Basic (12-83)

RM 05103.019 Preparing I-157 Coding Sheet, Form SSA-3972

1. A. 

   For each I-157, containing a verified SSN and completed in accordance with section RM 05103.010C. of this subchapter, prepare an I-157 coding sheet as shown below. (Since the information transcribed on the coding sheet will be keyed, using Four-Phase equipment, it is extremely important that all data be entered legibly.)

   1. 1. 

      SOCIAL SECURITY NUMBER - Enter the verified SSN shown in the space headed “Soc. Sec. No.” or elsewhere on the front of the I-157 in the block provided on the coding sheet. If more than one SSN is involved, prepare a complete separate coding sheet for each number whether it is an active or an inactive number.

   2. 2. 

      RECORD CODE - Enter “A” for new accretion records (i.e., Form I-157, Notice of Deportation.)

   3. 3. 

      FIRST NAME - Print the given name that is underlined in red on the I-157 and which may or may not have a red number “1” above it. This name may appear in either the “Name” space or the “Alias” space on the I-157. Print up to ten letters of the name shown.

   4. 4. 

      MIDDLE INITIAL - Print only the first letter of the middle name that is underlined in red on the I-157 and which may or may not have a red number “2” above it. This may appear in either the “Name” or “Alias” space on the I-157. Leave this item blank if no middle name is shown.

   5. 5. 

      SURNAME - Print the surname that is underlined in red on the I-157 and which may or may not have a red number “3” above it. This surname may appear in either the “Name” or “Alias” space of the I-157. Print up to 12 letters of the surname shown. If a hyphenated or double surname is involved, print only the first part of the surname in this field. The part of a hyphenated surname following the hyphen will be entered in line six (Double Surname).

   6. 6. 

      DOUBLE SURNAME - Print the double surname (that part of a hyphenated surname following the hyphen) that is underlined in red on the I-157 and which may or may not have a red number “3” above one of the parts of the hyphenated surname on this line of the coding sheet (up to ten letters). This part of the surname may appear in either the “Name” or “Alias” space on the I-157. Leave this item blank if no double surname is involved.

   7. 7. 

      ALIAS-FIRST NAME - Print the given name part of any one name not underlined in red and/or not having a red number above it on the I-157 in this space of the coding sheet. This name may appear in either the “Alias” or “Name” line of the I-157. If no such name is present, leave lines 7, 8 and 9 of the coding sheet blank.

   8. 8. 

      ALIAS-MIDDLE INITIAL - If the name used in line 7 (Alias-First Name) has a middle name associated with it, print only the first letter of that middle name in this space.

   9. 9. 

      ALIAS-SURNAME - Print the surname part of the name coded in line 7 (Alias-First Name) in this line of the coding sheet. Print as much of the name (including any double surname) as will fit in the 12 spaces. Never enter “-” or “/” in this field; for hyphenated surnames leave a blank space between names.

      NOTE: Extra care is needed in coding the name lines (3-9) of Form SSA-3972, I-157 Coding Sheet for several reasons.

      In some cases the “good” name (i.e., underlined and/or numbered in red) may appear in the “Alias” lines of the I-157. Conversely, the name to be coded as an alias in lines 7-9 of the coding sheet (i.e., name not underlined or numbered in red) may well appear in the “Name” line of the I-157.

      Caution and judgement should also be exercised in so far as the red numbers over different parts of the name are concerned. A number of cases have been found in which the second part of a hyphened surname has been labeled with a red “2” (i.e., middle name) rather than properly identified as part of the surname. If it seems clear to the person coding the form that this is actually a double surname and not a middle name then the case may be coded to show that. If in doubt, please refer the case to the Pre-Claims Branch.

      Be alert for other possible problems in the name fields and refer them to Pre-Claims Branch if needed.

   10. 10. 

       DATE OF BIRTH - Print the date of birth as shown in the “Birthdate” space of the I-157. Always enter six digits for month, day and year. For any portion of date of birth not shown enter “00.”

   11. 11. 

       SEX - Print the letters “M” or “F” as shown in the “SEX” space of the I-157. If neither is indicated, enter “U.”

   12. 12. 

       PLACE OF BIRTH - Print only the two letter standardized abbreviation for the country shown in the “Birthplace” space of the I-157. Use “UN” if country is unknown.

   13. 13. 

       COUNTRY DEPORTED TO - Print the two letter code for the country shown in the “County to which deported” space of the I-157. Use same reference as shown in 12. above.

   14. 14. 

       DATE DEPORTED - Print the date of deportation as shown in the “Date Deported” space of the I-157. Always enter six digits for month, day and year. For any portion of date not shown enter “00.”

   15. 15. 

       FINAL CHARGE CODE - Print only the acceptable two digit paragraph code shown following “Section 241(a)” in the “Final Charge” space of the I-157. If section 242(f) is shown, enter “01” as the final charge on the code sheet. If “other” is shown, enter “09” on the code sheet. (Never enter codes 03, 08, 13 or 19 and higher.)

   16. 16. 

       INS FILE NUMBER - Print the full eight digit number shown in the “File No.” space of the I-157. If the file number is less than eight digits, leave blank spaces in the first position(s). Leave all spaces blank if no INS File Number is shown on the I-157. Do not enter “A” or any other letter in this line.

   17. 17. 

       DATE REC'D IN SSA - Enter the six digit month, day and year shown stamped either on the reverse side or the lower portion of the front of the I-157 as the date received in OCRO.

2. B. 

   For any I-157 not showing the information required on the coding sheet (items 1 through 5 and 10 through 17), set the code sheet and I-157 aside for examination by the Pre-Claims Branch. Also, set aside any other questionable cases.

3. C. 

   Count the completed code sheets and enter the number in the control register, then forward the code sheet to the Pre-Claims Branch under cover of a route slip referring to RM 05103.019.

4. D. 

   File the I-157's in SSN order in the file cabinets located in the SSN Processing Branch, DRO.