USAID RO Announcement: Remember the Document Upload Feature in VCS

Following, is an announcement from the USAID RO from an email sent to all Visa Compliance System R2 Verifiers and R3 Approvers:

The purpose of this email is to once again remind you of the Visa Compliance System's (VCS's) feature that allows users to upload, download, print and manage electronic documentation, including scanned documentation, specific to participant trainees and other U.S.-bound exchange visitors in the system. R2 Verifiers, R3 Approvers and R4 Submitters are able to utilize this feature.

Our goal is to better facilitate the process of issuing DS-2019's and reduce the amount of hard copies that would otherwise have to be hand-delivered or mailed to and from contractors/partners and USAID Mission Approvers. This feature makes it much easier for us to reinstate individuals such as "no shows" who are out of status, and it allows us to have access to documentation that we need when contacted by customs officials upon an exchange visitor's arrival at a U.S. port of entry.

Our analysis of participant records in the VCS indicates that very few R1's, R2's or R3's are utilizing the VCS document upload feature. We therefore request that you start using it whenever possible and practical.

Documents we want you to upload include those that ADS-252 requires an Approver to have before a record can be approved in the VCS:

• The face page of the potential visitor's passport, clearly showing the face, passport number, and country of citizenship;
• A Training Request or description of Exchange Visitor activity; and
• If applicable, a Dependent Certification Form AID 1380-5, approved by the Mission.

The same is true for any documentation needed by the Alternate Responsible Officer (the R4 Submitter) in Washington, D.C., who often requires specific documentation should an exchange visitor fall out of their proper status and need to be reinstated in SEVIS. You may want to upload the following documents:

• Stamped copy of the exchange visitor's DS-2019;
• Copy of the stamped visa; and
• Copy of the I-94

Please note that Approvers and Submitters can still request original hard copies of any and all documents. Beyond that, other helpful documentation that may be uploaded prior to VCS approval could include:

• Nomination/Exchange Visitor selection documentation;
• Exchange Visitors' bio data information;
• Security risk inquiry documentation;
• English language proficiency documentation;
• Medical clearance confirmation (unless HAC Plan C is used);
• Signed Conditions of Sponsorship for J-1 Visa Holders Form, AID 1381-6;
• Pre-departure orientation checklist;
• SEVIS identification number, and;
• All other documentation/correspondence related to visa compliance.

Uploading files and scanned documents is fast and quite easy to do. If you need assistance with how to do it, please contact the TraiNet/VCS Help Desk.

Any policy questions regarding the use of this feature should be directed to me at jnindel@usaid.gov. Technical questions should be directed to the TraiNet/VCS Help Desk at jvisa@devis.com, or by phone to +1-703-527-4340.

Thank you,

James Nindel

Responsible Officer

USAID/EGAT/ED