USAID RO Announcement: Processing Timelines for Exchange Visitors

The following text is from an email announcement sent to all R-1s and R-2s by Mr. James Nindel, USAID Responsible Officer.

The purpose of this email is to remind you of the need to allow sufficient time for all of the steps leading up to the issuance of a DS-2019 form for participant trainee and exchange visitor travel to the U.S.

As you know, before a traveler can depart for the U.S., several steps must take place. First, the VCS R-1 Initiator must enter all participant and program related data into TraiNet. In some countries it is not unreasonable to start this process as many as ninety days in advance of the program start date. In any event, it is highly recommended that the data be entered at least six weeks before the traveler's Consulate interview.

After the initial data is entered by the R-1, the R-2 Verifier must then verify that the information entered by the R-1 is complete, correct, and error free. While this is taking place, the Mission R-3 should be coordinating the Security Risk and Fraud Inquiry required by ADS 252, and then must approve the participant or exchange visitor and his/her U.S. program or event in the VCS. Once these steps have taken place, the R-4 in Washington submits the data to SEVIS, prints and signs the DS-2019 form, and ships the signed form to the Mission. This last step in itself can take more than a week, considering how quickly the Department of Homeland Security responds, and the amount of time it takes for FEDEX to deliver a form to the Mission. All of this is in addition to all of the other "processing" steps that must take place, such as pre-departure orientation, purchase of HAC insurance, English language testing, the Consular interview, etc.

The VCS provides two warnings, one to the R-2, the other to the R-3, if an attempt is made to verify data or approve a participant trainee or exchange visitor too close to their travel date.

The Verifier will receive the following warning:

"You are attempting to Verify a new exchange visitor within two weeks of the start of his or her program. This request will not be submitted to DHS for processing because it will not be possible for you to receive the completed DS-2019 form and perform any necessary additional processing, such as the consulate interview, in time for program start. Please reschedule the program for a later date."

The Approver will receive the following warning:

"You are attempting to Approve a new exchange visitor within two weeks of the start of his or her program. This request will not be submitted to DHS for processing because it will not be possible for you to receive the completed DS-2019 form and perform any necessary additional processing, such as the consulate interview, in time for program start. Please reschedule the program for a later date. The Verifier has also received this message."

If you are involved with participants from countries where USAID does not have a Mission or presence, please be sure to identify your USAID R-3, and begin a dialogue with him/her as early in the process as possible.

Please keep the foregoing in mind as you design and implement your U.S. travel, programs and events.

Please refer to USAID's Complete Guide to Visa Compliance.

Any policy questions regarding ADS 252 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