VCS Document Upload and Category Codes

The following text is from an email announcement sent to all R-1s and R-2s by Mr. James Nindel, USAID Responsible Officer. Note: The Complete Guides referred to in this announcement can be downloaded in the Documents section of this web site. The updated ADS documents can be downloaded here: http://www.usaid.gov/policy/ads/.

Greetings TraiNet R-1's and Visa Compliance System (VCS) R-2's:

This email covers several important topics, so please read it carefully.

We have had a turn-over in USAID Mission, contractor, and grantee staff in recent months, which means that we have a lot of new R-1's and R-2's. With that in mind, I wanted to make sure that everyone, especially our newly appointed R-1's and R-2's, has a good understanding of USAID regulations and procedures pertaining to TraiNet and the Visa Compliance System.

I have attached to this email, PDF versions of ADS 252, Visa Compliance for Exchange Visitors, the Complete Guide to USAID Visa Compliance, and ADS 253, Training for Development. On November 22, 2007 ADS 252 was revised. The Complete Guide to USAID Visa Compliance was revised in August of 2007. All of these documents are found at USAID's external website, http://www.usaid.gov/policy/ads/. Please do not enter data into TraiNet or verify U.S.-bound participant trainee or exchange visitor data in the VCS unless and until you are well-versed in the regulations and procedures contained in the documents attached to this email.

Please make sure that you always upload pertinent documents into U.S.-bound participant VCS file. You can upload scanned documents, PDF files, and word processing files. Doing this allows for an electronic record that you, your Mission Approver and I can see.

Our goals are to better facilitate the process of issuing DS-2019's, 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, and make the reinstatement of no-shows and non-returnees faster and easier.

The documents that you must upload (and keep hard copies of in your official files) are the following:

• A black and white copy of the stamped DS-2019 form
• The face page of the Exchange Visitor's passport
• A copy of I-94 Form.

Sponsoring Units and Implementers must not make color copies of the DS-2019 form.

In addition to the documents above, documents that you should upload (and keep copies of in your official files) to enable a Mission Approver to approve a U.S.-bound participant in the VCS include:

• A Training Request or description of Exchange Visitor activity
• If applicable, a Dependent Certification Form AID 1380-5, approved by the Mission
• Signed Conditions of Sponsorship for J-1 Visa Holders Form, AID 1381-6

Other documentation that can be uploaded prior to VCS approval could include:

• Nomination/Exchange Visitor selection documentation
• Exchange Visitors' bio data information
• Security risk and fraud inquiry (SRFI) documentation
• English language proficiency documentation
• Medical clearance confirmation (unless HAC Plan C is used)
• Pre-departure orientation checklist
• SEVIS identification number
• All other documentation/correspondence related to visa compliance

The method for managing documents in the VCS is similar to any document management utility on the web. Documents are uploaded and downloaded to and from a local computer or network where they are placed in a specific folder or on the computer desktop. Documents are printed locally. If a document is changed and uploaded with the same name, the document in the current electronic archive is overwritten. Any document uploaded with a new name is added as a new document in the list.

Until further notice, USAID is suspending the use of the Trainee Specialty and Trainee Non-Specialty category. Individuals already in a Training category program should complete their program as scheduled. Please ensure that each trainee's program, once completed, is documented appropriately in VCS and submitted through VCS within the three day end of program requirement.

Please review the information noted below related to current USAID approved categories:

a. Student – The Exchange Visitor is entering the U.S. to study at a degree granting, post-secondary accredited educational institution. The Exchange Visitor may participate in a degree or a non-degree program. (See 22 CFR 62.23).

b. Short-Term Scholar – The Exchange Visitor is entering the U.S. for a period up to six months for the purpose of lecturing, observing, consulting, training, or demonstrating special skills at research institutions, museums, libraries, post-secondary accredited educational institutions, or a similar type of institution (See 22 CFR 62.21).

c. Specialist – The Exchange Visitor is an expert in a field of specialized knowledge and is entering the U.S. for a period up to one year to observe, consult, attend a training program designed to enhance their specialty, or demonstrate special skills (See 22 CFR 62.26).

d. *Research Scholar – The Exchange Visitor is entering the U.S. for a period up to five years primarily to conduct research, or observe or consult in connection with a research project at research institutions, corporate research facilities, museums, libraries, post-secondary accredited institutions, or similar types of institutions (See 22 CFR 62.20).

*Individuals may not travel as Research Scholars if they have traveled to the United States under an F or a J Visa within the previous 12 months, unless their presence in the U.S. was for less than six months. Furthermore, those Exchange Visitors who travel as Research Scholars may not return to the U.S. as a Research Scholar for two years following the completion of their program.

e. Government Visitor – The Exchange Visitor is entering the U.S. for a period up to 18 months and is an individual who is influential or distinguished, selected by USAID to consult, observe, train, or demonstrate special skills (See 22 CFR 62.29).

Thank you for your attention to these issues. Any USAID policy questions should be directed to me at jnindel@usaid.gov, or to Linda Walker at lwalker@usaid.gov or to Jeffrey Shahan at jshahan@usaid.gov. Technical questions regarding the use of TraiNet, the VCS, including the uploading of documents, should be directed to the TraiNet/VCS Help Desk at jvisa@devis.com, or by phone to +1-703-527-4340.

James Nindel, USAID Responsible Officer, EGAT/ED