TraiNet and Visa Compliance System Support United States Agency for International Development

VCS and TraiNet FAQ

You may also want to refer to these sections:

For TraiNet Desktop users:

TraiNet Desktop and US Training FAQ

For TraiNet Web users:

TraiNet Web and US Training FAQ

TraiNet does not create the DS-2019 form. Where does the DS-2019 come from?

The completed DS-2019 form is produced from SEVIS using information originally entered into TraiNet. When SEVIS issues the DS-2019, the form is signed in Washington and returned to the Mission where the exchange visitor is a citizen. The DS-2019 is then given to the trainee to use in obtaining his or her visa.

What are the rules for Participant Categories?

USAID is designated as a sponsor of two programs (G-2-0370 and G-2-0263) for the following categories of participants as defined in 22CFR62:

  • Student – for participants entering the U.S. for a period to last as long as they pursue a full course of study toward these degrees: Associate degree, Bachelor degree, Master degree, Post-doctorial degree, Non-degree program.
  • Short-term Scholar - for participants entering the U.S. for periods usually up to several weeks to lecture, observe, consult, participate in seminars, workshops, conferences, study tours, professional meetings, or similar types of educational and professional activities.
  • Specialist - for participants deemed to be an expert in their profession and entering the U.S. to observe, consult, or demonstrate special skills.
  • Researcher - for participants with a degree of higher education, entering the U.S. for a period of up to 3 years to conduct research, teach, and lecture with their American colleagues, to participate actively in cross-cultural activities with Americans, and ultimately to share with their fellow citizens their experiences and increased knowledge about the U.S. and their substantive fields.
  • Government Visitor - participants recognized as influential or distinguished, who are entering the U.S. to participate in observational study tours, discussions, consultations, professional meetings, conferences, or workshops.
  • Trainee - for participants entering the U.S. for a period of up to 18 months to enhance knowledge, skills, and attitude (KSAs) in their specialty or non-specialty occupation through participation in structured training activities: Specialty participants must have already completed a four-year degree in their field or a recognized non-degree professional certificate. Non-specialty participants need not have a completed degree. However, participants must have at least two years of education, training, or experience in the field in which they are to receive training.

Consult USAID's official training policy handbook on U.S. training, ADS-252 - available in the Training Directives and Guidance on the USAID web site - for official guidance on these category codes,

What about visas for dependents of training participants?

TraiNet Desktop version 2.2.1 and TraiNet Web have the capability of processing DS-2019 Certificates of Eligibility for J-2 visas for dependents of training participants. Please see FAQ What types of visa applications can I obtain using VCS?

Will globally funded training have to be entered into TraiNet now in order to get a visa for the exchange visitor?

Yes, whether they are funded from the local Mission, or AID Washington, all trainees will have to be entered into TraiNet. There is no way to get a J visa unless the participant is entered into TraiNet.

For more guidance on how to define roles, please see FAQ How will an overseas mission manage centrally funded training under the new process?

How is training under centrally funded programs to be handled now? Does the Mission enter these exchange visitors or does the centrally funded contractor?

The exchange visitors can be entered in TraiNet either by the centrally funded contractor or by the Mission. In both cases, the Mission's Approver will review and approve the exchange visitor for participation.

In all cases, there should be close coordination between the Mission and the centrally funded contractor to ensure that the trainee is not entered twice in TraiNet.

Please see FAQ How will an overseas mission manage centrally funded training under the new process? for more guidance on how to define roles.

Can Missions record A and B Visa participants in TraiNet and just choose to not transmit them?

B visas can be entered into the TraiNet Desktop version, but not yet into the Web version. A visas cannot be entered into either version.

For the Desktop version, select B visa in the visa section of the Detail Tab on the Program Information screen in TraiNet. The records will be ignored and not transferred through the VCS system to SEVIS.

For TraiNet Web, the ability to enter A or B visas is a pending update. An announcement will be made when this feature has been added.

Is the J Visa extension process the same as the process for obtaining the initial visa?

Yes. It goes through the system in the same fashion with the new requested end date. An extension then generates a request that is sent to SEVIS to request an update to the exchane visitor's information.

Therefore, to request an extension simply change the program dates in TraiNet and submit the data again.

Some of the exchange visitors I entered in TraiNet were rejected in VCS because of incorrect or missing data, what do I do?

