Study Abroad Travel Documents

Passport and Visa Guidelines

• Renew Your Passport Early: If your passport is expired or will expire within six months of your program’s return date, renew it before starting your visa application. A valid passport is required for the application.
• Wait for Program Acceptance: You can only complete your visa application after receiving your official acceptance, as the acceptance packet includes essential details.
• Check Consulate Instructions: The consulate’s website will specify whether you must:
  • Attend an in-person appointment,
  • Mail your documents, or
  • Submit them online.
    Links to consular jurisdictions are available on the country’s main embassy website.
• Schedule Correctly: If an in-person visit is required, book your appointment at the consulate responsible for your permanent address—or, in some cases, your school location.
• Plan Around Passport Retention: The consulate will keep your passport until your visa is issued and attached inside. Avoid scheduling international travel immediately after your appointment until your passport is returned.

Preparing for Your Term Abroad

Studying abroad is an exciting opportunity—but before you go, you’ll likely need a student visa, a legal document that allows you to enter and stay in your host country for the duration of your program.

The visa process can be lengthy and stressful, so here are the key points you need to know:

• Students are legally responsible for obtaining their own visa. Neither your program provider nor Bryant’s Study Abroad Office can do this for you.
• Most visas require an in-person appointment for an interview or document drop-off. This is why no one else can complete the process on your behalf.
• Delaying your appointment can jeopardize your plans. If you wait too long—despite guidance from Bryant and your program—you risk not receiving your visa in time.
• Visa processing is handled by foreign governments. Bryant has no influence over consulates or embassies and cannot expedite appointments.
• Third-party submission is rare. A few countries allow programs to submit paperwork for an additional fee. If this option exists, your program will notify you early. Missing that deadline means you must handle the process yourself.
• Partner programs are your best resource for visa questions. They work closely with consulates and understand country-specific requirements.
• Arrive prepared for your appointment. Missing required documents can result in denial and rescheduling, which may delay your departure.
• Failure to obtain a visa on time means you cannot study abroad. You may need to withdraw or defer, and any related fees are your responsibility.
• Consulates rarely offer expedited services. Plan for 4–6 weeks of processing time and book your appointment early.
• U.S. officials cannot help. Your senator or congressperson has little influence over foreign visa processes.
• Short-term programs (summer/winter) usually don’t require visas, but check your destination country’s requirements.

Steps for Obtaining Your Student Visa

• Direct Questions Appropriately: For any visa-related questions, contact your program provider (e.g., API, IAU, TEAN) or your institution’s International Student Office if you’re in a direct partner program. They stay updated on visa requirements and processes.
• Plan Ahead: Visa processing times vary by consulate and are not immediate. Start early to avoid delays.
• Complete Program Materials Early: Submit all application components—even those with later deadlines—so you can receive your official acceptance promptly.
• Confirm Visa Type: Ask your program early which visa type you need and keep all related communications.
• Identify Your Consulate: Determine which consulate you’ll use based on your permanent or school address. Review its requirements for your student visa and bookmark or print the list. Create a dedicated folder for all visa documents.
• Schedule Your Appointment: Once you know your consulate, choose a date you can attend in person (if required) and confirm whether a second visit is needed to pick up your passport. Aim to schedule your appointment close to the 90-day mark before your program start date to allow ample processing time.
• Prepare Documents: After receiving your acceptance and visa documents, organize originals and the exact number of copies required by your consulate in your folder. Keep a copy of everything for your records.
• Double-Check Before Appointment: One week prior, review the consulate’s checklist and ensure you have all originals, copies, and the consulate’s address. Plan your transportation.
• Day of Appointment: Arrive early and allow plenty of time to navigate the consulate.
• After Appointment: Your passport will remain with the consulate until your visa is issued. It will be returned either by traceable delivery or scheduled for in-person pickup. Details are listed on the consulate’s website. 

Consulate Requirements and Appointment Tips

• Check the correct consulate’s website based on your home jurisdiction (e.g., if you live in NY and will study in Italy, visit the Italian Consulate in New York). Review all student visa requirements.
• Schedule your appointment at the appropriate consulate for your jurisdiction (e.g., Ohio residents use the Chicago office). Bryant students may use the Boston consulate if available.
• Organize your documents in one place (e.g., a dedicated visa folder).
• Follow all consulate instructions carefully, including number of copies, payment methods, mailing procedures, and other requirements.
• Monitor appointment availability if you can’t find an early slot. Check the website multiple times daily until you secure an appointment that allows enough time to receive your visa before departure.

International Students (F or J Visa Holders)

Due to an increase in overseas visa denials, we strongly recommend obtaining your study abroad visa before leaving the U.S.

As a U.S.-based student, the consulate in your home country is unlikely to issue a visa for your study abroad destination. If you return home without securing your visa and are later denied by the consulate, you will have two options:

1. Return to the U.S. immediately and attend a scheduled visa appointment in person at the designated consulate, submitting all required documentation.
2. Defer or withdraw from your program, understanding that you will be responsible for any fees incurred up to the point of withdrawal.

Planning ahead is critical. Please ensure your visa is secured before departure to avoid these complications.

For Parents

Applying for a student visa can be a lengthy and sometimes stressful process. Here are the most important points to keep in mind to help support your student.

Key Considerations

• Plan early: Most consulates do not offer expedited services. Visa processing typically takes at least 4–6 weeks.
• Schedule appointments promptly: Delaying your visa appointment may result in not receiving your visa on time.
• In-person requirement: In most cases, the applicant must appear in person at the consulate and submit all required paperwork.
• Bryant cannot act on your behalf: The Study Abroad Office does not have authority to appear for students at consulates.

Batch Processing

• Some countries allow program providers to submit visa paperwork on behalf of students through a process called batch processing.
• This option usually involves an additional fee and is available for very few countries.
• If batch processing is offered, students will be notified early to avoid missing the deadline.
• Missing the batch processing deadline means the student must handle the visa process independently.

Documentation & Deadlines

• Students should review their visa checklist from the program provider and clarify any questions well before their appointment.
• Arriving at the consulate without all required documents may result in denial of the visa. While rescheduling may be possible, the new appointment may not occur in time for departure.

Consequences of Delays

• If a student does not receive their visa on time, they cannot study abroad for that semester.
• In such cases, the student must withdraw or defer, which may result in additional fees. These fees are the student’s responsibility and are explained during the application process.