Visas
To legally study or work abroad, you may need to obtain a student visa or residence permit for the host country.
Applying for a visa can be a time-consuming and bureaucratic process. However, doing some research and being as prepared and proactive as possible can help take away some of the challenges associated with this.
Whether or not you need a visa will depend on your own nationality, your activity (studies or work) and your destination, so it’s important you check the visa requirements that apply to your specific situation.
You are responsible for applying for a visa if you need one. The SWAY team is neither permitted nor qualified to offer advice regarding visa applications, and we can’t apply for you.
The following information will give you an idea of things to consider - more detailed information can be found by clicking on the collapsible information below.
Do you need a visa?
It's your responsibility to check whether you need a visa to go on exchange or placement. For most destinations you will require a visa or study permit, unless you already have the right to study and/or work there, but there are different types of visa for different activities:
The type of visa you'll need depends on the activity you will undertake during your exchange or placement (eg. attendance on courses, research, paid or unpaid work, short-term activity), your nationality, the duration of your stay and whether you are travelling alone or with family members.
The table below provides a very rough guide to visa types, but it is not an exhaustive list. You should always check with the relevant embassy/consulate for the most accurate and up-to-date advice.
| Types of visa | Student visa | Work visa | Tourist visa | Business visa |
|---|---|---|---|---|
| Who is it for? | Students nominated to go on exchange to a partner institution | Students going on a work placement (voluntary or paid) | Activities not related to work or studies | Conferences, research, visits for professional purposes |
| Duration | Usually valid for the duration of your exchange | Usually valid for the duration of your placement | Usually valid for less than 3 months | Usually valid for the duration of your activity |
| Restrictions | You might not be able to work on a student visa - check your rights before departure | Some countries might require a minimum salary or weekly number of hours in order to issue a work visa. If you change or interrupt your placement, your visa may be invalidated | You may be asked for details of your planned activities abroad - make sure these are permitted under a tourist visa | Be careful if you intend to make a profit out of your activity - check whether this is permitted under your visa regulations |
| Supporting documents | Your host institution may need to provide you with a formal visa letter | Your employer may need to issue you with a confirmation of employment | You may be required to provide evidence of accommodation and travel bookings | You may be asked to provide proof of your activity |
If you plan to work in your host country during or after your exchange or placement period, check with your host country’s consulate or embassy about your eligibility to work, and any related visa requirements. Many countries don’t allow international students to work while on a student visa.
Don't assume that you’ll find work while abroad. Working conditions and conventions in your host country may be different from those in the UK. Do some research to find out about the work culture:
- How many days a week can you work?
- How many hours per day?
- Do you get time off or holidays?
UK passport holders can check the immigration requirements of your host country on the FCDO Travel Advice webpages. If you are a non-UK passport holder you should make sure you follow visa regulations and procedures appropriate for your nationality.
If you hold an EU passport and wish to study or work in an EU country, or if you hold a passport for the country you are going to study or work abroad in, you should not be subject to any visa requirements. However, if you are currently based in the UK you would need to make sure you meet your host country requirements for entry for travellers from the UK.
If you are studying in Edinburgh on a UK visa, please do not assume that this visa will be sufficient for your exchange. You will normally need a different visa for the country you're going to. If you need advice on how going on exchange will affect your UK visa, please contact the University's dedicated Student Immigration Service.
Be aware of any potential issues surrounding dual citizenship in your host country.
If you travel with two passports, you may be subject to increased questioning by immigration and security officials. For example, you could be questioned about missing entry or exit stamps, as well as your reason for having two travel documents.
You must also ensure you use the passport which you used for your application to your host institution - any acceptance or visa-related documents supplied by your host will be linked to the passport you supplied during your application, you will therefore need to use this passport for your visa and travel.
Applying for a visa
Students often receive information about applying for a visa from their host institution. Your host institution and the embassy/consulate of the country you're going to should always be your first port of call for visa advice. In the first instance you can research requirements yourself via your host institution's website. If you are going to a University-wide partner, you may be able to find their visa page through our Partner Guidance Notes.
View our Partner Guidance Notes
If you have specific questions about the process and requirements of applying for your visa which are not addressed by your host institution or on these pages, you should contact the appropriate embassy or consulate directly:
List of embassies and consulates in Scotland
List of embassies and High Commissions in the UK
List of British Embassies and High Commissions abroad
You cannot apply for your visa until you have been officially accepted by your host institution so please be aware that you will have to wait to receive this before you proceed with your visa application.
