Using Sunapsis

About Sunapsis

Sunapsis is the platform that the Office of International Services uses to manage the international student and scholar population at UMB.

Features:

  • Electronic submission for all visa sponsorship requests
  • Transparent tracking of requests
  • Automated email reminders regarding visa status validity end dates
  • Correspondence attached to each student or scholar's file
  • Select data fed in from HRMS and Directory

Become a Sunapsis User

As of July 1, 2018, the OIS will no longer accept PDF-based form requests, which means any department that wishes to submit a visa sponsorship request to our office will need to have Sunapsis access.

Steps to Gain Access
  1. Sign-up for one in-person training.* 

  2. Request access to Sunapsis at least 24 hours before training: Sunapsis - Department User Request Access Instructions.

  3. Attend the training, duration ranges from 90 to 120 minutes.

  4. Start using Sunapsis!

*After July 1, our office will be limited in our ability to provide on-demand, in-person training. We are developing an online training that will be available in the UMB Learning Hub, and we will update this page when that becomes available. If your preferred learning method is in-person, be sure to sign up for one of the trainings before July 1.

In-Person Trainings

Pre-registration is required because space is limited. Registration closes at 5 p.m. the night before the training. Sign up for just one.

Sunapsis Department User Trainings
DayTimeLocationRegistration Link
Friday, April 13 10 a.m.-noon SON, Room 245 Register here.
Monday, April 23 2-4 p.m. SON, Room 245 Register here.
Friday, May 4 2-4 p.m. Lexington, Room 4105 Register here.
Thursday, May 10 10 a.m.-noon Lexington, Room 4105 Register here.
Tuesday, May 22 10 a.m.-noon SON, Room 245 Register here.
Wednesday, June 6 10 a.m.-noon Lexington, Room 4105 Register here.
Thursday, June 21 2 -4 p.m. Lexington, Room 4105 Register here.

Locations:

SON = School of Nursing, 655 W. Lombard St.

Lexington = 620 W. Lexington St.

Logging into Sunapsis

If you have been trained on Sunapsis and added as a Department Contact, please review Sunapsis - Logging-in Instructions for Department Users

The OIS currently has a small pilot group of Department Users. We will be offering Sunapsis trainings for the full campus in Spring 2018.

Starting a request

When you start a request for a scholar or employee, it is important to know if they are currently at UMB or have previously been at UMB. If yes, they should have a Sunapsis record already.

  • The University ID that is referenced in Sunapsis is a unique ID — please contact OIS to request their Sunapsis/University ID. You will need to know the ID and the scholar/employee's date of birth to begin a request for them.

Submitting H-1B Employee requests

You will need to submit an H-1B Employee Request if:

  • An employee or prospective employee who is currently in the U.S. needs to change their immigration status to start or continue their employment at UMB
    • Example: An employee has used all five years of their J-1 research scholar time, and the supervisor wants to continue their employment
  • The department is hiring someone from overseas, and the J-1 is not a viable option
  • You need to extend the H-1B validity for a current UMB H-1B employee 
  • You are hiring an individual on an H-1B who works for another U.S. employer 
  • There is a material change to a current H-1B employee's job duties, location of employment, hours, etc. (Contact OIS and describe the change; our office will inform you if an amendment is required.)

Some of the H-1B Request e-forms will require you to complete and upload PDF forms. See below to learn about the uploads for each e-form.

Resources
H-1B Employee Request

This first form collects information about the position.

Potential Uploads:

  • Additional sites of activity (only required if employee will work at more than four locations)
  • Copies of contracts between the University and location(s) not owned or leased by the University or its affiliated entities (if applicable)

In this form, we ask questions to help you determine what fees are required for that particular request. Here is the documentation you'll need for requesting the checks.

H-1B Supporting Documentation

This second form is primarily to collect all the additional uploads we'll need before filing the H-1B. We also ask for your FedEx account information on this form, as all H-1B petitions are sent via FedEx to USCIS at the department's expense.

Required Uploads:

Prospective H-1B Employee

This form is straightforward from the department perspective. You'll need to go into it, click on "GIVE THE CLIENT ACCESS TO COMPLETE THIS SECTION" and then put in the email address of the employee.

The e-form will provide them the H-1B Prospective Employee Document Checklist which includes documents such as:

  • Diploma of highest degree
  • Credential evaluation if diploma is from a non-U.S. school
  • CV
  • Passport
  • U.S. visa/immigration status history documents
  • Dependent's documents
Supervisor Attestations

This form is straightforward. You will put in the supervisor's contact information, and then login instructions will be emailed to the supervisor. The supervisor will need to electronically attest to various provisions to ensure compliance with H-1B regulations.

