 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 Forms DS 3036 and DS 3037 SEVIS enables ROs and AROs to use the Form DS 3037 to update program information and perform tasks such as requesting brochures requesting an allotment of Forms DS 2019 and adding updating and deleting
71. er Name field near the top of the screen Click the Replace RO button below the User Name field to display summary information on the existing user If this 1s the official who will replace the RO click the Replace RO button The following will occur e 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 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 ARO submits the request in SEVIS and the new RO 15 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 56 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 APDSO or DSO only the Submit Successful screen will display a message stating that the submitter o
72. er password reset Note Your password can only be changed once every 7 days 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 A message displays stating that the request has been submitted to SEVIS However if an ARO has not logged into SEVIS for more than 90 days a message will display stating User is inactive due to 90 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 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 90 days to keep your SEVIS password active 2 2 3 Additional Information About the SEVIS Login Screen Additional information about the SEVIS Login screen follows e Reset button Click this button to clear all entries on the screen e Register for New Account
73. ervices Public Inquiries Division Telephone 202 663 1225 Fax 202 663 3899 February 5 2010 Resources Internet Visa Information Sources Bureau of Consular Affairs Visas http www travel state gov visa visa 1750 html 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 Email NVCINQUIRY state gov U S DEPARTMENT OF HOMELAND SECURITY Main page http www dhs gov U S Inmigration 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 US VISIT U S Visitor and Immigrant Status Indicator Technology Program http www dhs gov files programs usv shtm February 5 2010 ATTACHMENT B PARTICIPATION BY CATEGORY MATRIX Participation By Category Matrix Some categories require the completion of a separate application Form DS 3036 Other categories can be applied for on the same application Form DS 3036 The matrix below lists all of the categories To use the matrix in the left column find the desired category and then scan across the row corresponding to that category A Y in a box indicates that the category listed at the top of the column is a category that m
74. f 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 and notarized Form DS 3037 must be sent to DoS If the Form is notarized using an ink stamp it may be faxed to DoS and the original must be submitted by mail If the Form is notarized with an embossed stamp it must be mailed to DoS Mail the original signed and notarized 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 the request will be automatically deleted from SEVIS If the request must be processed by DoS the following outcomes are possible e Approved The submitter of the request and the new RO will automatically receive approval notification by email e Request for Information Additional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will continue However a request with the status of Awaiting Additional Information for more than 30 calendar days will be automatically deleted from SEVIS e Denied T
75. ge visitor program EXCHANGE VISITOR PROGRAM J VISA Visit the U S Department of State s website http exchanges state gov jexchanges sevis html 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 Office of Designation Private Sector Exchanges Bureau of Educational and Cultural Affairs Department of State Academic and Government Programs Division Office of Designation Academic and Government Programs Division Bureau of Educational and Cultural Affairs U S Department of State SA 5 5 Floor Washington DC 20522 0505 Phone 202 632 9310 Fax 202 632 2701 Responsible for the administration and oversight of the following categories e Government Visitor e International Visitor e Professor e Research Scholar e Short Term Scholar e Specialist e Student College University Private Sector Programs Division Office of Designation Private Sector Programs Division Bureau of Educational and Cultural Affairs U S Department of State SA 5 5 Floor Washington DC 20522 0505 Phone 202 632 2805 Fax 202 632 2701 Responsible for the administration and oversight of the following categories e Alien Physician e Au Pair February 5 2010 Resources Camp Counselor Intern Student Secondary School High School Summer Work Travel Teacher Trainee STUDENT AND EXCHANGE
76. gital 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 and pem extensions to a secure location on a local area network The procedures to download the certificate files will vary depending on the type of browser being used To register a digital certificate perform the following 1 On the Listing of Programs screen click the 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 or pem extension 44 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVI
77. he Program Information screen Denial Recommended DosS has recommended denial of the sponsor s redesignation request On the effective date of denial the program s status will change to Denial Pending 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 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 DoS has recommended revocation of the sponsor s SEVIS participation as an Exchange Visitor Program On the effective date of revocation the program s status will change to Revocation Pending 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 the effective date of revocation the probationary period ends is terminated and the program s status will change to Revocation Pending Termination Recommended DoS has recommended termination of the sponsor s SEVIS participation as an Exchange Visitor Program On the effective date of termination the program s status will change to Termination Pending Probation B
