2016 sunapsis Users Conference

Daily Schedule

Track descriptions

The Basics Track - A track for those who are new to sunapsis and are wanting to walk away with a basic understanding of the system to include: record management, alert and case management, intake processes, the basics of a paperless process, and interacting with SEVIS via sunapsis.

Process Track - A track for those who have been using sunapsis for a while and are interested in learning how others are using the system to accomplish different business processes. Monday there will be a concurrent Process Track, one for Scholar-focused sessions and one for Student-focused sessions. Tuesday and Wednesday's Process Track is relevant to both populations. There is a one-day registration option should that work best for your schedule and needs this year.

Tech Track - A track for those who understand or are interested in learning more about technical aspects of the system.

Fedora Series - Creator, Jason Baumgartner, highlights upcoming development plans for the software.

*Don't box yourself in! We recommend that users join in on any of the tracks should the session seem interesting or beneficial in any way!

Click here to register

Saturday October 8, 2016Description Audience 
7:00-8:00Registration/TransportationCheck-in to receive your conference materials and head to the labs for the pre-conference workshops. Pre-Conference 
8:00-12:00E-form WorkshopReceive in-depth, hands-on training from an experienced sunapsis® support specialist. We show you the ins and outs of creating online forms, and you will walk away with e-forms to share and use at your office. sunapsis Client Relations TeamPre-Conference 
8:00-12:00 Tech WorkshopCome spend a couple of days developing a custom subsystem in sunapsis, using our pluggable custom components. Learn about custom tables and dataobjects, alerts, wildcards, reports, email services, and e-form extensions.sunapsis Development TeamPre-Conference 
8:00-12:00Checklist WorkshopAnalyze your current practices, identify what the checklist workflow tool can do for your institution, and learn how to build checklists to improve your office workflow. Experienced sunapsis® support specialists run the workshop in a lab environment to allow for comprehensive, hands-on training, and dialogue so you will walk away with checklists to share and use at your office.sunapsis Client Relations TeamPre-Conference 
12:00-1:00Lunch Enjoy the Georgia Tech campus for a bite to eat, lunch will be provided. Pre-Conference 
1:00-5:00E-form WorkshopReceive in-depth, hands-on training from an experienced sunapsis® support specialist. We show you the ins and outs of creating online forms, and you will walk away with e-forms to share and use at your office. sunapsis Client Relations TeamPre-Conference 
1:00-5:00 Tech WorkshopCome spend a couple of days developing a custom subsystem in sunapsis, using our pluggable custom components. Learn about custom tables and dataobjects, alerts, wildcards, reports, email services, and e-form extensions.sunapsis Development TeamPre-Conference 
1:00-5:00Checklist WorkshopAnalyze your current practices, identify what the checklist workflow tool can do for your institution, and learn how to build checklists to improve your office workflow. Experienced sunapsis® support specialists run the workshop in a lab environment to allow for comprehensive, hands-on training, and dialogue so you will walk away with checklists to share and use at your office.sunapsis Client Relations TeamPre-Conference
Sunday October 9, 2016Description Audience 
7:00-8:00Registration/TransportationCheck-in to receive your conference materials and head to the labs for the pre-conference workshops. Pre-Conference 
8:00-12:00E-form WorkshopReceive in-depth, hands-on training from an experienced sunapsis® support specialist. We show you the ins and outs of creating online forms, and you will walk away with e-forms to share and use at your office. sunapsis Client Relations TeamPre-Conference 
8:00-12:00 Tech WorkshopCome spend a couple of days developing a custom subsystem in sunapsis, using our pluggable custom components. Learn about custom tables and dataobjects, alerts, wildcards, reports, email services, and e-form extensions.sunapsis Development TeamPre-Conference 
8:00-12:00Checklist WorkshopAnalyze your current practices, identify what the checklist workflow tool can do for your institution, and learn how to build checklists to improve your office workflow. Experienced sunapsis® support specialists run the workshop in a lab environment to allow for comprehensive, hands-on training, and dialogue so you will walk away with checklists to share and use at your office.sunapsis Client Relations TeamPre-Conference 
12:00-1:00Lunch Enjoy the Georgia Tech campus for a bite to eat, lunch will be provided. Pre-Conference 
