Baby Got Batch:SEVIS Batching and You

NAFSA Region III ConferenceNorman, OKFall 2015

Presenters

Tracy Kaan, Assistant Director of Technology and Processes, University of North Texas

Sarah Ku, Assistant Director of Technology and Processing, University of Texas at Dallas

Stefan Johnsson, SEVIS Compliance Senior Coordinator, University of Houston

Emilie Gordon, International Student Advisor & SEVIS Analyst, University of Oklahoma

Agenda

● What is Batch Processing?

● Why Batch?

● Case Studies

● Challenges

● Resources & Suggestions

● Questions

What Is Batching?

Batch processing (aka batching) refers to the use of a third-party software or a database to identify and pull changes from international student records in a school’s official student information system, and

then push the changes to SEVIS for mass processing.

09.05.XX 09.17.XX 10.13.XX 10.20.XX 11.01.XX

University of North Texas University of Texas at Dallas

University of Houston University of Oklahoma

Type Public Research University

Public Research University

Public Research University

Public Research University

International StudentPopulation Size

3075 7941 5172 2394

Student InformationSystem

Oracle/PeopleSoft Oracle/PeopleSoft Oracle/PeopleSoft Ellucian/Banner

Batching Software

fsaAtlas/ISSM, now Sunapsis

fsaAtlas/ISSM PeopleSoft fsaAtlas/ISSM

Institutional Overviews

Create Student ✓ ✓ ✓ ✓

Registration ✓ ✓ ✓ ✓

Defer Attendance ✓ ✓ ✓ ✓

Personal Info. Update ✓ ✓ ✓ ✓

Program Info. Update ✓ ✓ ✓ ✓

Financial Info. Update ✓ ✓ ✓ ✓

Extend Program ✓ ✓ ✓ ✓

Change of Educational Level ✓ ✓ ✓ ✓

Drop Below Full Course ✓ ✓ ✓ ✓

Add/Cancel Dependent ✓ ✓ ✓ ✓

Reprint I-20 ✓ ✓ ✓ ✓

CPT Employment ✓ ✓ ✓ ✓

OPT & OPT Ext. Employment ✓ ✓ ✓ ✓

OPT Reporting ✓ ✓ ✓ ✓

6/12 Month STEM Validation Can, but don’t. --- ----

Off-Campus Employment ✓ ✓ ✓ ✓

Shorten Program ✓ ✓ ✓ ✓

Complete Program ✓ ✓ ✓ ✓

Status Termination ✓ ✓ ✓ ✓

What can you batch?

Why Batch?

How it makes us more efficient:

● processing large number of events all at once

● reduces data entry● allows tasking and smoother

workflows● automatic alerts and notifications● reporting capabilities● documenting/tracking● going paperless

Other Benefits: ISSM

● Letter and Form Templates

● Document imaging/storing

● Embedded RTI access

● Campus DataLink as a “holding tank”

● Multiple Events Generation

Other Benefits: PeopleSoft

● Front Desk Check-In

● Integration with HR/Academic Advising

● Cross-over training with IT personnel

● Queries can be more reliable as the software is similar

● Oracle allows for open source functionality with Peoplesoft

Other Benefits: Sunapsis

● Real-time interface with SEVIS.

● Automatic templates.

● Front desk check-in module.

● Pre-arrival & orientation scheduling modules.

● Online services for students, scholars, departments, & other outside

constituents.

Ellucian ISSM Registration Example:

Registration notifications come from our student information system each term and are pushed to our batch software for all F and J students.

Ellucian ISSM Registration Example:

Registration event appears in student record in batch software and can be approved with other updates.

Registration is uploaded to SEVIS within a batch.

Ellucian ISSM Personal Info. (U.S. Address) Example:Students update their address in our student information system.

From this “holding tank” we can approve them to override the current information on a student’s record, hold the information, or delete it.

Address updates in student info system are pushed to batching software 3 times a day.

Ellucian ISSM Personal Info. (U.S. Address) Example:Personal information updates can be validated and uploaded to SEVIS for each record. ISSM will indicate whether or not

an update is complete or invalid.

PeopleSoft Registration Example

● Compare Process 3pm, Export at 4:45pm, Import in the morning.

● Initial I-20s created through admissions via batch.

