Setting Up Patriot Act SEVIS Solution Visa Processing

This chapter discusses how to:

Set up Student and Exchange Visitor Information System (SEVIS) visa processing.
Set up F and M visas processing.
Set up J visas processing.
Set user defaults for visa processing.

Setting Up SEVIS Visa Processing

To set up general SEVIS visa processing, use the following components: SEVIS Setup (SEV_SETUP_TBL), Country Mapping (SEV_COUNTRY_MAP), Visa Mapping (SEV_VISA_MAP), Suffix Mapping (SEV_SUFFIX_MAP), SEVIS Event Types (SEV_EVENT_TYPE) and SEVIS File Errors (SEV_FILE_ERROR).

This section discusses how to:

Define your institution.
Map to SEVIS country data.
Map to SEVIS visa types.
Map to SEVIS name suffixes.
Map to SEVIS event types.
Define SEVIS file error messages.

Pages Used to Set Up SEVIS Visa Processing

Page Name	Object Name	Navigation	Usage
SEVIS Setup	SEV_SETUP_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, Common Definitions, SEVIS Setup	Specify details about your institution for student F and M visas or exchange visitor J visas.
Country Mapping	SEV_COUNTRY_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, Common Definitions, Country Mapping	Reference the PeopleSoft and SEVIS country information for student F and M visas or exchange visitor J visas.
Visa Mapping	SEV_VISA_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, Common Definitions, Visa Mapping	Set up the PeopleSoft and SEVIS visa type information for student F and M visas or exchange visitor J visas.
Suffix Mapping	SEV_SUFFIX_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, Common Definitions, Suffix Mapping	Set up the PeopleSoft and SEVIS name suffix information for student F and M visas or exchange visitor J visas
SEVIS Event Types	SEV_EVENT_TYPE	Set Up SACR, Product Related, Campus Community, SEVIS, Common Definitions, SEVIS Event Types	View event types and set form defaults for your institution for student F and M visas or exchange visitor J visas.
SEVIS File Error	SEV_FILE_ERROR	Set Up SACR, Product Related, Campus Community, SEVIS, Common Definitions, SEVIS Setup, SEVIS File Errors	Reference the Department of Homeland Security (DHS) file upload error messages for student F and M visas or exchange visitor J visas.

Defining Your Institution

Access the SEVIS Setup page.

Warning! You must define all careers used in SEVIS on the SEVIS Setup page and map at least one major academic plan type for each career. If you do not do this, you are unable to view the primary and secondary majors on the I-20 form for F and M visas or the subject field codes on the DS-2019 J visas form. Also, if you do not do this, the compare process extracts a blank value.

Address Type Map

US	Select the address in the United States to report to SEVIS.
Foreign	(F and M visas only) Select the address in the student’s country of citizenship to report to SEVIS.

Name Type Map

Passport Name

Select the name type to report to SEVIS. This name appears on the I-20 or DS-2019 form.

Academic Institution

Institution

Select the institution for which you are setting up SEVIS information.

Academic Career

Academic Career	Select the career that is matched to your institution. You define the careers for your institution.
Minor Populated In	(F and M visas only.) Select either Acad Plan (academic plan) or Sub Plan. This value is used in selecting the minor to report to SEVIS.

Minor (for F and M visas only)

The SEVIS Alerts - F/M process uses the plan type and subplan type values to determine which plans to extract as minor.

Plan Type

If you enter Acad Plan in the Minor Populated In field, the Plan Type field appears and academic plans are available for selection.

You must enter one of these academic plan types:

Concentrntn (concentration)

Honors

Major

Minor

Prepratn (preparation)

ROTC (Reserve Officer Training Corps)

Specialztn (specialization)

Sub-Plan Type

If you enter Sub Plan in the Minor Populated In field, this Sub-Plan Type field appears and subplans are available for selection.

You must enter the type of subplan. Values are:

Conc (concentration)

Emphasis

Minor

Optio

Spec(specialization)

Track

Major (for F and M visas, and for J visas)

Academic Plan Type

For each academic career, select the academic plan type for the SEVIS Alerts process and the visa form logic to use.

