Exchanging Data with INS: Update on SEVIS and its Impact on Your Campus Murray G. Welsh, Director of the Office of International Services, The Johns Hopkins Medical Institutions Jennifer L. Kerilla, Assistant Director of the of the Office of International Services, The Johns Hopkins Medical Institutions Richard Caserta, LAN/WAN Architect, Information Technology at Johns Hopkins. (Thank you to Patty Croom and Jim Ellis for allowing us to adapt their presentation for use at this conference.)

Copyright Statement Copyright Richard Caserta, Jennifer Kerilla and Murray G. Welsh-Lofts, This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational purposes, provided that this copyright appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

Objectives What is SEVIS? SEVIS History How does SEVIS work? RTI vs. Batch Implementation Challenges How can Campus IT Professionals Help?

What is SEVIS? Student and Exchange Visitor Information System Data Exchange with Immigration and Naturalization Service (INS) Track non-immigrant students (F & M visas) and exchange visitors (J visas) Colleges, Universities, Exchange Programs, Vocational Schools, etc. Ports of Entry, Consulates and Embassies

SEVIS History 1979: Iranian Hostage Crisis 1993: first World Trade Center Bombing 1995: May -- INS internal review of student procedures 1996: Sept. -- Public law , the Illegal Immigration Reform and Immigrant Responsibility Act (IIRIRA) of 1996, enacted. 1996: Dec. -- CIPRIS task force vision concept approved by INS commissioner. CIPRIS Pilot 1997: June -- CIPRIS Pilot project began. 1998: Embassy bombings Tanzania/Kenya Operational Prototype 1999: Oct. – Pilot project ends, CIPRIS system continues with INS and school support as an Operational Prototype (Atlanta Hartsfield Airport and District Office, Texas Service Center, 21 educational institutions, and DOS headquarters) 2000: USS Cole Bombed. National CIPRIS system 2000: Summer/Fall -- National CIPRIS system developed based on lessons learned from pilot schools, stakeholders, and the requirements of IIRIRA.

SEVIS History – INS Site visits 2000: Dec. and Jan INS Site visits in Boston area for Beta Test. 2001: Jan. – Beta Test sites selected, deployment began. 2001: September 11- World Trade Center event. 2001: USA PATRIOT ACT/Enhanced Border Security Act. 2002: January/April - CIPRIS/ BETA ends, SEVIS deployed, Version : July 1 - SEVIS version : Sept DOS ISEAS interim parallel system. 2002: Nov All schools sponsoring F-1 students required to apply for acceptance into SEVIS on I-17A by this date in order to continue issuing I- 20s in SEVIS system post-Jan : Dec. 5 – All schools sponsoring J-1 students required to apply for acceptance into SEVIS on DS3036 by this date in order to continue issuing DS-2019s in SEVIS post-Jan : Dec DOS issues interim SEVIS J regulations 2003: January 30 - Use of SEVIS becomes mandatory for all schools. Only SEVIS I-20s/DS-2019s from this point onward may be issued.

How does SEVIS work? PUBLIC INTERNET Schools & Universities (Students – F/M/J Scholars - J) INS-HQ Ports Of Entry (POE) Department of Education (DoEd) DOS SEVIS Servers FIREWALLFIREWALL Consulates INS SEVIS System INS -DO & SC STUDENT/SCHOLARSTUDENT/SCHOLAR RTI School Server Batch protocol Slide adapted: source: INS/EDS INTL Server

What Information Is Collected? School data – certification including designated school officials and responsible officers. ALL I-20 and DS-2019 form data – includes demographic+school information. Accompanying Dependent data. Port of Entry and visa data for primary and dependents. Whether the student enrolls or fails to enroll. Change of name, academic discipline, change of degree program, etc. Academic suspensions, extensions, transfers, graduation.

What Information Is Collected? (con’t.) Disciplinary actions taken due to criminal conviction. Whether the student drops below a full course of study without authorization. Termination date and reason. Other benefits – employment, CPT, OPT, Academic Training, etc. Information on any student who fails to maintain status or fails to complete a program. Any other information as required by law.