1:00-5:00E-form WorkshopReceive in-depth, hands-on training from an experienced sunapsis® support specialist. We show you the ins and outs of creating online forms, and you will walk away with e-forms to share and use at your office. sunapsis Client Relations TeamPre-Conference 
1:00-5:00 Tech WorkshopCome spend a couple of days developing a custom subsystem in sunapsis, using our pluggable custom components. Learn about custom tables and dataobjects, alerts, wildcards, reports, email services, and e-form extensions.sunapsis Development TeamPre-Conference 
1:00-5:00Checklist WorkshopAnalyze your current practices, identify what the checklist workflow tool can do for your institution, and learn how to build checklists to improve your office workflow. Experienced sunapsis® support specialists run the workshop in a lab environment to allow for comprehensive, hands-on training, and dialogue so you will walk away with checklists to share and use at your office.sunapsis Client Relations TeamPre-Conference 
5:30-7:00 Georgia Institute of Technology Welcome Reception Kickstart this year's conference by joining us for a welcome reception hosted by Georgia Institute of Technology at the Bill Moore Success Center overlooking Bobby Dodd Stadium at Historic Grant Field and the downtown Atlanta skyline. This will be an hors d’oeuvres and cocktail reception with mini tours of the football stadium that guests can take with students to view the facility, it’s a National Historic Site.  All Attendees
Monday October 10, 2016DescriptionPresentersAudience 
7:00-9:00Registration/Check-inGet started with the conference by checking in (for preregistered users; non-preregistered users will need to register).  All attendees 
8:00-9:00BreakfastA chance to mingle and meet other sunapsis users. Breakfast is provided as part of registration. All attendees 
9:00-9:30Welcome/Vision, Mission & GoalsWelcome and introduction to the 2016 sunapsis Users Conference. Brief overview of the sunapsis Team's vision, mission, and goals for the upcoming year.Gillian Thiebe and Jason BaumgartnerAll attendees 
9:30-10:30sunapsis BasicsGeneral overview of the support model, where to access documentation, frequency and location of software updates, how to join the listserv, launching sunapsis as an administrator, using the search functionality, and how to create reports and produce standard reports.sunapsis Client Relations TeamThe Basics 
9:30-10:30Split Server EnvironmentWhat is the best way to secure split-server environment for sunapsis? This session will highlight the optimal design architecture to setup separate server environments for the administrative and student web portals.sunapsis Development TeamTech Track 
9:30-10:30My Alert Tree is on Fire: Best Practices for Managing Student AlertsThis session will discuss strategies for managing student alerts. We will provide a brief overview of the basic structure and behavior of alerts. This will be followed by a discussion of best practices for using alerts to ensure integrity of data and to streamline business processes. We will discuss processes for tracking down the source of an alert in terms of its cause within the institutional system, as well as processes for alert resolution. We will share our different institutional practices in terms of organizing student alert groups and overall structure, to help users evaluate what type of structure may work best for their office. Additionally, we will cover manual/automatic options for assigning cases from an alert, and manual/automatic options for emailing international students from an alert.Tyler Askew | Georgia State University Marie Goodwin | University of GeorgiaProcess TrackStudent
9:30-10:30Boilerplate for J and H Scholar eFormsUC Davis is going live with J and H scholar eForms in Fall 2016. We would like to provide other sunapsis users with a boilerplate for creating eForms for their institution. We will showcase managing the project (both technical and business/functional) creating and implementing a pilot project for HR academic contacts, live demo of J and H eForms, and how we handled challenges including creating eForm for billing academic departments.Jodi Barnhill, Maite Totorika, Christopher Porter | UC DavisProcess TrackScholar
10:45-11:45Managing Cases and Alerts within sunapsisOverview of best practices on case and alert management within sunapsis.sunapsis Client Relations TeamThe Basics 
10:45-11:45Current and Future Planned Data Exchange CapabilitiesIn recent releases we have rolled out new data integration APIs for sunapsis that include our Data Transfer API that enables pushing updates from sunapsis to an external source, and our Data Intake API which can consume data in real time and incorporate it into an e-form. Learn both the technical JSON formats and configurations necessary, along with some business use cases for these APIs. We will also discuss future enhancements in the queue which include enhanced logging, alerts, and migration of the current mass upload service to leverage these APIs.Jason BaumgartnerTech Track 
