SEVIS Transmission

You can use the SEVIS Transmission page to: 

• Create or regenerate a batch that contains student data and then export and transmit the file to SEVIS 

• Import a file from the Student and Exchange Visitor Information System (SEVIS)

Use the Create/Regenerate tab to create and queue a batch that creates a file that contains student data that needs to be transmitted to SEVIS. For example, it creates a file with all the students with an action of Ready to Send (R) or an action that updates the information with SEVIS.

You can also use it to regenerate an existing file. Once you have created or regenerated the file, you can use the Import/Export tab to export it.

Use the Import/Export tab to create and queue a batch that: 

• Imports a file you received from SEVIS and updates the Anthology Student database with information in the file

• Transmits the file that you created or regenerated to SEVIS

Use the History tab to: 

• Review the status of all the batches for creating, regenerating, importing, and exporting data for SEVIS and the students in those batches (if applicable)

• For imported files, display the PDF that contains the I-20 Certificate of Eligibility for Nonimmigrant Student Status forms for students

Prerequisites

You must have:

• Common - Processes - View authorization

• Contact Manager - Processes - SEVIS Transmission authorization

Your institution must have configured the path to the root file share for Anthology Student. For more information, refer to System Administration.

Your institution must have configured all the required values to export to SEVIS. (Select the Settings tile > expand Contact Manager > select SEVIS.)

Your institution must have configured:

• The campus to accept international students and extract data to SEVIS

• The type of SEVIS transmission (such as school code or campus)

You should also be familiar with the Features for International Students and SEVIS.

Access Method

Select the Processes tile > locate Contact Manager > select SEVIS Transmission.

Procedure to Create and Queue the Batch

1. Select the Create/Regenerate tab.

2. Under Selection Criteria, select the values. The values depend on the type of transmission your institution configured.

   Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Campus Group The group you specified for the campus. Your institution configures the groups for campuses. File Type If you want to create a new import file that contains all the new or changed students up to today, select Create. If you previously created a file, but did not export it and want to update it, select Regenerate.

   Program Code The Classification of Instructional Program (CIP) code associated with the record. School Code Unique codes assigned by the Department of Education for schools participating in the Title IV federal student aid programs. Students can enter these codes on the FAFSA to indicate which schools they want to receive their financial application results. The School Codes are configured in Anthology Student under Campus Setup > Locations. A Federal School Code is always six characters: 0 (zero), G, B, or E, and a 5-digit number. Anthology Student supports only numeric school codes. If the Federal School Code for your institution contains the letter G, B, or E, replace the letter with a zero (0).

3. Select the Next button. If you selected: 

   • Create in the File Type list, Anthology Student displays a list students

   • Regenerate in the File Type list, Anthology Student displays a list of batches

4. Take the actions appropriate for the value you selected in the File Type list..

   File Type	Actions to Take
   Create	Review the values. Action The action associated with a visa type for an international student. The actions depend on the value for Transmission Status. If the status is R or D, the list displays actions for a new student. If the Transmission Status displays A (Accepted), you can select actions for making changes and communicating other changes with SEVIS. Action is enabled only if you select either F-1, M-1, or J-1 visa type. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. Select the students you want included in the transmission. (All students are selected by default.) Select the Queue Create button.
   Regenerate	Review the values. Batch ID  The batch ID of the transmission file. Created By The last and first name of the staff member or process that added or created the item. Export Date The date that the file was actually exported and transmitted to SEVIS. Number of Records The number of records in the file. Select the record for the batch you want to regenerate. Select the Queue Regenerate button.

5. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch and creates or regenerates the file. Anthology Student creates multiple files if there are: 

• Different visa types
• More than 250 students in the file

When the batch completes, Anthology Student displays the: 

• Batch on the Import/Export tab so that you can export it
• Results on the History tab so that you can review the status of the job and the students it contains

Procedure to Create and Queue the Batch for Export

1. Select the Import/Export tab.

2. Under Action, select Export.

3. Review the values.

   Batch ID  The batch ID of the transmission file. File The name of the imported or exported file.

   Transaction Number The transaction number assigned by SEVIS.

4. Make note of the batch ID. The response file you import will have the same batch ID.

5. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch and transmits the file with the student data to SEVIS.

Anthology Student also displays the results on the History tab so that you can review the status of the job and the students it contains.

Procedure to Create and Queue the Batch for Import

1. Select the Import/Export tab.

2. Under Action, select Import.

3. Review the values.

   Batch ID  The batch ID of the transmission file. File The name of the imported or exported file.

   Transaction Number The transaction number assigned by SEVIS.

4. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch and updates the database with the information from the file (such as changing the Action on the International page for an accepted student to A and updating dependents with SEVIS IDs). 

Anthology Student also displays the results on the History tab so that you can review the status of the job and the students it contains.

You can also use the tab to display any I-20 Certificate of Eligibility for Non immigrant Student Status forms for students.

Procedure to Review Results

1. Select the History tab.

   Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

2. Review the status and values for the batches in the list.

   Batch The batch name. The name includes the date when the process was started. Duration The amount of time it took to process the job or batch. Filter Type The type of SEVIS transmission for batches that create or regenerate student data that needs to be transmitted to SEVIS (such as school code or campus). Started The date and time when the first job within the batch started executing.

   Started The date and time when the first job within the batch started executing. Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed, some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Submitted By The name of the staff member who submitted the batch for processing. Transmission Type Indicates whether the batch created or regenerated the file with the student data, exported the file with student data to SEVIS, or imported a file from SEVIS.

3. Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list. The columns depend on the value displayed for Transmission Type.

   Action The action associated with a visa type for an international student. The actions depend on the value for Transmission Status. If the status is R or D, the list displays actions for a new student. If the Transmission Status displays A (Accepted), you can select actions for making changes and communicating other changes with SEVIS. Action is enabled only if you select either F-1, M-1, or J-1 visa type. Batch ID  The batch number. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Error Message If there was a problem processing the student, the message contains information about the error. Exported Date The date and time the file was sent to SEVIS. Import Date The date and time the file was imported. Import Result The status from SEVIS for the file. Imported Files If the import was successful, click the link in the column to display the I-20 forms for students.

   Job Created The date and time when the job was added to the background job queue. Job Result Indicates the processing result for job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed. Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch. Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors. Number of Students Indicates that the course requires a retake fee. Retake Fee is enabled only when Retake Course is enabled. The default is No. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

4. If you want to display the: 

   • List of students included in the batch, select the number in the Batch column

   • Student Profile for a student in an imported file, select the link in the Student column

   For batches with a Transmission Type of Import, you can select the link in the Imported Files column to display the I-20 for a student.