Entering J-1 student data in Banner
- Denise Kidd
Follow the steps below to prepare a J-1 international student’s Banner data to be sent to Sunapsis, the student database for the Office of International Students and Scholars (OISS). This data allows the OISS to create a Form DS-2019 immigration document in the federal Student and Exchange Visitor Information System (SEVIS). The student will use the Form DS-2019 to apply for a J-1 student visa.
Before you begin
For Banner access and general Banner training, contact the Office of the Registrar.
All the required Banner data below must be entered before the OISS can create a DS-2019 for the student. Once entered in Banner, the data will take 1-2 days to be available in Sunapsis for OISS staff to access.
When entering names, addresses, and other text, do not use accent marks, hyphens, dashes, or apostrophes. For example, Muñoz becomes Munoz and Bogotá becomes Bogota.
Due to character amount limitations, always be brief when entering free form text.
Dependent information must be submitted to the OISS with a J-1 Dependent Form. If the international student has dependents, please provide the student this link to complete and return the form and associated documents.
New Student Data
SPAIDEN
Current Identification
Enter the following. The student's name in Banner must be exactly the same as the student’s official name on the passport.
Last Name: Surname/Primary Name.
First Name: Given Name.
Middle Name: Middle name, if any. When in doubt, you can enter the first and middle names together in the First Name field and leave the Middle Name field blank.
Suffix: Suffix, if any.
Preferred First Name: If the student has indicated a preferred first name different from the First Name above, enter it here. This is an optional field.
If student has a single name (no last name or no first name on passport), enter this name in Last Name field and again in First Name field.
Biographical
Citizenship field: Enter “N” (noncitizen).
Marital Status field: Enter appropriate marital status.
Address
Enter foreign permanent physical address in address type PR=Permanent. This must be an address outside the U.S.
If student has a separate mailing address, enter it in address type MA=Admission Mailing. This can be a foreign address or a U.S. address.
Do not enter anything in address type SP=SEVIS Permanent Address. Banner automatically populates this address from the data you enter in address type PR=Permanent.
If the OISS handles the shipping of your students’ DS-2019s, we will mail it to the Admission Mailing address, if there is one. If there is no Admission Mailing address, we will mail the DS-2019 to the Permanent address.
Telephone
Enter Permanent Telephone number in telephone type PR=Permanent. Due to the length of international telephone numbers, enter the full telephone number only in the International Access Field.
GOASEVS
Common Data
Visa Type: Enter J1.
Legal Nation: Enter country of citizenship.
Birth Nation: Enter country of birth.
Program Begin and End Dates: The begin date should be the first day of orientation and the end date should be the anticipated date of commencement, or the last day of the final month of the student’s program.
Personal Funds: Enter student’s own personal funds. Enter a U.S. dollar amount; if none enter “0”. Field cannot be left blank.
Student Data
Education Level: Enter the degree level the student is working towards such as Bachelors, Masters, or Doctorate. If the student is in a non-degree or certificate program, please select “11 - Other”. If the student is in an English language training or preparatory program, please select “7 – Language Training”. Click on look up button for the Degree level validation table for options to select.
Educational Level Comments: If the student is attending another U.S. educational institution and transferring to Tulane, or is currently studying at Tulane under another J-1 program such as Fulbright and will be transferring to a Tulane OISS- sponsored J-1 visa, enter the name of the school/program in the Educational Level Comments block. Only enter the name, e.g., “Fulbright Program” rather than “Student is transferring from the Fulbright Program”.
Primary and Secondary Major: These will be picked up from the SAAADMS form. Do not enter information here. Leave blank.
English Proficiency Required/Met: Check both boxes. If the student is attending an English language training program, leave both blank.
Exchange Visitor Data
Birth City field: Enter the student’s birth city.
Permanent Residence Nation field: Enter permanent residence nation.
Position Code: This refers to the student’s position/occupation in their home country, which may be different from the position he or she will hold at Tulane. In general, you will use the appropriate code from those below:
214-University Graduate Students
215-Undergraduate Students/Univ
216-Medical School students
217-Other Professional Students
Category Code: This refers to the position the student will hold at Tulane. Use the appropriate code from those below:
1C-Student Bachelors (will earn a bachelor’s degree from Tulane)
1D-Student Masters (will earn a master’s degree from Tulane)
1E-Student Doctorate (will earn a doctorate degree from Tulane)
1F-Student Non-degree (an exchange or other non-degree student, regardless of level)
Subject Comments: Enter a short description of the student’s academic program. Use the abbreviation “EV” for Exchange Visitor”. Follow these examples:
Undergraduate example: “EV is an undergraduate student in the field of Business”. Master’s example: “EV is a graduate student in the field of Business”.
Doctoral example: “EV is a doctoral student in the field of Business”.
