9.2 Add Full Course Exceptions in Batch (SEVIS)

Purpose: Refer to this document when adding or updating batch Full Course Exceptions for multiple F/M International Students who are not enrolled full time according to the academic level and load rules for your college.

Audience: College staff responsible for maintaining students SEVIS information.

Note

  • Colleges do not need to submit the SEVIS Auth Drop Below Full Course  Add Event for students who have your permission to enroll in less than full time.  See QRG 9.2 Understanding SEVIS Event Triggers and Conditions in PeopleSoft (F/M).
  • This page provides colleges the ability to batch assign Full Course Exceptions for a group of students. The students must first have a student group assigned to their record.
  • Colleges can include multiple student groups for population selection when assigning Full Course Exceptions in batch. If a student has more than one of these student groups assigned to their record, this process will assign the lowest Exception Units for the student.
  • See Student Group QRGs:

Add Full Course Exceptions in Batch (SEVIS)

Navigation: NavBar > Navigator > Campus Community > SEVIS > F/M Full Course Exceptions > Full Course Exception Load

  1. The Full Course Exceptions Load Run Control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter a Run Control ID.
  4. Select Add.
  1. The Full Course Exceptions Load page displays.
  2. Enter your SEVIS School Code or use the lookup tool to search.
  3. Select Processing Type Direct Interface.
  4. Select Report Only if you would like the process to run in report mode first. This will provide you a list of students to review but does not add the Full Course Exceptions to the students’ records.
    • After you have verified your list of students, you can go back and unselect Report Only to add the Full Course Exceptions to the students’ records.
  1. Enter Institution code or select lookup tool to search.
  2. Enter Career or select the lookup tool to search.
  3. Enter Student Group or select the lookup tool to search.
  4. Enter Term or select lookup tool to search.
    • Note: The student must first be term activated and eligible to enroll for the term.
  5. Enter Exception Units. This will be the number of units the student is enrolled in for the specified term.
    • For example, if your college’s academic level and load rules indicate that 12 units are full-time for Spring terms, but the student qualifies for an exception and is enrolled in 9 units for the Spring term, enter 9.000 as the Exception Units.
    • Note: The Exceptions Unit field will accept 0.000 as a value.
  6. Enter Comment, if applicable.
  1. If you are running this process for multiple terms or student groups, click the Plus Sign [+] to add additional rows and enter the Institution, Career, Student Group, Term, Exception Units, and Comment (if applicable) for each additional row added.
  1. Select Run. Refer to the Process Scheduling QRG for instructions.
  1. The Process Scheduler Request page displays.
  2. The Full Course Exception Load process is checked.
  3. Select OK.
  1. The Full Course Exception Load page is displayed.
  2. The Process Instance number is displayed.
  1. Select the Process Monitor link.
  1. The Process Monitor page is displayed.
  2. Verify process completion.
    • Run Status: Success
    • Distribution Status: Posted
  1. Select the Go back to Full Course Exception Load link.
  1. The Full Course Exception Load page is displayed.
  2. If you ran this in Report Only mode, select the Report Manager link to view a list of students that would be impacted by this process if run with the current criteria.
  1. The Report Manager page is displayed.
  2. Select the Administration tab.
  1. Select the Details tab for the Full Course Exception Load report you want to view.
  1. The Report Details page is displayed.
  2. Select the .PDF link to view a list of students.
  1. The .PDF Report Only is displayed and will open in a new browser tab or new browser window depending on your local browser settings.
  1. Return to the Report Manager page in PeopleSoft.
  2. Select OK.
  1. Select the Go back to Full Course Exception Load link.
  1. After verifying your list of students is accurate, unselect the Report Only checkbox.
  2. Select Run.
  1. The Process Scheduler Request page is displayed.
  2. The Full Course Exception Load process is selected.
  3. Select OK.
  1. The Full Course Exception Load page is displayed.
  2. The Process Instance number is displayed.
  3. Select Process Monitor link.
  1. The Process Monitor page is displayed and defaults to the Process List tab.
  2. Verify process completion.
    • Run Status: Success
    • Distribution Status: Posted
  1. Select Go back to Full Course Exception Load link.
  1. The Full Course Exception Load page is displayed.
  2. Process complete.

Note: You can verify the Full Course Exception was added for your student(s) by following the steps in QRG 9.2 View or Add Full Course Exceptions for an Individual Student (SEVIS).

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