Overview

This article explains how to create a SEVIS update record to be sent in the SEVIS batch, and associated actions you can take.

• Creating the SEVIS Update Record
• Record Matching for SEVIS Update Records
• SEVIS Address Doctor Override Reasons
• Correcting Data Verification Errors
• Additional Actions

Note: The screenshots below may not match the specific update action you are adding, but the process will be the same.

Creating the SEVIS Update Record

To get started, click the SEVIS Profile button at the top of any record. Or, search in the SEVIS Admin by name to locate the SEVIS Profile. Once in the SEVIS profile, click the New SEVIS Update Record button at the top of the user's SEVIS Profile.

You will be prompted to confirm that you wish to create a new SEVIS update record. Click OK.

Under the Actions dropdown menu, select the action you want to add: Create Student, CPT, or another appropriate choice. The action you are adding may not match the screenshots, but the process will be the same.

Record Matching for SEVIS Update Records 

SEVIS batch updates are logically matched to records for you to confirm prior to creating the batch update. When you create a new SEVIS update record, Terra Dotta gives you logical choices of Terra Dotta records to connect to the update.

• When you choose the SEVIS action, a selection window will display. ​In some ISSS KBs, steps to select an update record are clearly outlined for actions with less clear selections. 
• Select the record needed to update SEVIS.
  • The new record you have selected to process, such as an Add New Dependent record, will appear on the left.
  • The underlying record, such as the Academic Objective, will appear on the right.  
  • If either record is not in the correct status to process a batch event, you’ll see a clear visual notification that your SEVIS batch update cannot be created with the existing information.
  • Helpful text will guide your choice. If more than one record is eligible for the action, it will display in this window. 
• Click the button next to the record, then click Add.

SEVIS Address Doctor Override Reasons

• An additional dropdown menu may appear here to select the Address Doctor Override Reason if needed. This option will always display with the Record Matching window.
  • Select a reason that you need to override SEVIS Address Doctor by clicking on the drop-down menu. The reasons mirror the reasons that you may also select, as needed, in SEVIS:
    • ​Over-ride campus business address
    • Over-ride campus housing address
    • Over-ride campus mailing address
    • Over-ride new mailing address
    • Over-ride new physical address
    • Over-ride other
  • Enter Remarks for the Address Doctor override ONLY if the reason is Other.
• When you click Add, Terra Dotta will automatically verify that the information needed for the Action is in the record you selected.
• If all the required information is present in the record, a  icon will appear with the date.
• If your update record fails verification, a  button will appear with the date. (For information on reading and resolving errors that appear after a failed verification, refer to the KB article SEVIS Admin: SEVIS Update Record > Verification.

Correcting Data Verification Errors

• The verification failure reasons display with the Update Record when you prompt verification from the Pending Updates screen. Error codes are indexed to all relevant individual data fields. 
• From Pending Updates, you can also verify the event/s by clicking on the record and selecting Verify Marked Records from the Options dropdown menu.
• Clicking on the linked errors from Pending Updates will immediately take you to an editing screen to amend the data and re-verify it prior to batching for the following failed actions: Validation, Registration, Create Student and Create Exchange Visitor. On the editing page, you can add, update, or correct the erroring data. Edits made here will be saved to the relevant Terra Dotta data fields.
• Select whether you wish an I-20 to be returned for the action. 
• Note: some actions will always return a Form I-20 in the batch download regardless of the selection from the dropdown menu (for example, Create Student).

Additional Actions

• Internal comments: You can add and save internal comments about a SEVIS record update, viewable only by staff with P/DSO privileges. This is not a required step.
• ​​​​​​​Return SEVIS Form: If you have chosen to return a Form I-20 or DS2019 with this action, and/or you have entered internal comments, click Update.
• Update button: Only click the Update button if you have chosen to return a SEVIS form or entered internal comments. This update record was already created and added to the Pending Updates display in the SEVIS Admin when you clicked the Add button earlier. ​​​​​​​
• Reset Button: Clicking the Reset button will remove the SEVIS form request selection from the dropdown menu and delete the internal comments only. Clicking Reset will NOT delete the SEVIS update record.