SEVP Portal Video: Managing Employer Information While on Post

SEVP Portal Video: Managing Employer

Information While on Post-completion OPT

Transcript

Scene 1 – Title Slide

Scene Description

Narration

The slide displays no instructional images or

animations

Welcome to the SEVP Portal video on

Managing Employer information while on

post-completion optional practical training

Scene 2 – Section Title - Overview

Scene Description

Narration

Student and an employment authorization

document appear on screen.

Luc is approved for post-completion optional

practical training or OPT.

A house, a man with a job offer, and a

computer with a calendar reading “10 days”

display.

He knows he is required to report any

changes in his home address or employer

information within ten days of the change.

An arrow point from the student to the

computer

He plans to use the SEVP Portal to update

his employer information.

Scene 3 – Section Title – Add Employer

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Narration

The slide displays no instructional

images or animations

Adding Employer Information

Scene 4 – The Job Offer

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Image of Luc with an employer

Luc has been offered a job at a company

where he will use what he learned in school.

Scene 5 – Portal Sign in Page

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Screenshot of portal Sign In page.

He goes to the Portal Sign In page.

Luc enters his email address and his

password to log in.

Scene 6 – The

Attestation

page

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Screenshot of the Attestation page.

He reads the attestation.

When Luc clicks Continue, he agrees to

provide accurate information.

Scene 7 – The

Profile

page

Scene Description

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Screenshot of the Profile Page. An arrow

points to the employment tab.

The Profile page opens.

Luc clicks on the Employment tab in the top

Navigation Bar.

Scene 8 –The

Employment

page – default view

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Screenshot of the Employment page.

This opens the Employment page.

The default view of the page is a list of all

employment authorizations Luc can see in

the Portal.

The Portal summarizes each authorization

in its own shaded box.

The summary includes:

A bracket highlights each part of the

summary as it is mentioned.

•

A SEVIS-assigned identifier for the

authorization itself. This number

makes it easier for SEVIS and the

Portal to share data about this OPT.

This number has no meaning outside

of SEVIS and the Portal.

• The type of OPT authorization.

•

The actual OPT start and end dates.

• The number of employers he is

working for. This number will go up or

down as employers are added or

deleted from the record. In his case,

Luc does not have any employers at

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this time.

• A “Plus” symbol that indicates the

section can expand to show more

data. Click anywhere in the gray box

to show the data. The “Plus” symbol

will change to a “Minus” sign.

Clicking the gray area again, hides

the data.

Luc clicks the Plus sign to expand the

section

Scene 9 –Employment authorization section expanded – default for no employers

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Screenshot of the Employment page with

the OPT authorization expanded. A bracket

calls out the read-only data about the

authorization.

Once expanded, the portal displays:

• Read-only data about the

authorization. This includes any

employment remarks the DSO may

have entered, the start and end date

of the authorization, whether the

authorization is full- or part-time, and

the type of OPT.

Arrow points from student in lower right

hand corner of the screen to a DSO on the

left side of the screen.

If any of this information is wrong, Luc

would have to work with his DSO to get it

corrected.

A bracket calls out the listing of employers

section.

And

• A list of employers already in SEVIS.

Students on Post-completion OPT can add,

edit, and delete employer information.

In this case, Luc doesn’t have any employers

in the system. His only option is to add an

employer.

Luc clicks the Add Employer button.

Scene 10 –Employer Section Expanded – Add Employer

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Screenshot of the Employment page with

the Employer section expanded.

The portal displays employer summary

information in a gray box – in this case, the

box is blank – and the fields for the entry of

employer data.

By default, the portal displays a warning

symbol in the employer summary and

outlines all required fields in red. The

warning symbol will display as long as any

required field is empty.

Luc begins to enter data about his new job.

If he works for himself; for example, if he is

a musician and hires himself out for gigs,

Luc would click the “Self Employed”

checkbox. The Portal would automatically

put his name in the Employer Name field.

But Luc is not self-employed, so he enters

the name of the company he works for and

the address of the physical location where

he performs the work.

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The portal checks the address against the

U.S. Postal Service’s database to be sure it

is a valid address.

Scene 11 – Sub-Section Title Slide

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The word “Addresses” appears center

screen, surrounded by a squiggly wreath.

Let’s take a quick detour to talk about

addresses in the portal.

Scene 12 – Address Tips

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The words “Tips for getting addresses to

work in the portal” appear center screen

surrounded by a squiggly wreath

Instructions for address line one display in

the upper left corner of the screen; the

example in the bottom left corner.

