iServices Portal

• Departmental administrators will need to log into the portal with their Active Directory credentials

  • YOU MUST BE ON VPN IF YOU ARE ACCESSING THE PORTAL WITH A WIRELESS CONNECTION OR NOT ON CAMPUS USING ETHERNET!

• If you had active scholar records in ISD prior to launch of iServices, then you should already have an account in iServices.

• If you do not have an account, please email ischolars@ucsd.edu; ISEO will review your request and grant you access.

We highly recommend reviewing the recorded trainings prior to using the system (see drawer below).

Note about  "Second Approvers"

• Some processes may require input from additional parties, such as certification of information by the Principal Investigator or approval of a request by a department chair. The system has functionality to send email notifications/requests to these individuals, whom it terms "second approvers," upon submission of the eform.

• You may wish to alert the individual ahead of time that they will be receiving an email from iseo@ucsd.edu requesting specific information on a case.

• The second approver will receive a one-time login enabling them to access the system and review/act upon the request.  You will receive an email notification when they have completed their action.

The iServices portal  does not have a scholar “search bar” function; instead, the scholar iServices ID and date of birth will be the data needed to search for a scholar. Currently the system is not loaded with UCPath IDs; to find the system scholar ID you can either:

1.  Reach out to ischolars@ucsd.edu to request the scholar iServices ID/DOB combination and we will provide it to you, OR 

2. Begin "Add New Person" e-form and input UCSD email and DOB; the system will recognize the duplication and will provide you with the current campus ID ("FS9999" is most typical); you can then use this ID with the DOB to call up the scholar's record.

 Add New Person eForm:

To add a new scholar record into the system, select "Departmental Services" on the left-side of the iServices portal and click on the "Add New Person" eform under the TASKS section.

• If an iServices ID is not specified then the system will verify that no existing records with the same date of birth and email address are in the system.

• The new profile record will also be added to the departmental user's current cases.

• Passport Name: Enter FAMILY LAST NAME in all capital letters, and the First/Middle Name in lower case letters with initial capital letters. 

  • For further information regarding naming conventions visit the Department of Homeland Security naming standards page. Please also enter the gender of the scholar as entered on their passport if you have this information. 

    • The legal name, as it appears on the passport, must be used for immigration matters; however, we will use a preferred name and gender when a legal name is not required. For more information please visit IFSO's Gender Recognition Act information section.

• Scholar's Date of Birth: PLEASE MAKE SURE THE DATE OF BIRTH IS CORRECT! SCHOLAR WILL NOT BE ABLE TO ACCESS THEIR RECORD IF THE DATE OF BIRTH IS INCORRECT

• Email: Add the email address for the scholar; all correspondence generated by iServices will go to this address.

  • Please note that UC San Diego emails have been getting blocked/bouncebacks for “@hanmail.net” emails; please try to avoid using “@hanmail.net” emails.

• Campus: Select "UCSD Main Campus"     

• iServices ID: An initial scholar will NOT yet have any iServices ID assigned to them within the system yet, but rather  it will be generated for them upon creation of the record.

  • If they already have a record in iServices in a previous status (F-1/F-1OPT), please enter the student PID number.

• Network ID:  A J-1 initial scholar will most likely not yet have a Network ID, but please include it if they do.       

   

After submitting the “Add New Person” eform, a list of all potential department-initiated requests will immediately populate on a screen titled "Work on an Application".

• The scholar's newly generated iServices ID will be listed at the top of the screen, along with their date of birth for the departmental user to reference. 

• In contrast to our previous system ISD, the iServices portal contains guiding instructions embedded within with request. 

• If returning to a drafted request in progress, it’s best practice to find the scholar from “My Current Cases” list under the Departmental Services home page.

• To make changes to an already submitted or drafted e-form, use the "EDIT" button. Only use the "CANCEL" button if you would like to delete ALL data in the e-form and start from scratch. 

• When saving your progress in an eform always use the "SAVE DRAFT" button. DO NOT USE “SAVE DEFAULTS” BUTTON. WE CANNOT REMOVE THIS OPTION AT THIS TIME.

The "status" of a request identifies the current stage of the process: 

• Started: Initiated but group is not completed (some eforms in group still outstanding)

• Incomplete: The eform is waiting for completion by the "second approver" to whom it was routed for review/action

• Submitted: The eform has been submitted to ISEO

• Pending: ISEO is reviewing all data and documents in the eform group (or individual eform if not in a group)

• Draft: ISEO advisor has reset an eform to "draft status" for scholar/advisor to update and resubmit

• Approved: ISEO advisor has approved the overall submission (and taken appropriate action)

• [Blank]: Client may have clicked on an eform but not input any data or not submitted anything; eform will stay in client's queue until they submit the form

Departmental User iServices Trainings: Recorded trainings

We are currently in the process of developing additional trainings based on user feedback. We look forward to having new recordings available in the near future.