10:45-11:45Orientation Schedule ManagementEach institution has a unique international population and faces unique challenges when setting up orientation schedules. At Oregon State University, in addition to traditional degree programs, we offer a variety of English Language and Pathways programs. This complicates the process for creating accurate orientation schedules for students. In this session will share ideas for organizing orientation schedules to accommodate these complicated populations. We will start with the basics: how to configure orientation schedules in sunapsis, including group policies organizing events and sessions. We will also invite a discussion of best practices and experiences from other institutions, and will share the documentation we developed for our orientation staff. Cindy Nair & Judi Saam | Oregon State UniversityProcess TrackStudent
10:45-11:45Don't Fall through the Cracks! Tracking Non-Employer Sponsored Employees Roundtable discussion from the employers point of view about tracking non-employer sponsored employees in nonimmigrant statuses - F-1s on OPT, J-1s on AT, J-2s, etc - using the tools available in sunapsis. Georgia Tech will discuss our current processes and challenges. By the end of the session, I'd like to compile a list of employer needs in sunapsis to better track non-employer sponsored nonimmigrant employees. Lori Jones | Georgia Institute of TechnologyProcess TrackScholar
12:00-1:30LunchA chance to mingle and meet other sunapsis users. Lunch is provided as part of registration. All attendees 
1:30-2:30Navigating a Record in sunapsisOverview of record management and profile status.sunapsis Client Relations TeamThe Basics 
1:30-2:30New Student Pre-Arrival & OrientationThe University of Pittsburgh would like to share our office's experience with the Pre-Arrival Checklist regarding the entire admission process from the student accepting admission to the completion of orientation. We will discuss our education and communication methods for both students and department administrators. Also, this session will include our conclusions and lessons learned, as well as information on our specific outcomes including processing times, regulatory knowledge retention, and overall satisfaction with our checklist process. This is a great session for any school interested in moving towards utilizing the Checklist feature for collecting information and distributing information for orientation and arrival. Kati Von Lehman & Alison Zappa | University of PittsburghProcess TrackStudent
1:30-2:30Scholar Services Round TableA roundtable discussion with other scholar-focused sunapsis users. Topics will include results results from the user-driven survey administered over the summer, priority needs, and other hot topics.Stephanie Roberts | Emory University & Lori Jones | Georgia Institute of TechnologyProcess TrackScholar
2:45-3:45Fedora Series: sunapsis 4.0 - Java UpgradeJason Baumgartner, the lead developer and creator of sunapsis, details upcoming changes to the java application (this is the application that YOU as users launch everyday) including a modern look and feel and new features accommodated by JavaFX. Jason BaumgartnerAll attendees 
4:00-5:00E-form Management in a NutshellOverview of the tools within e-form management that will help create a paperless process.sunapsis Client Relations TeamThe Basics 
4:00-5:00Open Lab SessionBring your laptops and custom component projects to the session to work with sunapsis developers on the creation and implementation for your institution.sunapsis Development TeamTech Track 
4:00-5:00Using sunapsis to Automate a New OPT/STEM ProcedureThis session is a combined description of how UC Davis and Georgia Institute of Technology are utilizing sunapsis for OPT and STEM processes. This session will demonstrate Georgia Tech's use of Sunapsis to develop an entirely new procedure around the 2016 STEM rule changes. These changes, including the requirement of the I-983, the 7 month bridge for existing STEM holders, and others, required a significant policy and procedure overhaul, which we solved almost entirely by using Sunapsis features. These included creating an e-form group, 10 e-forms of varying complexity, multiple templates, a checklist and lots of communication. The functionality of Sunapsis was not only central to our procedure, but even framed our new STEM policy. The result was a process that managed a complex process efficiently for both our large STEM population as well as International Student Advisors. In this session, we will show the e-form process that we developed as discuss how we used the available functionality in Sunapsis to create the process and make it efficient for all stakeholders. UC Davis went live with OPT and STEM OPT reporting eForms in 2016. We would like to show other sunapsis users our OPT eForms so that they can have a starting place for creating this great automation tool. We will provide a live demo of UC Davis OPT eForms and provide our methods for meeting the challenges associated the new STEM OPT regulatory reporting requirements.Charlie Hammons & Jeevan Devassy | Georgia Institute of Technology, Jodi Barnhill, Maite Totorika & Christopher Porter | UC DavisProcess TrackStudent
