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The Knowledgebase

ISSS Student: Data Maintenance Timeline

The following is a strongly suggested maintenance timeline for ISSS Student Administrators. 
Important Note: This timeline details the minimum that must occur in terms of data maintenance. Some institutional policies may recommend more frequent download audits, for example.

This article covers the following topics: 

 

Data Maintenance Timeline Template

Daily Data Maintenance

  • Download all uploaded batches to SEVIS
    • Hamburger Menu > Batch Manager
      Note: only DSOs can download F batches and AROs J batches.
      • Batch Errors
        • Transmitted with Errors, this may mean an issue at the time of the batch or missing information for SEVIS.  
        • Received and Downloaded (with the error bubble), this means there is a SEVIS error.
  • Review and submit data changes
    • Hamburger Menu > Student Request List > SIS Changes > Update to the applicable Campus Site/Program Number
    • To create an item for a batch, select the students > Actions > Update and Create New Batch.  Then navigate to the Batch Manager to select the batch(es) > Options > Upload Batch(es)
    • To update data in the student’s profile ONLY, select the check box(es) next to the student(s) > Actions > Update Student Data.
    • If you do not want the data to be sent to SEVIS or be displayed in the student’s profile, select the check box next to the student(s) > Actions > Dismiss.

 Weekly Data Maintenance

  • Download “Students With Requested, Pending, or Approved Optional Practical Training (OPT)” list via RTI Connect
    • Actions > RTI Downloads
      DSO will need to download updated OPT lists to sync updates, such as employer name and address and supervisor contact information, reported via the SEVP Portal or USCIS into approved OPT records in ISSS Student.

      Note: Some institutions recommend Initial students should receive an RTI download weekly in order to track I-901 payments, VISA issuance, and to document any cancellations of I-901 payments.

 

Monthly/Quarterly Data Maintenance 

  • Download “Completed Status Students,” “Canceled Status Students” and “Terminated Status Students” list via RTI Connect
    • Actions > RTI Downloads
    • Update students with Data Discrepancies. 
    • Completed List should be completed at the end of each grace period and prior to SEVIS Registration.  
    • Canceled List should be completed at the end of the Auto Cancellation window.
    • Terminated List should be complete on a quarterly basis but also before a Registration window.

  • Prepare for TDS upgrade(s)

Bi-Annual Data Maintenance

  • Download “Active Status Students” and “Initial Status Students” list via RTI Connect
    • If applicable also download, “Active Status Exchange Visitors” and “ Initial Status Exchange Visitors”
      • Actions > RTI Downloads
        DSO will need to download updated Active/Initial Status Students lists to sync any changes in U.S. home and mailing address, U.S. telephone number, and Foreign Telephone Number reported via the SEVP Portal into existing profiles in ISSS Student.
        • If any student stated “Not in ISSS” ensure you change them to an Integrated User as appropriate
          • Maintenance > Edit User 
          • Search for the user with their email address. Select the appropriate record. Turn integrated user radio button to Yes. Also be sure to update the username to the correct username to match the format of the UUID (Universally Unique Identifier-typically a combination of letters and numbers that identify a user within your institution) from your datafile.
          • Ex: email@td.com,1234567
  • Analytics

Make sure that your queries and reports are updated to the term you are processing. Delete any old analytics queries and reports to keep your homepage clean. If any are shared with other staff, you must unshare prior to removal.  Prior queries/reports shared with Terra Dotta Support for troubleshooting which has been resolved may be unshared.

  • Templates
    • Check templates to ensure information is accurate for the upcoming year.
    • These templates are used for the Newly Admitted Student functionality for the I-20/DS-2019 creation.

Onboarding/Hiring Maintenance

  • Permissions
    • Review the permission groups and make sure each group has the correct access. Pay special attention to any student admins. 
    • To add a new Staff Member, navigate to Staff in the black navigation bar > click the people icon in the middle > Click Add User to Group > Add the Staff Member.  Be sure to add them to the facilitators group. Pay attention to if you are adding them as a non-integrated user (bottom of the page) or an integrated user (upper section).  If you add as a non-integrated user and they need to be integrated, navigate to Maintenance > Edit User to change the User Name to the UUID ((Universally Unique Identifier-typically a combination of letters and numbers that identify a user within your institution)) and update to Integrated.
    • The final step will be to navigate to ISSS Student under the Hamburger menu>Configuration>SEVIS Settings. The user must be added as an official (Those with SEVIS Credentials) or an assistant (Please note: Assistants will have limited access that can be adjusted under SEVIS Permissions).