Passports and Visas

Passports

Ensure you have an updated passport that is valid for a minimum of 3 months (but we suggest a minimum of 6 months) past the program end date and has at least one open page for a visa stamp if needed.

If you don't have a valid passport or at least one empty page, please apply for a renewal as soon as you know you'll be traveling on a program as delays still occur. United States (US) citizens can go to the Department of State website to find instructions on applying for new or renewed passports via their online system OR find an in-person location.

Sex Markers in U.S. Passports

On January 20, 2025, the White House issued an Executive Order stating that U.S. passports and Consular Reports of Birth Abroad (CRBAs) will no longer be issued with an X gender marker. Passports will only be issued with an M or F marker, reflecting the applicant's biological sex at birth. Issued passports, including those with an X marker or a gender marker differing from sex at birth, will remain valid for travel until their expiration date, in accordance with International Civil Aviation Organization (ICAO) policy. Applicants requesting an X marker or a gender marker that differs from their sex at birth may experience processing delays. Additional documentation may be requested via letter or email. Passports will be issued based on supporting documents and prior passport records, ensuring alignment with the applicant's biological sex at birth.

Applicants should use the U.S. Department of State's online form filler to complete and print passport applications, which list "Sex." All standard forms available on the U.S. Department of State's website, including those issued prior to 2025, remain valid. For more information, including FAQs, visit the U.S. Department of State's website.

Navigating the Visa Application Process

Visas

It is each student's responsibility to be aware of and assess if a visa is required to participate in a program.

Although we try to help with these requirements as much as possible, each student's situation is unique. We encourage you to do your due diligence and research to determine that you have all the necessary documents for entry and/or visa applications.

What is a visa and why might I need one?

A visa is a legal document, an endorsement on a passport indicating that the holder is allowed to enter, leave, or stay for a specified period within a country.
Though our office doesn't advise students on the visa application process, the steps below can help you identify if a visa is needed for your program.
It is your responsibility to determine if you need a visa to participate in an off-campus program.
IMPORTANT: Failure to obtain a visa when one is required could result in removal from your program and/or legal issues in-country and your ability to receive academic credit for the program. For this reason, we highly recommend you obtain your visa before you travel to avoid delays or being barred from entering the country.

Will I need a visa?

Since our faculty-directed programs tend to be 90 days or less, most US students won't require a visa and are considered "tourists" or "visitors." However, there are some exceptions.

You may need a visa if you are:

Going on an exchange program. Since our exchange programs can be the length of a standard semester, exchange students may need to apply for a "student visa."
A US citizen going on multiple programs in the academic or calendar year (either through Guarini, Dickey, Rocky, etc. programs) or staying beyond the program dates in the same country and/or in the Schengen zone.
Click here for more information about the Schengen 90/180 rule and use the Schengen Visa Calculator to determine if you need a visa or if you meet the requirements of the rule.
A student on F-1 visa. Also review the section on International Student Visas below.
An international student. Ensure you check the official country website, the Visa Guide website, TraVisa to review visa requirements for your country of travel making note of the travel dates.
Traveling to any of the following countries:
- China. All students except Chinese passport holders are required to get a X2 student visa. The Guarini Institute partners with Feti Travel in Boston to obtain these visas. More information will be provided to students going on faculty-directed programs in China.
- Ghana. Students from most countries will be required to get a student visa. Check the exceptions list here. The Guarini Institute works with a program partner onsite to obtain these visas. More information will be provided to students going on faculty-directed programs in Ghana.

Will I need to register for entry?

If you're going to Brazil, Europe, New Zealand, the United Kingdom, or Vietnam

Though you may not need a visa, travel to a visa waiver country (Brazil, Europe, New Zealand, the United Kingdom, or Vietnam) may require you to complete an entry submission form.

Please note that although we try our best to keep up with visa and country entry information as it changes, this information is provided as a courtesy. Therefore, we encourage you to conduct your own research to determine if you will need to complete an e-visa or country registration, etc.

