2017 sunapsis Users Conference

Daily Schedule

Helpful MIT Information

Helpful Workshop Information

Saturday October 7, 2017Description 
7:00-8:00Registration/TransportationCheck-in to receive your conference materials and head to the labs for the pre-conference workshops. 
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 Team
8:00-12:00Tech 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 Team
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 Team
12:00-1:00LunchEnjoy the MIT campus for a bite to eat, lunch will be provided. 
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 Team
1:00-5:00Tech 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 Team
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 Team
Sunday October 8, 2017Description 
7:00-8:00Registration/TransportationCheck-in to receive your conference materials and head to the labs for the pre-conference workshops. 
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 Team
8:00-12:00Tech 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 Team
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 Team
12:00-1:00Lunch Enjoy the MIT campus for a bite to eat, lunch will be provided. 
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 Team
1:00-5:00Tech 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 Team
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 Team
5:30-7:00Welcome ReceptionKickstart this year's conference by joining us for a welcome reception hosted by MIT.
 
Monday October 9, 2017DescriptionPresenters
7:00-9:00Registration/Check-inGet started with the conference by checking in (for preregistered users; non-preregistered users will need to register).  
8:00-9:00BreakfastA chance to mingle and meet other sunapsis users. Breakfast is provided as part of registration. 
9:00-10:15Welcome/KeynoteWelcome and introduction to the KeynoteTBD
10:30-11:45sunapsis Basics & Record NavigationGeneral 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, how to create reports and produce standard reports and an overview of record management and profile status.sunapsis Client Relations Team
10:30-11:45OPT - Eform ProcessLearn how to manage students on OPT utilizing eforms, templates, and OPT-specific functionality within sunapsis.sunapsis Client Relations Team
10:30-11:45Untangle Biz ProcessThis session will cover UMass Lowell's approach in adopting and implementing SUNAPSIS and untangling our business process to make SUNAPSIS work for us. Going from a filemaker pro database, a smaller international population, a heavy paper based office; to going paperless, increase in international population, and getting SUNAPSIS configured and applying client based e-forms. We cover our experience in going through a two stage implementation, first bringing the application online, data feed, alerts, departmental e-forms, and basic functionality to get us operational. Then turning to full client, developing e-forms and templates for client interaction, communication, and departmental use. Defining new staffing roles and structure to enhance processing and support internally, as well as creating a support team to assist clients with e-form related questions. Will discuss trouble areas, our mistakes, and failures, and discuss strategies that will help ease adopting SUNAPSIS. The importance using the SUNAPSIS support communities as well as reaching out to other institutions to learn from their process and implementation. Lastly we will talk about mapping out processes, documentation, the importance of maintaining an updated website, and guidelines to develop/update a process and e-form/template.Emily Fritz & Jose Guerrero | University of Massachusetts - Lowell
12:00-1:30LunchA chance to mingle and meet other sunapsis users. Lunch is provided as part of registration. 
1:30-2:45Managing Cases and Alerts within sunapsisOverview of best practices on case and alert management within sunapsis.sunapsis Client Relations Team
1:30-2:45OPT - RTI/Batch and Ongoing Data ManagementTake the OPT process to the very end and learn all the steps to take with SEVIS and within sunapsis to manage this population to the end of their OPT term. sunapsis Client Relations Team
1:30-2:45Reporting Gone RogueThis session will cover reporting ideas from the sunapsis IOM, ColdFusion and native SQL environments. It is intended to generate ideas about how reports can be obtained and how the reporting process could be improved by using custom methods (not supported by sunapsis and hence "rogue"). The sub-topics include custom ColdFusion reports for sunapsis IOM, emailing scheduled reports from ColdFusion, a quick look at native SQL queries and using scheduled SQL server jobs. Further, we will discuss the use of visualization products like Tableau and Qlik to dive into your data from any extracted report(s). The ultimate goal is to get a better understanding of your data and find new ways to audit and double check the accuracy of data.Micah Cooper | University of Georgia and Bryant Tonkin | University of South Florida
3:00-4:15E-form Management in a NutshellOverview of the tools within e-form management that will help create a paperless process.sunapsis Client Relations Team
3:00-4:15Change of LevelThis session will cover the specific way sunapsis handles change of level including the e-form, template, and SEVIS process. sunapsis Client Relations Team
3:00-4:15SEVIS OPT Portal DiscussionSEVP will be deploying their new student OPT Portal to a small group of users this October and the rest of the Community this winter. This session will be a brainstorming roundtable to discuss best practices for this new portal. Roundtable Discussion
5:00-7:30Opening CelebrationA chance to celebrate another year in the sunapsis community. Reception is included as part of registration.
Tuesday October 10, 2017AbstractPresenters
8:00-9:00BreakfastA chance to mingle and meet other sunapsis users. Breakfast is provided as part of registration. 
9:00-10:15Template ManagementHow to create a template in template management to create efficient processes within sunapsis.sunapsis Client Relations Team
9:00-10:15sunapsis Summer Intern Turned E-form Extension ExtraordinaireThis summer, Anton was an intern in the sunapsis office and created several new, useful e-form extensions that you won't want to miss. See how you can now populate fields, have computational fields, remove the draft button, and turn an e-form into an online quiz, and MORE! Jason Baumgartner | sunapsis & Anton Dahlin | Arizona State University
