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SIS Student Worker
Handbook
Directory
Job Responsibilities and Focus
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SIS Student Worker 2 | P a g e Sponsored Students
Listing of Students Associated with SIS Confidentiality Agreement General Procedures Front Desk Support
o Overview of Office Staffo Functions at Desk
Technological Overview, Usage, and Tipso Overview/Purpose of
Technology Usedo Excel Usage, Functions, and
Tipso Image Now
Email Templates and FAQ’s
o o Templates for Incoming Students
o o Templates for Outgoing Students
o o Templates for Current Students
Performance Evaluation
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SIS Student Worker 3 | P a g e Sponsored Students
Job Responsibilities and Focus
Top Priority: Fulfill duties and projects as prescribed by the Assistant Director of Sponsored Students/Special Programs, helping entity-sponsored International Students receive the most welcoming experience in the Big 12!!!
Manage the Sponsored International Students email account, providing logistical and situational support to International Students who make K-State their home!
Perform support functions using Qualtrics, Google Forms, Google sheets and ___
Manage Excel datasheets and perform other duties which require a high attentiveness to detail
Assist IAR office in meeting the needs of students who come to the office, and direct student traffic to the appropriate admissions specialists and student workers
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SIS Student Worker 4 | P a g e Sponsored Students
Will become van certified and will assist the Assistant Director with coordinating shuttle services for students coming to/from MHK Regional Airport
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SIS Student Worker 5 | P a g e Sponsored Students
Listing of Students Associated with SIS
Sponsored Student TypesGovernment-Sponsored StudentsCompany-Sponsored StudentsInternational Student InternsInternational Fulbright Scholars
Most Commonly Sponsored GroupsSACM- Saudi Arabian Cultural Mission Kuwaiti Sponsored Students- Embassy of the State of KuwaitQatari Sponsored Students- Embassy of the State of QatarMexico Proyecta 100,000 ProgramBrazilian Science Mobility ProgramSponsored Students- Republic of TurkeySponsored Students- Royal Thai EmbassySponsored Students- Republic of IraqSABIC Students- Saudi Basic Industries CorporationAMIDEAST-Fulbright Students
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SIS Student Worker 6 | P a g e Sponsored Students
Confidentiality Agreement
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SIS Student Worker 7 | P a g e Sponsored Students
General Office Procedures
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SIS Student Worker 8 | P a g e Sponsored Students
Prior to beginning work: o Make sure you have brought a permission slip
for iSIS privileges to iTAC in the library and have talked to Barbara Lippman upstairs about setting up your payment schedule on hRIS. On the calendar, make note of any days you may be out of the office and/or have conflicts.
o Complete FERPA trainingo Student Worker must complete FERPA training
before gaining access to iSIS. Training can be completed at:
o http://www.k-state.edu/registrar/ferpa/self-assessment/
o Type in your ID and PW for KSU and begin. (assessment does not require you to get a certain amount of questions right but it is important you read over all answers. Answers are saved under your ID and can be accessed by your supervisor for proof of completion.
o Set up favorites on iSIS account:o Main > Campus Community > Student
Services Ctr (Student)
Office Expectations: Dress Appropriately, Act Appropriately
o I would like to see you as a role model for the other students in the Int'l Admissions office. I don't think that you need to dress UP, but please be aware that you will represent "sponsored student" office.
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SIS Student Worker 9 | P a g e Sponsored Students
o I don't want you to use your phone/iPod, while you are working.
o I will discourage you from eating lunch or snacks at your desk since you will only be here 3 hours.
Office Procedure #1: sign into sponsored int’l student email account and check in your folder for any new tasks.
Office Procedure #2: When answering a email in the sponsintl account, sign your name or initials within the signature blocko For basic inquiries, you could sign it with your
name above my signature block so students become familiar with you.
o For official inquiries, use your first and last initials so we can identify the sender!
Project Procedures #1: After being given a project, work on a copy of the files you initially pull out of the W drive. Upon completion, keep those same copy files within the SIS student worker files on the drive. This prevents Wendy from losing ay critical information.