Brazil e-Visa

Starting on April 10th, 2025, passport holders from Australia, Canada, Japan, and the United States will require a visa to enter into Brazil. If you already possess a valid physical visa in your passport for your visit's purpose, you won't need to apply for a new visa. For more about the e-visa application procedures, visit the Brazilian government-authorized website.

Schengen Zone - European Travel Information and Authorization System (ETIAS)

To enter the Schengen zone, students must complete the European Travel Information and Authorization System (ETIAS) before program departure. Students will be able to study for up to 90 days in any 180-day period. For longer stays, a student visa will be required. Complete the form on the official ETIAS website here.

New Zealand Electronic Travel Authority (NZeTA)

Please note if you are not a citizen of the US or a European country, check here to ensure you are from a visa waiver country. If your citizenship country is not on this list, you will need to apply for a student visa, which is a different process. You will still need to complete step 2 below in addition to applying for a visa.

Submit a waiver through the New Zealand Electronic Travel Authority-NZeTa. We encourage you to download the applicable app to your phone and submit the waiver online so you can also check in more easily when you arrive in New Zealand.
Everyone traveling to New Zealand by air, including New Zealand citizens, must complete a Traveller Declaration and receive a Traveler Pass before departure.

United Kingdom Electronic Travel Authorization (ETA)

Students from the US and several other countries traveling to the UK must complete the ETA. The application can be found on the UK ETA app or on the UK Visa FAQ page.

Vietnam E-Visa

Instructions are provided directly by the ASCL department for the Developing Vietnam program. These e-visas are completed as a group.

What is the timeline to apply for a visa?

Summer Program Applicants: Please read!

Important Note for Summer Program Applicants

Due to the quick turnaround of summer programs and the backlog of local consulates that process visas, we highly encourage international students OR students who know their location requires a visa who are considering applying to summer programs to schedule an appointment for late March or early April with the local country's consulate (usually located in Boston) as if you were already accepted and committed to the summer program. That way, if you are accepted and commit, then you won't have to wait an inordinate amount of time for an appointment and therefore more likely to ensure you obtain a visa before departure (or if you are not accepted or choose not to commit, you may just cancel the appointment). Additionally, international students should work to obtain the necessary documentation from their country that is necessary to apply for the program country visa (i.e. renew your F-1 visa so that it's valid 3 months beyond the program end date, etc.).

Check the list of local consulates for our programs that serve Dartmouth students.

Visa Application Timeline

Though the turnaround on average tends to be quick (within a few weeks), please note that several consulates are short-staffed. With that in mind, the visa process can take longer in some places. The wait times will change based on the consulate location and staffing so we encourage you to book your appointment early.

Where do I apply for a visa?

Local consulate or TraVisa

TraVisa or Local Consulate (Online or in-person)

Boston. Use the list of consulates in Boston.
New York. If the country is not listed in the Boston site, try the list of consulate in New York City.
Permanent Address. If you will be applying at home, please find the nearest consulate to your home address.

Please note that several consulates are short-staffed. With that in mind, the visa process can take as little as a few days to upwards of 8-12 weeks. The wait times will change based on the consulate location and staffing.

Please plan ahead to make sure you have all of your documents in time for travel.

IMPORTANT NOTE: Requirements for visa applications are not transferrable to different consulates! Requirements at Boston consulates for the country may differ from requirements in New York, Los Angeles, etc. consulates for the same country. Because they are different staff with different procedures, they may have different documents; so please pay attention to the consulate you contact making sure it is the same as the location of your visa appointment.

What will I need to apply for a visa?

General Documents to Apply

The consulate website will provide you with a list of documents you will need to apply for the visa.

In general, the application packet will usually include similar (but not identical) items.

Though this list is not exhaustive and will vary by country and visa application type, it usually will include:

your application for visa
your original valid passport
a passport-style photo of you
the visa fee paid in full via money order, check, or cash
university enrollment verification (click here for instructions)
proof of health insurance (click here for instructions on obtaining a letter for DSGHP)
some may require a certificate of international assistance from ISOS (see the instructions below for how to obtain this letter).
a pre-paid envelope so you can get your passport back with your approved visa
and supporting documents from various institutions (the Guarini Institute, the host university, local banks, etc.).

