What is SEVIS?

SEVIS = Student and Exchange Visitor Information System. 

SEVIS is an online system that is used to report and maintain information for F-1 students. Only the Principal Designated School Official (PDSO) and Designated School Officials (DSOs) have access to this system. All ISSS staff use SEVIS to maintain F-1 records. SEVIS is also used to create the I-20, and to issue an updated I-20 when students change their major or apply for work authorization.

SEVIS Registration

F-1 students must be registered in SEVIS by ISSS every fall and spring semester (and during Summer Arch) to maintain their F-1 status. SEVIS registration confirms that the student is starting or continuing their program at Rensselaer, is enrolled full-time (unless otherwise approved), and has a valid U.S. address.

ISSS completes SEVIS registration within the first 30 days of each semester. It is important that students keep their U.S. address in SIS up-to-date, and that they are enrolled full-time every fall and spring (or talk to ISSS to discuss options to be part-time if eligible).

Annual Vacation

Every student is eligible for an annual vacation. This is an authorized break in study taken once per academic year, and it lasts for only one term. Typically, Rensselaer students have their annual vacation during the summer, except for students in Summer Arch.

Students are not required to take an annual vacation. They can choose to take time off in the summer (excluding the Summer Arch requirement for undergraduate students) and still be in status. To learn more about what is an annual vacation, see this link: https://studyinthestates.dhs.gov/2019/06/what-annual-vacation.

CIP Code

CIP Code = Classification of Instructional Programs Code

Every student has a CIP Code based on what they are studying at Rensselaer. This code is decided by the Registrar's Office, based upon documentation provided by the academic department. ISSS does not assign the CIP code for any academic programs.

The CIP code is found on Page 1 of the I-20, in the Program of Study box. The CIP Code name that prints on the I-20 may not be an exact match for the name of the major at Rensselaer. Students must notify ISSS if they believe their CIP code is incorrect, so it can be reviewed.

The CIP Code impacts the off- campus employment a student can perform while on CPT (Curricular Practical Training) and OPT (Optional Practical Training). All off-campus employment must be related to the major(s) listed on the I-20.

The CIP Code also determines if a student is eligible to apply for the STEM OPT Extension, which allows an additional 24 months of work after OPT.

To learn more about what are CIP Codes, see this link: https://studyinthestates.dhs.gov/sevis-help-hub/student-records/classification-of-instructional-programs/classification-of#.

Education Levels

Every student has an Education Level based on their program at Rensselaer. There are three possible Education Levels at Rensselaer: Bachelor’s (for undergraduate students), Masters (for MS, MEng, MBA, MArch, and MFA students, and Doctorate (for PhD and DEng students).

The Education Level is found on Page 1 of the I-20, in the Program of Study box.

A student can only have one Education Level listed on their I-20. If a student will change their Education Level, they must coordinate with ISSS to provide documentation to update the I-20 to reflect the change. All students who participate in the co-terminal program will need to request a new I-20 after finishing the Bachelor's degree.

As an F-1 student, you have several options in your final semester. As you get ready to complete your program of study, you can:

Request Part-Time Enrollment (RCL) in your final semester

The federal government permits you to be a part-time student in very specific circumstances. You must obtain approval from ISSS before you become a part-time student.

For more information, expand the below section on Part-Time Enrollment (RCL).

Program Extension

All F-1 students are required to complete their program by the Program End Date listed on their I-20. If you will not complete your program by this date, you must apply for an extension at least 30 days before your Program End Date on your I-20.

For more information, expand the next section on I-20 Extension.

Apply for Post-Completion OPT (if eligible)

Optional Practical Training (OPT) offers F-1 students an opportunity for off-campus work experience in their field of study.

For more information, see the Employment in the U.S. section on Optional Practical Training (OPT).

60 day grace period

When F-1 students finish their program of study, there is a specified grace period of 60 days that begins after your Program End Date on your I-20.

During this grace period, you can do any of the following:

• Apply and be accepted to a new academic program which starts within 5 months of your graduation date; or
• Apply for Post-Completion OPT [see the section on Post-Completion OPT for instructions and timelines]; or
• Travel inside of the U.S. and depart the U.S. by the end of the grace period; or
• Apply to USCIS for a change of status [legal counsel recommended].

If you have applied for Post-Completion OPT, you are able to remain inside the U.S. in legal F-1 status while your application is pending. In fact, you should NOT depart the U.S. with a pending application. Your 60-day grace period does not apply during this time. Instead, you will receive a 60-day grace period upon completion of OPT.

Transfer to another U.S. school

For students who intend to transfer to another U.S. school, see the Leaving Rensselaer section on Transfer.

Start a new program at RPI

Students who intend to begin a new program of study at RPI will need to request a Change of Education Level (COL) I-20 within 60 days of of their Program End Date or graduation (whichever is sooner). Please keep in mind that you must allow ISSS at least 2 weeks for processing, so we highly recommend you submit all your documentation to us in advance of your Program End Date.

