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The Knowledgebase

ISSS Scholar: J-1 Scholar Profile (Admin View)

Overview 

This article gives a tour of the J-1 scholar profile from the ISSS Admin after the new sponsorship request has been approved as a J-1. 

For more information on the Department Admin's view see Scholar Admin: Tour of Departmental Admin View of the J-1 Scholar Profile

For more information on the J-1 Scholar's view, see Scholar Admin: Tour of Scholar View of the J-1 Scholar Profile 

 

The Header

The header remains common across all tabs, whether the scholar's application is in the information-gathering stage or a DS-2019 has already been created. The header has the following tabs visible for ISSS Admins:

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  • Department
  • Exchange Visitor
  • DS-2019
  • Additional Information
  • Requests (This tab appears after the Scholar's profile moves to Active Records)
  • Documents
  • History Log

To the right side of the header will be a series of buttons depending on the status of the J-1 Scholar:

  • Invite Scholar: Invite Scholar opens the scholar portal for the J-1 Scholar. 
  • Create EV: In the Pending Record stage, this button will appear and clicking it will direct the ISSS Admin to SEVIS Admin to create the SEVIS Profile for the J-1 Scholar. 
  • End J-1 Program: End the program for the J-1 scholar.
  • SEVIS Profile: The SEVIS Profile will appear after a SEVIS Profile has been created. Clicking this button will direct the ISSS Admin to the Scholar’s profile within the SEVIS Admin.
  • Send for Approval: Send for Approval will send a notification to the ISSS Admin
  • Email: The ISSS Admin can email either the departmental admin or scholar directly from the portal

Within a scholar's profile account, the thumbnail picture and scholar's information will remain on the top of the screen. From here, the ISSS Admin can add or update the photo used in the thumbnail for all parties to view (as can the department or scholar).

 

 

Department Tab

This tab contains information specific to the department and site of activity. The Department tab is available only to the Departmental Admin and ISSS Admin (see Scholar Admin: Tour of Departmental Admin View For J-1 Scholar). This tab is NOT visible to the scholar. 

The Departmental Admin's information is carried over from the initial New Sponsorship Request. Additional fields are:

Department Contact Information panel

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  • Host Department
  • Contact Name of Departmental Admin
  • Phone of Departmental Admin
  • Email of Departmental Admin
  • Complete Campus Address

Faculty Sponsor Department Information panel

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  • Faculty Sponsor Department
  • Faculty Sponsor Name (could be different than Departmental Admin)
  • Faculty Sponsor Title
  • Faculty Sponsor Email
  • Faculty Sponsor Phone

Site of Activity Information panel

Now multiple sites can be added by clicking the + Add button located in the top right of the panel. One site must be indicated as the primary site of activity.

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  • Site of Activity Name
  • Primary Site of Activity?
  • Address Information

Exchange Visitor Information panel

This panel is gathering information about the nature of the EV's program

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  • Academic field of the teaching/research
  • Primary function
  • Description of the duties
  • Proposed Job Title

Funding Information​​​​​​ panel

Currency amounts and category information is gathered

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  • Funding from Institution
  • Funding from Governmental source
  • Funding from Sponsoring Organization
  • Personal Funds
  • Other

 

Exchange Visitor Tab

The ISSS Admin view, Departmental Admin view, and Scholar's view of this tab are identical. This tab houses the information about the Exchange visitor and any dependent(s).

Provide Name of Exchange Visitor

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  • Exchange Visitor Family Name
  • Given Name
  • Middle Name
  • Exchange Visitor Email
  • Gender
  • Date of Birth

Information

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  • Proposed Start Date
  • Proposed End Date
  • Proposed Visa Type
  • Birth City
  • Permanent Residence Country
  • US-born Non-Citizen Reason
  • Will scholar/employee be paid?
  • How many hours a week will scholar/employee be engaged in proposed activity?
  • Has the beneficiary ever been a J-1 exchange visitor or J-2 dependent of a J-1 exchange visitor?

Biographical Information

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  • Country of Birth
  • Country of Citizenship

Contact Information

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  • Primary and Secondary Email Address
  • Primary and Secondary Phone Number
  • Foreign Phone Number
  • Foreign Country Number

Address Information

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  • US Physical Address
  • US Mailing Address
  • Foreign Address

Dependent Information

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  • Sync Dependents Button
  • Display to Scholar Toggle
  • SEVIS ID
  • Relationship to Principal
  • First Name
  • Last Name
  • Suffix
  • Status
  • Email
  • Gender
  • Date of Birth
  • Birth City
  • Country of Birth
  • Country of Citizenship
  • Country of Permanent Residence

Emergency Contact Information

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  • Name
  • Contact 
  • Address

Note: the Scholar can enter Emergency Contact Information on their view and ISSS can also review/edit it. This can be tremendously helpful should a crisis arise. Located at the bottom of the Exchange Visitor tab is the Emergency Contact panel. If the Scholar enters, the ISSS Admin will be able to see a summary of information:

By clicking on the edit pencil (or + sign if no contact has yet to be entered), additional information can be found, additional contacts may be added and a primary contact designated. Perhaps the most helpful information in a crisis situation will be the information on the languages the contact speaks.

 

DS-2019 Tab

The DS-2019 tab collects information needed for SEVIS, and includes:

Exchange Visitor Information panel

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  • Position information
  • EV Category
  • Subject/Field of Study
  • Subject/Field of Study Description

Funding Information panel

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  • U.S. Government funding information
  • International Organization funding information
  • Other Funding Resources

 

Additional Information Tab

This tab contains any specific content and workflow that the ISSS office has configured. This could be information that the Department Administrator completed as part of the initial New Sponsorship Request, or content created specific to J-1 scholar process (for example, information relating to the 212(e) requirement). The ISSS Admin completely controls this page.

Additional_Info_tab.JPGThe scholar can view information that the ISSS Admin has assigned to the Scholar when the workflow was configured. Note, this page will display as a blank page from the scholar's view if all content is given only Departmental view permissions.

 

 

Requests Tab

This tab is viewable to the ISSS Admin once the Scholar is in active status. After the scholar's academic objective has been created, this tab will contain the majority of the requests they need to transact from the ISSS office and A/RO. Scholars or departments can initiate a request from the A/RO, then track the processing of the request. If the request is associated with a SEVIS batch action, then the batching information ("pending" or "processed") will also be shown.

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Terra Dotta prevents multiple erroneous requests while providing the scholar transparent status updates that confirm how their request is being handled by the ISSS office. Both pending and completed request cards will show the most recent five requests, with a link to review older requests.

 

 

Documents Tab

The ISSS view, Departmental Admin view, and Scholar's view of this tab are identical. Documents are categorized by type; the document type menu displays on the left side. Scholar documents can be moved after uploading between document categories; if a document was unintentionally uploaded into the wrong document category, it can be moved into the correct document category. 

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The ISSS Admin has the option to make documents visible to the Department Admin and Scholar, check out the Uploading Documents KB for more information.

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Note: At this time, JPEG and PDF documents are supported in the documents tab.

 

 

History Log

The History Log captures date stamps and communication. This information is categorized by:

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  • Overview
  • General History: traps date and time stamps on actions
  • Document Log: date stamps documents, as well as stores previous documents submitted either through the creation process or once the scholar, gains access to Requests
  • Communication Log: records copies of emails sent within the portal system - this will not include email conversations that are then continued through the general email system of the university
  • Comments: typically appointment notes or comments attached to requests

If the scholar was first designated for a visa type different from the current visa status type, that information will be indexed in this location. See Scholar Admin: Change Scholar Visa Type Processing Decision for more information.