78. he 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 3 1 6 REPLACE THE RO WiTH A NEW SEVIS UsER An existing RO or ARO may submit a request to replace the RO with a new SEVIS user someone who is not authorized to use SEVIS The request must be reviewed and approved by DoS To request the replacement of an RO with a new SEVIS user perform the following 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 screen displays Exhibit 7 Click the Add Update Officials link on the Edits menu The Official Information screen displays Exhibit 16 Click the Replace link to the right of the current RO s email address The Replace RO screen displays Exhibit 19 57 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 4 Complete the following information on the lower part of the screen an asterisk precedes the fields that must be completed Field Description Explanation T Last Name Enter the surname or family name of a person First Name Enter the first name of a person Middle Name Enter the middle name of a person This field may be left blank if the person has no middle name or the middle
79. he 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 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 xb button on the browser window you must wait 20 minutes before you can log back into SEVIS If you try to access the system before the end of 20 minutes the following message will display user is already logged on with this user name Use the Logout link on the navigation bar to properly exit SEVIS 76 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 3 3 Terminate and Restart Operations You may log off SEVIS at any time by clicking the Logout link on the navigation bar To close the browser window click the Close 2 button in the upper right corner of the browser window Note If the SEVIS system locks
80. hin 45 days 65 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 7 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 22 Listing of Programs Screen EV Lists Link shows the location of the EV Lists link on the screen To view the available lists click the EV Lists link on the Listing of Programs screen Exhibit 23 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 22 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 Research Center Washington DC PROGRAM ACTIVE ARO Search New Exchange Visitor Sunnydale School Sunnydale DC PROGRAM ACTIVE ARO Search New Exchange Visitor Whispering Pines Institute FAIRFAX VA PROGRAM ACTIVE ARO Search New Exchange Visitor Exhibit 23 Exchange Visitors and Dependents Menu Screen Hansel University Program Number P 1
81. ibit 24 Exhibit 25 Exhibit 26 Exhibit 27 Exhibit 28 Exhibit 29 Exhibit 30 Exhibit 31 EXHIBITS Listing of Programs Screen and Screen Components eee 5 SOLER ss ois sectetuer Euge ease 7 SE VIS Set Password Screen euo e petiuit 10 SEVIS con dtt ie a ludo pisce dd 11 Navigation Bar Logout Link uoti t tetra ei soe ca pe eave 17 Listing of Programs Screen Program Links 20 Program Sponsor Information Screen essere 2l Amendment Page 1 5 rrt os DO e ATA D Ure RR ENS BENT UR Pea LN 23 Amendment Pase ui qoe pe o Bike d oed n 25 Amendment iu 34 Pending Requestse3ereglt ects peces seated quce tena od p Se du 40 Listing of Programs Screen Alerts Link eene 41 Alerts for American Au Pair Agency Inc 2 41 Redesignation Screen e o ouai iau IURI 42 Allotment dis 46 Official Information SOEeefi s uo ocu 48 Add Official Screen eb UE e tain eee 49 Add Existing Official SOFeemns s ette uie dem Qe ONE o ati Quiere 52 Replace RO Screen M 56 Listing of Programs Screen Alerts Link
82. ing patterns personnel structures 3 Confirmation assurance that the new employees representatives have been adequately trained in order to assume their respective duties and responsibilities associated with this program expansion 4 Current financial information including year end financial statements reports and a 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 3 Edits Menu The two options available on the Edits menu are Add Update Officials and Update Address of program Both options are discussed in detail in the following sections 2 4 3 1 Add Update Officials You may update an existing official s information in SEVIS and add new or existing officials Also the RO and ARO may submit a request to replace the RO The Official Information screen is used to add update officials Exhibit 16 Official Information Screen is an example of the screen Note Each program sponsor must have RO and up to 10 AROs however DoS reserves the right to limit the number of AROs Exhibit 16 Official Information Screen Official Information Official Role Title Telephone Number Fax Number Email Address Actions Name Dean of International April Day RO 222 333 4444 april day aapa com Replace Update Students BEU enge Dean of Students 111 666 6666 666 666 6661 david derkie aap
83. ion Student Secondary School High School Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program program The maximum duration of participation for student interns shall not exceed 12 months Secondary School Students 22 CFR 62 25 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 1 Secondary school students who have not completed more than 11 years of primary and secondary schooling excluding kindergarten in their home country 2 At least 15 but not more than 18 1 2 years of age on the date the student will begin his or her program 3 Without previous participation as an EV for high school studies in the United States Factors such as English language proficiency maturity character and scholastic aptitude are critical The maximum duration of participation for secondary school students high school students is a minimum of 1 academic semester and a maximum of 1 academic year Summer Work Travel Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program The Summer Work Travel Program
