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ISSS Classic: Activities > Students > Generate Registration Records

This article describes how to use the Generate Registration Records action on the Activities panel to SEVIS register your new and continuing students.

NOTE: Do you have initial changes of level you need to register for the current term? Our recommended best practice is to register those records first. See our detailed SEVIS Admin: F/M Student Batch Action > Education Level > Change.

 

 

Navigate to SEVIS Admin > Activities

You may wish to create one or more SEVIS registration records at a time. You can do this on the Activities panel, with an existing saved query in Terra Dotta.

  1. Go to SEVIS Admin > Activities
  2. Click Generate Registration Records.

2017-01-12_1546_generate_registration_records.png

A new page will appear that contains all the required fields to generate one or more SEVIS registration updates.

Important: You must first select Active/Initial users whom you wish to register, or select a Saved Query of SEVIS records that are eligible for SEVIS registration from the dropdown. After selecting a saved query, you can:

  • Select one or more records to create a SEVIS registration record.
  • Show/hide columns to display the information most useful to your task. You control the display data from the Show/Hide dropdown menu.
  • Sort records by name, US address, SEVIS ID, US Phone, foreign phone, program start date, program end date, email, and visa type.

 

SEVIS Registration Generator

Name, Visa Type, Program Start Date, Program End date, Date of Birth, and Notes will appear for each record.

Now let's generate some SEVIS records! The form you will complete appears below with detailed explanations.

Activities generate records.png
 

  1. SEVIS Registration Generator header
  2. Application cycle for registration (*): A dropdown menu of available application cycles will appear. Select the application cycle (academic term) for which you are creating the registration records. For example, Fall 2018.
  3. Registration program (*):  A dropdown menu of available registration programs will appear. Select the registration program for which you are creating the registration records. For example, SEVIS Registration F/M.
  4. Registration questionnaire (*):  A dropdown menu of available registration questionnaires will appear. Select the questionnaire associated with the registration records to be generated. For example, Registration.  
  5. Last session of Program (*): Select Yes or No.  Best Practice: Select No and enter the Next Session Start Date for #10. This may be recommended if a student will request a program extension in their final semester.
  6. Study/Research abroad (*): Select Yes or No
  7. Thesis/dissertation (*): Select Yes or No
  8. Current session start date (*): Select the current session start date from the calendar that appears.
  9. Current session end date (*): Select the current session end date from the calendar that appears.
  10. Next session start date (*):  Select the next session start date from the calendar that appears. Leave this field blank if the answer to #5 is Yes.
  11. Remarks: Enter registration remarks as needed.
  12. US Address Override Code: Select a US Address Override Code reason from the dropdown menu, if applicable. 
  13. US Address Override Remarks: Enter US Address Override Remarks, if required. Note: the Address Override Explanation from SEVIS Admin > Settings will not populate in the Registration Activity and you would need to manually enter the explanation for it to be included in the batch.
  14. Return Document: Check the box to request an updated PDF Form I-20 from SEVIS in the batch download. In August 2018, an enhancement was released to easily request returned I-20 documents en masse with group SEVIS registration event. This facilitates paper document updates when the SEVIS status of new students changes from SEVIS-Initial to SEVIS-Active. Simply check the box when creating your updates.
  15. Submit: Click Submit to generate the registration records. Click Reset if you wish to delete the entered values. 
  16. Click Submit to generate the SEVIS update records. 

Useful Registration workflow examples include:

  • Sort by “US Physical Address” to filter out initial students who likely haven’t yet reported to your office.
  • Sort by “Program end date,” so you know which records you may need to flag for SEVIS as being in their last session.

Additional guidance on Queries and Reports useful for SEVIS registration:

  • Best Practice: Base your SEVIS registration on the AOP.
  • Maintain separate queries for Initial status for your new students and Active status for continuing students.
  • Include information such as Part Time/Full Time (if this is in your SIS), Final semester RCL, and Medical RCL.