Overview
This article describes the new Newly Admitted Student/EV report functionality to help identify new users who are students and exchange visitors. Newly admitted students and exchange visitors are now easily identified. ISSS Admins can create new Terra Dotta profiles en masse for this population.
Newly admitted students and EVs are identified directly from your SIS file. The report does not appear on non-integrated sites. The report identifies new students/EVs who have a VISA_TYPE but no AO in Terra Dotta. Matching is performed by looking at UUUID or email address. Therefore, if a student on OPT now uses a secondary email to log in to the site (due to losing access to university email), they will be excluded from the list as the AO is matched on UUUID.
The Generate Newly Admitted Students/EV action buttons will help you quickly create a new record and message incoming students to complete their required materials faster, meaning streamlined messaging to students, and decreased time to get initial SEVIS documents into the hands of a new student. Access the Generate Newly Admitted Students/EV reports through the Activities page of SEVIS Admin.
Navigate to SEVIS Admin > Activities
The Generate Newly Admitted Students and Generate Newly Admitted Exchange Visitor buttons are found on the Activities page in the Student/Exchange Visitor panels. The Newly Admitted Student report pulls only F-1/M-1 visa types, while the Generate Newly Admitted Exchange Visitors will pull only J-1 students. Click the button to create the report.
Creating the Report
Each button indicates how many new students are found in the SIS file with a VISA_TYPE indicated and no profile in Terra Dotta respective to F/M and J students. Clicking on each button will create a report identifying the student's Last Name, First Name, User Name, and Email address.
The report displays ten students per page by default. You can adjust this number by selecting a new quantity in the "Show ____ entries" drop-down menu.
To select records, click the checkbox by each name, or select the top box in the header to select all the records on the page. After selecting the students, you have the option to create "shell" records for the selected students by clicking "Create Record" from the Options.
A window will open to select the program and app cycle for the record. Both SEVIS mapped and non-SEVIS mapped programs will be listed to select from in the dropdown menu. After selecting the program, you may opt to send an email with the record creation. If Create and Email is selected, the student or EV will receive the standard New User email with their login credentials.
Note: The report logically separates F/M and J programs. J programs will not be available for F/M students generated from the Newly Admitted Student report, nor will F/M programs be available for EVs generated from the Newly Admitted Exchange Visitor report.
After Creating the New Profile
After creating the new profile, a confirmation message will appear indicating the records that were created linking to the student's SEVIS Profile. Clicking on the name will display prompts for missing information.
After you save the new data, you will be taken to the SEVIS Profile screen for the new student/EV. The new student/EV will have a draft AOP record in Terra Dotta. If the address information was attached in the SIS file, the address information will automatically update in the Address Info section of the Terra Dotta profile. The student/EV that you just created will no longer appear in the Newly Admitted Students/EV reports because they now have an Academic Objective record in DRAFT status. Once either the student/EV or ISSS Admin complete the questionnaires, the AO will be ready to process in SEVIS for a new immigration document.
The student/EV's majors/minor, education level, country of birth, country of citizenship, and date of birth will also auto-populate into the profile information. The student/EV will also be presented with the appropriate questionnaires to begin submitting information to the ISSS office in order to obtain their immigration document.