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SIS Student Worker 10 | P a g e Sponsored Students
Front Desk Support-Other IAR Office Staff
Admission Advisorso Duties Include:
Transcript EvaluationCreation of I-20’sDetermining Admission
Student Workers (IAR)o Duties Include:
Scanning New DocumentsEmailing Prospective StudentsSending out Admitted Students’ Information
International Recruiterso Duties Include:
Traveling to Recruit StudentsEmailing Students InformationAnswering questions for any interested potential student
Director of IARo Duties Include:
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SIS Student Worker 11 | P a g e Sponsored Students
International Recruiter DutiesStrategic Duties and Processes
Front Desk Procedures
Incoming Mail Distributiono Front Desk Procedure #1: Sign any mail
off that comes in the dooro Front Desk Procedure #2: Place mail on
far table that houses the 3 computers. This is where the student workers usually sit, and it is they who need that information the most.
Direct walk-in’s to appropriate Student Workers and Specialistso Front Desk Procedure #3: Avoid
sending students to specialists unless it is necessary. IAR Student Workers are trained to handle most problems that walk-in students have, so it is best to utilize them as much as possible.
o Font Desk Procedure #4: For the Assistant Director, (Wendy), know that many students show up unannounced. Attempt to see what specific questions they have first, and then deem whether or not they need to solve it through Wendy.
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SIS Student Worker 12 | P a g e Sponsored Students
Assist in taking phone calls (If Needed)o Front Desk Procedure #5: The staff and
IAR student workers primarily answer the phones. However, if things are busy and if it is necessary, be ready to answer, transferring the caller to the appropriate entity.
Technological Overview, Usage, and Tips
Email Accounts
Purpose: This email account houses all of the communications between Wendy, the SIS staff, and sponsored international students that are studying at K-State. Most of your projects will be relayed through this.
Password: No password needed, as it is usually linked to your K-State Email!
To Access: Go to top right hand corner of outlook, click on person to the right of the question mark, then click on “Open Another Mailbox”. You should then enter [email protected], after which you’ll be redirected to the sponsintl email account.
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SIS Student Worker 13 | P a g e Sponsored Students
Purpose: Having this email on hand lets you utilize many of the Google apps that are available to Chrome users, including Google Forms and Google Sheets. It’s not used for any other purpose as of now.
Password: OfficeOfIntl
W Drive (On the Office of International Programs’s computers)
About This: The W Drive is where all of the project files are to be stored for Assistant Director and the other SIS employee/s. It will also be the way you can refer documents to Wendy to check for completion. The location of most of the SIS files can be found at: W:\OIP\Staff Public\Wendy Matthews
A sample project completion email is listed below, to help the AD and the employees stay updated on file locations and changes.
Wendy, in regards your upcoming letters to the Kuwaiti students, the finished file for the SACM Student online course list is named "Spring 2015 Global Campus chart" and is in this folder in the W drive:
W:\OIP\Staff Public\Wendy Matthews\FROM COMPUTER\SIS Student Worker
Nathan McKinney
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SIS Student Worker 14 | P a g e Sponsored Students
Google Forms / Qualitrics Surveys
Purpose: Throughout the year, our office creates multiple surveys, schedules, and excels databases with the intent of having a consistent log of student information. This information is kept on file in order to execute support activities and house all necessary legal documentation.
Sample Templates to be used Shuttle Arrival Surveys
o http://goo.gl/forms/j34IZ1DaQG Permanent address listings for students
leaving the universityo http://goo.gl/forms/2t6qRgbPmC
Emergency Contact Listso http://goo.gl/forms/HQHeBH4Ept
Tips for Google Forms
1. Copying K-State related professional themes in Google Forms:
To create official templates like the one found to the right:
1. On Toolbar, Click through “View”, and then click through change theme
2A. If creating new theme, go to “Change Theme”
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SIS Student Worker 15 | P a g e Sponsored Students
2. View Responses:This toolbar shows current responses to the created surveys. This is always in the form of an Excel Doc, which makes for easy organization. For more detailed formatting, simply export the Excel Doc to your computer by going to {FileDownload AsMicrosoft Excel}
3. Add-Ons:This is where you can get apps that can help you better use Google Forms, so feel free to utilize this when you can.
