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.

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

  • ZC 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.

You must also set these SACR Security permissions:

📢Important Notes

  1. 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 Understanding SEVIS Event Triggers and Conditions in PeopleSoft (F/M).
  2. 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.
  3. 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.
  4. Report Only Mode: Use this option to review a list of impacted students before committing changes to student records.
  5. Eligibility: Students must be term activated and eligible to enroll for the term before exceptions can be applied.
  6. Reference: To confirm results at the student level, see QRG View or Add Full Course Exceptions for an Individual Student (SEVIS).
  7. See Student Group QRGs:

Add Full Course Exceptions in Batch (SEVIS)

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

  1. The Full Course Exception Load search page displays.
  2. If you have run this process or report before, the default option is Find an Existing Value. Enter or search for an existing Run Control ID. If this is your first time running this process or report, select Add a New Value to create a new Run Control ID and click the Add button.
  3. NOTE: 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_Course_Excpt_Load.

Enter Load Parameters

  1. The Full Course Exceptions Load page displays.
  2. Enter your SEVIS School Code (or use lookup 🔍).
  3. Set Processing Type to Direct Interface.
  4. (Optional) Select Report Only to generate a review report before updating records.
  5. Enter Required Fields:
    1. Institution (or use lookup🔍).
    2. Career (or use lookup🔍).
    3. Student Group (or use lookup🔍).
    4. Term (or use lookup🔍).
    5. Exception Units (number of units the student is enrolled in for the specified term).
      • Example: If 12 units = full-time, but a student enrolled in 9 units qualifies for an exception, enter 9.000.
      • 📝Note: Exception Units may also be set to 0.000.
    6. Comment (optional).
  6. To add additional rows, select the [+] (plus sign) to enter multiple Institution/Career/Student Group/Term combinations.
Full Course Exception Load page

Run the Process

  1. Select Run.
    • The Process Scheduler Request page displays.
    • The Full Course Exception Load process will be checked.
  2. Select OK.
  3. The Full Course Exception Load page displays with a Process Instance Number.
  4. Select the Process Monitor link.
  5. On the Process Monitor page, confirm completion:
    • Run Status = Success
    • Distribution Status = Posted
  6. Select Go back to Full Course Exception Load.
Process Scheduler Request page

Review Report (Report Only Optional)

  1. On the Full Course Exception Load page, select Report Manager.
  2. In Report Manager, select the Administration tab.
  3. Under your report, select the Description link: Full Course Exception Load.
  4. A PDF list of students opens in a new browser tab/window.
  5. After reviewing, return to Report Manager, click Go back to Process Monitor, then return to Full Course Exception Load.
  6. Uncheck Report Only to commit the exceptions.
Report Manager Description section

Final Run (if Report Only was used)

  1. Select Run again.
  2. On the Process Scheduler Request page, confirm the Full Course Exception Load process is selected.
  3. Select OK.
  4. Verify completion in Process Monitor:
    • Run Status = Success
    • Distribution Status = Posted
  5. Return to the Full Course Exception Load page.
  6. Process complete.

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