This article explains the purpose and proper use of the SEVIS Name fields, when they should be used or edited, and by whom.
Purpose of SEVIS Name Fields
The SEVIS First and Last Name fields allow the admin to override the core name fields.
When To Use or Edit SEVIS Fields
The names that you enter in SEVIS Name fields should adhere to SEVIS rules: A-Z only, upper and lower case, and spaces. SEVIS permits no other type of data in the main name fields in SEVIS.
If the First Name or Last Name (or both) is incorrect or unacceptable to SEVIS and the admin is unable to edit the names in the student information system, the names that are entered in the SEVIS Name fields will override the names in the core name fields.
The SEVIS name fields cannot be "mix and match." Terra Dotta ISSS sends either all fields of the SEVIS name or all fields of the core name that was updated from the SIS refresh or, in rarer cases, entered manually. For example:
- If no values are present in the fields SEVIS First Name or SEVIS Last Name, Terra Dotta sends to SEVIS the values present in the First Name / Last Name Fields.
- If a value is present in the SEVIS First Name field only, then Terra Dotta sends to SEVIS the values present in the First Name / Last Name Fields without a notification. That is, if First Name = Kim K, Last Name = Hoang, and SEVIS First Name = Kim Khanh, then the name on the SEVIS record will be Kim K (Given Name) Hoang (Surname)
- If a value is present in the SEVIS Last Name field, then Terra Dotta overrides both names in the First Name field and Last Name field when sending the information to SEVIS. That is, if First Name = Hockey, Last Name = World, and SEVIS Last Name = Hockey World, then the name on the SEVIS record will be Hockey World (all Surname), and no value present in Given name.
- If values are present for the both SEVIS First Name and SEVIS Last Name, then Terra Dotta overrides both the First Name field and Last Name field. That is, if First Name = Ragnar, Last Name = Jones, SEVIS First Name = Jones, and SEVIS Last Name = Ragnar, then the name on the SEVIS record will be Jones (Given Name) and Ragnar (Surname).
Who Should Edit SEVIS Name Fields?
Only admins should edit the SEVIS Name fields. It is not recommended to permit students and scholars to edit this field. The data in this field will be sent to and recorded in SEVIS and will override the core name fields whose data originates from your student information system. Entering special characters in that field will create errors in SEVIS, resulting in rejected information and failed batch updates.
Location of SEVIS Name Fields
SEVIS Name data may be entered and edited in the SEVIS Profile.
SEVIS Name data may be entered in Profile Admin > Information.
SEVIS Name data can also be entered initially in Activities > Add Student, as shown below. However, it cannot be edited here. To edit SEVIS Name data, go to the SEVIS Profile or to the Admin Profile > Information as shown above.
Special thanks to two of our clients, Appalachian State and University of Wisconsin-Eau Claire, for this topic suggestion.