Microsoft Excel
Purpose: Throughout the year, we use excel in order to track our progress when doing weekly responsibilities, provide data for embassies, and organize other necessary student data.
Sample Templates used
Enrollment Official Charts for Marcelo.xlsx Airport Pick Ups/Departure Schedule Shuttle Bus Schedule
Tips for using Excel
Format Painter
To create official templates like the one found to the right:
1. On Toolbar, Click through “View”, and then click through change theme
2A. If creating new theme, go to “Change Theme”
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SIS Student Worker 16 | P a g e Sponsored Students
Purpose: Format painter when activated will give the same formatting to a group of cells, based on a selected cell
To Use: select a cell like this, then click format painter, and click on the desired cell that you want to copy the formatting onto.
Formulas
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SIS Student Worker 17 | P a g e Sponsored Students
=countif (range, “*criteria*”)
o What this allows you to do: The Countif function lets you count the number of cells with a certain value. For example =countif (B8:20, “*UDG*”) would count all students in a sheet from B8 to B20 who are listed as undergrads. This helps in keeping information accurate, and speeds up multiple processes.
ImageNow
Purpose: We use this software in documenting different legal documents related to international students, such as I-20’s, passport information, and other high-priority materials.
Process of Imaging Electronic Items:This procedure is for imaging emails, documents and attachments.
1. Open INTERNET EXPLORER and log in to kSIS
2. Open Admissions Summary page. Here’s the path:a. Main Menu >KSU Development >KSU Admissions >Admissions
Summaryb. Save this in your KSIS “Favorites” because it’s used a lot.
3. Search for or enter an ID for the student and open the student’s account. It will open on the Admissions Bio Demo tab.
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SIS Student Worker 18 | P a g e Sponsored Students
4. From another browser (Google Chrome or Mozilla Firefox) open your email account, opening the image to be documented
5. Select PRINT
6. Select PRINTER - click IMAGENOW Printer
7. Pages: if less than the total document, select the pages to save.
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SIS Student Worker 19 | P a g e Sponsored Students
8. Click the blue PRINT button
9. A pop up appears: Sponsored International documents will be AdmUID-prompt for workflow
10. A Pop up appears. Double check the EMPLID = right person?a. Document type: RegMiscellaneous includes correspondence and formsb. Document type: Reg International – passport, I-20, Ds-2019,
Financial Support letters, Terms of Agreement.
Click CAPTURE
11. Sponsored International documents will be AdmUID
12.Select a workflow queue: NONE OK
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SIS Student Worker 20 | P a g e Sponsored Students
13. Now your document will pop open. On the right side, be sure it showsthe correct EMPLID, and correct document type.
14. Now click the white x in the top right corner (Close):
15. Do you want to save scanned images? YES!
DONE!
Using KSIS
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SIS Student Worker 21 | P a g e Sponsored Students
Purpose: We use KSIS to look up student accounts, so that we can offer up notifications to them, or so that we can check on their status in case there are any issues with their standing with courses, sponsors, or K-State.
Function #1: Viewing student’s enrolled or dropped classes on KSIS to determine whether they are are K-State, or whether they are taking the right courses. (Usually requirements over online courses)
1.Log into KSIS 2.On the top left hand corner, click through
these menu items in ordero Main Menu > Campus Community > Student Services
Ctr
3.When the image below appears, enter the relative student information and click search
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SIS Student Worker 22 | P a g e Sponsored Students
4.You will then enter the screen below. After you reach the spot pictured below, (Student Center) click academics on the purple menu up near the top
5.At this point, you are at the Academics section. Here’s a look at the most important things you will be looking for in this section (A description of each one follows below)o Student Status- Shows whether the student
is still at K-State, and will show if he has an academic warning or has withdrawn
o Term- Clicking on a term semester shows all the courses for that semester
o Expected Graduation- Planned graduation date
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SIS Student Worker 23 | P a g e Sponsored Students
o Course Listing- Listing of all grades and courses. A checkmark next to the course shows that the course was completed whereas a x next to it indicates a dropped course
Email Templates and FAQ’s
Term
Expected Graduation
Course Listing
StudentStatus
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SIS Student Worker 24 | P a g e Sponsored Students
Templates for Incoming Students at KSU
Shuttle Scheduling
-------------------Arrival------------------------------------------------------------------------------------
K-State is located in Manhattan, Kansas. You can fly directly to the Manhattan Regional Airport (Airport code MHK). This airport is conveniently located just a few miles away from the K-State campus. They offer a convenient flight option coming from the Dallas International Airport (DFW) or the Chicago O'Hare Airport (ORD). If you are able to arrange your international flight to bring you through Dallas or Chicago, you can then connect directly to Manhattan. You can find out further information about booking a flight directly to Manhattan Regional Airport at: http://www.flymhk.com/ An airport shuttle van is available from Manhattan Regional Airport (MHK) to Kansas State University. We will be offering a shuttle van ride from the Manhattan Regional Airport (MHK) to your check-in point at Van Zile Hall on June 18, 19 and 20.
