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Guidance for SEVIS Schools: Transfers for F-1 Students Impacted by Hurricane Katrina

1. BACKGROUND

In response to the large numbers of F-1 students displaced by Hurricane Katrina, many schools accepted F-1 students from the impacted schools on a temporary basis. Schools did not have the ability to screen records and assess financial status for unconditional acceptance.

SEVP requested that schools accept transferred SEVIS records for these interim students in order to allow for better tracking of those students.

Now students need to make a decision about whether or not to return to their original school. Many students will also be impacted by the need to travel.

This SOI is designed to give schools guidance for these processes. These procedures do not apply to students who were not displaced by Hurricane Katrina.

1.1. Definition of Terms

These definitions apply only to this SOI.

Temporary transfer: A SEVIS records transfer granted to an F-1 student displaced by Hurricane Katrina. Many of these students have not been admitted by the school and are in a visitor or other temporary enrollment status.

Host School: The DHS approved school accepting temporary transfers

Original School: The school from the area adversely impact by Hurricane Katrina where the student was enrolled prior to the hurricane

2. GENERAL GUIDANCE FOR ALL TEMPORARY TRANSFER SEVIS RECORDS

2.1. Use the comment field.

Anytime you make changes to a temporary transfer record, explain in the comment section. Indicate the changes are for a Katrina impacted student. While you will not see the history of the remarks, the history is retained and can be accessed by SEVP.

2.2. Program end date concerns[Critical Issue]

In some cases, host schools put the end of the current term as the student’s program end date in SEVIS. In these cases, the host school should immediately extend the program end date to February 1, 2006 or later. When a SEVIS record transfer is made after the program end date, the system interprets this as a change of level.

When making the extension, note that this is an extension granted on a Katrina-impacted record.

It is very important to make these program extensions so that records do not complete prematurely and create the need for data fixes.

If you are a host school, it is best to transfer records of graduating students back to the school conferring the degree. The original school should extend the program end date for graduating students to the date on which the graduation determination* is made. If the student fails a course, this gives the DSO time to extend the program end date to the next term. This will allow the student to be able to return and complete the needed course.

*After grades are issued and the school has determined the student can graduate.

3. WHAT ARE THE CHOICES FOR STUDENTS WHO WERE GIVEN TEMPORARY TRANSFERS?

These students may:

  • Transfer back to their original school if the school will be operational for the spring term
  • Remain at the host school for an additional term in temporary status, if the host school permits
  • Apply for unconditional acceptance at the host school
  • Apply for a transfer to a third school

3.1. What is the process to transfer students back to their original school?

Coordinate with the DSO of the impacted school. Check the Web site of the impacted school and the list of impacted schools on our Web site for contact information.

Set the transfer release date to the date that best meets the needs of the student and the transfer-in school. See the section below on transfer release dates.

3.2. How long may a hurricane-impacted student remain at a school with a temporary transfer?

If the current school permits, a student may remain at that school as a temporary transfer until the end of the spring term. At that time an F-1 student who wishes to continue their education in the United States must do one of the following for the next term*:

  • Transfer back to their original school
  • Be unconditionally accepted by the current school
  • Transfer to a third school with unconditional acceptance

*The student may take a summer vacation before resuming classes

3.3. If a student has multiple transfers, how long may they remain in the United States without attending classes?

The 8 CFR 214.2(f) allows students to remain in the United States up to five months to complete a transfer. This provision is to allow for differing academic calendars. It is not to be used as a way to delay coursework while technically remaining in status. Students must begin classes at the next available term unless taking an authorized break or vacation during that term. Students who did not attend fall classes due to a pending transfer cannot request another transfer unless they are able to start classes within five months of their last attendance.

Students who cannot attend school for a second term should apply for an authorized withdrawal and depart the United States. These students are then eligible to apply to a DHS approved school as an initial student.

3.4. What is the process in SEVIS if the student applies to the current school and is accepted?

Update the student’s record with current financial information and indicate in the remarks that student has been unconditionally accepted. Make any changes needed in the student biographic and academic information.

4. TIMING OF TRANSFERS

4.1. Can SEVIS records be transferred back to the original school before the end of the fall term?

Yes. Students may continue to attend classes at the host school as concurrent study.

On the record’s release date, the original school is responsible for the student and maintaining and updating student records to include address changes. Indicate in the remarks:

  • The transfer is Katrina-related
  • The student will continue to attend the host school until the end of the term as a concurrent student

To minimize changes to the SEVIS record, the original school should use the start and end dates of the next term.

4.2. Can SEVIS records be transferred back to the original school effective for the next term without causing problems if the student travels out of the United States over the winter break?

