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SEVIS Job Aid: Update School Officials

Last updated 31-Jan-2018

This job aid is a quick-reference for adding, editing, or removing designated school officials (DSOs) or principal designated school officials (PDSOs). Find the action below that you want to take and click on the scenario that best applies to your school. Follow the associated process.

Action Scenario
Provide proof of citizenship or LPR status
  • Provide proof of citizenship/lawful permanent residence status
Add DSO
  • PDSO accesses Form I-17 to add DSO who is NOT listed on another Form I-17 or Form DS-3036
  • PDSO accesses Form I-17 to add DSO who is listed on another Form I-17 or Form DS-3036 
  • PDSO cannot access the Form I-17 to add DSO
Change SEVIS roles of current school officials
  • PDSO updates Form I-17 to change roles of officials at the school (includes changing own role to DSO)
Change PDSO
  • PDSO accesses Form I-17 to add new PDSO who is not a SEVIS user
  • PDSO accesses Form I-17 to add new PDSO who is an active SEVIS user at another school
  • Head of school adds new PDSO because old PDSO is not available
Update official
  • Update School Official
Delete official
  • Delete School Official

Proof of Citizenship/Lawful Permanent Residence Status

When adding someone to your school’s Form I-17 as a DSO or PDSO, submit documents establishing their status as a U.S. citizen or lawful permanent resident (LPR):

Status of Official Acceptable Document(s)
U.S. Citizen
  • U.S. passport or passport card
  • U.S. birth certificate
  • Naturalization or Citizenship Certificate
Lawful Permanent Resident
  • Alien Registration Card

If the name on their citizenship/LPR documents does not match the name to be used in the Student and Exchange Visitor Information System (SEVIS), also submit copies of legal documents; such as, marriage certificates, divorce decrees, or court orders showing the legal name change.

PDSO Accesses Form I-17 to Add DSO Who Is NOT Listed on Another Form I-17 or Form DS-3036

PDSO's use this process when they can edit the Form I-17.

Step Action
1. Collect documents
  •  PDSO collects documents from new PDSO establishing U.S. citizenship/LPR status.
  • If name on documents differs, PDSO also collects document showing legal name change (court order, marriage certificate, etc.).
2. Add new official
  • PDSO logs into SEVIS, navigates to the School Information page, clicks Update School Information (Form I-17), and then clicks Page 6: School Officials.
  • If the new DSO has never been an official in SEVIS or cannot remember previous SEVIS user name, PDSO clicks Add New Official and enters information.
  • If the new DSO is a former school/sponsor official and remembers previous SEVIS user name, PDSO enters SEVIS user name and clicks Add Existing Official.
  • Select the instructional sites the DSO will serve and click Submit.
    Note: You can only assign the DSO role. See Step 5 to assign PDSO role, if needed.

3. SEVIS action
  • SEVIS adds person to list of officials.
4. Edit DSO information
  • PDSO clicks on DSO’s name in the Current School Officials field, edits information, and clicks Update.
5. Assign role(s)
  • PDSO clicks the Roles link to the right of the campus to change roles of officials at the campus, if needed. 

Note: The Roles link only displays on the campus view of the School Officials page.

  • Assigns all roles and clicks Submit in modal.
6. Submits update
  • PDSO clicks Submit in the navigation pane on left of Update School Information page.
7. SEVIS action
  • SEVIS locks the Form I-17. The school will not be able to edit the Form I-17 until after adjudication.
8. Print and sign forms, scan, and email documents
  • PDSO returns to the School Information page, clicks View Submitted Update on the left side of the page, and then clicks Print Updated I-17 Form
  • Signatures are required on:
    • Form I-17: PDSO 
    • Form I-17A: New DSO
  • Scans documents.
  • PDSO immediately emails documents with name of school and school code in subject line to FormI17SupportingEvidence@ice.dhs.gov.

PDSO Access Form I-17 to Add DSO Who Is Listed on Another Form I-17 or Form DS-3036

PDSOs use this process when they edit the Form I-17 to add someone who is an official at another school or sponsor. This process does not require SEVP adjudication, but does require submission of documents.

Note: This process does not require Student and Exchange Visitor Program (SEVP) adjudication, but does require submission of documents.

