Entering F-1 student data in Banner

Follow the steps below to prepare an F-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 I-20 immigration document in the federal Student and Exchange Visitor Information System (SEVIS). The student will use the I-20 to apply for an F-1 student visa.

For more information, contact the Office of International Students and Scholars (OISS) at oiss@tulane.edu or 504-865-5208.

Before you begin

All the required Banner data below must be entered before the OISS can create an I-20 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 an F-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 students

New student data is required for all new F-1 students.

SPAIDEN

Current Identification

The students name in Banner must be exactly the same as the student’s official name on the passport in the Machine Readable Zone (MRZ) at the bottom of their passport page*. Enter:

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 a 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.

*The MRZ clearly indicates the separation between the family name and given names, and transliterates special letters like Ö to OE. For instructions on how to read the MRZ, see: https://egov.ice.gov/sevishelp/schooluser/machine- readable_passport_name_standards.htm.

Biographical

Citizenship field: Enter “N” (noncitizen).
Marital Status field: Enter the appropriate marital status.

Address

Do not use Street Line 3 in any Banner address for international students. Street 1, Street 2, City, State or Province, ZIP or Postal Code, and Nation are all available for data entry.
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’ I-20s, we will mail it to the Admission Mailing address, if there is one. If there is no Admission Mailing address, we will mail the I-20 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 F1.
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. The OISS broadcasts our orientation dates for each semester. Use that date unless your program has an earlier orientation or required activity, in which case use your earlier date. The end date should be the anticipated date of commencement, or the last day of the final month of the student’s program.
Special Programs: The begin date should be the first day of orientation or other required activity, and the end date should be the last day of the program. Do not extend the end date to the last day of the final month of the 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 the look up button for the Education Level validation table for options to select.
If the student is attending another U.S. educational institution and transferring to Tulane, enter the name of the school in the Educational Level Comments block. Only enter the institution's name, e.g., “Loyola University” rather than “Student is transferring from Loyola University”.
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.

Student Financial

Tuition Expenses: Enter tuition and fees amount for the first academic year, or for the duration of the program if it is less than one year. Include academic support services, student account fees, health center fees, and recreation center fees in this amount.
Living Expenses: Enter living expenses for the first academic year, or for the duration of the program if it is less than one year.
Dependent Expenses: Enter total dependent costs; $5,000 for a spouse and $3,000 for each child the student is bringing along to the U.S. You will also need to provide the student with the F-1 Dependent Form so they can provide required information and supporting documents about their dependents.
Other Expenses: For graduate students, enter estimated cost of insurance and any other expenses not covered in Tuition Expenses and Living Expenses above. For undergraduate students, insurance is included in the university’s Living Expenses estimate, so only enter any expenses not covered by Tuition Expenses and Living Expenses above.
Other Expenses Comments: Enter a short description of the Other Expenses above, if any.
School Funds: Enter the amount of funds provided through Tulane.
School Funds Comments: Enter a description of the School Funds above, such as tuition waiver, stipend, etc. When reporting a scholarship enter only the name of the scholarship, e.g., “Dean’s Honor Scholarship”.
Other Funds: Enter the amount of other funds, usually funds from parents or family.
Other Funds Comments: Enter the name of the source of the other funds above.

Exchange Visitor Data

Birth City: Enter the student’s city of birth. This will need to be collected from the student during the admissions process. Most passports list the state or province of birth, not the city of birth.

GOAINTL

Visa

Visa Type field: Enter F1

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

Once the student information is entered in Banner, share a scan of the student’s passport biographical page through via email to the appropriate advisor.

If the student already has an F-1 visa (i.e., a transfer student), also provide a scan of the visa page from their passport.

Record-Keeping Requirements: Under immigration regulations (8 CFR 214.3 (g)), admitting offices must retain the following documents for each F-1 student they enroll for at least 3 years after the student has graduated or left their program: application for admission, proof of financial support, and proof of English-language proficiency. These documents may be retained in hardcopy or electronic format.

Change of Level/New Program/Returning Students

Update the data below for current Tulane F-1 students beginning a new program or returning after a leave of absence. In general, an F-1 student’s SEVIS record automatically completes 60 days after the end of their program. If you are admitting a student to a new program, such as an undergraduate moving to a graduate program, please provide the OISS with the information below as early as possible so that the student can be issued an I-20 for the new program and prevent the completion of their SEVIS record. Students can be issued an I-20 for a new program before the end of their current program, and this way the student can pick up the I-20 on campus, eliminating the need for mailing it.