How ANB Automates
the J-1 Program
A complete reference for all automated workflows, email triggers, document signing chains, J-1 compliance tracking, and data parsing built into the ANB J-1 platform.
End-to-end student journey
The student workflow has 11 stages. The system automatically sends emails, creates report drafts, tracks compliance, and notifies the right people at every transition — without any manual action required from admin.
Fully templated — all customizable from Admin → Settings → Email Templates
Every automated email uses a database-stored template. Admins can edit subject lines and body content for each event without touching code. Template variables like student name, LC name, and month are automatically substituted at send time. All emails use the organization's logo and branding via render_email_html().
Handwritten canvas signature required on all documents
All signature steps require a handwritten signature drawn on an on-screen canvas pad — not a typed name. Signatures are captured as PNG images and embedded directly into the generated PDF. Each signing event records the signer's IP address, browser, and UTC timestamp for audit purposes. All signed documents are included in the student's SEVIS Audit ZIP.
Compliance is tracked automatically across 8+ CFR regulation areas
Every student has a live compliance dashboard that checks all required documents, signatures, reports, and records in real time. When an item is missing, the dashboard shows exactly what needs to be done and who is responsible. Admin can generate a full SEVIS Audit ZIP for any student at any time.
SEVIS Record (22 CFR 62.5)
SEVIS ID, program start/end dates, and DS-2019 issue date are auto-extracted when the DS-2019 PDF is uploaded. SEVIS status (Active / Terminated / Completed) tracked manually by admin.
Insurance (22 CFR 62.14)
Insurance card uploaded → provider name, phone number, and policy number auto-parsed via OCR text extraction. Coverage amounts (medical ≥$100K, repatriation ≥$25K, evacuation ≥$50K) recorded and shown in compliance report.
English Assessment (22 CFR 62.10)
Program Manager (Laura) conducts English interview. Test type, score, ELTIS score, interview method, assessor name, result, and assessor handwritten signature all captured and stored. Full audit trail with timestamp.
Monthly Reports (22 CFR 62.25)
System auto-creates one report draft per student per LC per month. Tracks: academic habits, HF life quality, health status, school enrollment status, LC contact dates (in-person, phone, email, text), and SEVIS-reportable incidents.
LC Site Visits (22 CFR 62.25(d)(12))
Semester Activity Report tracks whether the LC made in-person visits to the host family within the first and second months of placement. Two in-person site visits per academic year are required under the regulations.
Vaccination Record
Admin compliance dashboard shows an alert for any active student missing an immunization record upload. Vaccination document is tracked in Student → Documents tab. LC dashboard also surfaces this alert.
Travel Release (22 CFR 62.25)
Multi-party signed travel release for each student trip. HF → LC → Parent → Admin chain. All 4 handwritten signatures stored as images and embedded in the generated PDF. Included in SEVIS Audit ZIP.
SEVIS Audit ZIP
One-click download of a complete audit package per student: all signed agreements, reference forms, monthly reports (PDF format), semester report, travel releases, insurance card, DS-2019, and SEVIS record — organized for external audit.
Live Compliance Dashboard
Admin → Compliance shows a per-student checklist across all 22 CFR areas. Red indicators show missing or incomplete items. Each checklist row links directly to the relevant document, upload, or action needed.
ANB uses bank transfer / wire payment — not online card processing
Students or agencies submit a bank transfer receipt as a file upload (PDF or image). Admin reviews the receipt against their bank records and confirms the payment. The entire flow is documented with timestamps and notified automatically. No third-party payment processor is involved.
Who Can Submit Payment
Students submit directly via their portal's Finance section. Agencies can submit on behalf of their students through the agency portal. Admin can also record a payment manually and mark it as verified without requiring a receipt upload.
Receipt Storage
Payment receipts are stored under /static/files/uploads/payments/<student_id>/ on the server. Viewable from Admin → Finance → Payments and from the student's Documents tab. Access is admin-only.
Program Fee Tracking
Separate from regular tuition payments, program fees are tracked with their own receipt upload and status workflow. Both payment types visible in the Finance dashboard with status filters: Submitted / Verified / Rejected.
Auto-extraction reduces manual data entry and prevents transcription errors
When key documents are uploaded, the platform automatically extracts the most critical fields using text parsing and OCR. This eliminates the need to manually type SEVIS IDs, program dates, and insurance policy numbers — and ensures the data in the system matches the actual document.
DS-2019 Auto-Parse
When a DS-2019 PDF is uploaded for a student, the platform parses the document text to extract:
- SEVIS ID (N-number format)
- Program begin date
- Program end date
- DS-2019 issue date
Extracted values auto-populate the student's SEVIS record fields. Admin can review and correct if the parse fails. DS-2019 file stored in student documents.
Insurance Card OCR Parse
When an IMG insurance card is uploaded (PDF or image), the platform uses OCR text extraction to parse:
- Insurance provider name
- Provider phone number
- Policy / ID number
Extracted values auto-populate the student's insurance record. Admin records coverage amounts manually (medical, repatriation, evacuation). Required for 22 CFR 62.14 compliance.
Zero manual setup — reports are created and tracked automatically
The report automation system runs on a schedule. Around the 15th of each month, it creates one monthly report draft for every active student under every LC. Reminder emails go out in stages. The same logic applies to semester reports, with a 6-stage reminder sequence. Admins can trigger the cycle manually from Settings → Report Automation if needed.
Default schedule: Create on 2nd, Deadline on 20th — fully configurable
All dates are configurable in Admin → Settings → Report Automation. The cron job runs daily and checks which stage to trigger based on today's date. Each stage only targets LCs who need action — LCs who already submitted are automatically excluded.
Soft-Complete vs Hard-Complete
Soft-complete (skips stages 2 & 4): LC submitted + has Photo 1 + Photo 2 + LC Comments filled in.
Hard-complete (skips stages 5 & 6): Soft-complete + Grade Book uploaded + all ratings filled + HF Report submitted + Student Report submitted. Only hard-complete LCs are fully clear of all reminder stages.
Semester Report Deadlines
Fall semester: Semester Activity Report due by December 15
Spring semester: Due by May 15
Reports cover: in-person visits, LC contact frequency, school performance summary, student wellbeing, HF relationship, and any SEVIS-reportable events during the semester.
Admin Controls
Admins can manually trigger the monthly report cycle or semester report reminder emails from Settings → Report Automation. Can also preview the email content before sending, and view logs of when emails were sent and to which LCs.