Address line one is for the street address

and apartment or suite number. For

example: 126 North Wayne Street, Suite 6

Data entry tips appear on both sides of the

squiggly wreath.

The validation tool used by the portal:

• Abbreviates streets and directions

• Omits punctuation

An arrow points from the example address

to a converted address that displays in the

lower right hand corner of the screen.

So, 126 North Wayne Street, Suite 6

becomes 126 N Wayne St Ste 6.

Instructions for Address line two appear

immediately above the squiggly wreath

Both the example address and the

converted address display “Alban Towers: in

the second line of the address.

Address line 2 is for the name of the

building or complex.

Example: Alban Towers

Scene 12 – USPS Publication 28

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Text displays on the screen with a call out

for the URL for where to locate U.S. Postal

Service publications.

Publication 28 from the United States

Postal Service (USPS) offers guidance on

acceptable formats and abbreviations for

different types of addresses. This includes:

• Standard street suffixes

• Rural addresses

• Addresses in Puerto Rico

Publication 28 is available on the USPS

website.

Scene 14 – Address Error Messages

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Screenshot of the error message for

employer addresses that appears on the top

of the page.

If the Portal does not find an exact match

for the address, it will display an error

message on the page.

A bracket displays below the SEVIS-assigned

OPT authorization number in the error

message.

The error message for employer addresses

contains a series of numbers that refer to

the SEVIS-assigned OPT authorization

number and

A bracket appears below the SEVIS

employer id number in the error message.

and the SEVIS-assigned employer number, if

there is one.

Scene 15 – First Type of Address Error Message

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Frustrated student sits at his desk looking at

a screenshot of an error message.

There are two kinds of error messages for

addresses.

The first is when the portal finds no

matches.

Check the accuracy of the address entered

to be sure it is correct.

An arrow points from the student to a DSO

If the address is correct, a DSO will have to

enter it in SEVIS.

Students are not able to override the

address validation in the portal.

Scene 16 – Second type of address error message

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Frustrated student at a computer with a

screenshot of error message.

The second kind of error message displays

when the portal finds a possible match.

This message will display even if the

address is correct, but is not in the

software’s preferred format.

Scene 17 – Employer Address Suggestions

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A student sits at a computer. A screenshot

of Employer address section with suggested

addresses displays. An arrow points to the

option to select the suggested address.

It will also give students the option to select

the suggested address

An arrow points to the option to re-enter the

address manually.

or to re-enter the address manually.

This option allows the student to correct the

address, if it was entered incorrectly.

An arrow points from the student to a DSO

who appears on screen.

It does not allow the student to get around

the validation.

If the address is right, and the portal does

not accept it, the student must work with a

DSO to enter the information in SEVIS.

Scene 18 – Continue Entering Employer Information

Scene Description

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Screenshot of the Employment page with

the Employer section expanded.

Now let’s return to Luc who has entered his

employer’s address.

Scene 19 –Employer data continued

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Screenshot of the Employment page with an

OPT employer section expanded to show

employer data fields.

Luc enters his job title at the company that

hired him. He indicates if the job is full- or

part-time, and enters the start date for the

job. This date cannot be before the start

date of the OPT authorization.

Luc can enter an end date for his job, if he

knows it. This date cannot be after the end

date for the OPT authorization.

Scene 20 –Final employer data element

Scene Description

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Screenshot of the Employment page with an

OPT employer section expanded to show

employer data fields.

Finally, Luc explains how the job relates to

his field of study.

Notice that the

Save

button is gray –not

blue. This means it is not active because all

required information has not yet been

entered.

Scene 21–Complete Employer Information

Scene Description

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Screenshot of the Employment page with an

OPT employer section expanded to show

employer data fields.

After Luc enters data into all required fields,

the Portal will activate the Save button.

If he needs to, Luc can add another

employer by clicking

Add Employer

Since he only has one employer, he clicks

Save.

The portal will not save any employer

information until Luc clicks the Save button.

The portal then sends the employer

information to SEVIS.

Scene 22 –Success

Scene Description

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Screenshot of the Employment page with a

success message.

The portal displays a Success message at

the top of the page.

Scene 23 – Employer Summary Bar

Scene Description

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Screenshot of the list of employers on the

expanded Employment page. A student

examines a bracket which highlights a

specific data element on the box. The

student and the bracket move across the

screen to highlight each data element is

described.

Luc can now see a list of his employers.

