Obtaining the travel documents you need to study abroad might not be the most exciting part of preparation but it’s essential. This guide will walk you through the documents you need, how to get them, how long it will take for them to be processed, and other important pre-arrival details you’ll need to embark on your study abroad adventure.
Why do I need travel documents?
Aside from it being necessary for you to travel internationally, travel documents can help ensure your safety while you’re abroad. They verify your nationality and identity when crossing international borders, support the national security of the country you are traveling to, and allow you to access support or assistance from a United States embassy abroad, if necessary.
The required travel documents you’ll need to study abroad
Below is a list of the most common documents you’ll need to study abroad, as well as detailed information on where these documents can be found and the average time it takes to process these documents, so you can plan ahead:
Passport- A passport is a government-issued document that certifies a traveler’s identity and nationality. It is required for all international travel, and you will not be able to pass through border security without it.
Where do I get a passport?After downloading and filling out the DS-11 application form, you will need to take it to a passport acceptance facility, where you will apply for your passport in person. These facilities are usually post offices, libraries, or county clerk’s offices. The United States State Department website is your go-to resource to find the closest facility, schedule an appointment if required, and provide a comprehensive list of documents you’ll need to apply for your passport.
Routine processing time- On average, it takes about four to six weeks for a passport to be processed and mailed. There are expedition options available, but these come with an extra cost between $20 – $60. IFSA recommends applying for your passport three months before you leave, ensuring you have plenty of time to apply and receive it.
Student visa- A student visa is a document issued by the government of the country where you plan to study, and it grants you permission to enter and stay in that country. Essentially, it is an agreement that your intentions to enter are for educational purposes and that you’ll leave within an agreed-upon period. Student visas are typically available to students who have been accepted into an academic program.
Where do I get a visa, and what is the routine processing time? The application process for your student visa will vary depending on the country you are studying in. Explore IFSA’s visa requirements to review specific requirements based on your destination. In addition to this, your IFSA counselors are an excellent resource if you have any questions about securing a student visa.
Vaccine requirements, health records and prescriptions- These are documents that contain your recorded health information, such as prescribed medicines you might take, your immunization history, allergies you might have, and summaries of your medical history, such as procedures you’ve undergone. In case of an unexpected emergency or illness, these documents will help healthcare providers make the best decisions concerning your health. If you take prescribed medications, you will need to have them in your carry on bag with a printed prescription for that medication, as well as its original packaging, to bring it into another country.
Acquiring health records and their routine processing time- Your health records can be requested directly through your medical provider, either online, by phone, or at their office. This usually takes about 30 days, but it may vary based on your medical provider.
If you do not have the required vaccines to enter the country you are studying in, you will need to make an appointment to get these. For information on required vaccines and local health guidance for the countries you plan to visit, visit the Centers for Disease Control and Prevention website.
Acceptance letter and letter of validation and support- An acceptance letter is a letter from your host university, granting approval to study abroad. Your letter of validation and support is the official letter stating your intention to study abroad.
Where do I get these letters? Depending on your program, you can find these documents in the Resources section of the IFSA student portal.
Printed CISI insurance card and CISI insurance letter– CISI stands for Cultural Insurance Services International; it is a company that provides insurance to students studying abroad through IFSA (this coverage is included in your program fee). The CISI Insurance card is a personalized ID card that contains your policy information, and you’ll need it to access any necessary medical care when studying abroad.
Where do I get these items? IFSA will provide your CISI Insurance card and letter will be sent by email about two weeks before your program is scheduled to start.
Proof of insurance- Sometimes students must show proof of insurance for visa application purposes. If this applies to you, send us an email and we’ll help.
Additional essential study abroad items
Debit/bank cards- These allow you to make purchases or withdraw funds from your account using an ATM. Making purchases abroad is a critical and, frankly, an unavoidable aspect of travel, so be sure that your debit or bank card works internationally, ideally, without additional fees!
Where do I get a bank/debit card? Get in touch with your bank or financial institution for guidance on the steps and or forms you’ll need to complete to get a card.
Routine processing time- Varies by financial institution, but the standard time is about ten business days.
List of emergency contacts- This is a list of the names and contact information of your loved ones so they can be notified immediately in an urgent situation. In addition, keep a quick record of other essential contacts including:
Other contacts-
Local emergency services (with the phone number provided during orientation)
Your local IFSA resident staff
Your local embassy or consulate
Where do I store these? We recommend keeping this list in two locations: saved on your phone for quick access and storing a back-up printed version in a safe place in your luggage.
Entry requirements- Prior to leaving, make sure you understand your host country’s entry requirements and take the necessary steps applicable to your personal situation.
Sign up for the Smart Traveler Enrollment Program (STEP)- A free service from the U.S. Department of State, STEP sends alerts and safety updates, and connects you with the U.S. Embassy in case of emergency.
Unlocked phone- Make sure your phone is unlocked for international use so you can purchase a local SIM card or that you will be able to use it internationally with your phone plan.
Where can I get this? Your phone provider will be the best resource to outline international plans available to you and whether your phone is unlocked or not. Local SIM cards are available at most airports upon arrival.
IFSA pre-arrival newsletters- These country and program specific resources are designed to prepare you for your arrival.
Where can I find these? These newsletters can be found within the ‘Resources’ section of your Student Portal. IFSA recommends that you print them out and bring them with you when you study abroad.
Don’t forget your-
Driver’s License
Student ID (for discounts abroad!)
Accommodation contract showing address or evidence of temporary accommodation for arrival (printed)
Return flight tickets or evidence you will be returning to your home country to complete your studies (printed)
Stay on top of important deadlines and keep your documents organized with these tips:
Use a physical organization system- Dedicate a folder or binder for your documents. Having them all in one place can help alleviate stress. Use paper clips and post-it notes to help keep documents organized.
Assign due dates- Treat your travel documents the same way you treat your academic assignments, with strict deadlines that can help you stay on top of what you need to submit, sign, and by which date.
Make copies– It is important to make a few copies of the required documents, except for personal identification documents.
Make a virtual backup- Having key documents in two places can provide peace of mind. Scan them and upload them to your computer or phone.
Three apps to download for study abroad travel
In the era of digitalization, yes, there are apps that make this process easier and help you stay organized. We recommend:
AlertMedia app- This app for both Apple and Android devices is designed to send emergency alerts. Links to download and log in to this application are emailed to students.
Airline app- students should download their airline apps when traveling internationally to help simplify their experience at the airport.
WhatsApp- allows you to send text, video, and voice messages to other users as well as place voice and video calls internationally. It uses an internet connection, making it one of the most popular and accessible communication apps in the world.
Frequently asked questions about the documents you’ll need to study abroad
Do I need to carry all of these documents with me when I travel abroad?
No, since these documents contain sensitive information, you should not bring all of these documents with you when you routinely travel when studying abroad. However, it’s important to always travel with copies of your passport, student visa, and school ID and bring these copies with you anytime you leave your dormitory, apartment, or home.
Does IFSA cover the cost of applying for these documents?
No. To help you plan for this expense, consider the estimated costs below: .
New passport~ $160
Student visa~ $100-$500
Health records~ $0-15
What if I have additional questions about my travel documents?
Your IFSA Enrollment Counselor is a great source of information and guidance regarding the documents you need to travel. Feel free to reach out to them for support.
Start your journey
From health insurance documentation to your student visa, getting a list of necessary documents in order is one of the first steps in your study abroad experience. If you haven’t applied for a program yet, start with our program search tool. With the right preparation and organization, you will be ready to travel with confidence and thrive in your new home!