Exchange student example: “EV is an (undergraduate/graduate/doctoral) non-degree student in the field of Business”.
Program Sponsor Funds: Enter the total U.S. dollar amount provided by the program sponsor for the entire program of study.
If a student will receive funding from a source other than Personal Funds or Program Sponsor Funds, you must include this information in the Required Supporting Materials below.
GOAINTL
Visa
Visa Type field: Enter J1
Passport
Admission and Departure Status - We are using this field as a trigger to send the international student information from Banner to Sunapsis, the OISS database. In the Status field enter “S” (submit) when you have entered in Banner all the information required above and want to submit the data to the OISS. Leave blank if you are not yet ready to send the international student information to the OISS.
Nationality
Nation of Birth: Enter country of birth
Nation of Citizen: Enter country of citizenship
Required Supporting Materials
Create a http://Box.com folder with the following scanned materials and share them with or email them to oiss@tulane.edu at the same time that the student information is entered in Banner.
Passport biographical page
Proof of funding (if the student will receive funding from a source other than Personal Funds or Program Sponsor Funds, this documentation must clearly indicate the funding source).
Proof of required English level
Statement of Students academic objective
Change of Level/New Program/Returning Students
Update the data below for current Tulane J-1 students beginning a new program or returning after a leave of absence.
SPAIDEN
Address
Enter foreign permanent physical address in address type PR=Permanent. This must be an address outside the U.S.
If student has a separate mailing address, enter it in address type MA=Admission Mailing. This can be a foreign address or a
U.S. address.
Do not enter anything in address type SP=SEVIS Permanent Address. Banner automatically populates this address from the data you enter in address type PR=Permanent.
If the OISS handles the shipping of your students’ DS-2019s, we will mail it to the Admission Mailing address, if there is one. If there is no Admission Mailing address, we will mail the DS-2019 to the Permanent address.
GOASEVS
Common Data
New Program Begin and End Dates: The begin date should be the first day of orientation for the new program and the end date should be the anticipated date of commencement, or the last day of the final month of the student’s new program.
Personal Funds: Enter student’s own personal funds. Enter a U.S. dollar amount; if none enter “0”.
Student Data
Education Level: Enter the degree level the student is working towards such as Bachelors, Masters, or Doctorate. If the student is in a non-degree or certificate program, please select “11 - Other”. If the student is in an English language training or preparatory program, please select “7 – Language Training”.
English Proficiency Required/Met: Check both boxes. If the student is attending an English language training program, leave both blank.
Exchange Visitor Data
Position Code: This refers to the student’s position/occupation in their home country, which may be different from the position he or she will hold at Tulane. In general, you will use the appropriate code from those below:
214-University Graduate Students
215-Undergraduate Students/Univ
216-Medical School students
217-Other Professional Students
Category Code: This refers to the position the student will hold at Tulane. Use the appropriate code from those below:
1C-Student Bachelors (will earn a bachelor’s degree from Tulane)
1D-Student Masters (will earn a master’s degree from Tulane)
1E-Student Doctorate (will earn a doctorate degree from Tulane)
1f-Student Non-degree (an exchange or other non-degree student, regardless of level)
Subject Comments: Enter a short description of the student’s academic program. Use the abbreviation “EV” for Exchange Visitor”. Follow these examples:
Undergraduate example: “EV is an undergraduate student in the field of Business”.
Master’s example: “EV is a graduate student in the field of Business”.
Doctoral example: “EV is a doctoral student in the field of Business”.
Exchange student example: “EV is an (undergraduate/graduate/doctoral) non degree student in the field of Business”.
Program Sponsor Funds: Enter the total U.S. dollar amount provided by the program sponsor for the entire program of study.
If a student will receive funding from a source other than Personal Funds or Program Sponsor Funds, you must include this information in the Required Supporting Materials below.
Required Supporting Materials
Create a http://Box.com folder with the following scanned materials and share them with or email them to oiss@tulane.edu at the same time that the student information is entered in Banner.
Passport biographical page
Proof of funding (if the student will receive funding from a source other than Personal Funds or Program Sponsor Funds, this documentation must clearly indicate the other funding source).
Proof of required English level
Statement of student’s academic objective
Other International Students: Required data for international students in other visa types.
Fulbrights and Other Non-OISS J-1 Students
For students on J-1 visas provided through the Fulbright Program or other non-OISS organizations, enter the following data.
GOAINTL
Visa
Visa Type: Enter JN. (Not J1!)
Passport
Admission and Departure Status: In the Status field enter “S”.
Nationality
Nation of Birth: Enter country of birth
Nation of Citizen: Enter country of citizenship
Additional guidance
Please email Kabir Hingorani at khingora@tulane.edu or call 504-865-5208.
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