9.2 Add an Individual to the System (SEVIS)

Purpose: Use this document to add a Person/Record for SEVIS dependents in ctcLink.

Audience: College staff responsible for maintaining student SEVIS information.

College staff should first use Search/Match to determine if the Person/Record already exists in the system before proceeding with this process. See QRG: 9.2 Search for Records (Using Search/Match)

For SEVIS  purposes, a dependent is defined as a legal spouse or unmarried child under 21 years of age.

Add an Individual to the System (SEVIS)

Navigation: NavBar > Navigator > Campus Community > SEVIS > Personal Information > Add/Update a Person

  1. The Add/Update a Person search page displays.
  1. Select the Add a New Value tab.
    • ID field defaults to NEW when the Add a New Value tab is selected. The system will generate an ID once the information has been entered and save.
    • To update existing information, enter the person's  ID, National ID, Last Name, or First Name. Select Include History check box and press Search.
  2. Select Add button.

Note--First and last name fields cannot be blank in PeopleSoft. If a student has a single name, enter a hyphen [-] in the first name field and the student's single name in the last name field.

Add/Update a Person search page
  1. The Add/Update a Person page displays and defaults to the Biographical Details tab.

Use the Biographical Details page to enter an individual's First Name, Last Name, Date of Birth, Sex, etc....

  • The Legal Definition of Sex:

The Effective Date field in the Person Information section defines the date at which the information is valid. The field defaults to the current system date, but can be modified if needed. For this example, use the default date to reflect the date the person is active in the system.

Biographical Details tab
  1. Enter the person’s name according to SEVIS name standards utilizing Machine Readable Zone (MRZ) information:
    1. Prefix (if applicable - can be left blank)
    2. First name (required - if student does not have a first name, enter a hyphen “-“
    3. Middle name (if applicable) 
    4. Last name (required)
    5. Suffix (if applicable  can be left blank)
  2. Enter the person’s Date of Birth.
Enter Person Information
  1. Select the Birth Information link to access the Birth Information Detail page.
Select the birth info link
  1. The Birth Information Detail page displays.
  2. Select the person’s Birth Country by using the lookup tool.
  3. Enter the person’s birth city in the Birth Location field.
  4. Select student’s Birth State using the lookup tool, if known. This is not a required field for SEVIS.
  5. Select OK.
Select Sex
  1. Use the Effective Date field in the Biographical History section to enter the date from which the marital status and gender is valid in the system. 
  2. Marital Status--although it is identified with an asterisk, it is not a required field.
  3. Select the Sex drop-down list and choose the desired item from the drop-down menu as disclosed by the person: Female, Male, Not Exclusively Male or Female, Unknown.
SEX has a drop down list
  1. The Legal Definition of Sex:
Legal definition of Sex
  1. Enter the desired information into the National ID Type field, if known. If the information is not known or the person does not have a U.S. SSN or Tax Identification Number, leave this field blank. Once the page is saved, the National ID will default to XXX-XX-XXXX.
Enter National ID if Applicable

In the Contact Information section, enter the address information:

  • Address Type, such as Home and Permanent. The system displays Home as the default address type.

The default for the Effective Date field is the current system date. The effective date is the date when the address for the address type you selected is effective. This date is also the date when the status that you select is valid.

The Status field is set to either Active or Inactive. The default value is Active.

When you specify the country for the address, the system displays the address entry in the format required for that country.

Adresses section
  1. Select the appropriate Address Type from the drop-down. The available options for SEVIS are:
    • Permanent (required): Must be a foreign address outside the U.S.
    • Home (not required): The home address must be a U.S. address. If person does not currently have an address in the U.S. then do not add a Home address to their record.
  2. Effective Date defaults to today’s value but can be changed if needed.
  3. Status defaults to Active.
  4. Use the lookup tool to change Country to the country where student lives outside the U.S.
  5. Select the Edit Address link.
Edit address link
  1. The Edit Address page displays.
  2. Enter the foreign address as completely as possible in the fields. The Country and Address 1 fields are required. 
  3. Select OK.

PeopleSoft delivers foreign address formats to conform to the customary address format of the specified country. Below is a helpful crosswalk for staff to use when determining where to enter values in PeopleSoft foreign address fields.