4:00-5:00Extreme Makeover: Document Upload Structure EditionHave you been using Sunapsis for a while now? Do you largely still use the delivered document upload structure? Are you realizing that your business practices would be improved with a revised document upload structure? If you answered yes, yes, and yes, it may be time for an upload structure makeover. Now that you have thousands of documents uploaded and many e-forms with links to specific document categories, how do you make major changes to your structure? Based on experience working with institutions, the presentation will guide you through steps to make the switch to a new and improved file structure. Ensure that documents in deleted categories find their new home, and that e-forms will save documents to the new or renamed categories. SQL is required for the actual changes, but the initial steps of determining your current structure, desired structure, and how to get from A to B will be helpful information for everyone.Anna Eppink | ConsultantTech & Process TrackStudent & Scholar
6:00-8:00Opening CelebrationA chance to celebrate another year in the sunapsis community. Dinner is included as part of registration. All attendees
Tuesday October 11, 2016AbstractPresentersAudience
8:00-9:00BreakfastA chance to mingle and meet other sunapsis users. Breakfast is provided as part of registration. All attendees
9:00-10:00Fedora Series: sunapsis 4.0 - New Online ServicesJason Baumgartner, the lead developer and creator of sunapsis, discusses upcoming changes to online services (this is the web portal use by your students, scholars, employees, and departmental users) including a modern look and feel and new functionality. Jason BaumgartnerAll attendees
10:15-11:15Template ManagementHow to create a template in template management to create efficient processes within sunapsis.sunapsis Client Relations TeamThe Basics
10:15-11:15 Q & A Technical Roundtable The sunapsis team has been reviewing and changing their update/release processes recently. This is an opportunity to offer feedback on the recent changes and input on what you'd like to see changed in the future.sunapsis Development TeamTech Track
10:15-11:15Simple Tips & Tricks for Testing after a HotfixThis session will cover best practices for non-IT staff to systematically test overall Sunapsis functionality after a major upgrade or hotfix to the test & production environments. Since there will be a presenter from Emory, University of Georgia & Georgia Tech we will talk about how our individual schools handle the upgrade process as a whole. Who is responsible, who does the testing, and what communications is sent out. We will also go over documentation we have created to help us through the testing process and the usefulness of having a fully functioning test environment. Jeevan Devassy | Georgia Insitute of Technology Micah Cooper | University of Georgia Stephanie Roberts | Emory UniversityProcess Track
11:30-12:30Introduction to ChecklistsA beginner's guide to checklist management which will help define your business process and communicate effectively to students, scholars, and employees.sunapsis Client Relations TeamThe Basics
11:30-12:30Custom Alert and automated email notifications for invalid US residential addressSelf-reported address information is inherently messy. Using a custom alert empowers students to clean their own data while minimizing the amount of time staff have to spend cleaning up addresses for SEVIS's address doctor. In this session, you will learn how to create a custom alert that is triggered by a batch error and how to configure an automated email using Sunapsis. (This is a follow up to my session from last year entitled, "Data Feeding Address Information from an E-form.")Renee Nagy | University of IllinoisTech Track
11:30-12:30Pivot Tables? What?Most of us know about the Custom Report Builder in sunapsis. Those that do, also know of some of the "limits" of it. This talk will serve as an introduction to using pivot tables and some of the other less known features of Excel in order to make the most of the custom report builder.Ned Hummel | IUPUIProcess Track