84. ive their program is 5 years or more in length and it will end in 180 days or less This reminder displays for all ROs and AROs who have not logged into SEVIS for 75 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 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 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 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 The RO or ARO must log into SEVIS If the RO or ARO does not log into SEVIS for more than 90 days his or her user ID will be inactivated 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 wit
85. lete 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 64 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Alert Out of Country Exchange Visitors 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 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 RO ARO Users Who Have Not Logged In to SEVIS in 75 Days Saved Record s not Submitted for 15 Days Description This reminder displays 30 days prior to the out of country end date for professor and research scholar EVs who are currently participating in their programs outside the United States This reminder displays for professor and research scholar EVs in programs with a program serial of G 7 Their status in SEVIS 15 Active their program is 5 years or more in length and it will end in 90 days or less This reminder displays for professor and research scholar EVs in programs with a program serial of G 7 Their status in SEVIS 15 Act
86. 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 e Request Password Reset link Use this link if you have forgotten your password or your SEVIS account is locked See Section 2 2 2 Request Password Reset for instructions Note After 20 minutes of inactivity your session will time out and you will have to log in again in order to use SEVIS This will also happen if you log out of the system improperly that is using the Close 2 button in the upper right corner of the browser window Always use the Logout link on the navigation bar to properly exit SEVIS 2 2 4 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 3 Enter your user ID in the User Name field 4 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 abcdeF9 the system reads the following password ABCDEf9 To SEVIS these passwords are not the same e Numeri
87. llowing steps to download the latest version of Adobe Reader l Click the Get Plug Ins link on the SEVIS navigation bar The SEVIS Plug Ins screen will display Click the Adobe Reader button A message will display indicating that you are leaving SEVIS Click OK and the Adobe Reader web page http www adobe com products acrobat readstep2 html will display in a new browser window Follow the instructions on the Adobe Reader web page to install the Adobe Reader February 5 2010 APPENDIX C DOWNLOAD THE LATEST VERSION OF ADOBE FLASH PLAYER User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 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 www adobe com go getflashplayer will display in a new browser window Follow the instructions on the Adobe Flash Player web page to download the Flash Player February 5 2010 ATTACHMENT A RESOURCES Resources The following are additional resources to assist with the administration of your U S Department of State designated exchan
88. lowing 1 Complete Steps 1 through 5 in Section 2 8 3 Copy and Paste a Report 2 Open the Excel application 3 Select Paste from the Edit menu to paste the report into Excel The whole report is contained in cell A1 4 To convert the text to columns select Text to Columns from the Data menu The Convert Text to Columns Wizard window displays as shown in Exhibit 28 Convert Text to Columns Wizard 71 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 28 Convert Text to Columns Wizard Convert Text to Columns Wizard Step 1 of 3 i 2 x The Text Wizard has determined that your data is Fixed Width If this is correct choose Next or choose the data type that best describes your data riginal data type Choose the file type that best describes your data Delimited Characters such as commas or tabs separate each field C Fixed width Fields are aligned in columns with spaces between each field Preview of selected data ANSEL UNIVERSITY P 1 01131 BABINCHOK FRAN ANSEL UNIVERSITY P 1 01131 SCHUMACHER MARIA Cancel Finish 5 Click the Delimited radio button and then click the Next button Exhibit 29 Page 2 of the Convert Text to Columns Wizard is an example of the window that displays Exhibit 29 Page 2 of the Convert Text to Columns Wizard Convert Text to Columns Wizard Step 2 of 3
89. ltogether and the official will no longer be able to perform SEVIS tasks for that program sponsor To delete an official perform the following 1 On the Listing of Programs screen click the 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 that 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 1 RO and up to 10 AROs Continue to delete the ARO or click the Cancel button to return to the Official Information screen without taking any action on the official 2 4 3 1 5 REPLACE THE RO WITH AN EXISTING SEVIS USER The RO or an ARO for the program may submit a request to replace the RO When the request is submitted by an ARO or an RO submits a request to be replaced by a PDSO or DSO the request must be reviewed and approved by DoS However if the
90. name is unknown Suffix Select a title such as Junior that may display at the end of a person s name The Official is Select the appropriate option U S Citizen or LPR Note All program sponsor officials must be citizens or LPRs of the United States T If LPR enter A Number Enter the alien number if the prospective RO 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 1 Check the original number carefully If it had nine digits correct the SEVIS entry 2 fit had eight digits it may be a valid number Enter it into SEVIS by adding a zero to the beginning of the number many existing A Numbers are only eight digits long for example A012345678 3 fit had less than eight digits it is invalid Query the prospective official to obtain his or her valid A Number Role This screen is used to submit a request to replace the RO this option cannot be changed T 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