For F and M visas, this is the I-20 logic to use to determine the primary and secondary majors. For J visas, this is the DS-2019 logic to use to determine the subject field code for student category exchange visitors.

Values are:

Concentrntn (concentration)

Honors

Major

Minor

Prepratn (preparation)

ROTC (Reserve Officer Training Corps)

Specialztn (specialization)

Mapping to SEVIS Country Data

Access the Country Mapping page.

Note. The DHS defines the SEVIS country values in the lookup tables section of the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document. The DHS may update the country codes from time to time. You must update or delete codes and descriptions to keep your system current with SEVIS.

Warning! The U.S. Minor Outlying Islands (UMIs) and Serbia and Montenegro (SCG) are not mapped to one DHS SEVIS country code. The PeopleSoft system uses International Standards Organization country codes, which do not include separate country codes for each island or country. SEVIS, however, uses country codes defined by the Federal Information Processing Standards (FIPS 10-4), National Imagery and Mapping Agency, which include separate codes for each island and country-- Baker Island (FQ), Holland Island (HQ), Jarvis Island (DQ), Johnston Island (JQ), Midway Island (MQ), Mavassa Island (BQ), Palmyra Island (LQ),Wake Island (WQ), Serbia (SR) and Montenegro (MW). Your institution must determine the SEVIS code to map for UMIs and SCG.

PS Country	Enter the country code used by the PeopleSoft system.
SEVIS Country	Enter the country code used by SEVIS for that country, as defined by Federal Information Processing Standards.

Mapping to SEVIS Visa Types

Access the Visa Mapping page.

Note. You must map each PeopleSoft visa type to a SEVIS visa type defined in the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document.

Country	Select the country to which the student is traveling. For SEVIS use, this is USA.
PS Visa Type(PeopleSoft visa type)	Enter the PeopleSoft visa type code.
SEVIS Visa Type	Enter the visa type code established by SEVIS.

Mapping to SEVIS Name Suffixes

Access the Suffix Mapping page.

Note. You must map each PeopleSoft name suffix to the SEVIS name suffixes that the DHS defines in the lookup tables section of the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document. The DHS may update the suffix codes from time to time. You must update or delete codes and descriptions to keep your system current with SEVIS.

PS Name Suffix (PeopleSoft name suffix)	Select a name suffix from the available options.
SEVIS Suffix	Enter the corresponding DHS SEVIS name suffix for the selected PeopleSoft name suffix.

Mapping to SEVIS Event Types

Access the SEVIS Event Types page.

Note. The DHS may update the events from time to time. You must update or delete codes and descriptions to keep your system current with SEVIS.

Event Type	Displays the PeopleSoft event type codes for the visa category (F/M visas or J visas) entered. The SEVIS Alerts process uses these codes. Warning! Do not change or delete event types. Doing so affects the alerts processing.
SEVIS Event Tag	Enter the DHS description of the event. You can modify event tags.
Allow Manual Addition	Select to enable manual addition of this event type on the SEVIS Alerts page. The delivered event types that allow manual addition are: Auth Drop Below Full Course Disciplinary Action Terminate Student (for F and M visa holders and EV matriculation) End Program Correct Infraction Terminate Exchange Visitor Validate Participant (for J visa holders) Designated school officials (DSOs) can make manual additions on the SEVIS Alerts page to submit certain data to SEVIS when student or exchange visitor updates are not detected as data changes in the PeopleSoft Enterprise Campus Solutions system.
Form Request Available	Select to indicate that a PDF form file (I-20 for F and M visas, or DS-2019 for J visas) can be requested for this event. PeopleSoft delivers the field populated based on the information in the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document.
Alerts Form Request Default	Select to set the New Form field on the SEVIS Alerts page to Yes for this event. PeopleSoft delivers this field populated based on the information in theInterface Control Document for the Student and Exchange Visitor Information System Batch Interface document, but you can modify it based on your institution’s preferences.