For most countries, the visa system is reasonably straightforward and application is often online. However, some countries may require you to attend an interview in London which you should factor into your plans.
Be aware that if you study two languages and will be spending your year abroad in two different countries, it may not be possible to get a visa for your second exchange or placement while in your first host country. Check with your local Consulate.
Important note:
The issuing of visas is at the discretion of the immigration services of the country you are travelling to. While most visas will be granted without problem and in good time, this is not guaranteed. Unfortunately, declined visas are outwith the control of SWAY and until you receive your visa, your exchange/placement is not guaranteed. If you have any concerns, or have reason to believe there is a chance of you not being granted a visa, please let us know as soon as possible.
The following information should provide more guidance on things to be aware of when preparing your visa application:
You should be mindful of visa processing times. It may take weeks or in some cases even months to go through the process. Therefore, if you need a visa, it’s best to apply as early as you can once your exchange or placement is officially confirmed by your host. You must meet all visa requirements and in plenty of time.
This will vary from country to country. Besides the cost of the visa, you should take into account visa-related costs such as processing fees and travel to any interviews. These will come at your own expense. Unfortunately, the Study and Work Away Service cannot offer financial support for visa and visa-related costs.
- Check the validity of your passport. It should cover the full duration of your placement abroad, and most countries require you to have a passport that is valid for at least 6 months after your planned return date. If it is due to expire during your time abroad check whether this could cause problems and renew it before you go if necessary. If it's not problematic to renew it from your host country, make sure you know how to do so.
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Read any visa instructions that may have been provided by your host institution carefully
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Check the website of the embassy/consulate of the country you're going to
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Using the information from these sources, identify the type you need (work visa, student visa, etc.) If you're not sure, ask for guidance from your host institution or the embassy/consulate
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Identify where you can apply for your visa. This could be through the nearest embassy/consulate, or sometimes in the UK you need to travel to London or even Belfast. If you’re from outside the UK, you might need to apply in your home country. If you need to book a visa appointment, you should do so as soon as you receive the necessary paperwork from your host university.
- Check the application process for your visa and what documents you'll need. Procedures can vary from one consulate to the other so you should carefully check the website of the consulate where you are going to apply, to be fully informed about all the relevant documents you need to provide and start gathering these as soon as possible. Depending on the process for your destination, you may need to: You should also check the timeline for the visa application and the estimated processing times to ensure you apply for your visa in plenty time.
- fill in an application form,
- pay any visa processing fees required by the consulate,
- submit various supporting documents and pieces of evidence.
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Your host institution/organisation will send you a formal acceptance letter which you need for your visa application. Once you receive this you should complete your visa application as soon as possible and book a visa appointment if required. You may also be sent other documents by your host that you need for your visa application.
For International Exchanges (outside of Europe) a lot of your visa documents may be included in the application to your host e.g. proof of finances, forms etc. The Study and Work Away (SWAY) team will support you in collating those documents and submitting them to the host.
What you are required to provide and when you are required to provide it will depend on which country you intend to study in. Remember to keep a copy of your supporting documents for your records.
Common documents that you may need to provide include:
- Acceptance letter, or certificate proving your student status at the university abroad: this will usually be posted or emailed to you by your host institution/organisation in good time for you to submit your visa application. You should not book a visa appointment (if applicable) without this.
- Proof of accommodation letter: Most embassies and consulates around the world will ask you to submit proof of accommodation alongside the other documents, especially if you are applying to visit one of the European countries.
Find out how to submit proof of accommodation.
- Police certificate: You can place an online order for your police certificate for immigration purposes, showing your UK police record. There is a charge for this service.
Place an online order for your police certificate
- Medical certificate: some countries require you to complete specific medical checks, or to submit a letter confirming your general good health. You should expect to pay for any certificates or letters, even if they are completed by your own GP. Certain health checks, e.g. chest X-rays, can be quite expensive. GP surgeries can quote long turnaround times for completing certificates and letters, so request these well in advance.
- Evidence of your UK student status: You can print a 'Confirmation of Status' Letter from your Mobility-Online workflow to confirm that your study abroad is a recognised part of your Edinburgh degree.
- Legalising documents: sometimes referred to as the ‘Hague Apostille’, you may find you need to have your UK-produced documents 'legalised' to confirm their authenticity. There is a charge for this service. If your document also needs translated you do not normally need the Hague Apostille translated. The translation doesn't need an additional Hague Apostille.
