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Form I-17 Petition Update - Manage School Officials

Last updated 27-Jun-2018

General Information about Managing School Officials

A school certified by the Student and Exchange Visitor Program (SEVP) must have a principal designated school official (PDSO) for each campus listed on the Form I-17. The school can have as many designated school officials (DSO) as needed to manage the F or M program(s). PDSOs and DSOs must be approved by SEVP and are the only people at the school authorized to use the Student and Exchange Visitor Information System (SEVIS).

PDSO an/or DSOs cannot share their SEVIS log in information or log into the system on behalf of another user.

PDSOs can do everything a DSO can do, but they also have additional duties, such as ensuring the school’s Form I-17 accurately lists the school’s officials. PDSOs update the Form I-17 to:

These four easy functions—whether alone, in combination, or in sequence—are all a PDSO needs to keep the listing of officials on the Form I-17 up to date, even in complex cases.

 Update School Officials Job Aid – Lists several scenarios and provides step-by-step guidance on what steps to take.

 

You can find information about the evidence required at the time of filing below, or at www.ice.gov/sevis/schools under the Petition Updates tab:

Importance of Careful Planning

SEVIS locks the Form I-17 when a PDSO an/or DSO makes a change that requires adjudication. SEVIS also locks the form when the PDSO files for recertification.

Icon - Pay attention to an important point

  • When the Form I-17 is locked for a petition update, you can change non-adjudicated fields.
  • When the Form I-17 is locked for recertification, you cannot change any fields.

You cannot access the locked fields on the Form I-17 during either of these processes unless:

  • SEVP cancels the pending update at the request of the school.
  • SEVP adjudicates the update or recertification petition.

 

 For quicker processing of PDSO/DSO updates:

  • File PDSO/DSO updates separately from other types of Form I-17 updates.
  • Submit changes to PDSO at least one month in advance of the current PDSO leaving, in case of error, denial, or cancellation.

  • Collect any required supporting evidence, including the signed Form I-17, prior to logging in to submit petition updates in SEVIS.
  • Upload all required evidence in SEVIS.
  • Email formi17supportingevidence@ice.dhs.gov if you need to make changes to school officials while the petition is locked.

Regulations and SEVP Guidance

PDSOs must read and understand the regulations and SEVP guidance on managing school officials.

Icon - Pay attention to an important pointThe Form I-17 must be updated within 21 days of any change in school or official information.

You can find information about the evidence required at the time of filing below, or at www.ice.gov/sevis/schools under the Petition Updates tab:

Add School Official

Before adding a DSO to a Form I-17, it is important to determine whether the person is a new official or an existing official. This determination affects the process slightly.

Type of Official

Implications

New Official

  • This is someone who has never been an authorized PDSO an/or DSO and/or Responsible Officer (RO)/Alternate Responsible Officer (ARO) in SEVIS, even at another school.
  • SEVP must adjudicate this addition to the Form I-17.
  • You must submit:
    • Signed Form I-17
    • Proof of citizenship or lawful permanent residency (LPR) of the new PDSO an/or DSOs
    • Copy of court ordered document granting the name change, if the name on the citizenship/LPR documents differ from the name entered in SEVIS
  • Following adjudication, SEVIS will email the new official with:
    • SEVIS user name
    • Instructions for creating a password and accessing SEVIS

Existing Official

  • This is someone who is or has been a PDSO, DSO, RO, or ARO at another school or sponsor
  • If the person is not listed on a Form I-17 or Form DS-3036 at another school or sponsor when he or she is added to the Form I-17, SEVP must approve the addition.
  • If the person is an active user in SEVIS, when added to the Form I‑17, SEVIS immediately accepts the change. The new official will have immediate access to the new school in SEVIS. However, you must still submit:
    • Properly signed Form I-17 
    • Proof of citizenship or lawful permanent residency (LPR) for each new PDSO an/or DSO
    • Copy of court ordered document granting the name change, if the name on the citizenship/LPR documents differ from the name entered in SEVIS
  • New official will keep his or her SEVIS user name.
  • SEVIS will notify the new DSO of the new role at the school.

