Travel Documents

Hands hold four passports together in the middle, from the Netherlands, Spain, Mexico, and the United States.

Obtaining necessary travel documents is one of the most crucial (and complex) steps of preparing to study abroad. Students are entirely responsible for getting all required documents prior to departure for their program. While not necessary, some students may wish to work with a visa processing service to help them prepare documents and apply. UNO Education Abroad cannot serve as visa advisors.

Your First Travel Document: Passport

**All** students traveling to another country will need a valid passport. If you don’t already have a current passport that will be valid for at least six months after the end date of your program, you should apply for one as soon as you have decided to study abroad. The application can take several months and **you can’t apply for a visa without a valid passport**. You don’t have to know your destination in order to apply for a passport, so you can begin the application process before you have decided on a program. In fact, you may need your passport in order to complete your program application.

For U.S. Passports, please consult this detailed step by step guide: UNO Passport Application Guide

**For the most up to date information on U.S. passport applications, renewals, and where you can apply:**

U.S. Department of State: www.travel.state.gov/passport

U.S. Postal Service: www.usps.com/passport

Students are unable to apply for a passport through the Education Abroad Office.

Glossary

When it comes to travel documents, there can be a lot of unfamiliar terminology. This glossary is intended to help you by providing some general definitions. Please keep in mind that the ultimate authority on visas and other travel documents is the government of the country you are traveling to. Their official consulate or embassy website is your #1 resource.

Apostilles and Authentications are certifications of a state notary's signature or county official's signature on a document. An apostille is a form of certification set by countries belonging to the Hague Convention. An authentication is a form of certification used by all other countries not in the Hague Convention.

Documents that may require an apostille or authentication are:

birth or death certificates
marriage licenses
divorce decrees
documentation for overseas adoptions
school transcripts
school diplomas or degrees
any business documentation for overseas
Power of Attorney documents

The above description and further information about how to request an apostille or authentication can be found at: https://sos.nebraska.gov/business-services/apostilles-and-authentications

When looking for information regarding travel documents, it is best to review authentic government websites. Looks for sites that end in '.gov' or a country code like '.ie' for Ireland, '.jp' for Japan, etcetera. Search for consulates, embassies, and immigration websites that have an official seal, title, or mention that they are an official government website.

U.S. citizens may need a "certificate of good conduct" or proof that they lack a criminal record. These may be needed for many reasons abroad. These reasons may include adoption, school, and work. U.S. police may not know about this process because it is rare in the United States. U.S. citizens have many options to prove they have no criminal record.

The above description and more information about how to obtain local and FBI background checks, fingerprinting and authentication can be found at: https://travel.state.gov/content/travel/en/international-travel/while-abroad/criminal-record-checks.html

Embassies and consulates have authority, or jurisdiction, to perform certain functions in certain parts of the foreign country in which they operate. What this means practically is when applying for a student visa or resident permit, students from Nebraska or attending school in Nebraska will be expected to apply at a specific consulate/embassy for their documents. Foreign consulates in Chicago and Houston tend to hold jurisdiction for Nebraska, but not always. Students should confirm with the appropriate embassy or consulate website.

The consulate is the office place of a consul, a representative of a foreign government in the host country. The consulate deals with a variety of issues which enhance the relationship between the two countries and provides bureaucratic support to both the citizens of the consul's own country traveling or living abroad, and to the citizens of the country the consul resides in who wish to travel to or trade with the consul's country. A consulate is a diplomatic mission that is generally subordinate to an embassy which serves as the principal representation of a foreign country.

Definition provided by: https://www.law.cornell.edu/wex/consulate

When applying for a visa, residence permit, or other travel documents, you may be asked to provide duplicate or even triplicate copies. Provide as many copies as requested, and make sure to follow any guidelines regarding paper size, print color, and print quality.

An embassy is a building that houses a body of diplomatic representatives of a country, specifically one led by an ambassador; the official residence of an ambassador or the offices of an ambassador.