Defining SEVIS File Error Messages

Access the SEVIS File Errors page.

Note. You must enter into your PeopleSoft Enterprise Campus Solutions system, the SEVIS file error messages that the DHS defines in the Appendix B: SEVIS Batch Process Error Codes section of the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document. The DHS may update the error messages from time to time. You must update or delete codes and descriptions to keep your system current with SEVIS.

File Error

Enter the DHS error code.

Enter the error codes and their descriptions that are used on the PeopleSoft SEVIS Import Results pages.

If errors occur, SEVIS includes the file upload error code in the transaction log result files that it returns to you.

Description

Enter the DHS description of the error code.

Setting Up F and M Visas Processing

To set up F and M visas processing, use the following components: SEVIS School Code Table (SEV_SCHL_CD_TBL), Dept of State Post Code Table (SEV_DOS_TBL), Port of Entry Table (SEV_POE_TBL), Fee Code Table (SEV_FEE_TBL), I-20 Template (SEV_I20_TMPLT), and Visa/Level of Education Map (SEV_LVL_VSA_TBL).

This sections discusses how to do the following for student F and M visas:

Set up SEVIS school codes.
Define the institution for a school code.
Set up SEVIS school code security.
Set up U.S. Department of State postal codes.
Set up port of entry data.
Map SEVIS visa types to levels of education.
Set up SEVIS fee codes.
Create an I-20 form template.

Pages Used to Set Up F and M Visas Processing

Page Name	Object Name	Navigation	Usage
School Code Table	SEV_SCHL_CD_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, F/M Visa, School Code Table	Set up school and designated school officials information for F and M student visas.
School Code Institution Table	SEV_SCHL_CD2_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, F/M Visa, School Code Table, School Code Institution Table	Set up academic institution and academic career information for F and M student visas.
SEVIS School Code Security	SEV_SCHLCD_SCTY	Set Up SACR, Security, Secure Student Administration, User ID, SEVIS, School Code Security	Set F and M visas school code security access for a user.
Dept of State Post Code Table	SEV_DOS_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, F/M Visa, Dept of State Post Code Table	Reference the Department of State post code information for F and M student visas.
Port of Entry Table	SEV_POE_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, F/M Visa, Port of Entry Table	Reference the DHS port of entry information for F and M student visas.
Visa/Level of Education Map	SEV_LVL_VISA_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, F/M Visa, Visa/Level of Education Map	Determine the levels of education that are available for F and M classification students on the I-20 form. For example, the Flight Training level is only valid for M-1 students.
Fee Code Table	SEV_FEE_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, F/M Visa, Fee Code Table	Set up the fee code information to use with the I-20 template for student F and M visas.
I-20 Template	SEV_I20_TEMPLATE	Set Up SACR, Product Related, Campus Community, SEVIS, F/M Visa, I-20 Template	Set up default information to include in I-20 forms for student F and M visas.

Setting Up SEVIS School Codes

Access the School Code Table page.

Note. PeopleSoft stores up to the ninth digit of the U.S. postal code in SEVIS Master to enable you to store bulk mail codes on the Addresses page as part of the postal code without affecting SEVIS processing. The alerts process compares up to the ninth digit of the postal code on the addresses record against the postal code stored in SEVIS Master. If the postal code for a U.S. address is too short (1-4 digits or 6-8 digits) when you run the export and alerts processes, an error appears on the Alerts page saying that the postal code is invalid. If the postal code is too long (greater than 9 digits), the processes ignores everything after the ninth digit.

School Information

Use the school code assigned by SEVIS to access this page. Then enter information here to match the information that you record in the SEVIS RTI (Real Time Interface) for your school certification. The data that you enter is for internal purposes and appears in display-only mode on the I-20 form pages.

School Code Description	Enter the description for the school code entered.
Address 1, City, State	Enter the address for the school code entered.
School Official (name)	Enter the contact school official.
Title	Enter the title of the person named as school official.
Approval Date	Enter the date on which the institution’s certification was granted.