 

  • If the existing official cannot remember his or her previous SEVIS user name, add the person as a new official.
  • If the new DSO is also a RO or ARO for an Exchange Visitor Program, he or she will be able to access both J and F/M SEVIS with a single logon.

 

 

Process at a Glance: Add School Official

Step

Description

1

PDSO adds school official to Form I-17, as either a new official or existing official.

2

PDSO assigns DSO role for each instructional site the official will serve.

3

PDSO edits official’s role assignment, if the official will serve as a PDSO at one or more instructional site.

4

PDSO edits the official’s information, if needed.

5

PDSO and new official sign the Form I-17.

6

PDSO scans and uploads the signed Form I-17 and supporting evidence to SEVP.

Proof of U.S. Citizenship/Lawful Permanent Residency 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 (can be expired)
  • U.S. birth certificate
  • Naturalization or Citizenship Certificate

Note: Officials only need to provide one of the documents listed above to prove U.S. citizenship.

Lawful Permanent Resident (LPR)

  • Unexpired Alien Registration Card

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

Add New Official

To add a new school official:

1. Navigate to the Listing of Schools page:
the Listing of Schools page with an SEVP school circled

2. Select the school from the drop-down list and then click the link for the school. The School Information page opens.

The School Information page with Update School Information Circled

3. Click the Update School Information (Form I-17) link. The Update School Information (Form I-17), Contact Information page opens.

The Update School Information (Form I-17), Contact Information page with School Officials open

4. Click the Page 6: School Officials link. The Update School Information (Form I-17), School Officials page opens.

The Update School Information (Form I-17), School Officials page with Add New Official circled

5. Click Add a New Official. The Add Official page opens.

 The Add Official page with add circled

  •   Enter information about the new official.
Field Description
Last Name*
  • Enter the new official’s legal last name, as it appears on the proof of U.S. citizenship or lawful permanent residency, or a document showing legal name change.

  • This is a required field.

First Name *
  • Enter the new official’s legal first name, as it appears on the proof of U.S. citizenship or lawful permanent residency, or a document showing legal name change.
  • This is a required field.
Middle Name Enter the new official’s legal middle name, as it appears on the proof of U.S. citizenship or lawful permanent residency, or a document showing legal name change.
Suffix Select the appropriate suffix from the drop-down list, if the official has one.
The Official is* 
  • Select either United States Citizen or Legal Permanent Resident.
  • This is a required field.
A-Number

Note: This field appears if Legal Permanent Resident is selected.

  • Enter the alien number, formatted as A123456789, if the school official is an LPR of the United States.
  • This field is required, if Legal Permanent Resident is selected.
Title*
  • Enter the new official’s title at the school.
  • This is a required field.
Address*
  • Click Add Address to open the Address Doctor modal.
    • Enter the address for the new official’s work site.
    • SEVIS verifies the validity of the address entered.

Note: Refer to the SEVIS Address Guide for information on SEVIS address standards.

  • This is a required field.
Email Address* 
  • Enter the new official’s work email address.

Note: This cannot be an email address that is shared with other people.

This is a required field.

Telephone Number* 
  • Enter the new official’s work telephone number.\
  • This is a required field.
Assign Role* 
  • Click the checkbox(es) to assign the new official to one or more campuses.
  • This is a required field.
  • Click Add. The School Official page opens with the new official listed.

The School Official Information page opens with the new official listed

The PDSO must attest to and submit the Form I-17 before the new DSO addition is completed. See Submit Addition of School Officials with Form I-17 in this document for directions.

Add Existing Official

To add an existing school official:

  1. Navigate to the Update School Information (Form I-17), School Officials page. (Refer to Add New Official, Steps 1-4, for navigation instructions.)

the Update School Information (Form I-17), School Officials page.

2. Enter the official’s SEVIS User Name.

3. Click Add an Existing Official. The Add Existing Official modal opens.

The Add Existing Official modal

4. Verify the existing school official’s information to assure this is the official you want to add.

SEVIS displays the official’s current information in SEVIS. If the information reflects contact information at another school, you can edit the information after adding them to your school. See Update School Official’s Information for instructions on updating an official’s information.