● Students who check-in with our office has the name flipped from admissions advisor to International Student Counselor who processes the check-in.

● Registration alerts sent through batch for continuing and new students with the international students’ advisor’s name only.

● Students who miss check-in and are registered for classes are followed with by queries.

PeopleSoft Address Updates

Address (U.S. and foreign) updates are linked with email addresses, birth country, and names.

In order to see the update for the student, you have to click on the “details” link.

Errors show up if the U.S. address is showing as a foreign addresses.

Sunapsis Registration ProcessInside our student database (PeopleSoft)

we will run a data extract process for specific terms and certain visa types. The process creates an xml file with the data.

The first datafeed run of the term will

serve as our “baseline,” then the system will compare subsequent runs to the last

run to determine what data should be included & excluded. This runs once a week & takes a few hours to process.

The xml is then imported into Sunapsis. Sunapsis’ internal logic then creates

batch events and alerts for our advisors to check and/or approve as needed.

Sunapsis Registration Process

Alerts Pie Chart & Tree

Assign Alerts via “My Case Tracker”

Sunapsis Registration ProcessIn the Batch Management screen, you are given different options of what to do with the batch events.

For example, you can mass approve them, or decide to look at the information in each event and edit/delete/approve them individually.

When the continuing student datafeed process is run, any

changes in address in our student information system

will be imported into Sunapsis.

Sunapsis will automatically create pending batch events

for an advisor to check & approve.

Sunapsis Address Updates

Double-clicking on the previous group of events will open a list of students & an

advisor can review them individually from this screen.

The previous information on the record & the new queued to SEVIS information will be

shown for comparison.

Sunapsis Address Updates

Sunapsis has created several tools to make it easier to edit, format &

override addresses, so that offices may more efficiently comply with the

new address rules.

Challenges● Institutional Support

○ Institutional IT Coordination & Cooperation

○ Staff Time for Training ○ Office Staff Responsible for

Software Development○ Funding○ Initial Software Conversion

● Troubleshooting○ Batch Failures

● Batching Software Upgrades, Fixes & Bugs

● SEVIS Upgrades & FixesSource: http://m.memegen.com/nix1rf.jpg

Source: http://internationaled.tumblr.com/search/batch

Source: http://internationaled.tumblr.com/search/batch

Resources…What’s Out There?

● SEVIS Technical Guidance Page○ SEVIS.Batch@ice.dhs.gov○ SEVIS Batch User Group

● Study in the States Website○ SEVIS Webinars○ SEVIS Help Hub

● Ellucian Client Support System (Ellucian Hub) for fsaAtlas/ISSM

● Sunapsis Community Pages for Clients● Conferences: Software & NAFSA● Listservs & Facebook groups: Software,

NAFSA● Institutional IT Department● Other universities who batch! Source: http://vignette3.wikia.nocookie.net/x-files/images/8/86/The_Truth_Is_Out_There_tagline.jpg/revision/latest?

cb=20070529002506

Suggestions

● Think about your business processes: Why do you do what you do? How could

a batching software help you in this?

○ You could use this as an opportunity to restructure duties & create a more

efficient office.

● Do your research.

○ Visit other schools to see how they use their software.

○ Find contacts who are willing to share info with you & your IT staff.

○ Use all of this info to plan. It will help you to be realistic about the

possible conversion & what to expect afterwards.

Suggestions

If you do decide to move forward with a batching software:

● Communicate your expectations/needs early with all key players at your

institution.

● Designate a project manager/team lead.

● Don’t try to rush it.

● Unless you have other deadlines to meet, etc., try to take your time during the

preparation and implementation phases to lessen the probability of future issues

coming up.

● Work with your IT staff to help them understand what you are trying to do.

○ Get supervisors on board so that staff are able to make this a priority.

○ Make yourself available to them & be responsive.

○ Be appreciative of their time.

Questions?

Contact Information

Tracy KaanUniversity of North TexasEmail: Tracy.Kaan@unt.edu

Sarah KuUniversity of Texas at DallasEmail: sarah.ku@utdallas.edu

Stefan JohnssonUniversity of HoustonEmail: sjohnsson@uh.edu

Emilie GordonUniversity of OklahomaEmail: emilie.gordon@ou.edu