Make sure you clarify exactly what information is missing or incorrect. Make all updates or additions in TraiNet. Obtain the correct information, or add information you left out of required fields. For TraiNet Desktop, re-transmit the data to the VCS using Site ID HCDTRN. For TraiNet Web, click the Submit button or hyperlink.

See FAQ What VCS data is required in TraiNet? for a list of all required fields in TraiNet that must be filled in before transmitting data to the VCS.

In TraiNet Desktop, I must enter the DS-2019 control number in the Visa wizard before I can save it. Is the visa control number required in TraiNet as initial data before data can be transmitted to the VCS?

You should upgrade to the latest version of TraiNet Desktop at Downloads, or contact the Help Desk to have your site converted to the Web version. The DS-2019 control number is no longer required initial data. But it must still be entered and reported once it is known.

Is the US School Address in TraiNet Desktop and the US Contact Address in TraiNet Web the address of the school where the exchange visitor is training?

No, it is the mailing address of the exchange visitor while they are at the training facility. This is the address that will be reported to SEVIS.

For very short-term programs when there is no way to deliver mail to exchange visitors at their hotel or other very temporary residence, it is acceptable to use the address of the monitoring organization in the United States.

We received a DS-2019 for a program that was subsequently cancelled. We keep getting update notifications in VCS, even after we reject the records. How do we stop this from happening?

If you have not cancelled the training in TraiNet, VCS thinks you still want DS-2019s for these exchange visitors and pulls their data in again. Cancelling the trainee and visa in TraiNet will tell VCS to ignore this data.

In TraiNet Desktop:

  1. Open the trainee record and click the Detail tab.
  2. Change the Trainee Status to Cancelled.
  3. Set the Visa status to Void.
  4. Transfer your data to VCS again.
  5. Mail the DS-2019 of the rejected participant to the Responsible Officer at EGAT/ED/TR.

In TraiNet Web:

  1. Log into the system and click on the participant icon for the program in question.
  2. Change the Trainee Status to Cancelled.
  3. Submit your data to the VCS again.
  4. Mail the DS-2019 of the rejected participant to the Responsible Officer at EGAT/ED/TR.

An exchange visitor received his DS-2019, but was rejected for a visa at the Embassy/Consulate – what happens now?

  • The exchange visitor's TraiNet record needs to be updated and the status changes re-verified in VCS. Verifiers and Approvers should accept the updates in order to update the SEVIS record.
  • The DS-2019 needs to be returned.

In TraiNet Desktop:

  1. Open the trainee record and click the Detail tab.
  2. Change the Trainee Status to Cancelled.
  3. Set the Visa status to Void.
  4. Transfer your data to VCS again.
  5. Mail the DS-2019 of the rejected participant to the Responsible Officer at EGAT/ED/TR.

In TraiNet Web:

  1. Log into the system and click on the participant icon for the program in question.
  2. Change the Trainee Status to Cancelled.
  3. Submit your data to the VCS again.
  4. Mail the DS-2019 of the rejected participant to the Responsible Officer at EGAT/ED/TR.

Why do I get this message: “This message is to inform you that you have participants waiting to be processed in the USAID Visa Compliance System (VCS). VCS can be accessed at: https://vcs.usaid.org/Login”. These exchange visitors are already in training in the US.

It is important that all status and other changes –-- see Newsletters, Volume 1 #7, Volume 1 #9 and Volume 2 #2 –-- be transmitted to VCS during the course of the participant's program.

If you read in the message you received, you will find this explanation:

"In this case, VCS may not be asking for verification of data for the purpose of obtaining a DS-2019, but rather, to acknowledge that the participant's data has changed (or has started or cancelled their program.) When an exchange visitor starts their program, it is important for you to verify or approve the event to prevent SEVIS from reporting the visitor as a "No Show". The VCS Update Data screen displays will display all updated data for these participants. Verification or Approval indicates that you have been informed of the data change and the end result of the changed data will update SEVIS with current information on the participant. Normally, this will not trigger the re-issuance of a new DS-2019. You will be notified of VCS data changes for all participants throughout the life of their program."

I am unclear about when I can update information in TraiNet, and what information I may and may not update?