To learn more or request the Change of Level I-20, access the Change of Education Level request online: https://bit.ly/COLrequest.

We recommend that you speak with ISSS during our Open Hours in the semester before you will start your new program so we can provide guidance on travel outside of the U.S. and timing expectations. After your Change of Education Level I-20 has been issued, you are able to be employed on-campus (but not off-campus).

International students are required to maintain a full-time course load every fall and spring semester. Full-time is 12 credit hours (for graduate students on teaching assistantships, it is 9 credit hours with approval from OGE).

Part-time enrollment (RCL) is only allowed in certain situations. These situations also require academic approval and ISSS approval. Students can receive a maximum of two Part-Time Enrollment (RCL) approvals per education level, excluding a RCL for medical reasons (maximum of 12 months).

Do not drop below full-time without first working with ISSS for the required approvals. If you drop below full-time without approval from ISSS, you are not maintaining your F-1 status and your SEVIS record may be terminated.

Undergraduate students and graduate students have a different process to request to be part-time student, so please review the process which is appropriate for you.

Undergraduate Part-Time Process

• Undergraduate students will complete an online process to submit their request for part-time enrollment.
  • Go to this link: https://bit.ly/RCLrequest

Graduate Part-Time Process

• Graduate students need to complete the Graduate Student Request for Change of Status Form, found here: https://info.rpi.edu/graduate-academics/forms-publications-policies, and get this form signed by your Present Graduate Program Director and OGE before you submit this to ISSS.
• ISSS cannot sign this form and submit it to the Registrar's Office for processing until the academic side has approved your request as noted on the form.

International students are eligible to apply for a Social Security Number (SSN) only if they have employment or work authorization (via EAD card from USCIS or CPT from ISSS). If you do not meet these criteria, you are not eligible to apply for a SSN.

The process to apply for a SSN is different depending on the type of employment you have: RA/TA, other on-campus employment, CPT, or OPT. Please see the appropriate sub-section that applies to you.

Note that for ALL first semester students, you must complete ISSS Electronic Check-In before we can complete your registration in SEVIS and write your SSN application letter, which is required to apply for a SSN. ISSS will complete your SEVIS registration by the 4th week of semester. In order to expedite processing, please do not contact ISSS prior to the 4th week of the semester.

• If you are an RA/TA
  1. Submit a copy of your RA/TA award letter to ISSS in the Social Security Number (SSN) Letter Request online: https://bit.ly/SSN-letter
  2. Create/update your Glacier account with Payroll, then schedule an appointment to submit your documentation to Payroll.
  3. ISSS will send you an email when the SSN application letter is issued, and provide guidance on the next steps.
• If you hold Other On-Campus Employment
  1. Complete the Social Security Number (SSN) Letter Request online: https://bit.ly/SSN-letter
     • In the request, y​​​​​​ou will be provided a form that your supervisor must complete.
  2. Create/update your Glacier account with Payroll, then schedule an appointment to submit your documentation to Payroll.
  3. ISSS will send you an email when the SSN application letter is issued, and provide guidance on the next steps.
• If you are on CPT
  1. First apply for CPT through ISSS. After you have received your new I-20 with the work authorization, then gather your new I-20 and CPT letter from your employer, and see this link for the next steps to apply for your SSN: https://rpi.box.com/v/SSNinstructionsF1
  2. You do not need a letter from ISSS to apply for your SSN, as the I-20 states we have issued you work authorization.
  • ** Note that you must apply for your SSN during the period of time when you have work authorization. You will be denied if you apply outside of the time period listed on your I-20.
• If you are on OPT
  1. First apply for OPT through ISSS. After you have received your EAD Card from USCIS with proof of your work authorization, then take your new EAD card and see this link for the next steps to apply for your SSN: https://rpi.box.com/v/SSNinstructionsF1
  2. You do not need a letter from ISSS to apply for your SSN, as the EAD card states USCIS has issued you work authorization.
  • ** Note that you must apply for your SSN during the period of time when you have work authorization. You will be denied if you apply outside of the time period listed on your EAD card.

Students are often asked to obtain a SSN for opening a bank account or renting an apartment. If you do not have employment, you cannot get a SSN. So what can you do instead?

If you do not qualify for a Social Security Number, you should complete the Form SS-5 (https://www.ssa.gov/forms/ss-5.pdf) and submit this to the Social Security Administration (SSA) along with photocopies of your passport and visa. You can submit your documents by going in-person to 120 Hoosick St, Suite 12A-1, Troy, NY 12180. This letter can often be used in lieu of obtaining a SSN because you are not eligible to get one.

Curricular Practical Training (CPT) offers F-1 students an opportunity for off-campus work experience where the employment is an integral part of the student's degree program. This means work must be related to the degree at RPI.

