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F and M Student Record Termination Reasons in SEVIS

February 1, 2016

This job aid is a quick-reference for termination reasons noted in SEVIS.

Student Termination Reasons Available in SEVIS to DSOs

ReasonUse when…
Absent from Country for Five MonthsBoth of the following statements are true:
  • The student is known to be outside the United States.
  • The student has been outside the United States for five months or longer.

Note: Do not use this reason for:

  • A leave of absence – use Authorized Early Withdrawal.
  • A student who fails to enroll after a break or vacation – use Failure to Enroll.
Authorized Drop Below Full Course Time ExceededBoth of the following statements are true:
  • A reduced course load (RCL) was approved by the DSO for the student for the previous session.
  • The student did not enroll for a full course of study when the approved RCL period ended.
Authorized Early WithdrawalThe following statement is true:
  • A request to withdraw from an academic program was approved for the student by a school official.

This reason is also used if:

  • The student will interrupt studies for the term.
  • The student cannot maintain enrollment at the school during the term.

Note:

  • Student must leave the United States within 15 days of the termination date.
  • Do not use this reason to terminate a student leaving the United States during a period of earned vacation. Instead, change the next session start date on the Registration page in SEVIS to reflect the next date the student is expected to enroll.
Change of Status ApprovedThe SEVIS record is in Active status and either of the following statements is true:
  • U.S. Citizenship and Immigration Services (USCIS) approved the student’s change of status out of F or M status.
  • The student left the United States and returned in a different immigration status. The student does not plan to travel again to return in F/M status.

Note: SEVIS will note this reason when it auto-terminates a record because the CLAIMS interface indicates USCIS approved the application.

Change of Status Denied

Students Changing to F or M Status: DSOs should not need to use this reason. Prospective F or M status students should not be registered in SEVIS until USCIS approves the change of status to F or M status. The student’s record should be in Initial status until the adjudication is made. 

Note: SEVIS will automatically terminate the nonimmigrant’s SEVIS record for the reason above when the CLAIMS interface indicates a denial of the change of status. If it does not, terminate the record, use the reason, and explain what happened.

Students Changing from F or M Status to another: The SEVIS record is in Active status and all of the following statements are true:

  • The student applied for change out of F or M status.
  • USCIS denied the application to change status.

Note: SEVIS will note this reason when it auto-terminates a record because the USCIS denial was received through CLAIMS.

Change of Status WithdrawnStudents Changing to F or M Status: DSOs should not need to use this reason. Prospective F or M status students should not be registered in SEVIS until USCIS approves the change of status to F or M status. The student’s record should be in Initial status until the adjudication is made.

Note: SEVIS will automatically terminate the nonimmigrant’s SEVIS record for the reason above when the CLAIMS interface indicates a withdrawal. If it does not, terminate the record, use this reason and explain what happened.

Students Changing out of F or M Status: The SEVIS record is in Active status and all of the following statements are true:

  • The student applied for change from F or M to another nonimmigrant status.
  • The application for the change of status was withdrawn by the student.

Note: SEVIS will note this reason when it auto-terminates a record because the USCIS withdrawal was received through CLAIMS.

DeathThe student died.

Note: Do not use this reason if anyone else in the student’s family died.

Denied TransferAll of the following statements are true:
  • The student is an M-1 student.
  • The student’s SEVIS record indicates a request to transfer.
  • The student filed Form I-539 with USCIS to transfer to new school.
  • USCIS denied the Form I-539 approval to transfer.
  • The program end-date at the old (transfer-out) school is in the past or the student began studying at the new (transfer-in) school.
  • The SEVIS record is in Active status.

Note: SEVIS will note this reason when it auto-terminates a record because the USCIS denial is received through the CLAIMS interface.

ExpulsionThe student was expelled from his or her current program of study.
Extension DeniedAll of the following statements are true:
  • The student is in M-1 status.
  • The student's SEVIS record indicates an extension request.
  • The student filed Form I-539 with USCIS for approval to extend the program of study.
  • USCIS denied the Form I-539 to extend the program of study.
  • The program end-date is in the past.
  • The SEVIS record is in Active status.

Note: SEVIS will note this reason when it auto-terminates a record because the USCIS denial is received through CLAIMS.

Failure to EnrollAll of the following statements are true:
  • The student is a continuing student.
  • The SEVIS record is in active status.
  • The student is not in a period of earned vacation.
  • The student fails to enroll in a full course of study the next session the student is expected.

Note: SEVIS will note this reason to terminate a student’s record if:

  • The DSO has not registered the student in SEVIS for the term, and
  • The date is 90 days after the Next Session Start Date.