 

  • Select the appropriate checkbox(es) for the campus(es) the official will be assigned to.
  • Click either Submit or Cancel:
    • Cancel: Returns the user to the School Officials page without adding the new official.
    • Submit: Adds the official to the Form I-17 and returns the user to the School Officials page, where the newly added official is listed

the School Officials page, where the newly added official is listed

The PDSO must attest to and submit the Form I-17 before the DSO addition is completed. See Submit Addition of School Officials with Form I-17 in this document for directions.

Submit Addition of School Officials with Form I-17

Once the new or existing school official’s name appears on the School Officials page, the PDSO can submit the Form I-17 petition update.

 the School Officials page with next and submit circled

To submit the Form I-17 update:

1.  Click Next or Submit on the Update School Information (Form I-17), School Officials page. The Edit School Information (Form I-17) Submit page opens.

 

2. Click View Edits to review the changes being made to the Form I-17 petition. Wait while the page loads.

The Review Form I-17 Updates page opens. A yellow bar will compare the current value in the left column with the requested value in right column.

 

3. Click Close. The Edit School Information (Form I-17) Submit page opens.

 4. Ensure all supporting documentation is ready to upload. Since this petition update requires a signed Form I-17, click Print Petition at the bottom of this page, and collect the required signatures.

Note:  If the petitioner does not print the form before leaving this page, schools will be unable to upload a signed Form-I-17. If the school needs to gather more supporting documentation, use the left navigation pane to return to the form and save the petition as a draft.

5.     Complete the PDSO Attestation and enter your SEVIS password to sign the petition update. 

6.     Click 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.

Note: Ensure that your school is ready to submit all evidence before you click Continue. If the school is not ready to provide evidence once they reach the Upload Evidence page, the only option will be to cancel the petition update and begin the process again.

 

Icon - Pay attention to an important point

Notification of New Officials

Once the new PDSO an/or DSO request has been processed by SEVP, SEVIS sends the new official two emails:

  • First email: Provides the SEVIS user name assigned to the individual.

  • Second email: Provides instructions for creating the initial password. It also includes the SEVIS password standards, and a unique link created specifically for that official to create a password in SEVIS.

screen shot of the second email you will receive

The second of two emails received by new officials from SEVIS

 If the new official does not access SEVIS within 30 days of receiving the two emails from SEVIS, he/she will have to contact the SEVIS Help Desk to have their password reset.

1. When the official clicks the link in the email, the Welcome to the SEVIS System page opens.

2. The official enters his or her user name and creates a password.

3. The first time a new school official logs in to SEVIS, the School Official Compliance Agreement page opens.

4. The new school official clicks I Agree to acknowledge compliance with DHS regulations.

Add/Delete/Update School Officials When the Form I-17 is Locked or the PDSO is NOT Available

Adjudicated changes to school officials cannot be made to the Form I-17, if one of the following scenarios occurs:

  • Form I-17 is locked because of a pending update or pending Recertification.
  • PDSO is not available to submit the request in SEVIS.

Icon - Helpful tools are availableAvailable resources: 

 

Add an Official When the Form I-17 Cannot Be Accessed or the PDSO Is NOT Available

To add an official when either of the conditions applies:

  1. When the PDSO is not available, either an existing DSO or the head of the school should collect and scan proof of U.S. citizenship or lawful permanent residency for the new official.
  2. Prepare the required statement on school letterhead, which includes all of the following:
  • Explanation for why the update cannot be submitted in SEVIS.
  • School Name and School Code.
  • Name of new PDSO an/or DSO to be added.
  • Indicate if new PDSO an/or DSO is an active PDSO or DSO at another school.
  • Position title of new PDSO an/or DSO.
  • Role assignment (PDSO or DSO) for each campus the official will serve.
  • New official’s work address.
  • New official’s telephone number.
  • Work email address of any new PDSO an/or DSO.
  • What to do with old PDSO – changing role to DSO? For all campuses? Remove from Form I-17?
  • Existing official username, if applicable.
  • Signature of head of school

3. Print the current Form I-17 and by hand:

  • Modify the form to reflect any changes to school officials that need to be made.
  • Collect the appropriate signatures:
  • PDSO, if available
  • Head of school
  • New school official
  • Scan the form.

