Importing SEVIS I-20 Data

Purpose: Use this document as a reference for importing SEVIS I-20 data in ctcLink.

Audience: College staff responsible for maintaining student SEVIS information.

You must have at least one of these local college managed security roles:

  • ZD FA Director
  • ZD FA FISAP Prcs
  • ZZ FA Aid Year Activation
  • ZZ FA Award Processor
  • ZZ FA CTC Reports
  • ZZ FA College Bound Schlrship
  • ZZ FA Direct Loan Processor
  • ZZ FA Funds Manager
  • ZZ FA ISIR Corrections
  • ZZ FA ISIR Processor
  • ZZ FA NSLDS Prcs
  • ZZ FA Pell Processor
  • ZZ FA SAP Prcs
  • ZZ FA Verification Prcs
  • ZZ FA WCG Eligibility
  • ZZ SF Collections
  • ZZ Upload Doc ADM
  • ZZ Upload Doc ADV
  • ZZ Upload Doc SR

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

You must also set these SACR Security permissions:

Retrieving SEVIS Response ZIP File

Navigation: PeopleTools > CTC Custom > Extensions > Upload/Download Files

Before You Begin

  1. Retrieve the SEVIS response file outside of ctcLink first. Review SEVIS Technical Guidance and User Manuals if needed.
  2. Download the Response File. Note: The response file will not be available until the next business day after the SEVIS batch import is completed.
  3. Unzip the downloaded response file.
  4. Extract the contents of the ZIP file.
  5. Separate any resulting PDF I-20 files from the XML transaction log file. 
I-20 Retrieval Form
Uploading the SEVIS Transaction Log XML File

Navigation: PeopleTools > CTC Custom > Extensions > Upload/Download Files

  1. Access File Upload/Download Search page:
    • Enter Academic Institution.
    • Enter Functional Area.
    • Enter Business Process Name.
    • Select Search.
  2. Navigate to the Upload Files Tab:
    • Select Upload File.
    • The Upload Files tab displays.
  3. Select and Upload the File:
    • Click Choose File.
    • Locate the SEVIS XML Transaction Log file on your computer.
    • Select Upload.
Upload Files Tab

Key Reminders

  1. Only the XML transaction log file should be uploaded—do not upload the I-20 PDFs.
  2. Response files are always available the next business day after SEVIS batch import.
  3. Double-check the correct Academic Institution, Functional Area, and Business Process Name before uploading.
Importing SEVIS I-20 Data

You must have at least one of these local-college managed security roles:

  • ZC CS SEVIS
  • ZD CS SEVIS
  • ZZ CS SEVIS

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Campus Community > SEVIS > SEVIS Import > Import Process

  1. The Import Process Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
  3. 📝 It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short  process description in the Run Control ID is recommended--e.g., WA100_SEVIS_IMPORT.

First-Time Setup

  1. Complete these steps only the first time you run the SEVIS Import Process.
  2. Returning staff with an existing Run Control ID and saved file path should skip to Step 8 to continue the Import Process.
  1. The Import Process page displays.
    • Enter the File Name of the uploaded file.
    • Be sure to include the full file extension (e.g., sevis_transaction_log.xml).
  2. Enter File Path (College-Specific)
    • Open a new browser window — do not close the Import Process page.
  3. Navigate to File Upload/Download: Navigator > PeopleTools > CTC Custom > Extensions > Upload/Download Files
  4. On the File Upload/Download Search page:
    • Enter or look up your Academic Institution.
    • In Business Process Name, enter SEVIS.
    • Select Search.
  5. Upload Files page displays:
    • Highlight the File Path with your mouse.
    • Right-click and select Copy.
    • Ensure you copy only the file path, without any extra spaces.
  6. Return to the Import Process page.
    • Paste the File Path into the File Path field.
    • ⚠️ Be sure no spaces appear before or after the path, or errors will occur.
  7. Confirm:
    • File Name (with .xml extension).
    • File Path (copied correctly).
  8. Select Run.
    • This will open the Process Scheduler Request page.
    • Refer to the Process Scheduling QRG for instructions on completing this step.
Import Process page
Check Import Results

You must have at least one of these local-college managed security roles:

  • ZC CS SEVIS
  • ZD CS SEVIS
  • ZZ CS SEVIS

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Campus Community > SEVIS > SEVIS Import > Import Results

  1. The Import Results search page displays.
  2. Enter Selection Criteria to identify your import.
  3. Select Search.
  4. Locate the Process Batch for your import.
  5. Use the Student/EV tab to look up details for the batch process.
  6. View Results: Verify that data from the return file has been loaded.
Import Results > Student/EV tab
Student Record Updates
  1. Navigate to the student’s I-20 Form page.
  2. Confirm that the SEVIS ID and Status have been updated.
  3. Once these updates are visible, the import process is complete.
  4. Process complete.
Updated I-20 Form

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