91. nation Pending and DoS has noted that there are no EVs with a status of Active The sponsor s officials no longer have SEVIS access to the program s records e 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 e 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 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 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 t
92. nd Termination and Revocation of Programs Information 19 2 4 Updating Program Information Forms DS 3036 and 05 3037 20 24A T CUMS ICM 2355 foot eRe aie eese a deed Na adu 21 2 4 1 1 Aariendmielit aai e ptu tiated hatte rase i 22 2 4 1 1 1 Complete Amendment Page 1 eee 22 2 4 1 1 2 Complete Amendment Page 2 eene 24 2 4 1 1 3 Complete Amendment Page 3 sees 34 2 4 1 1 4 Submit the Amendment Request eese 38 240 T2 Cancel PrOPESIIGIa o d ser Does Gia ia Ae adage o tacet eb 38 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 4 1 3 Change Program Sponsor Name eese 39 2 4 1 4 Pending Requests Js ote irt Ies Re ee EE unten Donee bn rein Rt 40 DANS Redestgliatloti 40 2 4 1 5 1 Complete the Redesignation Application 42 2 4 1 5 2 Electronic Submission of Payment esses 42 2 4 1 5 3 Submit the Redesignation Request eese 43 2 4 1 6 Register for Batch Processing uiua e caa deepest tentia 44 2 4 1 7 Request Allotment of Forms DS 2019 sese 45 2 4 1 8 Request Brochures nene bec vxo read pe 47 2 4 2 Request an
93. nd 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 10 Purpose or Objective 11 Outline of Proposed Activities Provide information about the purpose and objectives of the program Explain how the program will promote better understanding and improve communications between people in the United States and other nations of the world through international educational and cultural exchange Note No more than 500 characters can be entered into this text box and you may find it difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail 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
94. ng 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 1 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 2 Heor she is primarily in the United States to engage in a student internship program 3 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 4 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 5 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 29 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Category Description Explanat
95. ng 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 Exhibit 20 Listing of Programs Screen Alerts Link shows the location of the Alerts link on the screen If there are no alerts for a program the Alerts link will not display on the Listing of Programs screen 61 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 20 Listing of Programs Screen Alerts Link Listing of Programs Indicates an alert for that program Location City State Status Role Commands Anytown VA PROGRAM ACTIVE RO Search New Exchange Visitor Alerts JEV Lists Reports FAIRFAX VA PROGRAM ACTIVE ARO Search New Exchange Visitor Alerts FEV Lists Reports Name of Program American Au Pair Agency Inc Whispering Pines Institute Exhibit 21 Alerts for Leveleer School is an example of an alerts screen In E
96. ng 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 To request additional Forms DS 2019 perform the following 1 On the Listing of Programs screen click the link in the Name of Program column for the program requesting an allotment of Forms The Program Sponsor Information screen displays 2 Click the Request Allotment of DS 2019 link on the Actions menu The Request Allotment screen displays 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 e 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 e Request for Information Additional information is required for processing the request A letter outlining the need for additional information will be sent by fax or the U S Postal Service When DoS receives the information the review process will 46
97. not exceed 6 months No extensions will be permitted 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 28 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Category Description Explanation 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 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 programs that lead to a degree If enrolled in a non degree program the duration of participation shall not exceed 24 months includi
98. nsor Information screen displays 2 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 22 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Exhibit 8 Amendment Page 1 U S Department of State Exchange Visitor Program Application DS 3036 Office of Designation Private Sector Exchanges OMB Approval No 1405 0147 Expiration Date 09 30 2010 Amendment page 1 of 3 Required fields are marked with an asterisk Existing Program Number P 4 00828 Name of Sponsoring Organization International Research Center 1 Business Address of Sponsoring Organization Address 123 Main St City Anytown State DE Zip Code 20001 2 Mailing Address of Sponsoring Organization if different from Business Address Address 123 Main St City Anytown State DE Zip Code 20001 3 Type of Application Amendment 4 Name and Title of or equivalent Last Name Doe First Name fohn Middle Name Suffix E Title President 5 Program Sponsor is a U S Federal Government Agency No For Profit Organization No Save Draft Reset Values Next Print Draft 3 If necessary modify Section 4 Name and Title of CEO Chief Executive Officer or equivalent 4