Notify SEVP if the PDSO has left the school or if no one is able to access the Form I‑17. Include an explanation of why the Form I-17 cannot be included. This should be signed by the head of school.

4.   Email the statement and the scanned documents to formi17supportingevidence@ice.dhs.gov.

  • Required statement requesting school official addition/adjustment.
  • Scanned documents, including proof of citizenship/LPR for each new PDSO an/or DSO
  • Signed Form I-17, or an explanation of why the school could not print or does not have access to the Form I-17 signed by the head of school.

 List the school name and the school code in the subject line of the email.​

SEVP will review the email and supporting documents. If the request is approved, the new official will be notified of their role and how to access SEVIS.

  • If the request is approved, the new official will be notified of their role and how to access SEVIS.
  • If denied, SEVP will send an email to the school with a denial explanation.

Edit or Delete an Official When the Form I-17 Is Locked for Recertification or the PDSO Is NOT Available

To edit or delete an official when either condition applies:

1. Prepare the required statement on school letterhead, which includes all of the following:

  • Explanation for why the update cannot be submitted in SEVIS.
  • School Name and School Code.
  • Description of the needed change(s).

2. Print the current Form I-17 and by hand:

  • Modify the form to reflect any changes to school officials that need to be made.
  • Collect the appropriate signatures:
  • PDSO, if available
  • Head of school, if PDSO not available
  • Scan the form.

Notify SEVP if the PDSO has left the school or if no one is able to access the Form I‑17. Include an explanation of why the Form I-17 cannot be included. This should be signed by the head of school.

3.  Email the following documents to formi17supportingevidence@ice.dhs.gov.

  • Required statement.
  • Signed Form I-17, or an explanation of why the school could not print or does not have access to the Form I-17. The head of school should sign the Form I-17.

List the school name and the school code in the Subject line of the email.

SEVP will review the email and supporting documents.

Assign or Reassign Campus Roles

Use this process to change the role of officials at individual campuses of your school without removing them as an official at your school. These changes are not adjudicated by SEVP and take effect immediately. School officials will notice the reassignments when they next log in to SEVIS.

Examples:

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

Note: Each campus on the Form I-17 must have one PDSO. This person may be a PDSO at multiple campuses. A school can have an unlimited number of DSOs per campus. However, SEVIS will print a maximum of thirty officials per campus.

 Limitation on the printed Form I-17:

  • SEVIS will only print up to 30 school officials per campus on the Form I-17.
  • If more officials are needed, contact SEVP.

To assign or reassign campus roles:

1. Navigate to the School Officials page of the Form I-17 [Page 6: School Officials].

he School Officials page of the Form I-17

Icon - Additional information is available

The Roles link is only available if the Current School Officials table is sorted by Campus. The Roles link is not visible when the table is sorted by Official’s Name.

2. Click the Roles link for the campus where the official’s role is to be changed. The Update Roles modal opens.

The Assign Roles page

 Every official must be assigned at least one role at one campus listed on the application. If an official is not assigned a role, you cannot submit these changes to the form. Every campus must have one PDSO.

3. Select the role for the official.

4. Click Submit. The School Officials page opens again with the official’s role changed in the Roles column.

5. Click Next. The Submit page opens

6. Complete the PDSO Attestation and enter your SEVIS password to sign the petition update. 

7. Click 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.

Note: Ensure that your school is ready to submit all evidence before you click Continue. If the school is not ready to provide evidence once they reach the Upload Evidence page, the only option will be to cancel the petition and begin the process again.

Update School Official's Information

Use this process to update information about a school official. This process does not require SEVP adjudication, unless you are updating the first and/or last name of a PDSO an/or DSO. When the PDSO attests to and submits the non-adjudicated changes on the Submit page, the update is effective immediately, and the Form I-17 remains unlocked.

