Summer 2018 SEVP InFocus Webinar Aug. 16, 2018 Webinar

Student and Exchange Visitor ProgramStrategic Communications TeamSummer 2018 SEVP InFocus Webinar—Script Sam, I want to bring you into the conversation as we transition into our next section, whichprovides an update on SEVP initiatives and topics that we touched on in past webinars. Wecovered the SEVP Portal—a new tool for F-1 students on post-completion OPT and M-1students engaged in practical training to use to update their biographic and, in some cases,employment information—during our InFocus Webinar earlier this year, but would you beable to provide some updates and reminders for folks?Slide 12: SEVP Portal—Tips and Reminders for DSOsSAM: Of course. The next few slides are going to touch on hot topics related to the SEVP Portal.Our first slide, which you can see on your screen, includes some helpful tips and remindersfor DSOs to pass on to their students about the portal account creation process. As a DSO,we encourage you to remind your students that:o The portal account creation link can only be used once; ando Students must enter their current SEVIS ID number, which is located on the left-handcorner of the Form I-20, to create an account. Even though your students may already have a portal account, we want to provide thesereminders since more students will create accounts moving forward. Most importantly, I want to direct your attention to the side bar on the screen thatcontains information about new resources related to the SEVP Portal. We recentlydeveloped two documents about the portal—one that addresses top questions fromstudents and one that addresses top questions from DSOs—covering things from theaccount creation process to Batch timing. We used stakeholder questions from our Special Report Webinar on the SEVP Portal andthe field to develop these two resources and address many of the questions that fieldrepresentatives, like myself, and the SRC receive on a daily basis. I strongly encouragethose watching to take a look at these documents after the webinar, if you haven’t already.LAUREN: And, just to jump in here, Sam, with a quick question, where can folks access theseresources?SAM: We’ve included direct links to both resources in your hyperlink appendix, but you can alsoaccess them from Study in the States.6

Student and Exchange Visitor ProgramStrategic Communications TeamSummer 2018 SEVP InFocus Webinar—ScriptLAUREN: And, for those watching, that page is accessible from the Study in the States StakeholderWebinars page, which is where you might’ve gone to access today’s webinar. But, asalways, I want to quickly plug our hyperlink appendix, since this provides links to all thewebpages mentioned during the webinar. If you haven’t had the opportunity to downloadit yet, I strongly encourage you to do so—it’s located in the Webinar Resources pod on yourscreen.SLIDE 13: Frequently Asked Question—Account Creation Email TimingLAUREN: Keeping on the subject of frequently asked questions about the SEVP Portal, I want toquickly pause to address one of those top questions that we’ve received from stakeholders.This question looks at the timing of when students can expect to receive an email to set uptheir portal account. So, Sam, when exactly can students expect to receive this email?SAM: Let’s start with taking a step back and briefly covering the process for how the portalreceives a student’s information from SEVIS. SEVIS sends a student’s OPT or practical training information to the portal, if all thefollowing conditions are true:o The student’s OPT or practical training request is approved.o The student’s OPT or practical training start date is not in the future.o The student’s email address is in SEVIS. If a student meets these conditions, SEVIS will send their information to the portal, whichresults in the account creation email being sent to the student. Students will receive anemail from Do-Not-Reply.SEVIS@ice.dhs.gov, which is on the previous slide. Werecommend that they add this email address to their safe sender list.LAUREN: Thanks, Sam. And, if you want to read the answer to that question or refer to it in thefuture, you can find it in our question and answer documents on the portal. And, as I justmentioned, you can access these documents in your hyperlink appendix.7