Step  Action
1. Collect documents
  • PDSO collects documents from new PDSO establishing U.S. citizenship/LPR status.
  • If name on documents differs, PDSO also collects document showing legal name change (court order, state-issued marriage certificate, etc.).
2. Add new official
  • PDSO logs into SEVIS, navigates to the School Information page, clicks Update School Information (Form I-17), and then clicks Page 6: School Officials.
  • Enters SEVIS user name and clicks Add Existing Official.
  • Select the instructional sites the DSO will serve and click Submit.

Note: You can only assign to the DSO role. Further instructions for changing roles are below.

3. SEVIS action
  • SEVIS adds person to list of officials.
4. Edit DSO information
  • PDSO clicks on DSO’s name in the Current School Officials field, edits information, and clicks Update.
5. Assign role(s)
  • PDSO clicks the Roles link to the right of the campus to change roles of officials at the campus, if needed. 

Note: The Roles link only displays on the campus view of the School Officials page.

  • Assigns all roles and clicks Submit in modal.
6. SEVIS update
  • PDSO clicks Submit in the navigation pane on left of Update School Information page.
7. SEVIS action
  • SEVIS adds person as active official at the school.
  • SEVIS emails new DSO about addition of new role.
8. New DSO
  • New DSO gains access to that school in SEVIS.
9. Sign forms, scan, and email documents
  • PDSO returns to the School Information page, clicks, View Submitted Update on the left side of the page, and then clicks Print Updated I-17 Form
  • Signatures are required on:
    • Form I-17: PDSO 
    • Form I-17A: New DSO
  • Scans documents.
  • PDSO immediately emails documents with name of school and school code in subject line to FormI17SupportingEvidence@ice.dhs.gov.

PDSO Cannot Access Form I-17 to Add DSO

PDSOs use this process if they cannot edit a locked Form I-17.

Step Action
1. Collect documents
  • PDSO collects documents from new PDSO establishing U.S. citizenship/LPR status.
  • If name on documents differs, also collects document showing legal name change (court order, state-issued marriage certificate, etc.). 

Note: SEVP will only enter a name that matches official documents.

  • Prepares required statement on school letterhead stationery. (See below.)
  • Prepares Form I-17 with changes. 
    • Prints current Form I-17 in SEVIS by clicking, Print I-17 Form on the School Information page. 
    • By hand, modifies the Form I-17 to reflect the changes needed and collects the required signatures.
2. Email SEVP
  • PDSO scans documents, prepares email to explain why update cannot be submitted in SEVIS, to provide information from required statement. (See below). PDSO attaches supporting documents.
  • PDSO sends email with name of school and school code in Subject line and supporting documents attached to FormI17SupportingEvidence@ice.dhs.gov.
3. SEVP action
  • SEVP adds DSO to list of officials.
  • SEVP assigns role(s) to each campus the new DSO will serve.
4. SEVIS action
  • SEVIS notifies DSO of new role(s).

 

Required Statement to be Submitted on School Letterhead
Who should it come from?
  • PDSO 
What should it contain?    
  • School Name and School Code
  • Name of any P/DSO(s) to be added/changed
  • Previous SEVIS user name, if known
  • Position title of new P/DSO
  • Work address of  new P/DSO
  • Role assignment (PDSO or DSO) for each campus the official will serve, include campus name and address
  • Telephone number of new P/DSO(s) 
  • Email address of new P/DSO(s)

PDSO Updates Form I-17 to Change Roles of Officials at the School

PDSOs use this process to change the role of officials at individual campuses of your school without removing themselves as an official at your school.

Examples of change of roles for school officials: 

  • Current PDSO takes maternity or paternity leave and another DSO at the school serves as acting PDSO until the new parent returns. 
  • PDSO leaves the school and a current DSO takes over as PDSO.
  • DSO or PDSO is reassigned to another campus.

Note: These changes are not adjudicated by SEVP and take effect immediately. School officials will notice the reassignments when they next log in to SEVIS.