Definition provided by: https://www.law.cornell.edu/wex/embassy

When apply for some travel documents, a set of fingerprints may be needed. Some countries may require you to be fingerprinted at a specific facility, while others will allow you to complete the printing with the local police or state patrol. It is important to pay attention to any guidelines provided regarding fingerprinting exactly. If the application requires a set of fingerprints from a specific authority, they will not accept a set printed elsewhere.

Omaha Police Department Fingerprinting: https://police.cityofomaha.org/services/citizen-services/finger-printing

Nebraska State Patrol Fingerprinting: https://statepatrol.nebraska.gov/services/fingerprinting

Various types of identification may be requested when applying for a passport, visa, residence permit, or other travel documents. These can include:

Drivers License
State ID
Student ID
Birth Certificate
Passport
Proof of Citizenship
Permanent Resident Card
U.S. Visa (Non-Citizens)
Other Forms of Identification

When applying for a student visa or residence permit, you may be asked to submit a letter of acceptance. This is an official document you receive from your host institution or program provider specifically for this purpose. This letter will often be signed and stamped by a school official, and may be in the host country language instead of English.

In some cases, your letter of acceptance may provide additional necessary details in support of your application, such as explaining that housing has been provided, you have a tuition waiver, or other points of interest to the consular officers reviewing your application.

Some countries require a medical certificate or other health related documents when applying for a visa or residence permit. This can include a specific document to print and have completed by a doctor, proof of testing negative for certain communicable diseases, or proof of vaccination. Be sure to follow any instructions provided for such documentation exactly. If possible, have the UNO Health Clearance form and any other health documents you need completed in a single visit to your healthcare provider, to reduce the cost to you.

It is a common requirement to submit an identification photo as part of a visa or residence permit application. It's safest to have this photo professionally printed at a photo center that does passport photos. You may be required to submit more than one copy of the photo, so be sure you know how many you need before having them printed at the store. Your application instructions may also specify where to affix the photo on the physical application, as well as how to do so: staple, glue, etc. Others may simply ask you to include the photo(s) in your packet of documents.

Many consulates, embassies, and processing centers will send the travel document(s) you applied for back to you, but only if you provide a prepaid, pre-addressed envelope. After determining if the host government requires you use only certain mailers (UPS, USPS, FedEx) purchase an envelope with tracking for shipping documents. You will need to fill out the address on the envelope with your own home address, and include the envelope with the rest of your documents when submitting the visa/permit application. This will allow the consul officers to put your travel documents into that prepaid envelope when they are ready, and drop it in the mail to you.

While accommodation is a word with multiple meanings, when it comes to travel documents it generally means housing or lodging for your time abroad. Some countries require students to show they have a place to stay arranged before granting them permission to study in that location. Institutions may provide proof of accommodation by mentioning their housing in a student's Letter of Acceptance. You may need to obtain proof directly from your campus housing abroad or evidence of a signed lease or other arrangements to serve as proof.

Usually when a proof of address is requested, it's to verify that the applicant lives or studies in the jurisdiction of the consulate at which they intend to apply for their visa or resident permit. Common proofs include student IDs, drivers licenses, or bills received at your home address that show your name, address and a recent date.

Host countries want to be sure that students who come to study with them have the necessary finances to live, eat, and meet their own needs. To verify this, they will often ask for proof of funds. Pay special attention to any set dollar amount that the you need access to in order to prove you have the funds required. Many countries will allow you to show a combination of funding sources, such as:

Your bank account (statement, monthly balance, etc.)
A sponsor's bank account or college savings account (usually a parent or grandparent)
A letter from the UNO Office of Financial Support & Scholarships detailing how much funding you are receiving
Letters from external scholarship providers
Letters from your host institution (if they are covering any of your expenses, or if you've prepaid for anything)

Your host country may need to verify that you have proper health or other insurance coverage for your time living and studying within their borders. For students going on an (non-ISEP) exchange or Global Course, this proof can be provided by a visa letter from UNO's required insurance plan, AIG Travel Guard.

ISEP and other Affiliate Providers have their own insurance plans included in their program, so students should consult with them for proof of insurance documents.

