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SEVIS Job Aid: Update School Officials

Last updated 19-Oct-2018

This job aid is a quick-reference for adding, editing, or removing designated school officials (DSOs) or principal designated school officials (PDSOs). To use this job aid:

  • Find the desired Action below.
  • Click the Scenario link 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 updates Form I-17 to add DSO who is NOT listed on another Form I-17 or Form DS-3036
  • PDSO updates Form I-17 to add DSO who is listed on another Form I-17 or Form DS-3036 
  • PDSO adds DSO when Form I-17 is locked
Change SEVIS roles of current school officials, including changing the PDSO role
  • PDSO updates Form I-17 to change school official roles (includes changing own role to DSO)
  • Head of school changes PDSO because old PDSO is NOT available
Update official
  • Update School Official
Delete official
  • Delete School Official

Provide 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 Documents
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 the 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: state-issued marriage certificates, divorce decrees or court orders that show the legal name change.

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

PDSOs use this process when they edit the Form I-17 to add someone who is NOT a SEVIS official at another school or exchange visitor sponsor.

Note: Student and Exchange Visitor Program (SEVP) adjudicates this update.

Step Action
1. Collect documents
  •  PDSO:
    • Collects documents from new PDSO establishing U.S. citizenship/LPR status.
    • Collects the documentation showing the legal name change, if name on document differs; for example: 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).
    • Clicks Page 6: School Officials.
    • Clicks Add New Official.
    • Enters information for the new DSO, who has never been an official in SEVIS or cannot remember their previous SEVIS user name
    • Selects the instructional sites the DSO will serve
    • Clicks Submit.

Note: New official can only be added as a DSO. Once SEVP has approved the new DSO, the PDSO can make the DSO a PDSO using the Change School Official Roles function.

3. SEVIS action
  • SEVIS adds person to list of officials.
4. Print, sign and scan forms

PDSO:

  • Clicks Print Petition.
  • Signs required documents:
    • Form I-17: PDSO can sign in lieu of school president or owner.
    • Form I-17A: PDSO and new DSO must sign.
  • Scans and saves the signed Form I-17 for electronic uploading.

Note: Have all supporting documentation ready to upload before completing the PDSO Attestation and clicking Continue. Once the PDSO completes the attestation and clicks Continue, the petition is locked. The Print button will no longer display, and the PDSO will not be able to print the updated Form I-17 for signatures. If the school needs to gather Form I-17 signatures or supporting documentation, use the left Navigation Pane to return to the form and save the petition as a draft.

5. Submit update

PDSO:

  • Completes the PDSO Attestation
  • Enters SEVIS password.
  • Clicks Continue only when the school is ready to submit the petition along with ALL required supporting evidence. The Upload Evidence: Form I-17 page opens. 
6. Upload Evidence and Submit Petition

PDSO:

  • Clicks Upload Evidence. See the Form I-17: Upload Evidence Help Hub article.
  • Uses the Upload Evidence modal to browse for, label and upload necessary files.
  • Click Submit Petition when all necessary evidence is uploaded and ready to complete the petition submission process.
7. SEVIS action
  • SEVIS locks the Form I-17.

Note: The school will not be able to edit the Form I-17 until after adjudication.

   

PDSO Updates 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 a SEVIS official at another school or exchange program. 

Note: 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.
  • Collects the documentation showing the legal name change, if name on documents differs; for example: court order, state-issued marriage certificate, etc.
2. Add existing official

PDSO:

  • Logs into SEVIS.
  • Goes to the School Information page.
  • Clicks Update School Information (Form I-17).
  • Clicks Page 6: School Officials.
  • Enters SEVIS user name.
  • Clicks Add Existing Official.
  • Selects the instructional sites where the DSO will serve.
  • Clicks Submit.

Note: PDSO can only assign the DSO role. To make the DSO a PDSO, see PDSO Updates Form I-17 to Change Official School Roles.

3. SEVIS action

SEVIS:

  • Adds person to list of officials.
  • Emails new DSO about addition of new role.
4. New DSO

New DSO gains access to that school in SEVIS.

5. Submit update

PDSO clicks Submit in the Navigation Pane on left of Update School Information page or Next at the bottom of the page.

6. Sign forms, scan, and email documents

PDSO:

  • Returns to the School Information page.
  • Clicks Print Petition
  • Completes the attestation.
  • Signs required documents:
    • Form I-17: PDSO can sign in lieu of school president or owner.
    • Form I-17A: PDSO and new DSO must sign.
  • Scans documents.
  • Immediately emails documents with name of school and school code in subject line to FormI17SupportingEvidence@ice.dhs.gov.

PDSO Adds DSO When Form I-17 is Locked

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.
  • Collects the documentation showing the legal name change, if name on documents differs; for example: 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 description of statement on school letterhead below.)
  • Prepares Form I-17 with changes. 
    • Clicks Print I-17 Form on the School Information page to print the current Form I-17 in SEVIS. 
    • Modifies the Form I-17 by hand to reflect the changes needed and collects the required signatures.
2. Email SEVP

PDSO:

  • Scans documents.
  • Prepares email:
    • Explains why update cannot be submitted in SEVIS.
    • Provides information from required statement. (See description below of PDSO’s statement on school letterhead.)
  • Attaches supporting documents.
  • 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.
  • Assigns role(s) to each campus where the new DSO will serve.
4. SEVIS action
  • SEVIS notifies DSO of new role(s).

