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.

You must have at least one of these local college-managed security roles:

  • ZC CC SOGI
  • ZC CS SEVIS
  • ZD CC SOGI
  • ZD CS SEVIS
  • ZZ CC SOGI
  • ZZ CS SEVIS

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

You must also set these SACR Security permissions:

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: Searching 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:  Campus Community > SEVIS > Personal Information > Add/Update a Person

  1. The Add/Update a Person search page displays.
  2. Select the Add a New Value tab.
  3. 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 saved.
  4. To update existing information, enter the person's  ID, National ID, Last Name, or First Name. Select the Include History check box and press Search.
  5. Select the Add button.
  6. đź’ˇNote: 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. 
Biographical Details & Addresses Tabs

Personal Information: Enter the person’s name according to SEVIS name standards utilizing Machine Readable Zone (MRZ) information

  1. The Biographical Details tab displays.
  2. 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.
  3. Enter the person's information or select the Names link to update a name:
    • Select Prefix, if disclosed by student. Choose the desired item from the drop-down menu— it is not a required field.
    • First Name
    • Last Name
    • Date of Birt
    • Select the Birth Information link to access the Birth Information Detail page.
  4. Select the Birth Information link (link to the right of the Date of Birth field) to access the Birth Information Detail page.
  5. The Birth Information Detail page displays.
  6. Select the person’s Birth Country by using the lookup tool.
  7. Enter the person’s birth city in the Birth Location field.
  8. Select the student’s Birth State using the lookup tool, if known. This is not a required field for SEVIS.
  9. Select OK.
Person information

What is in a (Primary) Name?  An EMPLID must have an active Primary name.  When an individual does not have an active Primary name, weird things happen.  Real life examples include student names not displaying correctly on their official transcript, student names being replaced by a “Send Email” hyperlink on the grade roster, instructor and Responsible ID names not displaying correctly in Self-Service, and student names not being available for queries used to assign student ID cards or generate student emails.  Do not inactivate Primary names.  If an individual’s Primary name changes, add a new effective-dated row to document the change.  The QCS_CC_INACTIVE_NAMES query is useful for identifying inactive names.

While we’re talking about Name Types, queries that include “name” in the results depend on a record having a Preferred name and, in the absence of a Preferred name, a Primary name.  You are welcome to make use of other available types (e.g., Former, Legal); however, your student must have at least a Primary name.  To prevent unwanted impacts on reporting and financial aid, primary names should be the student’s legal name.  Keep in mind that person records are global.

Biographical History

  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 your system.
  2. Marital Status: This field is identified with an asterisk, but it is not required to save.
  3. Select the Sex drop-down list and choose the desired item from the drop-down menu--Female, Male, Not Exclusively Male or Female, Unknown as has been disclosed by the student.

National ID

  1. Enter the desired information into the National ID Type field. ⚠️ According to IRS regulations, students with ITINs and SSNs should remove the ITIN.

In the National ID section, enter or confirm the country of the individual's national ID. If the individual has more than one National ID, you can add them here by selecting the Add button. In the National ID Type field, the system displays the value that you establish or the specified country on the National ID Type Table page. You can override this default value if needed.

National ID field

Contact Information

Addresses

  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 the person does not currently have an address in the U.S., then do not add a Home address to their record.
  2. Review Effective Date:
    • The Effective Date defaults to the current system date.
    • This is the date the address and selected status become valid.
  3. Status defaults to Active.
  4. Use the lookup tool to change Country to the country where the student lives outside the U.S.
  5. Select the Edit Address link.
  6. The Edit Address page displays.
  7. Enter the foreign address as completely as possible in the fields. The Country and Address 1 fields are required.
  8. 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.

  1. The foreign address will now be listed under Addresses.
  2. 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 18. 
  3. A second address row will appear and will default with the permanent address’s values
  4. Change Address Type to home.
  5. Use the lookup tool 🔍 and change Country to USA.
  6. The foreign address will no longer appear.
  7. Select the Edit Address link.  
  8. The Edit Address page displays.
  9. Enter the U.S. address as completely as possible in the fields. The Address 2, Address 3, and County fields are not required.
  10. 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.  
    • Sometimes, a student will provide a valid address that isn't recognized by Clean Address. This often happens when an apartment or home is under new construction. In cases where you've verified that a student's address is accurate and isn't recognized by Clean Address, bypass Clean Address by following the steps in this QRG: Bypass Clean Address.
    • Note: When searching for the country England, select GBR (United Kingdom) to open the address fields. 
  11. The Addresses section will show the updated Home address.
  12. 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 Visa/Permit Data link.
Addresses section

Phone and Email

  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 an additional phone number, select the Add button.
  6. Select the Preferred option next to the phone number to be reported to SEVIS.
  7. In the Email section, select the desired Type from the drop-down menu.
  8. Enter the desired information into the Email Address field.
  9. To add an additional email, select the Add button.
  10. Select the Preferred option next to the email to be reported to SEVIS.

Visa/Permit Data and Citizenship

  1. Use the Visa/Permit Data link to enter the visa/permit data that has been disclosed by the individual.
  2. Use the Citizenship link to enter the citizenship and/or passport data that has been disclosed by the individual.
  3. Select the Visa/Permit Data link.
  4. The Visa/Permit Data page displays.
  5. Enter sufficient data to align with the college's business process needs. The required fields are:
    • Country: Use the lookup tool to select USA
    • Type: Use the lookup tool to select the 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
  6. Select OK.
  7. The Biographical Details page will display.
  8. Select the Citizenship link.
  9. The Citizenship/Passport page displays.
  10. SEVIS requires two citizenship rows to proceed with this process:
  11. Row reflecting the person’s foreign country of citizenship in the Country field, and
  12. Row reflecting USA in the Country field and Alien Temporary in the Citizenship Status field.
  13. In the Citizenship/Passport section, select the lookup tool for the Country field and select USA.
  14. A USA value will automatically populate for the Country field in the Passport Information section.
  15. Select the drop-down arrow for the Citizenship Status field and select “Alien Temporary.”
  16. Select the [+] plus sign to add a citizenship row.
  17. A second row will display with no values in the fields.
  18. In the Citizenship/Passport section, click the lookup tool for the Country field and select the person’s foreign country of citizenship.
  19. The value you selected will automatically populate the Country field in the Passport Information section.
  20. Leave the Citizenship Status field blank.
  21. Enter the person’s Passport Number, if known.
  22. This is not a required field for the SEVIS batch process.
  23. Select OK.
  24. At the top of the page, select the Regional tab.
Visa/permit Data section
Regional Tab
  1. Select the Regional tab.
  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.
  3. 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.  
Regional Tab
Personal Tab
  1. Select the Personal tab.
  2. Choose the appropriate option from the Gender Identity drop-down list if the individual has shared their gender identity.
  3. Choose the appropriate option from the Sexual Orientation drop-down list if the individual has shared their sexual orientation. 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. Choose the appropriate option from the Preferred Pronouns drop-down list if the individual has shared their pronouns.
  2. Verify that all information has been entered on each tab. Once the information has been verified, select Save. When Save is selected, the system will generate an ID number.
  3. Process complete.
Add/Update a Person

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