Overview

This article outlines the steps to create an Academic Objective for an Exchange Visitor in the SEVIS Admin. The process is identical for all J records, whether a student or a scholar. Another way to compile this data is detailed in SEVIS Admin: Activities > Exchange Visitors > Add Exchange Visitor (J). However, this process will also create a Profile, so it may not fit every situation.

This article discusses the following topics:

• Step 1: Create Academic Objective (J) Record
  • Exchange Visitor-Initiated
  • Staff-initiated
• Step 2: Find Existing Academic Objective Record
• Step 3: Review and Complete SEVIS-Required Data
  • SEVIS-Mapped Profile Information
  • Profile Tab
  • Information Tab
  • Address Information Tab
  • SEVIS-Mapped Program Start and End Dates
  • SEVIS-Mapped Question Items
  • Academic Objective Questionnaires
    • Academic Objective Information (J) Questionnaire
    • Financial Information (J)
    • Site of Activity (J)
• Step 4: Create SEVIS Update Record

 

Step 1: Create Academic Objective (J) Record

Exchange Visitor-Initiated

An EV may initiate the Academic Objective J record. In order for them to do so, offices will need to create an EV-facing link for the Terra Dotta page, an external webpage, or even an email that the EV can click to access a request in Terra Dotta, such as Academic Objective.

Staff-initiated 

Alternatively, admins may add an  Academic Objective (J) record to an existing profile. Go to Records > New Record. Enter the name of the EV for whom you wish to create an Academic Objective. Select the Academic Objective program and term.  

 

 

Step 2: Find Existing Academic Objective Record 

1. Go to Record > Search
2. Enter the name of the EV whose Academic Objective you would like to create and send to SEVIS.

 

 

Step 3: Review and Complete SEVIS-Required Data

Admins must review and complete the SEVIS-required data prior to sending it to SEVIS.

SEVIS-Mapped Profile Information

SEVIS-mapped fields in the Terra Dotta Profile may be integrated with your system of record, such as Banner, for EV students. This means that if data in these fields is incorrect, it must be corrected in the system of record. The data will then be pulled into Terra Dotta from your system of record in the next regularly scheduled update.

This process may function differently for EV scholars if their data is maintained and updated in a different system of record.

New EV records require values for the following data fields, located in their Terra Dotta Profile.

Profile Tab

The following SEVIS-required biographical data used to create a SEVIS record is in the Terra Dotta Profile (Profile Tab), and includes:

• First Name
• Middle Name (text entered in this field will automatically concatenate with the First Name field and will be sent to SEVIS as Given Name)
• Last Name
• Email Address
• Date of Birth
• Gender (M or F; or Other for EVs)

If these fields are not integrated with your institution's system of record, you can edit them if you have administrative access to Maintenance > Edit User.

 

Information Tab

The following SEVIS-mapped data (required biographical and educational data) to create a SEVIS record is located in the Terra Dotta Profile (Information Tab), including:

• Suffix (Optional)
• Visa Type
• Field of Study
• Education Level
• City of Birth 
• Country of Birth
• Country of Citizenship
• Country of Permanent Residence
• Program ID

Address Information Tab

EV SEVIS records need not contain an address or phone number, U.S. or foreign, to be initially created. However, if this information is provided and available, it will display in the  Terra Dotta Profile ( Address Info Tab).

SEVIS-Mapped Program Start and End Dates

New EV SEVIS records must be assigned a program start date and a program end date. These dates will be sent to SEVIS as the program start and end dates and will display on Form DS-2019.

In Terra Dotta, these dates will be entered in the Start/End Dates tab of the Academic Objective (J) record, just as they are in the Academic Objective (F/M).

The program start date and end date on the Academic Objective (J) record must be entered before the record can be successfully batched.

Locate the Start/End Dates tab on the Academic Objective (J). Tab is highlighted in the image below.

To add or edit the program start and/or end dates:

1. Click the Start/End Dates tab on their Academic Objective (J) record.
2. If dates have not been entered, click the Add/Edit Date Record on the lower right of the Start/End Dates display.
3. If dates have been entered, click the edit pencilnext to the date record that you wish to edit. Do not create multiple rows of start and end dates if you are only editing the dates.
4. Click the Update button

SEVIS-Mapped Question Items

The Academic Objective(J) contains three questionnaires:  Academic Objective Information,  Financial Information, and Site of Activity Information. The Question items contained in these questionnaires are mapped to SEVIS update fields. 