SEVIS RTI – as of 01/14/2003 Interim added process 9/11/02 thru 01/30/03 Following production of I-20/DS-2019 DSO/RO enters data into State Dept online ISEAS System J program is currently available in SEVIS. Proposed regulations published December 12, 2002

SEVIS RTI Status and Issues SEVIS deployed as of July 1, 2002 – Schools to be enrolled in the system by January 30, 2003, in order to issue I-20’s and DS-2019s. SEVIS requires schools to become certified prior to use (estimated certification time possibly up to six months), fee as of 12/05/02 is $580 for F-1 certification with an mandatory site visit from INS every 2 years. At present, there is no fee for J-1 recertification and no site visits from DOS for J-1 programs are expected ROs and AROs must be registered in SEVIS to allow them to issue and sign DS-2019s. PDSOs and DSOs must be entered into the system to allow them to issue and sign I-20s. Separate logins must be created for both F and J programs. Data correction is problematic, changes in protocol (change of level now transfer process), functional reports needed, etc. SEVIS Help desk – lack of familiarity with J-1 program is worrisome – SEVIS is really still under development – long way to go. SEVIS Fee issue is still outstanding. How will new and continuing F- 1 students and J-1 Exchange Visitors be charged?

SEVIS Batch Considerations Appropriate for schools with several hundred international students/scholars Technology: PDF, XML, HTTPS transfer with digital certificates Options (in order of flexibility): In-house development Departmental vendor solutions ERP vendors

SEVIS Batch Considerations (con’t.) Current institutional systems Resources Functional requirements such as reviewing data before transmitting data Comfort level regarding how data is submitted to INS Do you want to interface with other campus offices? Hardware, software, security, scheduling, etc.

SEVIS Batch Status and Issues “Final” batch specifications were released in August 2002 but have been repeatedly updated, making it difficult for vendors to finalize programming. First round testing of F batch specifications was available September 23, 2002 and is currently working (or so we hear). J batch testing was forecasted to start November 15, 2002 but nothing has occurred as of January F Regulations became final on December 11, J Interim regulations were published on December 12, 2002.

SEVIS Implementation Challenges Processing Issues Technology Issues Implementation Issues Relationship Issues Coping with Change Political Issues

Challenges: Processing Issues New regulations Reporting frequency Event-driven reporting Shift in control of document issuance Correcting errors Coding schemes have changed Includes both international scholars and students

Challenges: Technology Issues SEVIS feeds data from multiple systems Leaps in automation Implementation timeframes Testing the system Batch challenges: XML Limited pilot testing INS first e-gov experience On-campus data feed issues Vendor software availability

Challenges: Implementation Issues Applying and receiving certification and recertification from INS/DOS. As of January 30, 2003 or date of certification (whichever comes first), schools may only issue SEVIS I-20s and/or SEVIS DS-2019s. Constant communication with international students, scholars and sponsoring agencies is critical. By August 1, 2003, all F, J, M international students and scholars must be entered into SEVIS; all non-SEVIS documents will be void.

Challenges: Relationship Issues Schools now have a “new” relationship with INS and DOS. International offices should forge partnerships with campus IT departments. Alliances should be developed campus-wide (Registrar, Human Resources, Admissions, English Language Programs, etc.).

Challenges: Coping with Change Immigration Changes Port of Entry processing Interim systems (DOS ISEAS) SSN processing for students SEVIS fee (issue pending) Reorganization at INS International Office Paradigm shift from advocate to regulator Changing regulations and procedures Need for systems expertise New alliances on campus

Challenges: Political Issues SEVIS deadlines and compliance tied to Homeland Security. Increased visibility with the press (expect media coverage). What does “implementation” really mean? What are the increased risks to your international student/scholar population, to your programs, to your institution?

How Can Campus IT Professionals Help? Work with international, admissions, registrar offices, etc. Assist with vendor selection and system planning. Assist with interfacing with SEVIS and interfacing with other campus systems. Assist in budgetary analysis in terms of building in-house systems or purchasing a third-party system. Participate on listservs related to SEVIS. Be proactive and ask questions!

Other Source of Information INS SEVIS: services/tempbenefits/sevp.htm Educause SEVIS page NAFSA: Association of International Educators - CIPRIS/SEVIS historical, resources:

WARNING: YOU HAVE NOW ENTERED SEVIS ….