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ISSS Scholar: Batch Processing: Errors, Issues, and Troubleshooting

Discover how to resolve batch errors (e.g., S0013, S0030, T0002, etc...) when transferring data from Terra Dotta to SEVIS. This guide offers step-by-step instructions to identify and fix common issues, ensuring smooth and accurate data integration. Follow these best practices to manage batch errors effectively and keep your international scholar records up-to-date.

This article will discuss the following topics: 

 

Access and Permissions

To access and correct batch errors in the scholar module, an ISSS administrator must:

  • Navigate to Batching > Batch Uploads or Batching > Batch Downloads, depending on when the error occurred during SEVIS processing. 
  • Be part of the Facilitator's permission group.
  • Be designated as a Responsible Officer (RO) or Alternate Responsible Officer (ARO) for the site.

 

Batch Transmission Workflow

  1. Sending the Batch Event:
    • A batch event is submitted from Terra Dotta to SEVIS
    • Status: Transmitted - awaiting confirmation
  2. Confirmation of Receipt:
    • SEVIS sends a confirmation to Terra Dotta acknowledging receipt of the batch event. 
    • Status: Transmitted - awaiting download
  3. Processing the Batch: 
    • SEVIS processes the batch overnight. 
  4. Batch Event Return: 
    • The processed batch event is made available for download in Terra Dotta the following morning.
  5. Downloading the Batch Event:
    • An administrator downloads the batch event from Terra Dotta. 
  6. Updating Records:
    • Upon download, updates from SEVIS (e.g., status changes) are imported into Terra Dotta.  

 

Common Batch Issues and How to Resolve Them

SEVIS Errors

SEVIS generates errors beginning with "S." These errors are primarily due to issues within the data sent from Terra Dotta to SEVIS.

S0001

  • Description: General upload/download failure
  • Possible Cause: Issues on the SEVIS side (e.g., a batch server is down.)
  • Resolution: First, wait 10-15 minutes and attempt to upload the batch once more. If the error code persists, check for communication updates from SEVIS or contact sevis.batch@ice.dsh.gov.

S0002

  • Description: Invalid organization information
  • Possible Cause(s): The most common causes for the S0002 error are campus site ID, PDSO/RO username, or DSO/ARO username.
  • Resolution: Correct the invalid organization information, remove the errored batches, and include the pending update records in a new batch event.

S0003

  • Description: Invalid user ID
  • Possible Cause(s): The user creating the affected batch event does not have a valid SEVIS username. This is typically seen when:
    • The user previously had separate logins for the institution's F-campus and J-campus sites, which have now been merged. 
    • The user is incorrectly configured as an officer but is not authorized to manage SEVIS processing
  • Resolution: Correct the invalid user ID, remove the errored batches, and include the pending update records in a new batch event.

S0013

  • Description: XML does not comply with SEVIS schema
  • Possible Cause: There is a data condition that SEVIS will not accept. Unfortunately, SEVIS does not specify which data condition this is. 
  • Resolution: To determine the cause of the error, an administrator can go through the data, either the actions and records or the XML file that is generated - and compare this against the batching API that SEVIS makes available. 

    Note: Terra Dotta Support is happy to help with this process. Please open a support ticket with the following and an engineer will identify that data causing the S0013 error. 
    • The S0013 error code
    • Affected batch number(s)
    • Affected school code(s)

S0020

  • Description: One or more records failed processing due to business rule violations.
  • Possible Cause: There are various causes for the S0020 error. 
  • Resolution: Open the batch event to review the error number and description SEVIS returns. Make the necessary corrections, create a new pending update for the respective records, and send to SEVIS. 

S0030

  • Description: Download unavailable - batch job not yet processed.
  • Possible Cause: The batch event has not yet been processed by SEVIS and sent to Terra Dotta for download. 
  • Resolution: Batch events are available for download the morning after they are sent. Try the download again the next morning. 

 

Terra Dotta Errors

Terra Dotta generates errors beginning with "T." These errors are primarily due to an issue with data transmission between Terra Dotta and SEVIS.

T0000

Description: Unable to retrieve batch response from SEVP. Please ensure your batch certificate password is correct. 

Possible Cause(s): The T0000 error is commonly seen when there are connection issues between Terra Dotta and SEVIS. These connection issues are typically resolved on their own. The T0000 can also be seen if the institution's batch certificate password is incorrect.

Resolution: Wait 15 minutes before sending the batch event again. If resending the batch event does not resolve the issue, determine if there have been any recent staff changes and open a support ticket. 

 

T0001

Description: Unable to retrieve a batch certificate password. Either the password is blank, or an error occurred while retrieving the password. (This batch has been re-queued for upload.)

Possible Cause: The T0001 error is commonly seen when SEVIS is not able to call and verify the batch certificate password on the SEVIS end. 

Resolution: Submit a ticket to notify the support team about the "stuck batch." Please provide the batch number and campus site ID in your request. 

 

T0002

Description: Unable to retrieve a batch certificate password. Either the password is blank, or an error occurred while retrieving the password. (This batch has been re-queued for download.)

Possible Cause: The T0002 error is commonly seen when SEVIS is not able to call and verify the batch certificate password on the SEVIS end. 

Resolution: Submit a ticket to notify the support team about the "stuck batch." Please provide the batch number and campus site ID in your request. 

 

 

Troubleshooting Checklist

The following are guidelines for the steps that can be taken when investigating batch errors. 

  1. Ensure you have submitted a customer agreement to SEVP for each School Code or program ID you are batching for.
    • Note: you must complete a separate request for each F/M and J program and each F/M instructional site.

  2. Ensure the batch certificate is valid, not expired or corrupt, and uses the correct certificate password.
  3. Ensure the batch certificate is uploaded to the appropriate school/organization site in SEVIS RTI.
    • If the certificate was recently updated, wait at least 30 minutes before attempting to batch to give SEVP time to update their database records. 

  4. Ensure the DHS school code in SEVIS Admin matches the School Code in SEVIS RTI (see SEVIS Admin > Settings).

  5. Ensure the PDSO/RO user ID is correct (see SEVIS Admin > Settings > DHS School Codes).

  6. Ensure your batch certificate name and batch certificate password are correctly entered in Terra Dotta (see SEVIS Admin > Settings).

  7. Regarding S0001 errors, this error type may be caused by batch issues on the SEVIS receiving end (for example, a batch server is down, etc.). Check for SEVIS communication that would explain the error.

  8. If the above steps do not solve your batch issue, please don't hesitate to contact Terra Dotta.

    • If you are an implementing client, contact your ISSS implementer.
    • If you are a live client, open a case in the Support Portal.