Travel Documents

PASSPORT. Obtaining a passport allows you to leave and re-enter the US and proves as proof of your identity and citizenship.  Although not required, it is a very good idea to have a passport even if you are traveling to the neighboring countries of Canada and Mexico. The passport will be a necessity if you are traveling anywhere outside of North America. A passport is valid for 10 years and you may use it to travel abroad again (and again). 

As the process may take 4-6 weeks during peek times, we urge you to apply for your passport as soon as you make a decision to study abroad but no later than immediately after being accepted by the program, depending on how much time you have between the date of acceptance and your intended departure date. You will need your passport in order to apply for the visa, if required for your study abroad destination. Visa application itself may be a lengthy process--with only a few exceptions--so give yourself plenty of time. 

Passport application instructions and other information is available on the US State Department Passport Services and Information web site at:   http://www.travel.state.gov/passport_services.html 

To obtain your first passport, you will need the following documents:

1. Official passport application form. You can pick up an application at the main post office in Waterloo - but not in Cedar Falls - locally. Check with your local post office or courthouse if you are applying outside the Waterloo/Cedar Falls area. Or, simply print the form from the State Dept. web site.
2. Certified copy of your birth certificate (Obtainable from the Records Department at the Courthouse in the county in which you were born. It must have the raised seal to be accepted as a certified copy);
3. Two identical passport photos (available from CopyWorks, Walgreen’s, etc.);
4. A photo ID (Driver’s License is usually acceptable);
5. Fee ($60). Processing time varies from 2-6 weeks so start early. If you are in a hurry, the Passport Office will “rush” your application for an additional fee ($35).

VISA. A visa is a permission to enter a particular country with a particular purpose. You may or may not need a visa to study in the country where your program is located. The Study Abroad Center will provide the necessary information about the nearest embassies and/or consulates but our office is NOT RESPONSIBLE for obtaining your visa, you must do that on your own. Check with the program coordinator if you are uncertain about whether you need a student visa and how you may get one.

If you do need a visa, obtain the necessary student visa application forms and application instructions from the Consulate or the Embassy of the country where you will be studying, or through your travel agent. While the web site of the Consulate is helpful, the most up-to-date requirements can only be found out by either calling or writing to the Embassy or Consulate.

To obtain the location and web site of Embassies and Consulates in the U.S., go to Embassy.org.  Click on "Foreign Embassies in Washington, D.C. to find an alphabetical list of countries.  Even though there may be a Consulate closer to your home institution and you will not be submitting the visa application directly to the Embassy in Washington, D.C., you will find links and a lot of helpful information about the country where you plan to study abroad. Learning about the country is one of the most important things prospective study abroad students could do to prepare themselves for the journey.  

Some countries require that you send photos and payment for a visa. In most cases you will have to send your passport with your application (the visa will be stamped or stapled into your passport). This is another good reason not to delay obtaining your passport. If you must wait the full six weeks for the passport, then send it along and wait an additional several weeks for your visa, you might not be prepared in time for your program! This office is not responsible for any financial or other obligations if you have to either cancel or re-arrange your flight reservations because you were unable to obtain your visa on time.

LETTER OF ACCEPTANCE.  If you are not required to have a student visa, then you must have the official letter of acceptance to prove your student status at the point of entry into the country of destination. This is a very important document, do not loose it or damage it. It is a pain to replace it and staff at the host institution may be on vacation when you need a replacement in a hurry.

INTERNATIONAL STUDENT IDENTITY CARD. The ISIC is strongly recommended for all individuals participating in programs offered by the Office of International Programs. At $22 plus a photograph, it can prove to be one of your best investments. Not only will it make you eligible for discounted airfare (domestic and international), but it also provides a supplemental health insurance policy (for such unforeseen but expensive events as emergency medical evacuation or repatriation of remains) and a 24-hour traveler’s assistance service (for assistance in any language in the event of theft of your passport, need for medical or legal referral, etc.). 
Application forms and processing of applications are available from the Office of International Programs. 

A WORD OF ADVICE ABOUT COPIES OF TRAVEL DOCUMENTS
Before you travel, it is extremely important to make copies of travel documents. Your passport, visa(s) and Travelers’ Checks are prime candidates for the photocopier. So are your credit cards, your immigration papers, your acceptance letter from the school abroad, your airline and train tickets, the ISIC card with the Schedule of Benefits, and anything else that seems important enough or would be difficult to replace without the information that it contains.

When you travel, carry the copies separate from the originals! Carry along with them an extra set of passport photos. Leave a set at home, too, with family or a trusted friend. These copies will come in handy if, like all other human beings, you lose or misplace the originals or if you are “relieved” of them by a pick-pocket. You must also submit copies of your round-trip travel itinerary, information page of your passport, and your ISIC card to the Study Abroad Center.

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