This article describes the J-1 request process, from initiating a new J-1 Request through Processing by the ISSS Admin.
Once the EV has been created, the view from the Scholar, Departmental Admin, and ISSS Admin will have access to a new tab called Requests. This tab will have all available requests for J-1 scholars as well as sections for any pending and completed requests.
- The Requests Tab
- Initiating the Request
- Reviewing a Submitted Request
- Processing a SEVIS-Mapped Request
The Requests Tab
The Requests tab of a J-1 Scholar profile contains three sections: the available requests, pending requests, and completed requests.
The Pending Requests section contains all requests that have been initiated by the ISSS Admin, Department Admin, or Scholar. Each request will appear in an individual row with the following information:
- Request Type
- Assignee Name
- Pending Record Status
The Completed Requests section contains all requests that have been processed by the ISSS Admin. Each request will appear in an individual row with the following information:
- Request Type
- Assignee Name
- Batch Status
Initiating the Request
Creating a New Request
Determine which parties have permission to initiate a J-1 request by reviewing the Scholar Admin: J-1 Request Settings instructions. If you have checked both the Department and Scholar boxes for a Request Item, either the Department or the Scholar can initiate a request.
All Request Types are found on the Requests panel, from either the scholar view or from the departmental view. To initiate a new request, the scholar can simply click on the request corresponding to their desired action.
Clicking on any of the request buttons will bring a new modal window with the request components displayed. Complete the request components and click the Create Request button in the lower right corner.
Editing a Pending Request
If a pending request already exists for the same action, Terra Dotta will ask if the requestor would like to continue working with the previous request. In some instances, it is necessary to have multiple requests; for example, a scholar adding a wife and four children as J-2 dependents must create a total of five pending requests for Add New Dependent. However, it is not necessary to have multiple pending Transfer Out requests.
If the ISSS Admin prefers to continue with a previous request, the appropriate options will display in the Pending Requests panel. If the ISSS Admin prefers to begin a new request, a new request will be presented to complete.
To continue to edit the existing pending request, click on the name of the request. This will then bring the ISSS Admin to a new tab with the request information populated.
On this tab, update the information as needed and once ready, click the Update Request button in the lower right corner.
The ISSS Admin can also update the existing request from the Pending Requests section. From the Pending Requests section, click on the name of the request that needs updating.
This will bring the ISSS Admin to a new tab with the information populated and the ISSS Admin can update the information and click the Update Request button.
Reviewing the Submitted Request
After the scholar has submitted the request, a new notification will display to the ISSS Admin. Clicking on the Request Notification will take the ISSS Admin directly to the open request in the scholar's profile.
The Admin can review the information and uploaded documents submitted by the scholar. After review, the Admin can determine how to proceed, using the buttons located in the bottom right corner.
Comments: The ISSS Admin can add comments to the request - for example, you may enter details here if the scholar is in your office and you complete the request together. Comments included can be found later in the History Log > Communication Log.
Reassign: This option can be helpful if the original advisor is going on vacation or perhaps the scholar is more familiar with a different advisor. The Admin can reassign this task to a new advisor as well as include internal office notes. The reassigned task will then appear in the new advisor's My Assignments list.
Decision: The Admin can immediately make a decision on the request (Approve, Deny, Need More Info). In the case of Approve or Deny, the Admin can leave comments, while Need More Info automatically triggers an email to the scholar.
The ISSS Admin can make a decision on the request at this point. Selecting either option will display a modal window to confirm the request approval/denial and required comments can be entered. After the ISSS Admin has approved or denied the request, the request will then move to the Completed Requests Section.
Processing a SEVIS-Mapped Request
If the approval requires a SEVIS action (for example, adding a new dependent), a Pending Update is automatically created in Pending Updates. The ISSS Admin simply needs to continue with either the batch process or post to RTI to finish the action. Upon batch completion, the request will move into the Completed Requests panel on the Requests tab.