Student and Exchange Visitor ProgramStrategic Communications TeamSummer 2018 SEVP InFocus Webinar—ScriptSLIDE 14: Troubleshooting the SEVP PortalLAUREN: Alright, let’s move on to our next slide, which looks at how students and DSOs cantroubleshoot issues they may encounter with maintaining their portal account. Sam, you’vecovered the portal thus far, would you like to explain how folks can resolve issues theyencounter?SAM: Sure thing, Lauren. The graphic on this slide illustrates how students can troubleshootcommon issues they may encounter with their SEVP Portal account. To quickly summarize:students can resolve certain issues themselves, such as resetting their own password.However, students need to contact their DSO if they:o Lock their account;o Check their inbox and junk mail folder, and haven’t received an SEVP Portal email; oro Cannot enter or save data in the portal. As always, I want to emphasize that it’s important for students and DSOs to remember thereporting time limits outlined in our federal regulation. Failure to keep a student’s recordup to date may have negative consequences on the student’s nonimmigrant status in thefuture, but we’ll get more into this topic later in the webinar. Finally, if a student has a problem entering or saving data in the portal, or encounters anyother sort of technical problem, they may need to contact SRC, who can assist.LAUREN: And, for those of you who may be first-time viewers or unfamiliar with our webinars, SRC’scontact information is located both at the end of today’s presentation and in your hyperlinkappendix.SLIDE 15: Frequently Asked Question—Troubleshooting the SEVP PortalLAUREN: Okay, before we move on, I want to pose another frequently asked question that builds onthe information you just mentioned, Sam. We’ve received questions from DSOs about whatexactly they need to do to reset a student’s portal account. Would you be able to explainthis process?8

Student and Exchange Visitor ProgramStrategic Communications TeamSummer 2018 SEVP InFocus Webinar—ScriptSAM: Let’s first start by covering situations where a student may become locked out of their SEVPPortal account. The portal will automatically lock a student’s account if:o The student does not log in to the portal for 90 days, oro After three failed login attempts. If a student is locked out of their account, the portal will email the student and advise themto contact their DSO. Once a student contacts you about unlocking their account, you, asthe DSO, will need to:o Navigate to the Student Information page in SEVIS;o Click the “Reset Portal Account” link under the Actions menu on the left side of thepage. A “Reset Portal Account” modal will then appear; and, finally,o Click “Submit” to send the request to unlock the student’s account.LAUREN: Thanks, Sam. And DSOs can view a step-by-step overview of how to unlock a student’sportal account in the SEVIS Help Hub, which is a great resource for DSOs to learn aboutportal functions in SEVIS, as well as a variety of other SEVIS functions to assist withmanaging student and school records. In the SEVIS Help Hub, we provide detailedinstructions and screenshots to walk stakeholders through unlocking a student’s portalaccount or performing other SEVIS functions, like submitting a Form I-17 update.SLIDE 16: Frequently Asked Question—Troubleshooting the SEVP PortalLAUREN: But, I don’t want to get too far off topic since we’ll cover the school certification processeslater in this presentation. Sticking on the subject of unlocking a student’s portal account:Sam, some DSOs are wondering why they can no longer see the “Reset Portal Account” linkthat you just mentioned on the Student Information page in SEVIS—where is it?SAM: That’s a good question! The “Reset Portal Account” link will not show in SEVIS unless astudent’s account is actually locked. So, consider it a good thing if you don’t see that link—it means that all of your students have an active portal account.9

Student and Exchange Visitor ProgramStrategic Communications TeamSummer 2018 SEVP InFocus Webinar—ScriptLAUREN: Thanks for that information, Sam. And I just want to stress again that by “all of yourstudents,” we mean those students that are eligible to have an SEVP Portal account. Thisincludes students currently engaged in post-completion OPT, STEM OPT, or M-1 studentsengaged in practical training.Slide 17: Frequently Asked Question—Troubleshooting the SEVP PortalLAUREN: I know we’ve covered a lot of frequently asked questions related to troubleshooting theportal, but I want to round us out with one final question about the timing of dataexchange between the portal and SEVIS. Sam, would you be able to explain this to thosewatching?SAM: Sure, Lauren. I get this exact question from a lot of DSOs, so I’m happy to explain. The SEVPPortal and SEVIS regularly share data:o Data entered into the portal is immediately sent to SEVIS to update the student’srecord, allowing DSOs to view real-time information in the student’s record.o Conversely, SEVIS only sends information to the SEVP Portal once per day, shortlyafter 1 p.m. Eastern Time. So, any updates made by DSOs to a student’s SEVIS recordwill take about 24 hours to show up in the portal.LAUREN: And, let me interject with a second question to add another level to this discussion. Howdoes this timing affect Batch users?SAM: SEVIS processes Batch overnight, starting around midnight. SEVP is considering sendingSEVIS data to the portal immediately after Batch runs, in addition to sending datamid-afternoon. I want to stress that SEVP will communicate any changes to the currentprocess through Broadcast Messages and Study in the States.LAUREN: Thanks, Sam. With those questions out of the way, I want to give another plug for DSOs totake a look at our two resources—Top Questions from Students and Top Questions from10