Each employer is in a shaded box that

displays summary information:

• A SEVIS-assigned Employer Number -

This number has no meaning outside

of SEVIS and the portal. It only helps

SEVIS exchange data with the portal

about that specific job. It is not the

same thing as the company’s official

Employer Identification Number (or

EIN) that is assigned by the United

States Internal Revenue Service. No

number displays here until SEVIS

receives the employer information

from the Portal, assigns a unique

number and sends it back to the

Portal. This can take a day.

•

It also shows: The employer name,

•

The start and end date of the job,

•

Any warning signs that indicate

required information is missing,

and…

•

A “Plus” symbol to indicate the

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section can expand to show

employer details. Click anywhere in

the gray box to show the data. Click it

again to hide it.

Scene 24 –Section title – Edit or Delete Employer Information

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The slide displays no instructional images or

animations.

Edit or Delete Employer Information

Scene 25 –

Employment

page

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Screenshot of the default view of the

Employment page.

While on post-completion OPT, Luc can edit

employer information.

From the Employment page, he clicks the

gray OPT Summary bar to display employer

information.

Scene 26– List of Employers

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Screenshot of the list of employers on the

expanded Employment page.

This displays a list of his employers.

To edit employer information, Luc clicks the

gray Employer Summary bar for the

employer he wants to edit.

Scene 27–

Scene Description

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Screenshot of the Employment page with

the Employer section expanded.

The portal displays the employer

information.

With the fields revealed, Luc can change the

data for that employer.

After updating the employer information,

Luc clicks Save.

Students should never use the edit function

to add a new employer.

Scene 28– Delete Employer

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Screenshot of the list of employers on the

expanded Employment page. An arrow

points to the

Delete Employer

button.

To delete an employer, Luc finds the

summary for the employer he wants to

remove. The portal displays a Delete

Employer button under each employer. To

avoid confusion, this button also displays

the name of the employer.

Luc clicks the Delete Employer button.

Scene 29– Delete Employer Confirmation

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Screenshot of the list of employers on the

expanded Employment page with the

confirmation modal open.

A confirmation message opens.

Luc clicks OK to confirm that he wants to

delete the employer.

Students should only use the Delete

Employer button to delete employers for

whom they have never worked.

Scene 30–

Employment

Page – Post Deletion

Scene Description

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Screenshot of the list of employers on the

expanded Employment page. Arrow points

to the employer counter in the OPT

authorization summary bar.

There is no success message, but the

employer no longer appears on the page

and the number of employers is down to

one.

Scene 31 –Section title – Student Reporting Requirements

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The slide displays no instructional images or

animations

STUDENT REPORTING REQUIREMENTS

WHILE ON OPT

Scene 32 – Post Completion OPT Reporting

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Text slide

Students have ten days from the change to

report new name, email address, home and

mailing address, telephone number, and

employer information like the start or end

date of employment, employer name,

employer address which is the physical site

where the work is performed.

Name and email address changes must be

reported to the DSO. They cannot be

reported in the portal. The regulations are

found at 8 Code of Federal Regulations

214.2(f)(12)

Scene 32–Key Facts

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The slide displays no instructional images or

animations.

Key facts about the portal.

Scene 33 –Key Facts

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Text Slide

Students have ten days from the change to

report new name, email address, home and

mailing address, telephone number, and

employer information like the start or end

date of employment, employer name,

employer address which is the physical site

where the work is performed.

Name and email address changes must be

reported to the DSO. They cannot be

reported in the portal. The regulations are

found at 8 Code of Federal Regulations

214.2(f)(12)

Scene 34 – Section Title - Resources

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Section title slide

What resources are available for the portal?

Scene 35 – SEVP Portal Help Section

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Text slide

Complete instructions and helpful resources

for using the portal are available on the

SEVP Portal Help section of the Study in the

States website.

Scene 36 – SEVP Portal Help Section

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Text slide

This site provides:

• overview information

• instructions on using the portal

• and access to:

o SEVP Portal User Guide

o SEVP Portal videos

o OPT student reporting

requirements

And many other helpful resources

Scene 37 – Engage with SEVP

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Text slide

Engage with SEVP. Stay connected! Access

key news and content in the Study in the

States blog. Follow us on Twitter, Facebook,

and Linked In.

Scene 38 – SEVP Contact Information

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Text slide

Contact SEVP by phone at (703) 603-3400

or by email at [email protected].

The office is open Monday through Friday 8

AM to 6 PM Eastern time, except for

holidays.

Scene 39 – Closing slide

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Thank you for watching! Check out other

videos on the SEVP Portal Help pages on

Study in the States!