Yes. However, the host school should extend the program end date as described above. The host school can then issue the Form I-20 for travel. Be sure to indicate in the remarks that this is a Katrina impacted student who is reentering to resume attendance at their original school.

5. IMPACT OF TRANSFER ON EMPLOYMENT AND PRACTICAL TRAINING

5.1. Can a student who has their record transferred back to their original school continue on-campus employment at the host campus while taking concurrent classes?

Usually when a student transfers, authorization for on-campus employments ends on the transfer release date. However, in these cases, the student will remain at the transfer-out school on concurrent study. Therefore, on campus employment can continue with the approval of both the transfer-in and the transfer-out DSO’s.

5.2. Can a graduate student who is involved in research or other curricular practical training at the host school continue their CPT at the host school even if their record is transferred back to their original school?

Yes. The DSO at the original school should reauthorize the CPT and note it in the student’s SEVIS record.

5.3. Which school (host or original) should recommend OPT for students graduating at the end of the fall term?

The school that is conferring the degree should be the one to recommend OPT. This will generally be the original school. Therefore, the host school should extend the program end date and transfer the record back to the original school. The DSO from the original school will make the determination whether or not to recommend OPT. The student can continue to attend classes concurrently at the host school.

Students will follow the usual procedures for filing a Form I-765 for OPT given in the instructions on the form.

6. TRAVEL AND VISA RENEWAL

There should be minimal issues with travel and reentry if host schools extend the program end dates for impacted students.

6.1. Which school should issue the Form I-20 for travel if students or their dependents plan to travel outside the United States during the winter break?

The school that has the active record on the date that the travel Form I-20 is signed should issue the travel Form I-20.

If there is a transfer pending, the student may travel on a Form I-20 from the host school to return to the original school. The remarks should show that student is one that has been impacted by Hurricane Katrina.

If the student transfers before traveling, the original school should issue the Form I-20 for travel. Students or dependents planning to renew their visas will need an original Form I-20. While original Forms I-20 are preferred, CBP will accept a faxed Form I-20 for the period from December 20, 2005 to February 1, 2006. The remarks on the Form I-20 must clearly indicate that this is a student impacted by Hurricane Katrina who will be reentering to attend a Katrina impacted school.

7. TRAVEL BY STUDENTS AT KATRINA IMPACTED SCHOOLS WHO ARE NOT CURRENTLY IN THE UNITED STATES

7.1. If the student or a dependent needs to renew his or her F visa, can the U.S. Consulate issue a visa if there is a pending transfer or recently completed transfer?

Yes. However, the State Department prefers that the student apply for a visa from the school the student will be attending. This will give accurate program end dates and programs of study. When a student is applying for a visa renewal they must present an original Form I-20, not a copy or a fax.

If the transfer cannot be made prior to the visa application, the Form I-20 should indicate the student was impacted by Hurricane Katrina. The student’s original school needs to supply a letter explaining that the student transferred because the school was closed by the hurricane and is now transferring back to continue studies interrupted by the hurricane.

The usual documentation is also required to include financial statements.

7.2. What documentation is required for a continuing student from a Katrina-impacted school who has been out of the United States for less than five months?

The student will need an updated Form I-20 and the usual travel documentation. See the Travel SOI for details.

7.3. Can a continuing student who has been out of the United States for more than five months because of Hurricane Katrina return on the current record rather than a new SEVIS record?

Yes, if the student’s record remains active in SEVIS. The student will need a newly printed Form I-20 for travel and must reenter no later than February 1, 2006.

If the student’s record has terminated, issue the student a new initial Form I-20. In these circumstances, an additional SEVIS I-901 fee will not be required for students who:

  • Have already paid a SEVIS I-901 fee
  • Are reentering no later than February 1, 2006

Students will need to request to have the SEVIS I-901 fee payment information transferred from the old record to the new. The fee transfer can be requested by e-mail to fmjfee.SEVIS@DHS.gov. In the e-mail, request a fee transfer. Include the previous SEVIS ID number and the new SEVIS ID number.

Students who did not pay a SEVIS because they were issued an initial Form I-20 prior to September 1, 2004, will need to pay the SEVIS I-901 fee.

7.4. Can an initial student who deferred entry (did not enter the United States) now enter to attend a Katrina impacted school?

Yes. If the school deferred the program start date on the student’s SEVIS record, the DSO will need to send the student an updated Form I-20. If the program start date was not amended and the original SEVIS records cancelled, the DSO needs to create an new SEVIS record and initial Form I-20. The student will not need a new visa because he or she is entering to attend the school indicated on their visa.

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