Student and Exchange Visitor ProgramStrategic Communications TeamSummer 2018 SEVP InFocus Webinar—ScriptDSOs about the SEVP Portal—on Study in the States. These two documents are great tohave on-hand if you have any questions about the portal.SLIDE 18: SEVP Portal Functions in SEVISLAUREN: But, before we wrap up with the portal, let’s briefly cover tools for DSOs in SEVIS to assistthose students with a portal account, since we started to discuss this as part of our lastfrequently asked question. Sam, I’ll let you close us out on this topic.SAM: I’m sure many folks are familiar with the graphic on this slide, which depicts the varioustools in SEVIS for DSOs to assist students with their portal accounts. As I explained, DSOscan use the Student Information page to reset a student’s portal account, and the EventHistory page to view before and after values for data changed by students in the portal. I want to quickly focus on the downloadable report, since we receive a lot of questionsabout where DSOs can view a list of information changed by students. In fact, we includedthis question in the top questions document that’s been mentioned throughout thissection. The downloadable report allows DSOs to view information changed by students,and it is accessible in .csv or Excel format. We’ve provided additional tips to assist withnavigating the downloadable report in the SEVIS Help Hub.SLIDE 19: Reminders for School Officials—Volunteer Opportunities and OPTLAUREN: Thanks for covering that information, Sam. We’ll give you a brief break and let Marissaspeak to a few other reminders and hot topics for stakeholders. Speaking of hot topics,Marissa, we received some questions related to a Broadcast Message distributed earlierthis year to international students that provided reminders about volunteer positions andOPT. Would you be able to cover this?MARISSA: Of course. As you mentioned, earlier this year SEVP sent a Broadcast Message to studentsabout reporting volunteering positions while on OPT. We’ve provided some key pointsnoted in this Broadcast Message on the slide. Most importantly: students and DSOs should be aware that volunteer positions that are notdirectly related to a student’s course of study cannot qualify as OPT, and students should11

Student and Exchange Visitor ProgramStrategic Communications TeamSummer 2018 SEVP InFocus Webinar—Scriptnot list these volunteer positions as employment in the SEVP Portal. Doing so will bedeemed a violation of the student’s reporting requirements, so DSOs: it’s important tocommunicate this information to your students so they don’t unintentionally jeopardizetheir nonimmigrant student status.LAUREN: Thanks, Marissa. And, this is a good opportunity to remind DSOs that SEVP maintains anarchive of Broadcast Messages on our webpage at ICE.gov/SEVP—we post each BroadcastMessage distributed to DSOs or students on tab on the “What’s New” page. However, ifyou want to quickly reference the Broadcast Message we just mentioned, you can find adirect link in your hyperlink appendix.SLIDE 20: Reminders for School Officials—Updating a Locked Form I-17LAUREN: Alright, let’s change gears and focus on a few items related to another hot topic: schoolcertification processes. This next slide explains how DSOs can submit changes to a lockedForm I-17, which we know is of interest to many stakeholders. If you tuned into our recentSEVP Ask the Experts Webinar, which took a look at record keeping and reportingrequirements for students and schools, you’ll know that DSOs are still expected to submitchanges to their school’s information within 21 days, even if their Form I-17 is locked forupdates or recertification. Marissa, since you’re well versed in school certification processes, can you go into detailabout how DSOs can submit these changes to SEVP?MARISSA: Sure. I’ll start by echoing what you just said, and what’s mentioned on this slide: schoolswith a locked Form I-17 must continue to report changes to SEVP within those 21 days asrequired by federal regulation. And, for those watching who may not be familiar with theconcept of a locked Form I-17, this means that your school is currently pendingadjudication of an update or recertification, and the PDSO cannot submit updates throughSEVIS. Depending on whether you’re submitting a PDSO or DSO update versus another materialchange, there are different email addresses that you should use. Schools should only usethe Form I-17 Supporting Evidence email address for PDSO or DSO changes. All othermaterial changes must be sent to SEVP@ice.dhs.gov.12