Go to our Documents section and download the document in the TraiNet (General) area called TraiNet-VCS-SEVIS When Data Can Be Updated.

My exchange visitor has already received her DS-2019 and J visa stamp, but her program has now been postponed by a few weeks. What do I do?

To postpone a program, follow these steps:

  1. Change the start and end dates in TraiNet and transfer/submit that change to the VCS.
  2. The Verifier should check the box to re-print the DS-2019 form.
  3. Mail a cover letter and the old DS-2019 form to the USAID Responsible Officer at EGAT/ED/TR. Send the documents to:

    USAID RO/ARO | Ronald Reagan Building | North Tower | 1300 Pennsylvania Ave., NW | #700 | Washington DC 20004

  4. A new DS-2019 will be printed and mailed to the mission Approver for distribution to the participant. The participant will need to arrange a visit to the consular office in their country for the issuance of a new J visa stamp.

IMPORTANT NOTE: Make sure you allow enough time to process the new DS-2019 and J visa. SEVIS will automatically reject any electronic applications for a DS-2019 that are less than two weeks prior to the anticipated start date of the new program. It is advisable, in order to make enough time for the VCS verification and approval process, as well as the consular visit and interview, to set the new program date ahead by at least 4 weeks.

What is the procedure for terminating an exchange visitor's program once they are already in training in the US?

Follow these steps for terminating an exchange visitor:

In TraiNet Desktop:

  1. Open the trainee record and click the Detail tab.
  2. Change the Trainee Status to Terminated.
  3. Enter a Termination Reason.
  4. Update the Return Status.
  5. Transfer your data to VCS again.

In TraiNet Web:

  1. Log into the system and click on the participant icon for the program in question.
  2. Change the Trainee Status to Terminated.
  3. Select a Return Status, Termination Reason and Termination Date.
  4. Click the Next and Save buttons.
  5. Submit your data to the VCS again.

When should I update participant status, and how do I do it?

It is very important to update participant status during the course of processing an application for a J visa, when the training program begins, and after program completion. The TraiNet/VCS Help Desk recommends using the following statuses in the Current Trainee Status field in TraiNet:

If you want the VCS to: Set the Participant's Status to:
Request a DS-2019 Candidate, Planned, Alternate (TraiNet Desktop) Planned (TraiNet Web)
Void a DS-2019 Cancelled
Validate a Participant In-Training
Terminate a Participant Terminated (ALSO, update Return Status - see below)
Close the Program after Completion Achieved (ALSO, set the Return Status to one of the following):
  • Returned: if the trainee retuned to his/her home country.
  • Non-Returnee: If the trainee did not return to his/her home country
  • In-Country: Can be used like "Returned"
  • Deceased

There are two ways to update participant status: one participant at a time, or several participants all together who are attending the same program.

In TraiNet Desktop:

To update Status for one participant:

  • Log into TraiNet
  • From the Bookmarks section on the right side of the main TraiNet screen, select Trainees-Individuals
  • Select the ALL hyperlink at the top of the page to list all your Trainees
  • Find the participant whose status you wish to update and double click on their name
  • You will be on the Trainee Information screen. Select the Detail Tab at the bottom of the screen.
  • Change the Current Trainee Status field on the top left of the screen.

To update Status for a group of trainees attached to one program:

  • Log into TraiNet
  • From the Bookmarks section on the right side of the main TraiNet screen, select Programs
  • Click the ALL hyperlink at the top of the page to list all your programs
  • Find and open, by double clicking, the program for the participants you want to update all at once.
  • You will be on the Program Information screen. Select the Detail Tab at the bottom of the screen.
  • On the second grid (Trainees Currently Enrolled), while holding down the Ctrl key, select all participants whose status you wish to update
  • Select the Actions Menu on that grid
  • Select Update Trainee Status
  • Change the status in the Trainee Status Wizard
  • Select the Finish button

In TraiNet Web:

To update Status for one participant:

  • Log into TraiNet
  • Select the participant icon of the program in question.
  • Select the Edit Participant Status hyperlink on the left side of the screen.
  • Find the participant whose status you wish to update and change their status in the picklist.
  • Click the Next button and then click the Save button.

To update Status for a group of trainees attached to one program:

  • Log into TraiNet
  • Select the participant icon of the program in question.
  • Select the Edit Participant Status hyperlink on the left side of the screen.
  • Select your status from the picklist for ALL participants.
  • Click the Next button and then click the Save button.