To update a school official:

1. Navigate to the School Officials page of the Form I-17 [Page 6: School Officials].

he School Officials page of the Form I-17

2. Click the official’s name. The Update Official page opens.

The Update Official page with update circled

3. Update the information, as needed.

4. Click Update. The School Officials page reopens.

 

The School Officials page

  5. Click Next. The Submit page opens.

 

6.     Click View Edits to verify all information is accurate.

7.     Ensure all supporting documentation is ready to upload. If the petition update requires a signed Form I-17, click Print Petition at the bottom of this page, and collect the required signatures.

Note:  If the petitioner does not print the form before leaving this page, schools will be unable to upload a signed Form-I-17. If the school needs to gather more supporting documentation, use the left navigation pane to return to the form and save the petition as a draft.

8.     Complete the PDSO Attestation and enter your SEVIS password to sign the petition update. 

9.     Click 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.

Icon - Pay attention to an important point

  • The PDSO and the DSO must sign the Form I-17, even though the on-screen instructions say the paper Form I-17 is not needed.
  • Refer to the Upload Evidence- Form I-17 article on the SEVIS Help Hub for instructions on how to upload evidence.

Delete School Official

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

  • Deleting a school official is a non-adjudicated field and process. Therefore, a PDSO can delete a school official while the Form I-17 is locked for an update. The school official will be deleted and lose SEVIS access to all campuses for that school upon the PDSO attestation and the Form I-17 submission. 
  • Do 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.

 

To delete a school official:

1. Navigate to the School Officials page of the Form I-17 [Page 6: School Officials].

the School Officials page with delete official circled

2.  Click Delete Official to the right of the official you want to delete. The Delete Official page opens.

The Delete Official page with submit circled

3.  Click Submit. SEVIS no longer displays the official on the School Officials page. 

the School Officials page with the official deleted

 Although the official is no longer listed on the School Officials page, the official does not lose SEVIS access until the Form I-17 is submitted.

The next button circled

4.  Click Next. The Submit: Requested Changes page opens.

5. Click View Edits to verify all information is accurate.

6. Ensure all supporting documentation is ready to upload. If the petition update requires a signed Form I-17, click Print Petition at the bottom of this page, and collect the required signatures.

Note:  If the petitioner does not print the form before leaving this page, schools will be unable to upload a signed Form-I-17. If the school needs to gather more supporting documentation, use the left navigation pane to return to the form and save the petition as a draft.

7. Complete the PDSO Attestation and enter your SEVIS password to sign the petition update. 

8. Click 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.

Note: Ensure that your school is ready to submit all evidence before you click Continue. If the school is not ready to provide evidence once they reach the Upload Evidence page, the only option will be to cancel the petition and begin the process again.

Submit Successful - Return to School Information

Note: The Save Draft and Cancel buttons are inactive at this stage.

Required Signatures

When updating school officials, the following signatures are required:

Action

Required Signatures

Add DSO

  • Form I-17 Submit page in SEVIS: PDSO e-signs with SEVIS password
  • Form I-17 Continuation page: Head of school or the PDSO signs the page, Certification and Signature by President, Owner, or Head of School
  • Form I-17A Record of Designated School Officials page: New DSO signs the page

Add/Change PDSO

  • Form I-17 Continuation page: Head of school signs the page, Certification and Signature by President, Owner, or Head of School
  • Form I-17A Record of Designated School Officials page: New PDSO signs the page

Edit School Official Information

Signatures required for name change only:

  • Form I-17 Continuation page: Head of school or PDSO signs the page, Certification and Signature by President, Owner, or Head of School
  • Form I-17A Record of Designated School Officials page: Official, whose information changed, signs the page

Change Roles

Change in DSO campus assignments:

  • Form I-17 Submit page in SEVIS: PDSO e-signs with SEVIS password
  • Form I-17A Record of Designated School Officials page: Official, whose roles have been changed, signs the page

Delete Official

No signature required

Icon Guide

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