99. nt 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 and notarized 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 Following receipt of the Form and the Articles of Incorporation DoS will process the request The following outcomes are possible e Application Approved The submitter of the request will receive approval notification by email e 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 e Application Denied The RO will receive notifica
100. number carefully If it has nine digits correct the SEVIS entry 2 fit 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 3 fit has less than eight digits it is invalid Query the prospective official to obtain his or her valid A Number Role Select the ARO role for the official 5 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 s Email Address Enter a valid electronic mail address SEVIS correspondence will be sent to this email address including the SEVIS user ID and password instructions for new users Note An email address is not secure if it can be accessed by more than one person for example info ABCcollege edu 5 Click the Add Official button at the bottom of the screen A message displays stating that the request has been successfully submitted to SEVIS 50 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users
101. ole Commands American Au Pair Agency Inc 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 FEV Lists Reports To view the list of alerts for a program click the Alerts link Exhibit 13 Alerts for American Au Pair Agency Inc is an example of the screen that displays the alerts for this program The alert in Exhibit 13 indicates that the American Au Pair Agency is 6 months or less away from program expiration 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 6 months before end of program s designation length You have 4 Exchange Visitor s Nearing the Program End Date in 60 Days or Less 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 web site 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 41 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVI
102. or phrase perform the following 1 Click the Search 8 button 2 Type search criteria in the text box provided and press the Enter key The search results display in the left panel as a list of topics containing the word or phrase entered 3 Click a topic name to view the Online Help text for that topic in the right panel 2 1 3 4 Hide Show the Left Panel To hide and show the left panel of the Online Help screen perform the following 1 To hide the left panel click the Hide 9 button in the upper right corner of the left panel 2 Click the Contents Index or Search button to restore the left panel 2 1 3 5 Jumps To use the jump feature perform the following 1 When viewing the Online Help text for a topic in the right panel click an underlined word or phrase to jump to a new topic 2 return from a jump click the Back button on the browser toolbar Note Some 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 X 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 is one topic at a time Perfo
103. pate in observation tours discussions consultations professional meetings conferences workshops and travel The maximum duration of participation for this category shall not exceed 18 months Intern Note 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 e Is currently enrolled in and pursuing studies at a degree or certificate granting post secondary academic institution outside the United States 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 International Visitor This category 22 CFR 62 28 is reserved for use by the U S Department of State International visitors are potential or recognized leaders in their own countries 27 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Category Description Explanation The maximum duration of participation for this category shall not exce
104. pecific 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 e Alien Physician e Au Pair e Camp Counselor e Secondary School Student e Summer Work Travel e Teacher e Trainee Aviation Flight Training 24 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 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 Mone Short Term Scholar wewnoz Au Pair wown z Specialist J wow Government Visitor p mome Student Secondary wow zl Intern _ summer Work Travel wowrm zl International Visitor p mome Teacher p JmontH s 2 Professor wow zl Trainee momo Research Scholar wow 1 Below is a
105. 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 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 7 The RO must sign Page 2 of the Form Certification of Citizenship and the proposed official must have the Form DS 3037 notarized before submitting it to DoS If the Certification of Citizenship Form is notarized using an ink stamp then it may be faxed to DoS and the original must be submitted by mail If the Form is notarized with an embossed stamp it must be mailed to DoS 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 8 Mail the original signed and notarized Form to the appropriate Division of DoS
106. pt 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 foreign physicians in this category must successfully complete ECFMG administered examinations that measure their command of the medical sciences AII 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 Au Pair Note This category is mutually exclusive currently designated sponsors with approval to accept participants in this category cannot amend this program The Au Pair Program 22 CFR 62 31 is designed to give foreign nationals the opportunity to live with an American host family and participate directly in the home life of that family while providing limited child care services The au pair participant is also required to enroll
