Recordkeeping and Reporting
The U.S. government requires that all schools keep records containing certain information about all students to whom they issue forms I-20 (for F-1 students and their dependents) and DS-2019 (for J-1 exchange visitors and their dependents) and that this information or any changes be reported to the Department of Homeland Security or the Department of State. These reports are made at regular intervals and anytime there are important changes.
Our records include all of the information that you provided in order to gain admission and to certify your financial support. They also include your current address, your academic status, the date you began your studies, your degree program and field of study, whether you have been certified for practical training and the beginning and end dates of that certification, the number of credits that you have earned each semester, a photocopy of your I-20 or DS-2019 (and all the information included on that form), and a record of termination if applicable. If you have transferred from another school, changed your educational level at UIS, shortened or extended your program, been authorized a reduced course load, enrolled concurrently at another school, or brought family members to the United States to live with you, these are also part of your file.
We report certain data to the U. S. government as required by federal regulations. Some of this information is reported periodically on all students and exchange visitors. Some of it is reported on individual students as events occur necessitating the report.
The primary information reported on all students is that:
- You have arrived at UIS for the first time, have enrolled in a full course of study, and your current physical address.
- You have continued each semester to maintain a full course of study and to make progress toward your educational goal and any change of address.
- You have completed your program.
- Or, you have failed to do one of the above and have been terminated.
In addition, each of the following events is reported at the time that it occurs for each individual student:
- Each SEVIS update done to request an immigration benefit such as an extension of stay, a transfer, employment, practical training, a reduced course load, a change of level of study, the addition of dependents, etc.
- Any student who has failed to maintain status or complete his or her program.
- A change of the student or dependent’s legal name.
- A change of the student or dependent’s U.S. address.
- Any disciplinary action taken by the school against the student as a result of the student being convicted of a crime.
- Any other notification request made by SEVIS or by DHS with respect to the current status of the student.
Students participating in the 17-month OPT STEM extension must also make periodic reports regarding their employment status. Federal immigration regulations require that STEM OPT recipients make a validation report to the PDSO/DSO every six months starting from the date the 17-month extension begins and ending when the student’s F-1 status ends, the student changes educational levels at the same school, the student transfers to another school, or the 17-month OPT extension ends, whichever is first.
8 C.F.R. § 214.2(f)(12)(ii)(B)
The validation report must include the student’s:
- Full legal name
- SEVIS identification number
- Current mailing and residential address
- Name and address of the current employer
- Date the student began working for the current employer
The report is due to the DSO within 10 business days of each report due date. You may use the OPT employer report form (pdf).
After receiving the student’s validation report, the DSO must update SEVIS no later than 31 days after the 6- and 12-month reporting due date. If the PDSO/DSO does not report that the student is participating in the OPT Extension, or does not update the OPT Extension information within the reporting period, the student will automatically be set to Terminated status with a new reason of “Failure to Report while on OPT” 32 days after the reporting due date.
Please ask your employer to sign the report form and return it to us via post, fax, or as an e-mail attachment as soon as possible so that we may assist you in maintaining your F-1 status.