Please ensure you have all documents compiled and follow the instructions provided to you by the consulate for your specific visa application.

Visa Support Letters & Entry Letters

The checklist for the country's visa application should indicate if you need a Visa Support Letter.

Usually, international students and students going on back-to-back programs (whether through Guarini or some other Dartmouth department) will need a visa support letter.

To access this document, log into your program application via the application portal and click on the Documents tab.

These letters will be added to your application the term preceding your term away so if there is no letter, or if there is an error in your letter, please notify the Guarini Institute as soon as you know you will need one (preferably 2 weeks before your visa appointment) indicating all the necessary details that should be added to or included in the letter.

Obtaining a Letter from ISOS Certifying International Medical Assistance

Go to the ISOS portal
Click the profile icon on the top right to log in
On the home page, scroll down and click on "Certificates of assistance"
Select "New request"
Under Step 1 General information, select "Student" under the Type of Requestor and Beneficiary of the Request. Under status, select "International Travelers"
Click Continue
Enter your information, the language, destination country, travel dates, and USD under currency.
Click Add to add the trip
Ensure the dates of the program and location are correct at the bottom
Click Continue
Enter your email address, click acknowledge, and then click Continue
An email with a login password will be sent to the email in a few minutes
Log in using the password, and you will receive an email with the attached letter for your visa application.

Special Processes for Students on F-1 Visas

If you have any other questions about traveling on an F-1 visa, please contact the Office of Visa and Immigration Services (OVIS).

Before Applying: Plan with your OVIS Advisor

International students should contact OVIS for specific advice on their D-plan before applying for off-campus programs. Check in with your OVIS advisors since an off-campus or exchange term may count as an enrolled term for purposes of the Student and Exchange Visitor Program (SEVIS). These terms are regulated by the college therefore the enrollment must be full-time.

Never take an O, X, or T term in the term before you want to use OPT, as the timing for application can be difficult, or in the last term before graduation, as the credits may be delayed, and graduation delayed, and the I-20 could be canceled for Failure to Complete or extend and OPT could be lost.

Before Committing: Review Eligibility

Never assume you can just go as a tourist to study in another country – ask Travisa or the consulate for that country. The Office of Visa and Immigration Services (OVIS) may be able to review your documents with you and advise you on your eligibility for third-country visa applications.
Students on F-1 visas must meet with their OVIS advisor for specific advice on their D-Plan before committing to mention a potential term off-campus. Your advisor will check your visa validity and let you know of any issues before they arise. This is to ensure your F-1 visa is going to be valid BEYOND the end of the off-campus term or exchange term. If it is not valid, the consulate in the country where you want to study may deny the visa for that country.
- CPT work visas are required for students who participate in program internships as part of the Government DC (GOVT 93) and Film and Media Studies LA (FILM 80) programs.

After Committing: Review your status Expiration Dates

Students who are studying at Dartmouth on an F-1 visa must review their F-1 visa stamp expiration and research if an in-country visa is needed as well. Make sure your F-1 visa is going to be valid beyond the end of the O or X term. This is to ensure your F-1 visa is going to be valid BEYOND the end of the off-campus or exchange term.
If it is not valid, the consulate in the country where you want to study may deny the visa for that country. This process must be started very early, ideally before you apply for an off-campus program, but no later than when you commit to your program so that you can ensure you have the documentation you need in time to participate in your program.
Remember that security clearances can delay visas for other countries and your passport can be held by the other country while the application is pending – so consider when you have to travel and when you will need your passport.

Applying for the Visa: Prepare Documentation

Official Dartmouth Transcript: We recommend that you be prepared with an official, sealed, Dartmouth transcript if you know you will be making an F-1 visa application while you are away.
Check Dates: Since security clearances can delay visas for other countries and your passport can be held by the other country while the application is pending, consider when you must travel and when you will need your passport while you apply.
Visa Support Letter: The Guarini Institute will provide you with a visa support letter or entry letter upon request and make it available in your program application under the "Documents" tab. It is your responsibility to understand the visa requirements for your host country and gather the appropriate documentation. You should review all of your materials for accuracy prior to submitting them to the appropriate consulate or visa agency.

Share