107. quest 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 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 A message displays stating that the request has been submitted to SEVIS However if an ARO has not logged into SEVIS for more than 90 days a message will display stating User is inactive due to 90 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 90 days to keep your SEVIS password active 2 2 1 4 Request Password Reset for ARO Users must log into SEVIS at least once every 90 days or they will lose access to SEVIS When a user has not logged into SEVIS for 75 days the following will occur e An alert will be generated to inform the RO and AROs of the programs
108. records will 38 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 1 3 Change Program Sponsor A program sponsor requesting a name change must submit a signed and notarized Form DS 3037 and new Articles of Incorporation to DoS However change of ownership requires the completion and submission of a new Designation Application Form DS 3036 To submit a request to change the name of the sponsor organization perform the following l 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 Click the Change Program Sponsor Name link on the Actions menu 3 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 Pri
109. red to access SEVIS The system also requires use of the following e Internet Explorer Version 5 0 or higher e Adobe Reader Version 5 0 or higher If Adobe Reader Version 5 0 or higher is not installed on the computer being used see Appendix B Download the Latest Version of Adobe Reader for installation instructions e 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 e 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 e Atleast one EV whose status is Active and the program s status is one of the following Denial Pending Revocation Pending Termination Pending Withdrawn February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 Th
110. reens 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 Adobe Reader Version 5 0 or higher is not installed on the computer being used see Appendix B Download the Latest Version of Adobe Reader for instructions To print a copy of a Form perform the following 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 Sh 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 does not show the correct printer click the down arrow to the right of the field and select the correct printer 5 Click OK and the Form prints to the designated printer 6 Click the Close 24 button on the Adobe Reader window to close the window 2 6 Alerts Alerts are notices to users identifyi
111. rizing 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 notarized and mailed to DoS See Section 2 5 Print a Form DS 3036 Form DS 3037 or Draft Form for printing instructions Access the Pay gov web site 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 and notarized 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 1 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 Exchange Visitor Program fee payments must be submitted via the Pay gov web site Currently the following requests which are processed using SEVIS require payment of a non refundable fee 42 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037
112. rm the following steps to print an Online Help topic using Internet Explorer 1 Click anywhere in the right panel 2 Click the Print Sh button on the browser toolbar The topic currently being viewed prints to the designated printer or 1 Click anywhere in the right panel 2 Select Print from the File menu A Print window displays 3 Ifnecessary click the General tab to move it on top of the other tabs 8 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 4 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 Sh button to print to the designated printer 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 Close 2 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 requi
113. rogram 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 67 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 8 1 Generate a Report Reports are snapshots of parts of the SEVIS database They reflect current SEVIS information for the data elements included in the report To generate a report perform the following l 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 24 Reports Screen Exhibit 24 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 1400 Report Profile of sponsor activity C Category Levels Counts for category by purpose code and country i Country Levels Report Country levels by program sponsor C annual Report J1 Exchange Visitor Program U S Department of State C Secondary Student Placement Report C DoS 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
114. rowser 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 Xl 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 75 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 9 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 e To print only one message board posting click the View link to the far right of the applicable posting The System Message screen displays e To print all message board postings click the View Print All link at the bottom of the Commands menu The System Message screen displays Click File on the browser toolbar then click Print The Print window displays d Ensure that the proper printer is highlighted Click the Print button gt 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 t
115. rsion 6 2 Volume I Forms DS 3036 and DS 3037 2 4 1 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 Visitor 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 by mail 13 Role of Other Organizations Associated with Programs if any Maximum 500 chars 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
116. s 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 is 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 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 monitored Anyone using SEVIS expressly consents to such monitoring and is advised that if 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 access One of the most important actions that you can t