PDSO/DSO

ID	Enter the ID number of the primary designated school official (PDSO) or the DSO named. The available values include only IDs for the DSO or PDSO SEVIS user IDs that exist in the External System ID table.

Note. Each designated school official’s SEVIS user ID information must be set up in the External System ID table to populate the ID fields here. When setting up the SEVIS user ID information in the External System ID table, use DSO/PDSO SEVIS User ID as the external system type. Typically, you identify the primary and other DSOs when completing the I-17 certification process. Obtain the primary DSO and other DSO SEVIS user ID information from the DHS.

See Entering External System IDs.

Title

Enter the title of the primary designated school official or the designated officer named.

Primary DSO (primary designated school official)

Select to indicate that this is the primary designated school official.

You must select one person as the primary DSO to be able to save the information on this page.

Defining the Institution for a School Code

Access the School Code Institution Table page.

Warning! You must enter all institutions and careers affiliated with each school code. If you do not enter all of the institutions and careers affiliated with each school code, academic information is not reported to SEVIS.

Academic Institution

Academic Institution

Select each institution that is affiliated with the school code.

Academic Career

Career

Select each career that is affiliated with the institution and school code.

Setting Up SEVIS School Code Security

Access the School Code Security page.

The SEVIS school code secures many of the F and M visa pages in PeopleSoft's Maintain Foreign Nationals component.

SEVIS School Code	Select the SEVIS school codes to which this user should have access.
Access Code	The access code is set to Read/Write. You cannot change this.
All Access	Click to assign this ID access to all SEVIS school codes.

Setting Up U.S. Department of State Post Codes

Access the Dept of State Post Code Table page.

Note. The DHS defines the Dept of State (DoS) post code values in the lookup tables section of the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document. The DHS may update the DoS post codes from time to time. You must update or delete codes and descriptions to keep your system current with SEVIS.

DoS Post Code (Department of State post code)	Enter the post code established by the U.S. Department of State.
Description	Enter the full name of the consulate office or country.

Setting Up Port of Entry Data

Access the Port of Entry Table page.

Note. The DHS defines the port of entry values in the lookup tables section of the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document. The DHS may update the port of entry codes from time to time. You must update or delete codes and descriptions to keep your system current with SEVIS.

Port of Entry	Enter the port of entry code for a particular U.S. port of entry.
Description	Enter the full name of the U.S. port of entry.

Mapping SEVIS Visa Types to Levels of Education

Access the Visa/Level of Education Map page.

The mapping that you set up on this page affects the values available in the Level of Education field on the I-20 form.

Warning! Do not change or delete the level of education mapping. Doing so affects the I-20 processing.

Note. The DHS defines the valid mappings and lists them in the Student Education Level Codes section of the Lookup Tables for the Student and Exchange Visitor Information System Batch Interface document. The DHS may update the mappings from time to time. You must update or delete data to keep your system current with SEVIS.

SEVIS Visa Type	Select the appropriate SEVIS visa type based on the DHS lookup tables.
Level of Education	Select the values to allow for the indicated visa type classification.

Setting Up SEVIS Fee Codes

Access the Fee Code Table page.

Data on this page is used on the F and M visas I-20 Template page and provides default values for populating the I-20 Form page.

Note. To take full advantage of I-20 default value functionality, you might consider how fees and length of study vary by program and set different defaults for different programs.

SEVIS Fee Code	Enter the fee code for the program.
Description	Enter the full name of the fee code.
Tuition and fees, Living expenses, Expenses of dependents, and Other expenses	Enter amounts for each of these expenses.
Comments	Add comments to describe the other expenses, if any.
Months in an academic term	Enter the number of months in an academic term associated with these expenses.
Length of study	Enter the number of months for the program associated with these expenses.

Creating an I-20 Form Template

Access the I-20 Template page.

The I-20 template enables you to define general defaults and to specify exceptions for career and academic programs and plan levels. Values on the template serve as defaults for the School Estimates and the Designated School Official sections of the I-20 form.

