The document discusses batch processing in SEVIS and its benefits for universities. It provides an overview of how four universities use batching software like Sunapsis and ISSM to process international student records from their student information systems and push updates to SEVIS in batches. The presenters provide examples of how registration and address changes are batched at their institutions. Challenges, resources, and suggestions for implementing batch processing are also discussed.

1. Baby Got Batch:
SEVIS Batching and You
NAFSA Region III Conference
Norman, OK
Fall 2015

2. 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

3. Agenda
● What is Batch Processing?
● Why Batch?
● Case Studies
● Challenges
● Resources & Suggestions
● Questions

4. 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.

5. 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

6. Type Public Research
University
Public Research
University
Public Research
University
Public Research
University
International
Student
Population Size
3075 7941 5172 2394
Student
Information
System
Oracle/PeopleSoft Oracle/PeopleSoft Oracle/PeopleSoft Ellucian/Banner
Batching
Software
fsaAtlas/ISSM,
now Sunapsis
fsaAtlas/ISSM PeopleSoft fsaAtlas/ISSM
Institutional Overviews

7. 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?

8. 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

9. Other Benefits: ISSM
● Letter and Form Templates
● Document imaging/storing
● Embedded RTI access
● Campus DataLink as a “holding tank”
● Multiple Events Generation

10. 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

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.

18. Sunapsis Registration Process
Inside 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.

19. Sunapsis Registration Process
Alerts Pie Chart & Tree
Assign Alerts via
“My Case Tracker”

20. Sunapsis Registration Process
In 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.

21. 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

22. 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.

23. 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.

24. 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 & Fixes Source: http://m.memegen.com/nix1rf.jpg

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

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

27. 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

28. 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.

29. 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.

30. Questions?

31. Contact Information
Tracy Kaan
University of North Texas
Email: Tracy.Kaan@unt.edu
Sarah Ku
University of Texas at Dallas
Email: sarah.ku@utdallas.edu
Stefan Johnsson
University of Houston
Email: sjohnsson@uh.edu
Emilie Gordon
University of Oklahoma
Email: emilie.gordon@ou.edu