117. s received outside these hours will be recorded for response on the next business day TI February 5 2010 APPENDIX A ACRONYMS AND ABBREVIATIONS User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 ACH ARO CEO CFR DHS DoS DSO ECFMG EV EVP FAA FMS FR HTML ICE ID LPR MB PDSO POE RAM RO SEVIS SEVP URL U S C Automated Clearing House Alternate Responsible Officer Chief Executive Officer Code of Federal Regulations U S Department of Homeland Security U S Department of State Designated School Official Educational Commission for Foreign Medical Graduates Exchange Visitor Exchange Visitor Program Federal Aviation Administration Financial Management Service Federal Register Hypertext Markup Language Immigration and Customs Enforcement Identification Legal Permanent Resident megabyte Principal Designated School Official Port of Entry random access memory Responsible Officer Student and Exchange Visitor Information System Student and Exchange Visitor Program Universal Resource Locator United States Code February 5 2010 APPENDIX B DOWNLOAD THE LATEST VERSION OF ADOBE READER User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 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 fo
118. s stating that the request does not require processing by DoS and will take effect immediately 5 Click the Return button to return to the Program Information screen The new information for the CEO will display on the screen 2 4 4 Lists Reports Menu When on the Program Information screen the options available on the Lists Reports menu provide another method of accessing certain SEVIS functionality Each option is described below e Search Exchange Visitor Click this link to 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 e 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 II of this manual e Reports Click this link to access the Reports module See Section 2 8 Reports for additional information about SEVIS reports 60 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 5 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 sc
119. set for instructions or contact the SEVIS Help Desk at 800 892 4829 to have your access to SEVIS reinstated e Do not share your user ID and password At no time and under no circumstances is your SEVIS user ID and password to be shared with anyone either on a transitory or permanent basis 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 90 days to keep your SEVIS password 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 e Yes the Change Password screen will display e 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 e Caps Lock Passwords are case sensitive If the Caps Lock key on the keyboard is turned on and you intend to en
120. sferred and the current date is 25 days or more after the effective date of transfer identified in SEVIS This reminder displays when an EV s current segment of academic training will end in 30 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 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 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 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 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 An RO or ARO may comp
121. sing 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 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 Note An application that is denied cannot be appealed 2 4 1 2 Cancel Program An Exchange Visitor Program with a SEVIS status of Active may cancel its participation as a designated program Sponsors who wish to discontinue participation in the Exchange Visitor Program must inform DoS of this decision To cancel a program perform the following 1 Onthe Program Sponsor Information screen click the Cancel Program link The system displays the Cancel Program screen 2 Click the Cancel Program button WARNING The program will be canceled immediately when the Cancel Program button is Clicked 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
122. st 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 and notarized Certification Citizenship Form to DoS See Section 1 1 Resources or Attachment A Resources for the appropriate address The signed and notarized 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 notarized 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 e Approved The submitter of the request will automatically receive approval notification by email The new RO will receive two email messages from SEVIS one containing his or her SEVIS user ID and the second providing instructions for creating a SEVIS password e Request for Information Additional 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 days will be automatically deleted from SEVIS e Denied The R
123. 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 that there are no EVs in Active status the RO and AROS will no longer have access to this program sponsor s records Note A redesignation request that is denied cannot be appealed 2 4 1 6 Register for Batch Processing Program sponsors and schools may use the batch data exchange to interface with SEVIS Authorized organizations can utilize systems external to SEVIS to create and update student EV and dependent visa types F M and J records and upload the records to SEVIS Organizations may develop systems in house or purchase third party products to communicate with SEVIS and upload and download information system to system The batch data exchange batch interface process is the method for automated exchange of data between SEVIS and programs using the Internet This exchange requires the registration of a di
