Overview

This article describes the J-1 Scholar creation process from the submitted New Sponsorship Request through the Initial Scholar phase. Because the Scholar Admin is designed to support the initiation of scholar sponsorship requests regardless of visa type, these instructions will also reference other scholar visa statuses as appropriate. Check out the following KB for more information on how to initiate a New Sponsorship Request.

• Navigating to the New Sponsorship Request
• Reviewing Information in New Sponsorship Request
• New Sponsorship Request Decision Options
• Processing the New Sponsorship Request as a J-1
• Creating the SEVIS Profile
• Changing Host Department of Existing Scholar
• Portal Invite

 

Navigating to the New Sponsorship Request

After the New Sponsorship Request has been submitted, the ISSS Admin will be alerted in the Notification panel and through email, and a new card will display in Sponsorship Requests tab on the Scholar Dashboard. The email template, New Scholar Notification, can be edited and is located in Process > Notifications.

The ISSS Admin can click on the notification to go directly to the potential scholar's profile information. Alternatively, the ISSS Admin can navigate to the Scholar Admin > Dashboard > Sponsorship Requests to find the card directly.

 

 

Reviewing Information in New Sponsorship Request

After clicking the notification or card, the ISSS Admin is able to access all the information submitted. In the Review Sponsorship Requests page, the ISSS Admin can edit any information on the Request tab or add documents in the Documents tab. The Departmental Admin is also able to upload documents here as well. The ISSS Admin can also email the Departmental Admin and Scholar directly from the Email button.

 

 

New Sponsorship Request Decision Options

The ISSS Admin will then determine how to proceed with the request with the options at the bottom of the page:

• “Update” to save any changes made.
• “Process” the Request as:
  • H-1B
  • O-1
  • J-1
  • F-1 OPT/STEM 
  • Ineligible
• Request more information from the Departmental Admin or the Scholar.

 

 

Processing the New Sponsorship Request as a J-1

If the ISSS Admin chooses to process the Scholar as a J-1, they will be prompted with a window to confirm this process. The ISSS Admin will then be asked if they wish to activate the Scholar Portal for the scholar allowing them to login and provide additional information.

Clicking Yes and then Submit, an email window will open showing the template email used to send the scholar instructions on how to access their portal. The New Scholar Account Creation email template can be edited in Process > Notification. If the ISSS Admin wants to invite the scholar at a later time, that may be done by following the Portal Invite information.

New tabs will display in both the Departmental Admin and ISSS Admin views, collecting the information needed to create the DS-2019. If the scholar has been granted access, the Scholar will also see a portion of these tabs. 

• Beneficiary View of the J-1 Scholar
  • Exchange Visitor
  • Additional Information
  • Message Center
  • Documents
• Departmental Admin View of the J-1 Scholar Profile
  • Department
  • Exchange Visitor
  • DS-7002 if applicable and if configured for the Departmental Admin to have access to
  • Additional InformationDocuments
• ISSS Admin View of the J-1 Scholar Profile
  • Department
  • Exchange Visitor
  • DS-2019
  • Additional Information
  • Documents
  • History Log

Note: In the Documents tab - documents originally uploaded in the scholar's SEVIS Profile can be found in the Scholar's profile under Documents > SEVIS Profile document category for ISSS Admins only

Remember after making edits to the tabs in the Scholar Profile, click Update before moving sequentially to the tab to the right. This will save your changes and automatically advance you to the next tab. 

 

 

Creating the SEVIS Profile

After information for all the tabs in the Scholar card has been entered, the ISSS Admin must click the Create EV button located in the top right corner to create the SEVIS Profile.

Clicking the Create EV button takes the ISSS Admin directly to the Add EV Activity page in SEVIS Admin. The collected information auto-populates the appropriate fields. You must select a Campus, an Academic Objective Program, and an App Cycle or use a pre-set template.

After filling in the required fields, the ISSS Admin needs to select either Generate SEVIS update record for ‘Create Exchange Visitor’ or ‘Post Data to RTI’. Once all required fields and actions are selected, click on Submit. The ISSS Admin will be directed to the appropriate screen based on their selection above. 

Note: To create the DS-2019, select the option to Post to RTI and continue through the Post to RTI process. If Generate Batch is selected, the batch should be shown in the Pending Updates page and batched to SEVIS. More information about generating the batch, read the KB SEVIS Admin: Batch Upload.

 

 

Changing Host Department of Existing Scholar 

The ISSS office may update the information in the host department field on the Department tab for an existing scholar. Changing this information will permit the Departmental Admins in the new department to see the scholar in their dashboard. 

1. To complete this action, open the scholar's profile and navigate to the Department tab. 
2. Change the 'Host Department' field, if applicable, and select the correct departmental admin from the 'Contact Name' field. The new departmental admin will be responsible for coordinating any needed requests such as site of activity updates or extensions.

 

 

Portal Invite

Inviting a Scholar to the system can be done at many points throughout the process. The initial invitation is described above. After the initial creation, ISSS Admin can invite the Scholar in two additional ways.

Option 1: Inviting En Masse from the Scholar Dashboard:

ISSS Admins can now use the Dashboard filter Scholar Portal Access to sort for closed portals. A checkbox will appear in the upper right corner of each card for users who have yet to be invited into the system. Click the Checkbox individually or for multiple scholars.

When at least one scholar's card is selected, Excel Export and Portal Invite options appear within the Actions menu in the top of the Dashboard. Simply select Portal Invite to send the New User email.

Option 2: Invite the Scholar Individually from Scholar Profile:

Enter the scholar's profile. In the upper right corner near the SEVIS Profile, Validate (if appropriate), and Email buttons, there will be an Invite Scholar button. Clicking the Invite Scholar button will send the New User email to the scholar.

For more information on processing individual J-1 requests, see Scholar Admin: Processing J-1 Requests.