Step Action
1. Assign role(s)
  • PDSO logs into SEVIS, navigates to the School Information page, clicks Update School Information (Form I-17), and then clicks Page 6: School Officials.
    Clicks the Roles link for the campus where the official’s role needs to be changed, reassigns roles, and clicks Submit in modal.
2. Sign forms, scan, and email documents
  • PDSO returns to the School Information page, clicks View Submitted Update on the left side of the page, and then clicks Print Updated I-17 Form.
  • If the update only involves changing DSO campus assignments, the Form I-17 is signed by:
    • Form I-17: PDSO (in lieu of the head of school).
    • Form I-17A: Officials whose roles change.
  • If the update involves changing the PDSO, the Form I-17 is signed by:
    • Form I-17: PDSO
    • Form I-17A: Officials whose roles change
  • Scans documents.
  • PDSO immediately emails documents with name of school and school code in subject line to FormI17SupportingEvidence@ice.dhs.gov.
SEVIS action
  • SEVIS processes and accepts the role changes in SEVIS.
  • SEVIS notifies users of new roles.
Log in to SEVIS
  • School officials are able to function in their new roles the next time they log in to SEVIS.

PDSO Accesses Form I-17 to Add New PDSO Who Is NOT Listed on Another Form I-17 or Form DS-3036

SEVIS will not allow the PDSO role to be assigned to someone who is not an official at another school or sponsor. The PDSO must first submit an update to add the new PDSO as a DSO. SEVP must approve the update and then the PDSO reassigns roles.

Step Action
1. Collect documents
  • PDSO collects documents from new PDSO establishing U.S. citizenship/LPR status
  • If name on documents differs, PDSO also collects document showing legal name change (court order, state-issued marriage certificate, etc.).
2. Add new official
  • PDSO logs in to SEVIS and follows procedure to add a DSO who is not an Active PDSO or DSO at another school.
  • PDSO temporarily assigns the new PDSO the role of “DSO” for each campus the new PDSO will serve.
3. Scan and email documents
4. SEVIS action
  • SEVIS locks Form I-17, so no changes can be made.
5. Adjudication
  • SEVP reviews the request and makes a final decision.
6. SEVIS action
  •  SEVIS notifies officials of decision.
  • If approved, sends user name to new official.
7. Reassign role
  • PDSO follows procedure to reassign roles to change role.
8. Sign forms, scan, and email documents
  • Returns to the School Information page, clicks View Submitted Update on the left side of the page, and then clicks Print Updated I-17 Form.   
  • Signatures are required on:
    • Form I-17: Head of School, if PDSO leaves school; or PDSO, if PDSO stays at the school
    • Form I-17A: New PDSO
  • PDSO scans Form I-17.
  • PDSO immediately emails Form I-17 with name of school and school code in subject line to FormI17SupportingEvidence@ice.dhs.gov.

Current PDSO Accesses Form I-17 to Add New PDSO Who Is Listed on the Form I-17 or Form DS-3036 of Another School or Sponsor

Current PDSOs use this process to replace themselves as PDSO with someone who is listed on another institution’s Form I-17 or Form DS-3036. This process does not require SEVP adjudication, but does require submission of documents.

Step  Action
1. Collect documents
  • PDSO collects documents from new PDSO establishing U.S. citizenship/LPR status
  • If name on documents differs, also collects document showing legal name change (court order, state-issued marriage certificate, etc.)
2. Add new official
  • PDSO logs into SEVIS, goes to the School Information page, clicks Update School Information (Form I-17), and then clicks Page 6: School Officials.
  • Enters new PDSO’s SEVIS user name and clicks Add Existing Official.
  • Selects the instructional sites the new PDSO will serve and clicks Submit.  
3. SEVIS action
  • SEVIS adds the new PDSO to list of officials.
4. Edit DSO information
  • PDSO clicks on the new PDSO’s name in the Current School Officials field, edits information, and clicks Update.
5. Assign role(s)    
  • PDSO clicks the Roles link for the campus where the official’s role needs to be changed and reassigns roles. 
  • Current PDSO changes own role to DSO for each campus.
  • Clicks Submit in modal.
6. Sign forms, submit, scan, and email documents
  • Return to the School Information page and click, View Submitted Update on the left side of the page. Then click Print Updated I-17 Form.   
  • Signatures are required on:
    • Form I-17: Head of school, if PDSO leaves the school, or PDSO, if PDSO stays at the school
    • Form I-17A: New PDSO
  • PDSO submits updates, scans documents.
  • PDSO immediately emails documents with name of school and school code in subject line to FormI17SupportingEvidence@ice.dhs.gov.
6. SEVIS action
  • SEVIS adds person as active official at the school.
  • SEVIS emails new PDSO about addition of new role.