124. t difficult or impossible to supply all the requested information in this space In such cases provide a brief explanation in the text box and enter the following statement Additional supporting documentation to be supplied by mail 14 Organization In the empty text box fill in the title of a person or group for example Board of Trustees or Board of Directors Do not enter a person s name Note This information may be obtained from your organization s Articles of Incorporation Click one of the following buttons Save Draft Click this button to save the data entered on this page Previous Click this button to return to the previous page of the amendment request WARNING Be sure to save the data entered on this page before selecting the Previous button The data entered on this page will be lost if they are not saved first Reset Values Click this button to return all unsaved entries on the page to the previous values Submit Click this button to submit the amendment request to DoS for review Once submitted 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 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 cop
125. te all data that display in the Header field d If necessary delete all data that display in the Footer field e In the Orientation section click the Landscape button f Set the top and bottom margins to 0 25 and the left and right margins to 0 5 g Click OK Select Print from the File menu to display the Print window 3 Ensure the name of the printer listed in the Name field is the printer from which the report should print If it does not show the correct printer click the down arrow to the right of the field and select the correct printer Click OK and the report will be printed on the designated printer 5 Click the Close button in the upper right corner of the browser to close the window and return to SEVIS 69 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 8 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 1 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 8 1 and 2 8 2 for instructions on generating and printing reports in SEVIS Exhibit 26 SEVIS 400 Report Profile of Sponsor Activity HTML Format is an example of a report generated using the HTML format Exhibit 26 SEVIS 400 Report Profile of
126. ter abcdeF9 the system reads the following password ABCDEf9 To SEVIS these passwords are not the same e Numeric Keypad lIf using the numeric keypad to enter numbers be sure to turn on the Num Lock key Otherwise enter numbers using the keys above the top row of alphabetic characters on the keyboard 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 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 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 REMINDER You must log into SEVIS at least once every 90 days to keep your SEVIS password 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
127. tion by a mailed letter that will provide specific information regarding the basis for denial 39 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 4 1 4 Pending Requests SEVIS provides you with the capability to view print and delete requests that are pending Such requests include a request for Forms DS 2019 and adding program sponsor officials To view the requests that are pending perform the following l 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 Click the Pending Request link on the Actions menu Exhibit 11 Pending Requests Screen is an example of the screen that displays Exhibit 11 Pending Requests Screen Research Center Request Type Submitted By Submitted Date Status Commands REPLACE RO Ann Kelly AMENDMENT Ann Kelly 01 27 2009 02 02 2009 PENDING DECISION View PENDING DECISION View Delete Print Return Click one of the following links if available in the Commands column e View Click this link to view the request that has been submitted to DoS e Delete Click this link to delete the request that has been submitted to DoS e Print Click this link to print a copy of the selected request See Section 2 5 Print a Form DS 3
128. 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 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 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 Call
129. xhibit 21 the first alert is a reminder that the program has 3 months before its designation expires The other alert is for an EV Click the link to view the list of EVs See Volume II for details on processing the EV alerts Exhibit 21 Alerts for Leveleer School Leveleer School Program Number P 1 01071 Alerts for Leveleer School The following alerts d attention 3 months before end of program s designation length 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 Note Alerts for EVs and dependents are discussed in detail in Volume II of this manual Alert 3 Months Before End of Program s Designation Length See Section 2 4 1 5 Redesignation for details on the redesignation process Description This reminder displays 3 months before the end of a program s designation Action Required Complete the redesignation process in SEVIS and submit a signed and notarized copy of the request Form DS 3036 to DoS 62 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 Alert Description Action Required 6 Months Before End This reminder displays Complete the redesignation process in of Program s 6 months before the en
130. y 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 37 February 5 2010 User Manual for Exchange Visitor Program Sponsor Users RO ARO of SEVIS Version 6 2 Volume I Forms DS 3036 and DS 3037 2 4 1 1 4 SUBMIT THE AMENDMENT REQUEST The amendment process is similar to the initial designation process The RO or ARO must complete and submit an amendment to the program s original designation using SEVIS There is no fee for submitting an amendment request and only one amendment request can be submitted at a time The completed application must also be printed signed notarized and mailed with supporting documentation to the appropriate address See Section 1 1 Resources 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 signed and notarized application and the supporting documentation DoS will use SEVIS to view and process the amendment request the following outcomes are possible e Approved tThe submitter of the request will receive approval notification by email The additional categories will be added to the program e Request for Information Additional information is required for proces

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