This Knowledgebase article reviews the functions and features of the Batch Manager within the ISSS Student.
The Dashboard
Navigate to the Batch Manager by clicking on the Hamburger menu button located in the upper left corner of the page and selecting Batch Manager. Clicking on this will land the ISSS Admin on the dashboard where the batches are presented with the following information:
- Batch ID: The batch ID. Note that events are grouped into batches by OrgID.
- Batch Notes: Notes written by the ISSS Admin for office use.
- Batch Status: The transmission status of the batch.
- Org ID: The SEVIS OrgID associated the school associated with the student or scholar (e.g., P-1-16645, or ATL214F14567000)
- Created On: Date the batch was created on.
- Created By: ISSS Admin who created the batch.
- Uploaded On: Date the batch was sent to SEVIS.
- Automated: Notes if this batch was sent to SEVIS through batch automation.
- Has Return Document: Notes if there are any documents attached to this batch that was returned from SEVIS.
- Action: Additional actions that the ISSS Admin can take with the batch.
Admins can configure which columns display by clicking the cog in the upper righthand corner of the page, and select/deselect the appropriate fields from the dropdown menu:
Options and Filters
Along the top of the page above the dashboard are the Options menu and the Search field. ISSS Admins can search for a specific batch by tpying the batch ID number into the Search field. ISSS Admins also have the ability to filter batches by campus site, who created the batch, and batch status. Click into the Search field to select these filter options.
To filter by campus site, click into the Campus Site filter option and select the campus. To filter by which ISSS Admin created the batch, click on Created By and select the ISSS Admin name. To filter by the batch status, click Batch Status and select the status(es) desired.
If the ISSS Admin has a search with filters and needs to return to view all batches, click on the Clear All button underneath the Search field.
The Options menu has three actions the ISSS Admin can take:
- Upload the batch to SEVIS
- Print documents
- Download Batches
Actions
The rightmost column in the dashboard is the Actions column, where the ISSS Admin can take further steps with the batches. The items presented in this Actions menu differs based on the batch status. The following actions can be found in this menu:
- View Batch: Review what requests have been assigned to the batch. The ISSS Admin also has the option to remove the request from the batch or request a return document. If the request is removed from the batch it will be found in the All Request list with a status of "Submitted *".
- Download Batch: Download and postback the information that has returned from SEVIS.
- Add/Edit Batch Notes: Add or update existing batch notes.
- View XML: View the XML test string.
- Print Documents: Print any documents returned from SEVIS after the batch has been received and downloaded.
- SEVIS Message: Review any errors codes and results from batches sent to SEVIS.
- Notify Student: After the batch has been received and downloaded, the ISSS Admin can send an email to the student.
- Upload to SEVIS: Manually push the batch to upload to SEVIS, this can be used if your site uses batch automation and a batch needs to be sent at a different time.
Print Documents
To print I-20s/DS-2019s after a batch has been successfully processed and downloaded, click on the Actions menu to the right of the desired batch and select Print Documents.
The Print Documents modal will appear, showing a list of documents available in the batch. This list will display:
- Student Name: the name of the student for whom the document was issued
- Actions: the action/request type for which the document was issued
- ISSS Admin: the name of the ISSS Admin that approved the action
- Status: this will show if action has already been taken to print or otherwise handle the I-20/DS-2019. If no action has yet been taken on the document, the Status will show Not Yet Processed. If the document was printed, the Status will be Printed. If the document was downloaded, the Status will be Downloaded. If the I-20 was sent to DocuSign, the Status will show Sent to DocuSign.
To take action on a document or multiple documents in the batch, the ISSS Admin will check the box(es) to the left of the student name. To select all documents in the batch, ISSS Admins can check the box that appears at the very top of the list next to Student Name in the header.
Once items are selected, click the Options button in the upper right corner of the modal. The available options are:
- Print Document(s): send documents to a printer.
- Download: download an individual PDF of each selected document.
- Send to DocuSign: send document to DocuSign for electronic signature. Note: Send to DocuSign is only available if the ISSS Office has integrated a DocuSign account with ISSS Student. Additionally, electronic signatures are only available for Forms I-20.
SEVIS Error Code
A red exclamation point icon under batch status alerts the ISSS Admin that a SEVIS message is attached to this batch. Click on the red exclamation point icon to see more information about the SEVIS message.
Clicking on the Request under actions will open the request in a modal window where the ISSS Admin can take further action.
Batch Errors
Occasionally, clients may receive SEVIS errors on their batches. This section outlines how to identify, troubleshoot, and resolve batch failure issues due to the S0001/02, T0000/01/02 SEVIS errors, 403 HTTP error or a batch that is stuck in 'Transmitted - awaiting confirmation.'
Error codes and descriptions:
- S0001: General Upload/Download Failure Error
- S0002: Invalid organization information
- S0003: Invalid user ID error
- S0013: XML does not comply with SEVIS schema
- T0000: Unable to retrieve XML response from SEVP. Please ensure your batch certificate password is correct.
- T0001: Unable to retrieve a batch certificate password. Either the password is blank, or an error occurred while retrieving the password. (The batch has been re-queued for upload.)
- T0002: Unable to retrieve a batch certificate password. Either the password is blank, or an error occurred while retrieving the password. (The batch has been re-queued for download.)
- 403: Forbidden - Access is denied HTTP error.
- Batch stuck in 'Transmitted - awaiting confirmation.'
If you receive any of the error codes above, take the following action:
- Ensure you have submitted a customer agreement to SEVP for each School Code or program ID you are batching for.
- Ensure the batch certificate is valid and not expired or corrupt, and is using the correct certificate password.
- The certificate should be generated from one of SEVP's approved certificate providers, such as Comodo, InCommon, Sectigo, or Entrust.
- For information on the process of purchasing, converting, and uploading your certificate, see ISSS: How to Purchase and Upload a SEVIS Batch Certificate. (Includes Instructions for CSR Generation).
- Ensure the batch certificate has been uploaded into the appropriate school/organization site in SEVIS RTI.
- If the certificate was recently updated, wait at least 30 minutes before attempting to batch in order to give SEVP time to update their database records.
- Ensure the DHS school code in ISSS Student matches the School Code in SEVIS RTI (see Configuration > SEVIS Settings).
- Ensure PDSO/RO user ID is correct (see Configuration > SEVIS Settings).
- Ensure your batch certificate name and batch certificate password are correctly entered in Terra Dotta (see Configuration > SEVIS Settings).
- Regarding S0001 errors: This error type may be caused by batch issues on the receiving end for SEVIS (for example a batch server is down, etc.). Check for SEVIS communication that would explain the error.
If the above steps do not solve your batch issue, contact Terra Dotta.
- If you are an implementing client, contact your ISSS implementer.
- If you are a live client, open a case in the Support Portal.