12:30-2:00LunchA chance to mingle and meet other sunapsis users. Lunch is provided as part of registration. All attendees
2:00-3:00Best Practices for an I-20 Student Intake ProcessLearn how to use the tools within sunapsis to create an efficient, effective intake process for your students.sunapsis Client Relations TeamThe Basics
2:00-3:00Too Many Cooks in the Kitchen? Multiple User Groups on One CampusGeorgia Tech has three distinct user groups that serve international students and scholars - Language Institute, International Student and Scholar Services, and Global HR. Although we serve different populations and have different needs, we've developed practices to maximize coordination and minimize challenges. We'll discuss the populations we serve and how we work together to get the most of out of sunapsis at Georgia Tech.Lori Jones, Jeevan Devassy, & Kate Kirk | Georgia Institute of TechnologyProcess Track
3:15-4:15Best Practices for a Scholar Intake ProcessLearn how to use the tools within sunapsis to create an efficient, effective intake process for your scholarssunapsis Client Relations TeamThe Basics
3:15-4:15Open Lab SessionBring your laptops and custom component projects to the session to work with sunapsis developers on the creation and implementation for your institution.sunapsis Development TeamTech Track
3:15-4:15eShipGlobal AutomationThis session will focus on utilizing the new eShipGlobal configurations in sunapsis®. The Office of International Services at IU ships different types of documents, including admission materials, immigration documents, and other mail, to students and scholars on a daily basis. We will discuss our transition from manually creating shipping labels to automating the shipping process with eShipGlobal. We will share our experiences and give you suggestions on how to configure e-forms, checklists, and communications. We will discuss what we learned after implementation and the potential pitfalls to consider.Christina Fidel, Marie Monts & Jasmine Packer | Indiana UniversityProcess Track
4:30-5:30Introduction to Schedule ManagementAn overview of the tools and functionality within schedule management.sunapsis Client Relations TeamThe Basics
4:30-5:30Setting Realistic Expectations for Go-LiveThe tools Sunapsis offers empower International Offices to manage their populations more efficiently than ever before. When implementing sunapsis, International Offices staff are eager to start utilizing these tools as quickly as possible and may experience pressure from supervisors or directors to be up and running with every feature on Go Live day. In this panel session we will share our experiences of going live with sunapsis and how our expectations of what going live meant were adjusted as we learned more about the system and how it functions. Through sharing our experiences and group discussion we hope to provide guidance for new sunapsis customers about how to set realistic expectations for going live for themselves and for their offices.Cindy Nair & Judi Saam | Oregon State University Jodi Barnhill | UC DavisThe Basics
4:30-5:30Approaches and Automation for Document Generation, Printing, and Shipping Every morning we come into work to a stack of printouts ready to be shipped. Learn how we have leveraged checklist workflow capabilities for the generation, attachment, and automatic printing of cover letters, SEVIS documents, and shipping labels. This session will cover business use case, along with an overview of how to configure this capability in checklist workflow and on the server. Matt Reynolds & Jason Baumgartner | sunapsis TeamProcess Track
6:30-?Regional Networking DinnersA social event to network with colleagues from your region. Dinner is included as part of registration. All attendees
Wednesday October 12, 2016AbstractPresentersTrack
8:00-9:00BreakfastA chance to mingle and meet other sunapsis users. Breakfast is provided as part of registration. All attendees
9:00-10:00 Introduction to Orientation and Doc CheckAn overview of the tools and functionality within sunapsis to manage your orientation and document check processes.sunapsis Client Relations TeamThe Basics
9:00-10:00Open Lab SessionBring your laptops and custom component projects to the session to work with sunapsis developers on the creation and implementation for your institution.sunapsis Development TeamTech Track
9:00-10:00Training your Sunapsis BackupYou've finally won the lottery! But what will your international office do without you, their beloved Sunapsis guru? Before you head to Disney World, you'll need to prepare someone to manage Sunapsis in your absence. Presented by a trainer and a trainee, this session will cover developing a training program, identifying important campus resources, creating a contingency plan, and other things to consider when training your Sunapsis backup person. Stephanie Roberts & Kyla King | Emory UniversityProcess Track
