US flag   Official website of the Department of Homeland Security

U.S. Department of Homeland Security: Study in the States

View Disclaimer

 

Terminate a Completed or Cancelled Record

Last updated 26-Jan-2018

General

Occasionally, a student record is Canceled or Completed, when it should have been Terminated; for example:

  • A student leaves a program in the middle of a final session and does not notify the DSO. The record auto-completes 60 days after the Program End Date. In this case, since the student stopped attending classes in the middle of a session without notifying the DSO, the record should have been Terminated for Unauthorized Withdrawal.
  • A student enters the United States with an initial attendance Certificate of Eligibility (COE), Form I-20. The port of entry information is not updated on the student’s record and the student does not report to school or register for classes. The student record will auto-cancel 60 days after the Program Start Date. However, the record should be Terminated for No Show – Manual Termination.

Information icon

  • DSOs can change the student’s SEVIS status from Canceled or Completed to Terminated immediately without SEVIS Help Desk adjudication. 
  • DSOs must maintain documentation justifying the correction in the student’s record. 
  • All of these corrections are shown in the student’s Event History.

Change SEVIS Record Status from Canceled or Completed to Terminated

To change a Canceled or Completed record to Terminated status:

1. Navigate to the Student Information page.

2. Click Corrections. The Corrections Management page opens.

3. Click Terminate Student in the Correction Options Available for This Student section. A confirmation message appears explaining the additional documentation that must be kept on file.

4. Click one of the following:

  • I Agree: Indicates the DSO will maintain the appropriate supporting documentation and opens the Terminate Student page.
  • Cancel: Cancels the action and opens the Student Information page.

5. On the Terminate Student page, complete the required fields: 

Field Description
Termination Reason
  • Select one of the following from the drop-down list:
    • Absent from country for five months
    • Authorized drop below full course time exceeded
    • Authorized early withdrawal
    • Change of status approved
    • Change of status denied
    • Change of status withdrawn
    • Death 
    • Denied transfer (for M-1 students only)
    • Expulsion
    • Extension denied (for M-1 students only)
    • Failure to enroll
    • Failure to report while on OPT (for F-1 students only)
    • No show – Manual termination
    • Otherwise failing to maintain status
    • School withdrawn

Note: DSOs should never use School Withdrawn. SEVIS notes this reason when it auto-terminates a student record, because a school loses SEVP certification and is withdrawn from SEVP. 

  • Suspension
  • Transfer student no show
  • Transfer withdrawn (for M-1 students only)
  • Unauthorized drop below full course
  • Unauthorized employment
  • Unauthorized withdrawal
  • Violation of change of status requirements

Note: See the SEVIS Help Hub on Study in the States for more information on SEVIS Termination Reasons.

  • This is a required field.
Termination Reason Comment
  • If “Otherwise Failing to Maintain Status is chosen, enter how the student violated status.
  • Remarks will appear in the Correction Request History for this correction request.
  • Field has a 1000-character limit.
Correction Remarks
  • Explain why the correction is needed. 
  • Remarks will appear in the Correction Request History for this correction request.
  • Field has a 1000-character limit.
  • This is a required field.

6. Click one of the following:

  • Reset Values: Returns all the previous values entered in the fields.
  • Cancel: Cancels the action and opens the Student Information page.
  • Terminate Student: Opens the confirmation message.

7. Click:

  • Yes: Update Successful message opens.
  • No: Cancels the action and opens the Student Information page.

The record is now in Terminated status for No Show – Manual Termination.

Icon Guide

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