The fee code values come from the Fee Code Table page. You must enter the appropriate values for the Level of Education and DSO fields.

Setting Up J Visas Processing

To set up J visas processing, use the following components: SEVIS Program Sponsor Table (SEV_PRG_SP_TBL), International Organizational Table (SEV_INT_ORG_TBL), Position Code Table (SEV_POS_CD_TBL), Site of Activity Table (SEV_SITE_ACT_TBL), US Government Agency Code (SEV_AGEN_CD_TBL), and J Visa Termination Reasons (SEV_EV_TERM_RSN).

For exchange visitor J visas, this section discusses how to:

Set up program sponsors.
Set up site of activity codes.
Define the default site of activity.
Set up program sponsor security.
Set up international organization codes.
Set up U.S. government agency codes.
Set up position codes.
Set up exchange visitor termination reasons.

Pages Used to Set Up J Visas Processing

Page Name	Object Name	Navigation	Usage
Program Sponsor Table	SEV_PRG_SP_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, J Visa, SEVIS Program Sponsor Table	Set up program sponsor and responsible officer information for exchange visitor J visas.
Site of Activity Table	SEV_SITE_ACT_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, J Visa, Site of Activity Table	Set up site of activity codes to use on the J visas DS-2019 form.
Program Sponsor Table 2	SEV_PRG_SP2_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, J Visa, SEVIS Program Sponsor Table, Program Sponsor Table 2	Set up academic institution and academic career information for exchange visitor J visas. Specify the default site of activity.
SEVIS Program Sponsor Security	SEV_PRG_SP_SCTY	Set Up SACR, Security, Secure Student Administration, User ID, SEVIS Pgm Sponsor Security	Set J visa program sponsor security access for an individual.
International Organizations	SEV_INT_ORG_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, J Visa, International Orgs Table	Reference the international organization information to use on the J visas DS-2019 form.
US Government Agency Codes	SEV_AGEN_CD_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, J Visa, US Government Agency Code Tbl	Reference the U.S. government agency information to use on the J visas DS-2019 form.
Position Code Table	SEV_POS_CD_TBL	Set Up SACR, Product Related, Campus Community, SEVIS, J Visa, Position Code Table	Reference the position codes to use on the J visas DS-2019 form.
J Visa Termination Reasons	SEV_EV_TERM_RSN	Set Up SACR, Product Related, Campus Community, SEVIS, J Visa, J Visa Termination Reasons	Set termination reasons to use for J visas termination exchange visitor events.

Setting Up Program Sponsors

Access the Program Sponsor Table page.

Program Sponsor Information

Enter the program number assigned by SEVIS to access this page. Then enter information to match the information that you record in the SEVIS RTI (Real Time Interface) for your program sponsor certification. The data that you enter is for internal purposes and appears in display-only mode on the DS-2019 form pages.

Sponsored by

Enter the name of the program sponsor.

Described as

Enter the description for the program sponsor.

Address Line 1, Address Line 2, City, State, and Postal Code

Enter the address for the program sponsor.

The system uses this address as the U.S. address of the exchange visitor for the Create EV event if the exchange visitor does not provide a U.S. address.

ARO/RO

ID	Enter the ID number of the responsible officer (RO) or the alternate responsible officer (ARO) named. The available values include only IDs for the RO or ARO SEVIS user IDs that exist in the External System ID table.

Note. Each designated RO’s SEVIS user ID information must be set up on the External System ID table to populate the ID fields here. When setting up the SEVIS user ID information on the External System ID table, use RO/ARO SEVIS User ID as the external system type. You typically identify your RO and AROs when completing the DS-3036 certification process. Obtain your RO and ARO SEVIS user ID information from the DHS.

See Entering External System IDs.

RO	Select to indicate that this person is the responsible officer. You must select one person as the RO to be able to save the information on this page.

Setting Up Site of Activity Codes

Access the Site of Activity Table page.

Enter information to identify the sponsor site of activity.

Note. The system displays only active site of activity rows in the prompt on the DS-2019 form and SEVIS Program Sponsor page.