10:15-11:15Understanding How sunapsis Works with SEVIS An overview of batch management, RTI, and the extract tools.sunapsis Client Relations TeamThe Basics
10:15-11:15Road to sunapsisSupporting a paradigm shift in international office processes and procedures using the launching of sunapsis, focusing on: • Paper process to paperless retention process, to integrated paperless process • Embracing change in your office culture • Overcoming fear of loss of control • Demonstration of benefits • Prioritizing resources - today's vs tomorrow's needs • Resource Development • SIO senior mgmt. Buy-In • Fee Structures for improvements • Efficacy of Resources-Where's time spent? • Shifting from quantitative to qualitative mindset • Transitioning from specialized IT support to using all staff in eForm-process development • Motivating staff as change agents • Encourage sharing of ideas-climate for idea incubation • Not afraid to fail-errors lead to improvement • Stakeholder collaboration • Feedback from stakeholders-staff, departments, clients • Evaluation before, during after launch • Define your IT resources from the start • Cleaning up data streams from institutional databasesMichael Crandall, Chung-Ning Gonzalez, Felix Cortez-Littlefield, & Erin Goertz | Arizona State UniversityProcess Track
11:30-12:30Best Practices for RegistrationAn overview on how to successfully get through registration season with sunapsis.sunapsis Client Relations TeamThe Basics
11:30-12:30Encryption and Data Retention: Current Functionality and Planned Enhancements Some long-standing bugs with the Encryption Conversion process were uncovered this summer.  This session will explain them, give you some tools to determine if you have been bit by them, and share our plan for cleaning up the problem this winter.  This will include an overview of the encryption conversion process, and also an update about our plans for data retention. sunapsis Development TeamTech Track
11:30-12:30Maximizing the Capabilities of Templates This session expands on the core of templates with a focus on both automation and more advanced use cases. First, a focus on template integration with e-forms for automation, SEVIS actions, checklist tasks, and conditional logic. Also, learn about a more powerful, albeit lengthy, configuration approach to have admissions data automatically prepare the I-20 data. And finally, a new option for associating templates to the document check process. Jason BaumgartnerProcess Track
12:30-2:00LunchA chance to mingle and meet other sunapsis users. Lunch is provided as part of registration. All attendees
2:00-3:00Ongoing Services, Ongoing configsOngoing services, front desk check-in - letter of invitations, travel signatures, contact info, etc. Ongoing configurations - terms, user management, departments, etc.sunapsis Client Relations TeamThe Basics
2:00-3:00Upcoming Changes for Student Major / Minor Handling Geared for both technical and non-technical users, this session will provide a detailed summary of how sunapsis currently handles changes in majors and minors for F and J students to report to SEVIS batch. Ideas for upcoming changes will also be suggested, which will lead to an open discussion on best practices and business processes in reporting proper ordering of primary and secondary majors and minors. sunapsis Development TeamTech Track & Process Track
2:00-3:00The how and how-to of sunapsis admission configurations The configurability of sunapsis offers institutions an electronic solution to managing their international student and scholar data. Indiana University's use of sunapsis in all aspects of our admissions review requires an comprehensive, well organized, and annual evaluation of configurations to ensure internal and external alignment with multiple data systems. In this session, we'll discuss how we utilize the flexibility and configurability of Sunapsis in our admissions processes, and describe best practice for staffing to allow for a thorough annual review process. A couple of items we'll focus on include: • Maintaining checklist / term configurations • Maintaining consistency between institutional / departmental admission letter degree descriptions • Template configurability • Communication configurabilityJeremy Mixell & Charlie McKibben | Indiana UniversityProcess Track
3:15-4:15Fedora Series: sunapsis 4.0 - New Mobile ApplicationsJason Baumgartner, the lead developer and creator of sunapsis, will highlight the brand new mobile app opportunities that will come with sunapsis 4.0. Features such as push notifications, event reminders,and e-form submission are some of the items that will be highlighted.Jason BaumgartnerAll attendees
4:15-4:30Closing Remarks/2017 Users Conference Unveil the 2017 location and close out 2016. Gillian ThiebeAll attendees