Colleague
What is the Colleague code for updating a student's information for part-time, vacation semester, or a medical RCL?
NIIS (Bonus: ISPT!)
If a F-1 Berklee student wants to do an internship, they need to...
-check their eligibility (2 semesters in F-1 status at Berklee)
-ensure their internship will be approved by the Career Center
-obtain CPT from ISS (internal process between (CC & ISS)
When must a DSO register a student's SEVIS record each semester?
No later than 30 days after the semester's start date.
What information do you review in a student’s record when processing a travel signature request?
-their program dates ("Quickview" in ISSM)
-previous travel signatures ("Interactions" in ISSM)
-if they've maintained status (STRS in Colleague)
A student plans to travel abroad during their OPT application process—what should you advise?
Be sure to travel with the necessary and suggested documents:
- Passport, F-1 visa (if applicable), I-20, I-797
-Suggest they keep proof/ plans for employment
If a student from Puerto Rico asks if you can clear their ISS check-in holds, what should you do?
Puerto Ricans are American citizens! If the student has already arrived, we can update their status in FPER to "CI" (citizen). If before arrival, have the student contact Admissions (eo@berklee.edu).
What is the earliest date an F-1 student can apply for post-completion OPT at Berklee?
Around 90 days before the student's program end date (as listed on their I-20).
What SEVIS action is used when a student officially withdraws from Berklee?
Termination (AEW)
When reviewing an Employment Verification letter in Docusign, you notice the last name & first name are flipped. What do you do?
Decline to sign and include a reason why.
"Student's name is not listed as it appears on their passport. Should be listed as JOHN DOE. Please edit and resend".
You're advising a student whose I-20 is expiring this semester, but they have more credits to complete. What should you do?
Check XEVAL to determine how many credits they have to graduate. If more are required for their program, we extend the I-20 (based on how many credits are remaining).
If 12 or below= 1 semester
If above 12= 1 semester per each group of 12 (13 credits= 2 semesters, 24 credits= 2 semesters, 25 credits= 3 semesters, etc.).
How do you find a BOCO student in Colleague?
Either:
-use their Berklee ID- coded 09xxxx (if you have it)
-you can search by the student's full name "John Doe".
How many credits does a student need to have in order to be eligible for part-time classes during a vacation semester?
23 or less
If a student abruptly withdraws from their program and leaves the country, what is the deadline for updating their record in SEVIS?
ISS must report within 21 days of (our office) becoming aware of the event.
When creating an initial I-20, the I-20 request spreadsheet states "BM Undeclared; $8,000" in the Advisor notes. What does this mean?
"BM Undeclared"- Degree level & major
"$8,000"- Berklee Scholarship
A student wants to declare a medical RCL after the add/ drop period. What do you advise?
-Review steps & requirements needed for medical docs (in medical RCL document)
-Explain that once received, student can complete the course withdrawal form ONLY after ISS approves of RCL
-Explain that they need to speak with OneStop to discuss refunds.
How many screens do you have to click through to finally see a student's schedule in SCHD (including the "Finish" pop-up box)?
5!
TRUE/ FALSE?
A student wants to take a leave of absence from the semester and it's 4 weeks into the semester. It's Berklee's guidance that they should only complete their withdraw form remotely & by themselves since they've already departed the U.S.
FALSE
Explain that the student should complete their withdraw from the college form with an advisor (although they could do it themselves). If they've already departed the U.S., they can do this w/ an advisor over Zoom.
What happens if a STEM student fails to complete their 12-month OPT validation report within 10 days?
SEVIS automatically terminates the record for “Failure to Report,” ending the student’s OPT and F-1 status immediately. (FUN FACT: currently disabled)
If an eligible student has applied for Post-Completion OPT (to our office) during their last semester, but you notice their program end date of their I-20 is still set for several semesters out. What should you do (include ISSM steps)?
In ISSM:
-Program shorten: include reason why ("Student is completing all program requirements in the Fall 2025 semester.")
-submit SEVIS event prior to submitting OPT SEVIS event
A student's F-1 visa has been denied and they want to know if you can write a letter of support for an upcoming appointment at their embassy. What do you advise?
"Our office cannot provide letters of support for your visa interview/ appointment. We recommend that you review the reasons for denial and potentially speak with an immigration attorney to determine how to approach your upcoming interview/ appointment".
What screen(s) do you think are used when processing a Change of Program?
SASM (200pts)
XPSPR (150pts)
SACP (50pts)
STAT (50pts)
XEVAL (50pts)
What’s the difference between One Stop / Grad Specialist / Transfer Credits?
OneStop- questions about check-in or registration, tuition & billing, scholarships & fin. aid, etc.
Grad Specialist- assists w/ updating degree audits and confirming graduation statuses for a student.
Transfer Credits- maintains docs pertaining to BOL courses, AP, CLEP, or IB exams, & transcripts from outside institutions.
What does a STEM OPT student need to do when changing employers?
The student must complete the final evaluation section on their current Form I-983 (including both their own signature & their employer’s signature) & submit it to their DSO. After that, they must provide a new Form I-983 Training Plan for their new employer to the DSO.
Both events must occur within 10 days of the change.
Explain the process for a student who wants to take a leave of absence after they've registered for classes, but classes have not yet started.
-student should meet w/ ISS to understand the termination of their F-1
-ISS/ their SSA can send them the link for "registration cancellation"/ they can find it on their own!
-once cancelled, their F-1 record should be terminated with the following reason: AEW
-once terminated, the student should be notified and the return student information should be include
A student is working 20 hours/ week on their part-time Pre-Completion OPT during a regular semester. They mentioned that they're working 5 hours weekly on-campus as well. The student wants to know how many more hours she can work on campus. What do you advise?
Inform the student that this is a violation of the F-1 visa and their record will likely need to be terminated (once records of their on-campus work is confirmed). Clarify you will escalate this to the ISS Director.