9:00-10:15A new data model for Department ServicesOur school has over 250 academic department users that invite J-1 scholars and H-1B employees, so we're constantly getting requests to change department contacts and provide detailed information to the incoming department users. Working with an outside contractor, we devised a creative use of Sunapsis eform extensions to enhance the online services for departments, so can give the department users more detailed information without handling all these requests by hand. Come see our new relational data model that links the data for departments, department representatives, scholars' eforms and H-1B/J-1 programs. This is a technical topic, but the presentation will focus on data fields and end user functionality so all are welcome.Paul Dexter and Lily Zhang | University of Pennsylvania
10:30-11:45Best 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 Team
10:30-11:45Managing eShipGlobal ProcessesThis session will be presented in a panel and include representatives from several institutions who have implemented the eShipGlobal configurations into sunapsis. We will discuss different business processes, implementation strategies, and the challenges we faced. We will welcome questions and comments from the audience about their plans to implement, their current business processes, and anything else they want to discuss.Christina Fidel, Marie Monts, Jasmine Parker | Indiana University
10:30-11:45The Road to Revolution"UT Austin performed a unique go live strategy (checklists and e-forms in place). Our session covers the struggles, trials, tribulations and ultimate success of disconnecting our integrated system to be replaced with sunapsis®. Discussion/talking points on whys and hows of: 1. We had to go live with e-forms and checklists 2. Communication Strategies 3. Integration needs 4. Department Trainings 5. User Training and testing 6. Successful launch and on-going transformations The structure of the session will be dedicated to a high-level discussion of the process changes that had to take place internally and with external partners in order to make our launch successful. A major focus will be on how we set it up and made it work for us. The end will be a look toward the future of bringing in our student population with a much larger integration needed."Peter Telck | University of Texas - Austin
12:00-1:30LunchA chance to mingle and meet other sunapsis users. Lunch is provided as part of registration. 
1:30-2:45Best 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 Team
1:30-2:45Export Control within sunapsisA fundamental priority of Higher Education is to create an open and welcoming environment in which all faculty, scholars and students may engage in research. In unison, universities must be committed to complying with U.S. law and regulation. This includes the body of federal law called Export Controls, which seek to identify situations where non-US persons should be restricted from accessing US knowledge, know-how or technology. As a result of the increase importance of Export Controls, most Universities are establishing increasingly robust systems within their organizations to manage their compliance. Purdue University's Office of International Students and Scholars was directed to support these efforts, because our office already directly interacts with most foreign nationals on campus. Also because the abilities of the Sunapsis system presented a unique opportunity to leverage existing technology to streamline the compliance process. We created a unique set of e-forms and checklists that automate the required data collection for all sponsored individuals, as well as confirm whether a Technology Control Plan is in place at the place of work. This session will discuss both the higher level objective of this support as well as provide a "how-to" of our Sunapsis E-forms and Checklists.Sarah Houston | Purdue University
1:30-2:45E-Form Go-Live GameIt takes more than a well-designed e-form for go-live to be successful. The student experience, internal processing, institutional policies, documentation, communications with clients and stakeholders, timeline and much more need to be considered. Through interactive exercises, using Reduced Course Load as a case study example, this session will look at selecting the right staff to be on the E-Form team, learning how the business process, buffer staff and technical team need to collaborate, deciding the critical conversations to hold during development, and learning how to incorporate best practices long before starting to build your E-Form to ensure a successful launch.Erin Goertz & Anton Dahlin | Arizona State University & Jodi Barnhill & Emily Taylor | UC Davis
3:00-4:15Introduction to Orientation and Doc CheckAn overview of the tools and functionality within sunapsis to manage your orientation and document check processes.sunapsis Client Relations Team
3:00-4:15Improving Efficiency and Communication using E-form Initiated ChecklistsThe purpose of this session is to provide guidance for creating checklists. Several different examples of E-form initiated checklists will be demonstrated. Specifically, this session will illustrate how schools can use checklists to improve management of students/scholars through a particular process, which can benefit both the client and the international office. This includes visual tools, ease of communication and data gathering. We will provide an example of checklist documentation that will be invaluable for advisors and IT staff. This session will also highlight the importance of creating flowcharts to communicate between advisor and the checklist developer. The main beneficiaries of this session will be advisors and IT staff with a beginner/intermediate experience level with sunapsis.Michael Freeman & Steven Sevic | University of Arkansas, Jodi Barnhill | UC Davis, & Charlie Hammons | Georgia Tech University
3:00-4:15Scholar Services Updatessunapsis v3.7 will have updates specifically requested by the community from surveys and conference sessions in 2015 & 2016. This session will cover the changes that were made and how one will be able to manage their scholar population better with the new features. sunapsis Development Team
4:30-5:45Fedora Series: v4.0Jason Baumgartner, the lead developer and creator of sunapsis, will showcase v4.0 which will be released in 2018.Jason Baumgartner| sunapsis Development Team