In rare cases, a host country may ask for proof of insurance in a language other than English. When this occurs, it is possible to pay licensed translators to translate your insurance document(s). In some cases, if the insurance proof required is for a very low amount, it may be cheaper to purchase a plan from the host country that has all their documentation in the local language instead of arranging for a translation of your AIG or provider plan. In these cases, you still need to purchase AIG and/or your ISEP or provider plan to ensure adequate health and emergency coverage for your time abroad.

A residence permit is different from a student visa. In most cases, a residence permit is a document obtained after arrival in your host country. It grants permission for you to reside in your host country for a set period of time and for a set purpose, like studying. Residence Permits may require you to go in-person to a local immigration office, government office, or police station to obtain. Residence Permits are not required by all countries, so it's important to verify if you will need one for your study abroad destination. Residence Permits are almost never required for short term programs (less than 90 days).

Some travel documents may require you to submit your application in person. This requires traveling to the immigration office, consulate, embassy, or visa processing center responsible for your jurisdiction. You may need to book an appointment, and in some cases may need to regularly check the appointment schedule online for openings. It's important to factor in the cost of travel to and from the submission location in your budget for study abroad. While most host countries require you to obtain your student visa or residence permit before traveling, some countries allow students to apply after they arrive instead. It's crucial to determine in advance when and where your host country will allow you to apply for the travel documents you need.

You may be able to apply for your visa or residence permit by mail. Whether or not this is possible is at the discretion of the host country government. When applying by mail, documents must be sent to the consulate, embassy, or visa processing center with jurisdiction over where you live in the United States. After determining if the host government requires you use only certain mailers (UPS, USPS, FedEx) purchase two envelope with tracking for shipping documents. One will be to mail in your documents, and the other should be self-addressed, folded in half, and added to your first envelope with your application materials. For more information on the self-addressed envelope, see 'Prepaid Enevelope' in this glossary. To determine if you can submit your application by mail, consult the website of the host country consulate or embassy with jurisdiction.

There are countries who have moved their visa or residence permit application fully online. In these cases, it's important to submit all documents through their portal and pay any required processing fee directly. Online submission is rare for long-term student visas (90+ days) but is a common method for entry visas for shorter stays, or entry visas followed by a residence permit application in the host country.

A visa is not the same as a passport. A visa is an official stamp or document that has been issued by a foreign government granting permission for entry specifically to study, work, or live in a particular country. There is no right to a visa, even if you have submitted all required documents.

Students going on programs that are less than 90 days may not need a visa, but most students going on longer-term programs will have to obtain one. Some countries require all students to apply for a visa, regardless of their program length.

Because every country has its own student visa requirements, it is important to visit the consulate website for your program’s country to determine your needs. At travel.state.gov, you can find detailed information about your destination and links to the country’s consulate website.

Most visas require the applicant to pay a fee as part of their application. Some countries have waived their visa fee for student visas, but in most cases you should expect to pay a fee determined by the host country. Pay attention to what methods of payment are acceptable, as the consulate or visa processing center may only be able to receive payment by certain methods such as card, check, money order, or exact cash. Be sure to look up information regarding your visa or residence permit fee in advance, so that you can include it in your budget. The fee for your travel documents will usually range from $0 to $650.

Some countries have chosen to outsource the collection of student visa applications. Instead of submitting an application directly to a consulate or embassy, the host country has an agreement with visa processing centers to receive and manage student visa applications. One of the more common visa processing companies contracted in the United States is called VFS Global, but it is not the only company that you may come across. The important thing to remember is that you should submit your application to a visa processing center if and when your host country consulate, embassy, or immigration website indicates that this it their method for receiving and processing student visa applications. In many cases, you will still have a set visa processing center that handles applications for your jurisdiction.

Travel Documents

Travel Documents

Glossary

Apostilles and Authentication

Authentic Websites

Background Checks

Consular Jurisdiction

Consulate

Copies

Embassy

Fingerprinting

Identification

Letter of Acceptance

Medical Certificate

Photos

Prepaid Envelope

Proof of Accommodation

Proof of Address

Proof of Funds

Proof of Insurance

Residence Permit

Submission: In Person

Submission: Mail

Submission: Online

Visa

Visa Fees

Visa Processing Center