Submitting J-1 Scholar requests

Some of the J-1 Scholar Request e-forms will require you to complete and upload PDF forms. Please see below to learn about the uploads for each e-form.

Resources
Initial Requests

Use this e-form group for individuals coming from overseas as well as those transferring their J-1 scholar status to UMB.

J-1 Applicant Information

This form is straightforward from the department perspective. You'll need to go into it, click on "GIVE THE CLIENT ACCESS TO COMPLETE THIS SECTION" and then put in the email address of the scholar.

This e-form contains a link to the J-1 Applicant Document Checklist for Sunapsis which may help the applicant in preparing to complete this e-form. 

You will get a confirmation email when the applicant has submitted their form.

J-1 Program Information

Required Uploads:

  • Approved appointment letter
  • Dental School only - letter from Dr. George approving the request
  • If scholar will be a UMB employee - the Deemed Export Control form signed by Janet Simons in the Office of Research and Development is required
  • If scholar will not be a UMB employee - the Visiting Scientist Agreement signed by Janet Simons in the Office of Research and Development is required
  • If your department assesses fees to the scholar - the completed Participation Fees Chart is required

J-1 English Language Proficiency

The J-1 Applicant Information e-form will collect information from the scholar about what documentation they may have or exemptions that apply to them related to English language proficiency. If the scholar is not exempt from the requirement and cannot independently document proficiency, they will indicate on their e-form their request for a English proficiency interview.

If they need to be interviewed, the interviewer must be trained by OIS, and then should complete the interview and fill the English Proficiency Interview Form.

Departmental J-1 Compliance Certification

This form is straightforward. You will put in the supervisor's contact information, and then login instructions will be emailed to the supervisor. The supervisor will need to certify their understanding of how they help UMB comply with J-1 regulations.

You will receive an email when the supervisor has submitted the form.

Extension/Amendments

Use this e-form group to extend a current J-1 in your department, or submit changes to a their program (i.e. site of activity, change in title, change in funding, etc.)

J-1 Scholar Extension/Amendment - Send to J-1 Scholar

As this form indicates, this e-form needs to be routed to the scholar. You'll need to go into it, click on "GIVE THE CLIENT ACCESS TO COMPLETE THIS SECTION" and then put in the email address of the scholar.

If the scholar needs to demonstrating funding or additional funding to support themselves during the extension period, they will upload it here.

You will receive an email when the scholar has submitted the form.

J-1 Scholar Extension/Amendment Departmental Request

Required Uploads:

  • Appointment renewal letter
  • Dental School only - letter from Dr. George approving the request
  • If scholar is a UMB employee - the Deemed Export Control form signed by Janet Simons in the Office of Research and Development is required
  • If scholar is not a UMB employee - the Visiting Scientist Agreement Extension signed by Janet Simons in the Office of Research and Development is required

Submitting J-1 Student Intern requests

The J-1 Student Intern category is used to allow students from overseas who have not yet earned a bachelor's degree to come to the United States and participate in an internship that fulfills an educational objective for their current degree program.

Resources

 

J-1 Student Intern Information

This form is straightforward from the department perspective. Simply visit the form, and then click on "GIVE THE CLIENT ACCESS TO COMPLETE THIS SECTION". From there, you'll enter the student's email address, which generates an email to them with instructions for completing the e-form.

J-1 Student Intern Department Request

Required Uploads

J-1 English Language Proficiency

The J-1 Student Intern Information e-form will collect information from the Student Intern about what documentation they may have or exemptions that apply to them related to English language proficiency. If the student is not exempt from the requirement and cannot independently document proficiency, they will indicate on their e-form their request for a English proficiency interview.

If they need to be interviewed, the interviewer must be trained by OIS and then should complete the interview and fill the English Proficiency Interview Form.

J-1 Student Intern Training Plan

A training plan must be created for J-1 Student Interns. On this e-form, the Department Contact enters the name and email of the Supervisor, and the Supervisor will then get an email prompting them to complete the Training Plan form. We provide the J-1 Student Intern Training Plan Drafting Tool to assist them in drafting their responses, as the form will only allow them to submit their answers, instead of save and come back.

Submitting TN requests

Employees with Mexican or Canadian citizenship may be eligible for a TN work visa. Our office will need to review the TN Employee Request e-forms to advise further.

Resource

TN Employee Department Request

Required Uploads:

  • Detailed job description
  • CV/Resume of the (Prospective) Employee
  • Approved Appointment Letter or Offer Letter

TN Employee Questionnaire

OIS needs to collect a small amount of information from the employee. Click on the TN Employee Questionnaire, click on "GIVE THE CLIENT ACCESS TO COMPELTE THIS SECTION" and put in the (prospective) employee's email address.