 

Required Statement to be Submitted on School Letterhead
Whose name should be in the statement’s From line?
  • PDSO 
What should the statement 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 School Official Roles

PDSOs use this process to change the role of officials at their school's individual campuses without removing themselves as an official from that 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 assigns PDSO role at any or all campuses to existing DSO and changes own role to DSO. (If the original PDSO is leaving the school, the new PDSO must delete the original PDSO after this step is complete.)
  • 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)
  • Clicks Page 6: School Officials.
  • Clicks the Roles link for the campus where the official’s role needs to be changed.
  • Reassigns roles
  • Clicks Submit in the modal.
2. Sign forms, scan and email documents

PDSO:

  • Returns to the School Information page
  • Clicks Print Petition.
  • Signs required documents:
    • Form I-17: PDSO can sign in lieu of school president or owner.
    • Form I-17A: Officials whose roles change.
  • Completes attestation.
  • Scans documents.
  • Immediately emails documents with name of school and school code in Subject line to FormI17SupportingEvidence@ice.dhs.gov.

3. SEVIS action

SEVIS:

  • Processes and accepts the role changes in SEVIS.
  • Notifies users of new roles.
4. Log in to SEVIS

School officials are assigned to their new roles the next time they log in to SEVIS.

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.

Note: This process requires SEVP adjudication.

Step Action
1. Collect documents

Head of school:

  • Collects documents from new PDSO establishing U.S. citizenship/LPR status.
  • Collects the documentation showing the legal name change, if name on documents differs; for example: court order, state-issued marriage certificate, etc.
  • Prepares required statement on school letterhead stationery. (See description below of head of school’s statement on school letterhead.)
2. Email SEVP

Head of school:

  • Scans documents
  • Prepares email:
    • Explains why update cannot be submitted in SEVIS
    • Provides information from required statement
    • Attaches supporting documents.
  • 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.
  • Assigns role(s) to each campus where the new DSO will serve.
4. SEVIS action

SEVIS notifies PDSO of new role(s).

Required Statement to be Submitted on School Letterhead
Whose name should be in the statement's From line?
  • Head of school 
What should the statement 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)
  • Reason current PDSO is unable to submit the update(s) in SEVIS.
  • If assigning new PDSO:
    • Will outgoing PDSO be removed from Form I-17 or reassigned as a DSO?
    • Role assignment (PDSO or DSO) for each campus where old PDSO will serve (include campus addresses).

Update School Official

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

Step Action
1. Collect documents PDSO collects the documentation showing the legal name change, if name on documents differs; for example: court order, state-issued marriage certificate, etc.
2. Update Official    

PDSO:

  • Logs into SEVIS
  • Navigates to the School Information page
  • Clicks Update School Information (Form I-17)
  • Clicks Page 6: School Officials.
  • Clicks the official’s name. The Update Official page opens.
  • Updates information, as needed:
    • Name (Change in this field requires SEVP adjudication.)
    • U.S. citizenship/LPR Status
    • Title
    • Work address
    • Telephone number
    • Email address
  • Clicks Update to submit changes.
    • For changes that do NOT include a name change, go to step 6.
    • For changes that do include a name change, go to Step 3.
3. Print, sign and scan forms
  • For an official name change only, PDSO:
    • Clicks Print Petition.
    • Signs required documents:
      • Form I-17: PDSO can sign in lieu of school president or owner.
      • Form I-17A: PDSO and DSO with updated information must sign.
    • Scans and saves the signed Form I-17 for electronic uploading.
    • Note: Have all supporting documentation ready to upload before completing the PDSO Attestation and clicking Continue. Once the PDSO completes the attestation and clicks Continue, the petition is locked. The Print button will no longer display, and the PDSO will not be able to print the updated Form I-17 for signatures. If the school needs to gather Form I-17 signatures or supporting documentation, use the left Navigation Pane to return to the form and save the petition as a draft.
4. Submits updates

PDSO:

  • Completes the PDSO Attestation
  • Enters SEVIS password.
  • Clicks Continue only when the school is ready to submit the petition along with ALL required supporting evidence. The Upload Evidence: Form I-17 page opens.
5. Upload Evidence and Submit Petition

PDSO:

  • Clicks Upload Evidence. See the Form I-17: Upload Evidence Help Hub article.
  • Uses the Upload Evidence modal to browse for, label and upload necessary files.
  • Clicks Submit Petition when all necessary evidence is uploaded and ready to complete the petition submission process.
6. SEVIS action For changes that do not include a name change:
  • SEVIS accepts the changes.
  • Form I-17 remains available for updates.

For changes that include a name change:

  • SEVP adjudication is required.
  • SEVIS locks Form I-17, so no changes can be made.

Delete Official

PDSOs use this process to remove an official from all the school’s campuses. The deleted official will lose SEVIS access upon submission.

Note: 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)
  • Clicks Page 6: School Officials.
  • Clicks Delete Official
  • Confirms deletion.
  • Submits change.
2. SEVIS action

SEVIS:

  • Removes official from list of school officials.
  • Removes all role assignments from all campuses.

Note: 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.