Head of School Initiates PDSO Change when PDSO is Unavailable

Heads of school use this process when the PDSO is not available to process a change in school officials.

Step Action
1. Collect documents
  • Head of school collects documents from new PDSO establishing U.S. citizenship/LPR status.
  • If name on documents differs, head of school also collects document showing legal name change (court order, state-issued marriage certificate, etc.).
  • Head of school prepares required statement on school letterhead stationery. (See below)
2. Email SEVP
  • Head of school scans documents, prepares email to explain why update cannot be submitted in SEVIS, provides information from required statement, and attaches supporting documents.
  • Head of school sends email with name of school and school code in subject line and supporting documents attached to FormI17SupportingEvidence@ice.dhs.gov.
3. SEVP action
  • SEVP adds DSO to list of officials.
  • SEVP assigns role(s) to each campus the new DSO will serve.
4. SEVIS action
  • SEVIS notifies PDSO of new role(s).
Required Statement to be Submitted on School Letterhead
Who should it come from?
  • Head of School 
What should it contain?
  • School Name and School Code
  • Name of new P/DSO(s) to be added
  • Previous SEVIS user name of new P/DSO, if applicable
  • Position title of new P/DSO(s)
  • Work address of  new P/DSO
  • Role assignment (PDSO or DSO) for each campus the official will serve, include campus address
  • Telephone number of any new P/DSO(s)
  • Email address of any new P/DSO(s)
  • What to do with old PDSO – changing role to DSO? For all campuses? Remove from Form I-17?

Update School Official

PDSOs use this process to update information about a school official.

Step Action
1. Collect documents If the change involves a name change, collect documentation of legal name change.
2. Update Official    
  • PDSO logs into SEVIS, navigates to the School Information page, clicks Update School Information (Form I-17), and then clicks Page 6: School Officials.
  • PDSO clicks the official’s name. The Update Official page opens.  PDSO updates information, as needed:
    • Name (Change in this field requires SEVP adjudication.)
    • U.S. citizenship/LPR Status
    • Title
    • Work address
    • Telephone number
    • Email address
  • PDSO clicks Update to submit changes.
3. Sign forms, scan, and email documents, if change involves a name change
  • Return to the School Information page, click View Submitted Update on the left side of the page, and then click Print Updated I-17 Form.
  • Signatures are required on:
    • Form I-17: PDSO
    • Form I-17A: Official whose name changed 
  • PDSO scans signed Form I-17 and proof of legal name change.
  • PDSO immediately emails documents with name of school and school code in subject line to FormI17SupportingEvidence@ice.dhs.gov.
4. SEVIS action For changes that do not include a name change:
  • SEVIS accepts the changes.
  • Form I-17 remains available for update.

For changes that include a name change:

  • SEVIS locks Form I-17, so no changes can be made.
  • This change requires adjudication.

Delete Official

PDSOs use this process to remove an official from all of the school’s campuses. The deleted official will lose SEVIS access upon submission. This process does not require SEVP adjudication. The Form I-17 remains unlocked.

negative consequenceDo not use this process if the official is being removed from a role at one campus, but still needs SEVIS access for another campus. In this instance, simply reassign campus roles.
Step Action
1. Delete official
  • PDSO logs into SEVIS, navigates to the School Information page, clicks Update School Information (Form I-17), and then clicks Page 6: School Officials.
  • Clicks Delete Official and confirms deletion.
  • Submits change.
2. SEVIS action
  • Removes official from list of school officials.
  • Removes all role assignments from all campuses.
  • Form I-17 remains available for update.
3. Access lost
  • Deleted official loses ability to log in to SEVIS to access the school’s records. The official can still access other schools where he or she is a PDSO or DSO. 

Icon Guide

See the SEVIS Help Icons on the SEVIS Help Hub for a quick-reference of the icons used in this job aid.