Enter address then select OK
  1. The Biographical Details page will display. 
  2. The foreign address will now be listed under Addresses.
Image of Foreign address
  1. If the person also has a U.S. address, select the [+] plus sign to add an additional address. If the person does not have a U.S. address, skip to step 36. 
Adding a row by selecting the plus icon
  1. A second address row will appear and will default with the permanent address’s values
2 of 2 rows displays
  1. Change Address Type to home. 
  2. Use lookup tool and change Country to USA. 
  3. The foreign address will no longer appear. 
  4. Select the Edit Address link.
1.Use lookup tool and change Country to USA. 
  1.  The Edit Address page displays.
  2.  Enter the U.S. address as completely as possible in the fields. The Address 2, Address 3, and County fields are not required. 
  3.  Select OK.
    • The system validates the address by comparing it to the county, state, and city as defined on the Valid Address page. If your address does not contain a valid county, state, and city for the selected country you will receive an error.
    • If you are unable to save your address, confirm your address by checking the accuracy of your address . If you are still unable to save the address due to an error, press the Change Country link and select your country. This will allow you to bypass the error before choosing OK.  
    • Note: When searching for the country England, select GBR (United Kingdom) to open the address fields.  
1.The Addresses section will show the updated Home address.
  1. The Biographical Details page will display. 
  2. The Addresses section will show the updated Home address.
37.The Biographical Details page will display. 
  1. You will next enter phone and email information for this person. Phone and email are not required fields for SEVIS. If you do not have a phone and email for this person, leave these fields blank and skip to number 50.
39.You will next enter phone and email information for this person
  1. In the Phone section, select the desired Type from the drop-down menu. 
  2. Enter the phone number, excluding dashes.
  3. Enter the county code in the Country field.
  4. Enter the phone number’s extension in the Ext field, if applicable.
  5. To add additional phone number, select the Add button.
  6. Select the Preferred option next to the phone number to be reported to SEVIS.
46. In the Email section, select the desired Type from the drop-down menu.
  1. In the Email section, select the desired Type from the drop-down menu.
  2. Enter the desired information into the Email Address field. 
  3. To add additional email, select the Add button.
  4. Select the Preferred option next to the email to be reported to SEVIS.
46. In the Email section, select the desired Type from the drop-down menu.

Use the Visa/Permit Data link to enter the visa/permit data that has been disclosed by the individual.

Use the Citizenship link to enter the citizenship and/or passport data that has been disclosed by the individual.

•Use the Visa/Permit Data link to enter the visa/permit data
  1. Select the Visa/Permit Data link.
51.The Visa/Permit Data page displays.
  1. The Visa/Permit Data page displays.
  2. Enter sufficient data to align with college business process needs. The required fields are:
    • Country: Use lookup tool to select USA
    • Type: Use lookup tool to select visa type applicable to SEVIS process:
      • Options for Dependents are: F2, J2, M2 
    • Effective Date defaults to today’s date but can be changed as needed
    • Status defaults to “Applied” but can be changed as needed
    • Status Date defaults to today’s date but can be changed as needed
    • Duration Type defaults to today’s date but can be changed as needed
  3. Select OK.
Visa information has been entered
  1. The Biographical Details page will display.
  2. Select the Citizenship link.
1.Select the Citizenship link.
  1. The Citizenship/Passport page displays.
56.The Citizenship/Passport page displays.
  1. SEVIS requires two citizenship rows to proceed with this process:
    • Row reflecting the person’s foreign country of citizenship in the Country field, and
    • Row reflecting USA in the Country field and Alien Temporary in the Citizenship Status field.
  2. In the Citizenship/Passport section, click the lookup tool for the Country field and select USA.
  3. A USA value will automatically populate for the Country field in the Passport Information section.
  4. Select the drop-down arrow for the Citizenship Status field and select “Alien Temporary.”
57.SEVIS requires two citizenship rows to proceed with this process:
  1. Select the [+] plus sign to add an additional citizenship row.
  2. A second row will display with no values in the fields.
1.A second row will display with no values in the fields.
  1. In the Citizenship/Passport section, click the lookup tool for the Country field and select person’s foreign country of citizenship.
  2. The value you selected will automatically populate for the Country field in the Passport Information section.
  3. Leave the Citizenship Status field blank.
  4. Enter the person’s Passport Number, if known.
    • This is not a required field for the SEVIS batch process.
  5. Select OK.
Passport Information section.
  1. At the top of the page, select the Regional tab.
Regional Tab
  1. The Regional page now displays.
  2. Enter the Ethnicity information that has been disclosed by the person.
    • Additional entries can be added by selecting the [+] icon.
    • For details about the Ethnicity fields, please refer to QRG Enter Ethnicity Information.
Enter the Ethnicity information that has been disclosed by the person.
  1. The History section allows you to enter Military Status information. This section is not required and should only be entered if U.S. military information has been disclosed by the person. 
The History section allows you to enter Military Status information
  1. Select the Personal tab.
Select the Personal tab.
  1. The Personal page displays.
  2. Select the Gender Identity drop-down list to select the appropriate option if the information has been disclosed by the person.
Select the Gender Identity drop-down list to select the appropriate option
  1. Select the Sexual Orientation drop-down list to select the appropriate option if the information has been disclosed by the person.

Why are we collecting this information?

Sexual Orientation & Gender Identity

The primary purpose for collecting sexual orientation and gender identity information is to ensure inclusivity and success for all students in our system. It is imperative, and a system goal, to provide safe places for all students to be affirmed in their identity and learn in an environment free from harassment and discrimination. In addition, this data will assist local colleges in providing services and creating programs and curriculum designed to support student success within the LGBTQIA+ community.

  1. Verify that all the Person/Record information has been entered on each tab. Once the information has been verified, select Save at the bottom of the page.
Verify person record information
  1. After Save is selected, the system will generate an ID number and list it at the top of the Add/Update a Person page.
Select Save and ID number appears
  1. Process complete.

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