Remember: When a program is completed or terminated, you should update two fields for each trainee attending that program: Current Trainee Status and Return Status. Refer to the table, above, for appropriate status options.

For more details on participant status, please refer to the following newsletters in our Newsletters section:

VCS error says that the fields that were updated cannot be submitted until the exchange visitor is validated. What does that mean?

The Department of Homeland Security's SEVIS system does not allow updates to certain exchange visitor information after they have been issued their J visa in their country of origin and before he or she has been validated (Trainee Status changed to In-Training and Program Status changed to Active). This means that once a participant's information has been submitted to SEVIS and after they have been issued their J visa in their country of origin, the record is locked until the participant is confirmed to have started training. Some updates from TraiNet must be held in limbo in the VCS until the exchange visitor's TraiNet data is updated to show he or she is In-Training. Once that has been done the error will be resolved and the pending updates will be submitted.

The Verifier may want to reject this exchange visitor. This will not affect their status in the SEVIS system. By rejecting the visitor the Verifier removes him from the VCS Verifier queue and thus alleviates the daily automated email reminders sent out by the VCS stating there are participants waiting to be processed.

Once again, if you see this error it is an indication that information on the participant has been sent and a DS-2019 form has been requested. As soon as the participant's status in TraiNet is updated to In-Training, the error will be resolved and the participant can be validated by the Verifier.

Please refer to the following newsletters in our Newsletter's archive:

  • Vol. 2, No. 6
  • Vol. 2, No. 4
  • Vol. 2, No. 3 - See section 3.1.6. It refers to timely updates to EVs through their course, then refers to Complete Guide
  • Vol. 2, No. 2 - SEVIS Enforcement of Participation
  • Vol. 1, No. 7
  • Vol. 1, No. 5

Or, if you're a Verifier or Approver, download and read the "Complete Guide" appendix for your role. Download the Complete Guide and appendix here.

I have exchange visitors doing several U.S. trainings in a row. How do I best manage the TraiNet data?

The most important issue to consider in deciding how to record and process multiple training programs for one exchange visitor is the length of time between the end of the first program and the start of the second. Here are two scenarios to consider for making that decision:

1. The time between the end of the first program and start of the second is only a few days:

In this case you want to enter your data into TraiNet by creating one program with multiple components.

  • When you create the training program you will be prompted at the end of the Program Wizard as to whether you wish to create a second component.
  • You want to answer "Yes".
  • When entering the start and end dates for each component, make sure your dates are contiguous, even if there is a lapse of time between the end of the first program and the start of the second.

Do NOT do this (example 1):

  • Program Component 1:
    • Start Date = 05/05/2005
    • End Date = 05/08/2005
  • Program Component 2:
    • Start Date = 05/10/2005
    • End Date = 05/15/2005

Notice there is a gap of two days between the end date of the first component and the start date of the second component.

DO this (example 2):

  • Program Component 1:
    • Start Date = 05/05/2005
    • End Date = 05/09/2005
  • Program Component 2:
    • Start Date = 05/10/2005
    • End Date = 05/15/2005

Notice there is not a gap between the end date of the first component and the start date of the second component. The second component starts the day after the first program ends. Even if one program does not exactly start or end on the date you've recorded, what is most important is that your dates are contiguous, as in example 2 above.

2. The time between the end of the first program and the start of the second program requires that the exchange visitor return to their home country and make a second trip at a later time:

Because SEVIS cannot process a second training program while the first one is still active, it is necessary to schedule the training programs to allow sufficient time between the end of the first program and the beginning of the second in order to obtain the DS-2019 and apply for the new visa.

Enter the first training program by entering all required data (see the first FAQ at the top of the page in Using TraiNet for US Training FAQ ). Transfer the data to the VCS for verification, approval and submission to the SEVIS system. Once the program end date has arrived and the participant and program statuses have been updated accordingly, you may enter the second training program and transfer the data to the VCS as you did for the first one. Please notify the helpdesk at jvisa@devis.com when the second program is ready to be read into the VCS.

Remember to leave at least sufficient time between the end date of the first program and the start date of the second program so as to allow enough time for the processing of subsequent J visas.