International Scholar Dossier Training

How does ISD handle the Process Flow ? Dept How does ISD handle the Process Flow ? Two sites: Department & Visitor Dept. Site 1. Academic Dept creates scholar record 2. Academic Dept invites scholar 4. Academic Dept reviews Info 5. Academic Dept sends Info to ISSM 6. ISSO processes scholar record in ISSM Visitor Site 3. Visiting scholar enters Info February 17, 2019 | www.ellucian.com

Functional Architecture – Visitor Site ISD – Visitor Site Scholar enters personal information addresses Local, Permanent, Mailing dependent information educational background Scholar uploads passport, visa, and financial documents Scholar submits email is sent to Academic Department Documents Scholar Record Manager February 17, 2019

Benefits to the Scholar Security – all data entered and all documents attached are protected by Temple’s established security protocols Paperless system The scholar uploads copies of passport and financial documents No physical mailings or faxes required Seamless communications Once data entry is complete and submitted, an email is automatically sent to Academic Department Scholar can log into Visitor site at any time, make updates, and electronically submit the updates to the Academic Department Paperless system for tracking data between the Dept, the scholar, and the ISSO office. Visitor can submit copies of passports, bank statements, and other docs . No need to move paper files - sent electronically. Additionally, the scholar data can be easily passed to SEVIS via fsaATLAS February 17, 2019 | www.ellucian.com

Benefits to the Institution Security – all data entered and all documents attached are protected by Temple’s established security protocols Communication events are tracked Email between Academic Department and Scholar Notes, Appointments, and Forms Historical tracking of all activity in ISD Seamless data interface Between Academic Department and Scholar Between Academic Department and ISSO The demo will show how the system can be configured based on the institution’s requirements: February 17, 2019 | www.ellucian.com

Department Site http://tuapps.temple.edu/ Log In with Temple Access ID and password The demo will show how the system can be configured based on the institution’s requirements: Display text – client can change the field labels Help content – client can add their own text to help their users on a field by field basis Visibility – clients can hide or show fields Field required/not required – clients can determine which fields are necessary for entry Informational text – there are places within the screens where client can add text to help the user understand what is needed from them on that particular screen. Custom fields – if a client wants to collect a piece of data that is no in the ISD database, then they can define custom fields for that information and assign which screen to place that custom field on. February 17, 2019 | www.ellucian.com

Department Site 1. Click on Plus Sign on Left Side of Screen 2. Click on All Apps 3. Click on ISD February 17, 2019

Log In to ISD Using the User ID and Password From the Email You Received February 17, 2019

Change Your Password To Something You Will Remember Under “My Account” February 17, 2019

General Steps Department Adds Visitor’s Information and Attaches Necessary Documents Department invites the Visitor ON THE TASKS TAB in ISD that automatically includes log on and password information Visitor will Edit Personal Information Visitor will Attach Documents Visitor will Review and Submit to Department Department Reviews and Submits Information to ISSM ISSS Reviews Information/Documents and produces the Immigration Document(s) ISSS contacts Department and Visitor when Immigration Document(s) is/are Available The demo will show how the system can be configured based on the institution’s requirements: Display text – client can change the field labels Help content – client can add their own text to help their users on a field by field basis Visibility – clients can hide or show fields Field required/not required – clients can determine which fields are necessary for entry Informational text – there are places within the screens where client can add text to help the user understand what is needed from them on that particular screen. Custom fields – if a client wants to collect a piece of data that is no in the ISD database, then they can define custom fields for that information and assign which screen to place that custom field on. February 17, 2019 | www.ellucian.com

For Brand New Person, Click on “Add Visitor” February 17, 2019

Add Visitor’s Information, Create the Visitor’s “User Name” and Click “Save” February 17, 2019

Click on “Search for Visitor” February 17, 2019 |

Click on the Last Name of the Visitor February 17, 2019

Click on Tasks Tab and Compose Email To Visitor February 17, 2019

Use the Text that ISSS provides on “Home” 1.Copy and Paste This Text Into WORD First Since It Is In HTML Format 2.Save it on your Desktop 3.Copy and Paste It When You Are Inviting Someone Under The Tasks Bar February 17, 2019

Be sure to cc yourself and any one else in your department you wish to include Please Do Not include ISSS or the Postdoctoral Affairs Office February 17, 2019

DEPARTMENT SHOULD NOT COMPLETE THE BIOGRAPHICAL SECTION; ONLY THE VISITOR SHOULD DO THIS February 17, 2019

Do not add in anything in the biographical, address or “other” tabs Department needs to complete appointment, site of activity and funding tabs only! We have found incorrect information in tabs that only the visitor should complete…this means that the immigration documents are incorrect! February 17, 2019

Be sure to add information on each Tab (Appointment, Site of Activity and Funding”) February 17, 2019

Add UPS ACCOUNT # for H-1Bs and E-3s Under “Appointment Tab” For J-1 Scholars – Dept Should Attach a UPS Airway bill February 17, 2019

Type “0” in “Temple Stipend/Salary” If Outside Funding February 17, 2019

If Someone is Already in ISSM (Extensions) February 17, 2019

Click the Small Button on the Left Hand Side February 17, 2019

Make sure you have chosen the correct USER February 17, 2019

Click on Visitor’s Last Name February 17, 2019

You Should Be Able to Add Information February 17, 2019

If the applicant gets “locked out”: Go to tasks and click “edit visitor login and permissions” February 17, 2019

Then check the “reset password box” February 17, 2019

Attach All Necessary Documents February 17, 2019

Always “SAVE”! February 17, 2019

After Dept AND Visitor Enter ALL Data and Attach All Documents, Click “Review and Submit Visitor’s Information” February 17, 2019

You Can Monitor the Processing Stage February 17, 2019