All off-campus employment (paid, unpaid, or "volunteer") requires students to obtain Curricular Practical Training (CPT) authorization from ISSS before they start. CPT is issued by ISSS.

Types of CPT

• There are two types of CPT: part-time CPT and full-time CPT.
  • Part-time CPT occurs when you work for 20 hours or less per week. Part-time CPT does not have any impact on your ability to get Optional Practical Training (OPT).
  • Full-time CPT occurs when you work for more than 20 hours per week. Full-time CPT may impact your ability to get OPT. If you use 365 days of full-time CPT, you will lose the ability to get OPT. If you use 364 days or less of full-time CPT, you should be eligible to obtain OPT.

Am I eligible to apply for CPT?

• To be eligible for CPT, you must have been enrolled full-time for one full academic year in a status that permits work (usually F-1).
  • This means a fall and a spring semester or a spring and a fall semester must be completed before the CPT can start.
  • You can apply for CPT before the end of the second semester of the full academic year, but it cannot start until that semester is finished.
• You must be enrolled in a class for academic credit during the semester you intend to use CPT. For more details on this, see the next question.

How do I apply for CPT?

There are two ways you can get CPT at RPI: Co-op or Alternate CPT Approval. See each section below for details. ISSS recommends you work with CCPD to check if you are eligible for Co-op, as that is the preferred option for CPT.

To see a visual overview of the differences between these two processes, click this link: https://rpi.box.com/v/CPTprocessoptions

• RPI Co-op
  • RPI has a Cooperative Education Program managed by the Center for Career and Professional Development (CCPD) called Co-op. Students can opt to participate in the Co-op program to obtain CPT authorization from ISSS.
  • Co-op has specific requirements set by CCPD, so plan at least 2 months in advance of when you wish to start working and connect with CCPD to learn more about the Co-op requirements.
  • A co-op is the quickest and easiest way to get Curricular Practical Training (CPT) work authorization.
  • Co-op requires four approvals: CCPD, your academic advisor, Graduate Program Director, and ISSS. You obtain these approvals by getting signatures on the Graduate Co-op Work Plan document provided to you by CCPD after you meet with them to determine your Co-op eligibility.
  • After you are approved for Co-op by all other offices, then you must submit your paperwork to ISSS to request CPT (and ISSS Co-op approval).
  • There is an online request for students to submit the co-op paperwork they receive from CCPD, available here: https://bit.ly/COOPapplication
• Alternate CPT Approval
  • Students may be permitted to participate in CPT with departmental approval and OGE approval through a process called Alternate CPT Approval.
  • There is an online request for students to request Alternate CPT Approval, available here: https://bit.ly/CPTrequest
    • For summer only positions, graduate students requesting Alternate CPT Approval use a different process, available here: https://bit.ly/CPTrequest-SUMMERONLY
  • The Alternate CPT Approval process in fall and spring requires four documents:
    • A form signed by your Academic Advisor and OGE (form available inside the online request)
    • Proof of registration in an internship course (many departments do not have an existing course, so you need to work with them to determine if there is a course or if an Independent Study will work). You cannot use a course being taken for a different purpose, such as Dissertation, to fulfill this requirement.
    • Copy of course syllabus
    • Offer letter from employer with specific information (details available inside the online request)
  • The Alternate CPT Approval process in summer requires two documents:
    • A form signed by your Academic Advisor and OGE (form available inside the online request)
    • Offer letter from employer with specific information (details available inside the online request)
    • OGE enrolls you in 1 credit summer ADMN course and you are responsible for paying tuition and fees for this one credit course You will be added to LMS where you can view syllabus and required deliverables. This is a graded S/U course and you must submit the work.

How long does it take to get CPT?

• The documentation processes for Co-op or Alternate CPT Approval can take anywhere from four to eight weeks.
• It takes ISSS at least 5 business days to process the documents after you submit them to our office. Plan in advance and get your documentation in to the appropriate offices!

Students in their final semester are eligible to apply for OPT to work after graduation. For an overview, see this infographic: https://rpi.box.com/v/OPTApplicationProcess.

Have questions about OPT? View our Frequently Asked Questions (FAQs) document: https://rpi.box.com/v/OPTfrequentquestions

Follow these steps:

1. Complete the OPT Workshop to learn about OPT requirements: https://bit.ly/RPIOPTWorkshop
   • This workshop is mandatory, and must be completed for you to apply for OPT.
2. Submit completed OPT application to ISSS: https://bit.ly/RPIOPTApplication
   • Allow 5 business days for processing and review of the OPT application
   • After the application is processed, you will receive an email with instructions on how to get the new I-20.
3. After you receive the new I-20 with the OPT recommendation, you will apply for OPT with USCIS.

Pre-Completion OPT is a work authorization option available to students before graduation. For more information on this option, please meet with an ISSS advisor.