You may configure your site to either:

• Allow EVs to complete SEVIS-mapped Question Items for their Academic Objective Information, Financial Information, and Site of Activity Information, OR
• Do not permit EVs to view or complete the SEVIS-mapped Question Items for the Academic Objective Information, Financial Information, and Site of Activity Information questionnaires. Only admins can complete these fields.

Depending on how your site is configured, admins should review, edit, or complete the required SEVIS-mapped Question Items in the Academic Objective (J) application:

Academic Objective Questionnaires

The Academic Objective(J) contains three questionnaires:  Academic Objective Information,  Financial Information, and Site of Activity Information.

Academic Objective Information (J) Questionnaire

This questionnaire contains the SEVIS-required data for the academic program that is not contained in Applicant Parameters.

There are five question items:

• Position: Select the EV's position in the home country from the drop-down menu. 
• Exchange Visitor Category: Select the EV's position while participating in your Exchange Visitor program from the drop-down menu. 
• Subject/Field of Study Description: Enter a short text description of the subject or field of study for the EV. This information is required by SEVIS and will display on Form DS-2019.
• Foreign degree level remarks: Required only for exchange visitors in the J-1 Student Intern category of your EV program; text describing the exchange visitor's level of study in their home institution abroad. Leave this field blank if the EV will not be a J-1 Student Intern.
• Foreign field of study remarks: Required only for exchange visitors in the J-1 Student Intern category of your EV program; enter text describing the exchange visitor's field of study in their home institution abroad. Leave this field blank if the EV will not be a J-1 Student Intern.

Financial Information (J)

This questionnaire contains the SEVIS-required data for financial information that is not contained in Applicant Parameters.

There are 19 question items:

• Received from U.S. Government: Select Yes or No; SEVIS-required
• Sponsor funding amount: Enter the amount of funding from the EV Program sponsor, i.e. school funding
• Other funding: U.S. government agency code (1): Select from the drop-down menu, as applicable
• Other funding: U.S. government agency name (1): Enter the name of the U.S. government agency, as applicable 
• Other funding: U.S. government agency amount (1): Enter the amount of funding from the U.S. government agency, as applicable  
• Other funding: U.S. government agency code (2): Select from the drop-down menu, as applicable
• Other funding: U.S. government agency name (2): Enter the name of the U.S. government agency, as applicable  
• Other funding: U.S. government agency amount (2): Enter the amount of funding from the U.S. government agency, as applicable  
• Other funding: International Org. code (1): Select from the drop-down menu, as applicable
• Other funding: International Org. name (1): Enter the name of the International Org., as applicable  
• Other funding: International Org. amount (1): Enter the amount of funding from the International Org., as applicable  
• Other funding: International Org. code (2): Select from the drop-down menu, as applicable
• Other funding: International Org. name (2): Enter the name of the International Org., as applicable  
• Other funding: International Org. amount (2): Enter the amount of funding from the International Org., as applicable  
• Funding from Home Country Government amount: Enter the amount of funding from the home country government, as applicable
• Funding from Bi-national Commission amount: Enter the amount of funding from the bi-national commission, as applicable
• Other funding organization name: Enter the name of any other funding organization, as applicable
• Other funding organization amount: Enter the amount of funding from the organization listed in #17, as applicable
• Personal funding: Enter the amount of personal funding the exchange visitor has verified

Site of Activity (J)

This questionnaire contains the SEVIS-required data for the Site of Activity that is not contained in Applicant Parameters.

There are five items required to create and batch an initial EV record:

• Site Name: Enter the name of the Site of Activity
• Primary site of activity: Select Yes or No
• Address Line 1: Enter the address for the Site of Activity: Address Line 1 should be the physical address.
• Address Line 2: May be the department or office name of the Site of Activity
• City: City of the Site of Activity
• State: State of the Site of Activity
• Zip Code: Zip code for the Site of Activity
• Remarks: Enter relevant Site of Activity remarks. 
• Site ID: Enter nothing. This field will receive the site ID assigned to it by SEVIS after the batch download. The site ID will ensure that corresponding edits and updates to the existing site or sites of activity are reflected on the correct record.
• New Site of Activity name: This field is to be used when reporting a new Site of Activity on an existing active SEVIS record. The admin will need to edit all accompanying Site of Activity fields to reflect the new Site of Activity information, then batch the Site of Activity update to SEVIS.

Again, another way to complete these questionnaires is detailed in SEVIS Admin: Activities > Exchange Visitors > Add Exchange Visitor (J). However, this process will also create a Profile, so it may not fit every situation. 

 

 

Step 4: Create SEVIS Update Record

When all fields are complete, you will create a SEVIS Update Record. For instructions on how to do this, see SEVIS Admin: Creating a SEVIS Update Record.