This article outlines the steps to create and submit a SEVIS update to shorten an existing program for an Exchange Visitor SEVIS record through the SEVIS batch.

This action shortens the program end date on a SEVIS-Active record, and must be taken when the current end date is in the future. The Program Shorten update in Terra Dotta has no new associated application. The update will use the Academic Objective (J) to submit the SEVIS-required data to SEVIS. This information may be updated either by the Exchange Visitor (EV), if your site is configured to permit these actions, or you may update it manually.

The application that you must select to associate with the batch update record will be the Academic Objective (J). 

There may be postback data from the SEVIS batch download; the Academic Objective will either continue to display as SEVIS-Active, if the end date is in the future, or as Deactivated after the batch download has delivered its postback information if the end date has been shortened to a date in the past. An A/RO can easily verify that the Program Shorten action has been successfully SEVIS-processed by reviewing the completed batch updates in the SEVIS Profile.

Step 1: Edit Academic Objective (J) Record - Program End Date

Exchange Visitor-Initiated

An EV may initiate the Program Shorten request. In order for them to do so, offices would need to create an EV-facing link for the Terra Dotta page, an external webpage, or even an email with a link that the EV can click to access a request in Terra Dotta.

Staff-initiated 

Admins may create a Program Shorten request for an EV record by going to Records > Search, locating the Academic Objective of the EV, and clicking on it. Next, click on Start/End Dates > Edit Pencil to edit and shorten the Program End Date, then click Update.   

Step 2: Find Existing Academic Objective Record 

1. Go to Record > Search
2. Enter the name of the EV whose Academic Objective (J) you would like to edit to send the Program Shorten update to SEVIS.

Step 3: Review and Complete SEVIS-Required Data

Admins must review and complete the SEVIS-required data prior to sending the Program Shorten update to SEVIS.

Step 4: Create a SEVIS Update Record

After you have shortened the program end date in Terra Dotta, you will create a SEVIS Admin: Creating a SEVIS Update Record.

In the pending SEVIS Update, select Program: Shorten from the list of options. Select the appropriate Program Shorten Reason from the drop-down options and enter the SEVIS required remark directly below the Reason.  You are not required to enter a Remark in the second remarks section.

You may also wish to see SEVIS Admin: Assigning a SEVIS Update to a Batch.