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Students/Exchange Visitors
Summary of P/DSO Reporting Requirements and Automatic SEVIS Functions
The following table summarizes SEVIS Alerts that will assist P/DSOs in cleaning up their student records before maintenance jobs are activated beginning on September 1, 2004. SEVP encourages P/DSOs to use this summary to assist in maintaining updated student records in SEVIS.
| Educational Institution Requirements | Identifying Applicable Records in SEVIS | Automatic SEVIS Functions |
|---|---|---|
| If an F-1 or M-1 student is transferring to your school, you need to access and update the draft transfer-in record, change that record to initial status as soon as possible, and then register the student in SEVIS at the proper time. | Draft records that have been transferred to your school appear on the Students in Transferred Status List, and can be identified as transfer-in records by the “In” Transfer Type. | Effective September 1, 2004, SEVIS will automatically terminate records that were transferred to your school and left in “draft” status (e.g., not changed to “initial status”) for 6 months from the release date (e.g., the date the record was transferred to your school). Termination reason: Transfer Student No Show |
| For all new F-1 or M-1 students with Initial status records that are expected to report to your school (e.g., initial students with arrival records), you are required to update SEVIS regarding whether or not they have in fact reported to your school. Within 30 days of the program start date, you must either register the student in SEVIS, indicating the student has reported to you, or terminate the record for a reason of “no-show”, indicating the student has not reported to your school. | Initial status records with recorded entry data (e.g., POE date in the travel information) for new students (neither transfer nor change of level) will appear on the Students in Initial Status with Port of Entry Records Alert in SEVIS. | Effective September 1, 2004,SEVIS will automatically terminate Initial status records issued for new students (neither transfer nor change of level) 60 days after the program start date if the record has recorded entry data (e.g., POE date in the travel information), and the record has not been made Active via registration. Termination reason: No-show – system termination |
| F-1 or M-1 students transferring in to your school or changing education levels should be expected to report to you, regardless of whether they have POE data on their records. Therefore, for all transfer-in and change of education level records, within 30 days of the program start date, you must either register the student, indicating the student has reported to your school, or terminate the record for a reason of “no-show” indicating the student has not reported to your school. | Initial status records for students who are transferring-in will appear on the Transfer-in Students Not Registered by Program Start Date Alert in SEVIS. Initial status records for students who are changing education level will appear on the Students in Initial Status with Port of Entry Records Alert if the student’s record has been updated with POE information in SEVIS. | Effective October 1, 2004, SEVIS will automatically terminate Initial status transfer-in records 60 days following the transfer-in program start date if the record was not made Active via registration. If you learn from the student that he or she has decided not to come to your school, you need to take appropriate action to avoid the record being automatically terminated in error. Note: This termination will occur regardless of whether there is POE data on the student’s record. Termination reason: Transfer Student No Show |
| All new F-1 or M-1 students who report to your school must be registered in SEVIS within 30 days of the program start date. If a new student with an Initial status record enrolls at your school, even if their record did not appear on the Alert for Students in Initial status with Port of Entry Records, you are required to register them in SEVIS. Failure to do so will result in erroneous record cancellation. | There is no SEVIS Alert associated with Initial status records for new students where no entry date is recorded. Rather, DSOs need to monitor the list of records in Initial status, and ensure that all students who have enrolled have been registered, even if those records did not appear on the Alert for Students in Initial Status with Port of Entry Records. | Effective October 1, 2004, SEVIS will automatically cancel Initial status records for new students (excluding those Initial status records issued for Transfer or Change of Education Level purposes) 60 days following the program start date if the record was not made Active via registration, and no arrival data is recorded. |
| You are required to report whether or not an F-1 or M-1 student continues to report to school for each term or session. This report is made each term or session by clicking the registration link, updating the session dates, and updating the US address of the student, if necessary. | Active records that have outdated session dates appear on the Active Students Requiring Registration Alert in SEVIS. This list will not include Active status records in the grace period or during post-completion OPT. | Effective November 1, 2004, SEVIS will automatically terminate Active status records 90 days after the Next Session Start date if the Next Session Start date is not updated via registration and the program end date has passed. This will not impact records in the grace period or in post-completion OPT. Termination reason: Failure to Enroll |
| Students changing status to F-1 or M 1 should be expected to report to their school, regardless of whether they have POE data on their records. Therefore, for all records showing change of status to F or M, within 30 days of the program start date, you must either register the student, indicating the student has reported to your school, or terminate the record for a reason of “no-show”, indicating the student has not reported to your school. If you learn from the student that he or she has decided not to come to your school, you will need to Cancel that student’s record. If you learn from the student that he or she will need to start at a later date or that the Change of Status is still pending as of the student’s anticipated start date, you will need to Defer Attendance on the record and enter the next earliest possible Program Start Date. | Any record with a pending Change of Status will appear on the Pending Change of Status Alert. | Effective November 1, 2004, SEVIS will automatically terminate Initial status records with a pending or approved Change of Status to F or M 60 days past their program start date if the record is not made Active via registration. Termination reason: No Show |
| All Active F-1 and M-1 SEVIS records should have accurate program end dates, identifying the date upon which studies will be completed. A school reports a student’s graduation or successful completion of the program by maintaining an accurate program end date. You must update this field prior to the program end date in order to grant an extension. However, the program end date field should NOT be updated to reflect post-completion OPT. Such OPT dates should generally begin and end after the program end date. | Active records nearing the existing program end date will appear on the Students Within 45 Days of Program End Date Alert in SEVIS. This Alert contains all such records, regardless of whether the record also contains a pending or approved OPT recommendation. These records will no longer appear on this list once the program end date has passed. | Effective since November 4, 2003, SEVIS automatically completes records once the student is expected to have departed the US or changed nonimmigrant status, as identified by the program end date. Record completion for F students occurs 60 days following the program end date or OPT end date, whichever is later. Record completion for M students occurs 30 days following the program end date OPT end date, whichever is later. |
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