Do not use this reason if a student cannot enroll because:

  • The student is suspended – use Suspension.
  • The student is expelled – use Expulsion.
  • The student requested an Authorized Withdrawal for that session - use Authorized Early Withdrawal
Failure to Report While on OPTThe following statements are true:
  • The student’s SEVIS record is Active.
  • The student is in a period of active 17-month OPT extension.
  • The student has not filed the validation report with the DSO (required at 6 and 12 months).
No Show – Manual TerminationAll of the following statements are true:
  • The student’s SEVIS record is in Initial status.
  • The student is not a Transfer student.
  • The SEVIS record shows the student entered the United States.
  • The student did not report to the school by the program start date.

Note: Do not use this reason if a student is a transfer student – use Transfer Student No Show.

Otherwise Failing to Maintain StatusBoth of the following statements are true:
  • The student has not maintained status.
  • None of the other terminations reasons applies.

Note: Clearly explain how the student failed to maintain status in the Remarks field on the Terminate Student page.

School WithdrawnDSOs should never use this reason. SEVIS notes this reason when it auto-terminates student records because a school loses SEVP certification and is withdrawn from SEVP.
SuspensionThe student is suspended from school and can no longer maintain a full course of study.
Transfer Student No ShowBoth of the following statements are true:
  • The student transferred from another school.
  • The student failed to report to the transfer-in school as required.

Note: SEVIS also notes this termination reason when it auto-terminates a record because:

  • The student was not registered in SEVIS.
  • The date is 60 days after the program start date.
Transfer WithdrawnAll of the following statements are true:
  • The student is an M-1 student.
  • The student filed Form I-539 with USCIS to transfer to a new school.
  • The student withdrew the transfer application with USCIS.
  • The program end-date is in the past.
  • The SEVIS record is in Active status.

Note: SEVIS will note this reason when it auto-terminates a record because the withdrawal is received from USCIS through CLAIMS.

Unauthorized Drop Below Full CourseBoth of the following statements are true:
  • The student is not currently enrolled in a full course load.
  • A reduced course load was not approved by the DSO in advance.
Unauthorized EmploymentBoth of the following statements are true:
  • The DSO has evidence the student is or was employed.
  • The DSO knows the student does or did not have work permission for all or part of that employment.
Unauthorized WithdrawalBoth of the following statements are true:
  • The student withdrew from school or stopped attending classes in the middle of a term.
  • The student did not get prior approval for the withdrawal.
Violation of Change of Status RequirementsBoth of the following statements are true:
  • USCIS approved a student’s change of status from B-1, B-2, or F-2 to F-1 or M-1 status.
  • The student began studies before the change of status was approved.

 

Dependent Termination Reasons Available in SEVIS to School Officials

ReasonUse when…
Child Over 21All of the following statements are true:
  • The dependent is a child of a student.
  • The dependent is 21 years old.
  • The SEVIS record is in Active status.

Note: DSOs should not need to use this reason. SEVIS should automatically terminate these records. If it does not, use this reason to terminate the record.

DeathThe dependent died.

Note: Do not use this reason if anyone else in the family died.

DivorceBoth of the following statements are true:
  • The dependent is the spouse of a student.
  • The student and the spouse are divorced.
OtherBoth of the following statements are true:
  • The dependent’s record must be terminated.
  • None of the other termination reasons applies.
Principal Status CompletedBoth of the following statements are true:
  • The student’s record is in Completed status.
  • The dependent record is in Active status.

Note: SEVIS automatically terminates dependent records when a DSO completes a student’s record.

Principal Status TerminatedBoth of the following statements are true:
  • The student’s record is in Terminated status.
  • The dependent’s record is in Active status.

Note: SEVIS terminates any dependent records when a DSO terminates a student’s record.

Status changed due to J-1 Change of StatusDSOs should NEVER use this reason.
Unauthorized EmploymentBoth of the following statements are true:
  • The DSO has reliable evidence the dependent is or was employed.
  • The DSO knows the dependent does not or did not have any form of work permission.

 

System-Only Termination Reasons

ReasonUse when…
Failure to Report While on OPT – System TerminationSEVIS notes this termination reason if the following apply:
  • The student is in a period of active 17-month OPT extension.
  • The SEVIS record was not updated to reflect the validation report.
  • The date is 32 days after the reporting deadline.
No Show – System TerminationSEVIS notes this termination reason if the following apply:
  • The student transferred from another school.
  • The student failed to report to the transfer-in school as required.
  • The date is 60 days past the program start date.
  • The record was not terminated in SEVIS.

 

Last Reviewed/Updated: 07/28/2016