Note. Do not change the Site of Activity description after it has been defined. SEVIS processes the Add Site of Activity and Delete Site of Activity events based on matching the site of activity descriptions.

Defining the Default Site of Activity

Access the Program Sponsor Table 2 page.

Warning! You must enter all institutions and careers affiliated with each program sponsor that accepts student category exchange visitors. If you do not enter all of the institutions and careers affiliated with each program sponsor, academic information is not reported to SEVIS for student category exchange visitors.

Site of Activity	Select the site of activity to use as the default value when adding a new DS-2019 form.
Academic Institution	Select each institution that is affiliated with the program sponsor.
Academic Career	Select each career that is affiliated with the institution and program sponsor.

Setting Up Program Sponsor Security

Access the SEVIS Program Sponsor Security page.

The SEVIS program sponsor code secures many of the J visa pages in the SEVIS component.

SEVIS Program Sponsor	Select each SEVIS program sponsor to which this user should have access.
Access Code	The access code is set to Read/Write. You cannot change this.
All Access	Click to assign this ID access to all SEVIS program sponsors.

Setting Up International Organization Codes

Access the International Organizations page.

Note. The DHS defines the U.S. government agency codes that are delivered in the Lookup Tables section of the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document. The DHS may update the international organization codes from time to time. You must update or delete codes and descriptions to keep your system current with SEVIS.

Organization Code	Enter the DHS code for the international organization that provides funding for exchange visitors.
Description	Enter the full name of the DHS international organization.

Setting Up U.S. Government Agency Codes

Access the US Government Agency Codes page.

Note. The DHS defines the agency codes that are delivered in the Lookup Tables section of the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document. The DHS may update the agency codes from time to time. You must update or delete codes and descriptions to keep your system current with SEVIS.

Agency Code	Enter the DHS code for the U.S. government agency that provides funding for exchange visitors.
Description	Enter the full name of the DHS U.S. government agency.

Setting Up Position Codes

Access the Position Code Table page.

Note. The DHS defines the position codes that are delivered in the Lookup Tables section of the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document. The DHS may update the position codes from time to time. You must update or delete codes and descriptions to keep your system current with SEVIS.

Position Code	Enter the DHS code for a position that exchange visitors may hold in their home country. This is reported on the DS-2019 form.
Description	Enter the full name of the DHS position.

Setting Up Exchange Visitor Termination Reasons

Access the J Visa Termination Reasons page.

Note. The DHS defines the termination reason codes that are delivered in the Lookup Tables section of the Interface Control Document for the Student and Exchange Visitor Information System Batch Interface document. The DHS may update these codes from time to time. You must update or delete codes and descriptions to keep your system current with SEVIS.

Termination Reason

Enter the DHS code for the exchange visitor termination reason.

The SEVIS Alerts - J process uses the termination reasons when populating a Terminate EV event.

Description

Enter the full name of the DHS exchange visitor termination reason.

Setting User Defaults for Visa Processing

To set user defaults for visa processing, use the User Defaults component (OPR_DEFAULT_CS).

This section discusses how to set up visa processing user defaults for an individual.

Page Used for Setting User Defaults Visa Processing

Page Name	Object Name	Navigation	Usage
User Defaults 4	OPR_DEF_TABLE_CS4	Set Up SACR, User Defaults, User Defaults 4	Set up user defaults for visa processing. Set up default school codes for F and M visa processing, and set up a default program sponsor for J visa processing.

Setting School Code or Program Sponsor User Defaults

Access the User Defaults 4 page.

Note. The Carry ID,Output Destination, andTranscript Type fields are not used for SEVIS.

SEVIS Default

The system uses the defaults that you set here to populate data in the SEVIS component. The default values that you set here can be overridden on any page in the system.

Although setting user defaults can save time, doing so is optional.

School Code	Enter the DHS SEVIS school code for this ID to use as the default value when processing F and M student visas.
Program Number	Enter the DHS SEVIS exchange visitor program sponsor number for this ID to use as the default value when processing exchange visitor J visas.