Student and Exchange Visitor ProgramStrategic Communications TeamSummer 2018 SEVP InFocus Webinar—ScriptLAUREN: And, DSOs are required to provide all required evidence for the change they’re submittingwhen they email SEVP, correct?MARISSA: Correct. DSOs must provide all required evidence when they submit a change to us. Ifyou’re emailing an update because your Form I-17 is locked, you need to attach all requiredevidence with that email. It’s the same requirement as when you’re submitting an updateor filing for recertification regularly through SEVIS: you need to upload all evidence withthat change before you submit it for adjudication.LAUREN: Thanks, Marissa. And, before we move on, I want to ask one question that came up duringour SEVP Ask the Experts Webinar. Emailing that change to SEVP fulfills a school’s legalreporting requirement, correct?MARISSA: Yes, as one of our school certification adjudicators mentioned during that webinar,emailing a change to SEVP when your Form I-17 is locked does fulfill your legal reportingrequirement. And I want to reiterate that DSOs need to report changes to their school’sForm I-17 to us even if it is locked to ensure that your school stays in compliance withfederal reporting requirements.LAUREN: That’s all great information. And, I want to quickly give another plug for our recent SEVPAsk the Experts Webinar. If you have any questions related to school and student recordsor reporting, this webinar is a great resource. I strongly encourage you to review thewebinar recording and share it with your colleagues that may have missed the live webinar,especially those that may be new to the field.MARISSA: And, I want to chime in here, Lauren. We actually extended that webinar to an hour and ahalf to include more time for your questions, and we received a lot of great questionsabout record keeping and reporting during that question and answer session. So, for folks that may be new to the field: if you have any questions about record keepingor reporting, I strongly suggest checking out this webinar recording, script and other13

Student and Exchange Visitor ProgramStrategic Communications TeamSummer 2018 SEVP InFocus Webinar—Scriptresources first to see if we addressed your question. We addressed a lot of great questionsduring the 45-minute Q&A session, covering a wide variety of topics, such as, “Is my schoolrequired to keep records of students that we admit, but do not attend the school?”LAUREN: Thanks, Marissa. And, if you haven’t guessed it already, there’s a link to that webinar inyour hyperlink appendix!Slide 21: Ask the Audience—Updating a Locked Form I-17LAUREN: Alright, so I want to pause for a quick poll question. We want to know if you werepreviously aware of how to submit changes to a locked Form I-17 prior to today’s webinar. I’ll give you all a moment to respond. As always, if you want to provide additionalinformation, please do so through that comment box at the bottom of your screen.MARISSA: And, while folks are responding, I want to briefly highlight that you can visit Study in theStates for additional information about managing the Form I-17, and how to submitupdates to SEVP. We recently published a blog post, “Questions from DSOs: How do Isubmit a Form I-17 Update on a Locked Petition,” that addresses the information that I justcovered. I want to encourage everyone watching to visit Study in the States—it has a lot of greatinformation to assist with not only just managing the Form I-17, but the entire internationalstudent process. We’ve been using your questions to beef up our content on the site sothat it addresses many of your frequently asked questions.LAUREN: Thanks, Marissa. That was a great plug for Study in the States. We’ll speak more aboutsome of the newer resources on Study in the States later in today’s webinar. Looking at the responses, we are about 50/50 with folks knowing about how to submitupdates to a locked petition before today’s webinar. But, for those folks who didn’t know,it reinforces the importance of covering this material even though some folks may befamiliar with it.14

Student and Exchange Visitor ProgramStrategic Communications TeamSummer 2018 SEVP InFocus Webinar—ScriptSlide 22: Enhanced Resource—Evidence Guides and ChecklistsLAUREN: So, speaking of submitting updates to SEVP, we just mentioned that DSOs are expected tosubmit evidence at the time of submission—whether through SEVIS or by emailing SEVP, ifyour Form I-17 is locked. But, we didn’t touch on how DSOs can find that required evidencethey need to submit. Marissa, would you be able to explain where DSOs can go to figureout what supporting evidence they need to submit to SEVP?MARISSA: Of course. As we mentioned during our last InFocus Webinar, SEVP recently changed theorganization of our evidence guides on ICE.gov/SEVP. Instead of evidence guides, we nowprovide evidence checklists, which are organized depending on the action your schoolwants to take on the Form I-17 and your school type. These evidence checklists are located under the different tabs at ICE.gov/SEVIS/Schools. Ifyou’re filing a Form I-17 update, click on the Petition Updates tab, and dependent on yourschool’s accred

Summer 2018 SEVP InFocus Webinar—Script . 1 . Summer 2018 SEVP InFocus Webinar . Aug. 16, 2018 . Webinar Script . Slide 1: Pre-webinar Title Slide [Adobe Connect room opens approximately 15 minutes prior to webinar. Slide 1