7:00-9:00#UBuildItHave you always wanted to see a key piece of information in the profile status that isn't currently there? Come tell us what you want, watch it be coded right in front of you, and then go enjoy pizza, cake, and some legos. The sunapsis developers will be onsite to make your dreams a reality in this hands-on, live-coding event. PS, come casual, this is a party after all.sunapsis Development Team
Wednesday October 11, 2017AbstractPresenters
8:00-9:00BreakfastA chance to mingle and meet other sunapsis users. Breakfast is provided as part of registration. 
9:00-10:15Understanding How sunapsis Works with SEVISAn overview of batch management, RTI, and the extract tools.sunapsis Client Relations Team
9:00-10:15"Don't Thank Me, Thank UA International": Launching Second Approver E-formsThe purpose of this session is to focus on many of the non-technical aspects of rolling out sunapsis e-forms to students and academic department users across campus. Presenters from International Student Services at the University of Arizona will provide an overview of their experience launching e-forms to students and academic departments (as second approvers) for requests for employment authorization (CPT and OPT), full-time enrollment exemptions and program extensions. The session will cover all aspects of the rollout related to planning and project management, marketing and communications, internal staff training, trouble-shooting, support services and assessing department satisfaction. The session will end with recommendations for best practices for other universities planning their own launch to academic departments.Lara Pfaff & Tom Stitt | University of Arizona
9:00-10:15From Initiation to Implementation: Planning for your sunapsis Launch "This session will provide guidance on planning for the implementation of Sunapsis. It aims to give the audience information on the various phases for eventually launching Sunapsis and will highlight Columbia University's implementation plan. These phases include: • Contract negotiation and finalization • Identifying technical resources • Mapping and documenting business processes and standard operating procedures • Designing e-forms, templates, emails, letters • Configuring alerts and document structure • Building test environment • Conducting user acceptance testing • Developing and executing training • Managing communication with stakeholders • Building production environment • Migrating data • Deployment • Post-Implementation "Mazaher Tejani, Claire Rehbock, Nadia Rizvi | Columbia University & Amy Corwin | Independent Consultant
10:30-11:45Best Practices for RegistrationAn overview on how to successfully get through registration season with sunapsis.sunapsis Client Relations Team
10:30-11:45sunapsis Project Management for Three Years at the University of Arkansas"This session is about the project managing the development road ahead and behind implementing sunapsis for an international students' and scholars' office. The University of Arkansas would like to relate developmental stumbling blocks encountered on our Sunapsis production path so other schoolsbcould avoid and anticipate any obstacles or difficulties. We will present what projects we should havebmade a priority, and how we should have immediately implemented a SCRUM/Agile methodology tobtrack their progress. We also examine some elements of the SCRUM/Agile methodology applied to software program project management. We will examine the projects we are working on and have worked on, while explaining how we tried (and succeeded) to implement an Agile workflow using Post-It Notes, OneNote and now Microsoft Planner for our line of Sunapsis projects. We will look at what we've accomplished, and what's still ahead, so that perhaps a newer school can chart their progression into developing in sunapsis more easily."Steven Sevic | University of Arkansas
10:30-11:45Best Practices for the Front Desk Check-In SystemThe Front Desk Check-In System (FDCIS) is one of the most useful but underrated functions within Sunapsis. No matter the size of your school or front desk procedures, the FDCIS is a great way of tracking student needs, walk-in and appointment notes, and office foot traffic. Our team, made up of representatives from Arizona State University (international population ~12k) and the University of Arizona (international population of ~4k) will discuss the best practices for the FDCIS at small, medium, and large schools. This session will show how to hone the FDCIS for your institution's needs, including reasons for visit, taking notes on Front Desk records, and using the FDCIS's data to show your office's workload. The session will be mostly informational with the panel presenting, but time will be reserved for a Q&A section.Ashley Williams & Stefanie Botner | Arizona State University & Lara Pfaff | University of Arizona
12:00-1:00LunchA chance to mingle and meet other sunapsis users. 
1:15-2:30Ongoing 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 Team
1:15-2:30sunapsis: More than ImmigrationAn international student advisor's role frequently goes beyond regulatory advising. Learn how two international offices started to think outside the box and began to consider how eform groups and checklist functionality may be utilized to manage other processes besides government reporting and document issuance. The University of Iowa will discuss its implementation of an eform group for the Iowa Intensive English Program to improve administrative tracking and distribute midterm and final grade evaluations. Miami University will share how advisors created a checklist to manage a convoluted and cumbersome university academic intervention process for international students on probation. The session will conclude by brainstorming other possible uses for eform and checklist functionality, related (but not limited!) to document issuance and immigration.Amy Cockrell & Tabetha Maly | Miami University & Michael Bortscheller | University of Iowa
1:15-2:30Addresses/Phones/Emails SEVP introduced a new structure for names and how they handled emails and phone numbers in 2016. This session will cover how sunapsis is set-up to manage these data points so reporting to SEVP is a breeze. sunapsis Client Relations Team
2:45-3:00Closing Remarks/2018 Users Conference Reveal Will reveal the 2018 location and close out the Users Conference. Gillian Thiebe