The airport has only ONE gate…we will see you when you get off the plane!
Here is the link where you can sign up if you want to ride the shuttle.
https://docs. google .com/ forms /d/13a-SQrhqw9Q4XVCSW20rwModop7SLfx504T-NCSLQKg/ viewform?usp=send_form
------------------Confirmation--------------------------------------------------------------------------
You have successfully registered for the Kansas State University free airport shuttle service from Manhattan Regional Airport (MHK) to the Kansas State University Campus.
You will be arriving on Tuesday, June 24, 2014 on Flight 2896 from Dallas (DFW), arriving at Manhattan Regional Airport at 4:50 PM.
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SIS Student Worker 25 | P a g e Sponsored Students
Manhattan Regional Airport is a small, modern airport. It has one American Airlines plane arriving at a time and there is only one arrival/exit gate. Look for the Kansas State University representative standing near the exit door with a sign that says Kansas State University. Here is the MHK airport link which has photos of the terminal:http://www.flymhk.com
If your arrival plans change, please email me at: [email protected].
We look forward to seeing you here at Kansas State University
--------------FERPA-Forms-Reminder------------------------------------------------------------
This email is in regards to the Billing and Information forms that you have NOT signed yet!
We need this form upon your arrival to KSU, so please send us an email containing the signed form, or come visit us in Fairchild 203A to sign the form in person!
Thank You!!
--------------Health-Insurance-Declaration---------------------------------------------------
Hello,
You are receiving this email as you have currently not listed a health insurance plan with our office.
We want to make sure that you have the opportunity to use the Kansas State insurance plan if you are not already using another!
So please let us know if you are using another plan or KSU's plan ASAP! If you are using another plan, please scan a copy of the insurance policy and card and send that to us!
Thank you!
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SIS Student Worker 26 | P a g e Sponsored Students
Templates for Current Students at KSU
Online Courses for SACM and Kuwaiti Students
----------------Online-Course-Warning-----------------------------------------------------------
Dear Nathan McKinney,
Congratulations on finishing the Spring 2015 semester!!
Looking to the future...you have enrolled in online coursework for GEOL 102.
Your sponsor will not pay for an online or hybrid course (such as telenet) unless you first get authorization.
The charges for the online course will remain your responsibility until your SACM/Kuwaiti advisor sends me a Financial Guarantee for the online course. Please raise a request for a financial guarantee for your online course.Typically, your advisor will want these things: *syllabus * a letter from your advisor telling how the course will be used in your major * a list of the other online courses you have already completed * a statement of why you need to take the course online
Please take care of this issue as soon as you can...definitely before you take the course.Let me know if you have any questions!
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SIS Student Worker 27 | P a g e Sponsored Students
K-STATEPerformance Evaluation
EMPLOYEE
Employee Name Nathan McKinney Date
Department Superv. Wendy Matthews
PERFORMANCE GOALS AND OBJECTIVES
Zero to 2 months 2 to 4 months 4-6 months
NOTES/ACTIONS
SKILLS AND KNOWLEDGE DEVELOPMENT
Zero to 2 months 2 to 4 months 4-6 months
NOTES/ACTIONS
FEEDBACK
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