- Evidence of your finances: you will usually have to prove you have access to sufficient funds to last you for the duration of your study abroad period.
- Evidence of insurance cover: after you have completed your pre-departure risk assessment process and are covered by University of Edinburgh insurance, you can obtain a letter confirming cover through the insurer's online portal. Full information will be provided to you on how to do this once your travel risk assessment has been approved.
If you need any supporting evidence from the University of Edinburgh, your host institution or employer, remember to request the documents with plenty of notice.
Certain destinations (including the USA) require you to prove in advance that you have access to sufficient funds to support yourself for the duration of your exchange. This is a visa and immigration requirement and you will not be issued a student visa without displaying proof of funds prior to your exchange.
The most straightforward way to evidence your finances is to provide an original bank statement in your own name, showing access to the required amount of funding. Most students will be relying on sponsors to provide proof of funding - it is important to speak with potential sponsors e.g. your parents in advance.
Points to bear in mind, and to check with your host university immigration adviser if applicable, are:
- You may be able to show statements from multiple bank accounts to meet the total required (e.g. current account, savings account, ISA, etc.).
- You may be able to use bank statements in other peoples’ names (e.g. parent, relative), but these may need to be accompanied by evidence of your relationship and/or a letter from the account holder confirming that they will make these funds available to you.
- Bank accounts must usually be ‘instant access’ and statements must usually be originals.
- Online statements are sometimes accepted, but they must be full statements with the account number, account holder's name, bank logo, and the date. A simple screenshot of transactions is not normally acceptable.
- Bank statements will usually need to be less than three months old at the time of your application. If your bank only issues annual or quarterly statements, you may need to request additional statements or letters from them. Make sure to leave enough time for your request to be processed (this can sometimes be a week or two) before any deadlines you are given.
- Sometimes the funds must have been in your account for a specified length of time. Check instructions on this topic carefully.
You may also be able to evidence your finances with the following supporting documents:
Letter from your bank
Letters must be on headed paper, with a logo and stamp if possible. If you are providing a bank letter, it is usually acceptable for the bank to include an indemnifying clause to indicate that they can't guarantee the funds beyond the date the letter is written.
Student loan statement
Some countries will accept your student loan statement as evidence of your funds for your study abroad year. If using your loan statement, you should ensure it is for the correct academic year, i.e. the year you will be abroad. We therefore recommend that you re-apply for your student loan as soon as the application becomes available, usually in early March. This will ensure you have a loan statement in good time ready for your visa application.
Please note that if applying to the USA, Hong Kong, or some Japanese universities, you may not be able to use a student loan statement as evidence of your funding. This is because these universities will require evidence of your funds before student finance has processed your application and sent out your student loan statement for the academic year you’ll study abroad in.
Getting help with your visa application
Immigration law is complex - it changes often, and is different for every country. Although the Study and Work Away (SWAY) team are here to support you as much as we can, we are not experts in visa regulations for all of the countries our students visit, and so we are unable to provide you with specific visa advice. We also cannot apply for a visa on your behalf.
We have collated the following guidance to support you in making your application, and to signpost you to other useful resources and official sources of information.
UUKi guidance
You may find the following resource, created by Universities UK International (UUKi), helpful in understanding more about visas, including key things to be aware of, the steps you are likely to encounter as you proceed through your application, common terminology used, and signposting to other useful resources:
Introduction to visa/permit guidance
Country-specific visa guidance
SWAY has also put together the following, country-specific information for our most frequently visited destination countries. The purpose of this is to signpost you to guidance issued by the relevant visa authorities. Please be aware that the content published is based on information available at the time of writing but that regulations tend to change over time, and SWAY cannot be held liable for any inaccuracies.
The below information was provided by Campus France at a Visa Information Session held in May 2023 for outgoing students.
Non-EU students going to France on a study placement for a period longer than 90 days will need to apply for a study visa as follows:
- Submit your host university application on time. This is so your host university can provide you with an acceptance letter, required for your visa application.
- Register on the Etudes en France platform, submit all required documents and pay the administrative fee. The registration process can take up to two weeks.
Register on the Etudes en France platform
- Fill in a student visa application form on the government website France-Visas and upload your supporting documents (or a student trainee visa application if you are planning to do a work placement in France).
Student trainee visa application
- Make an appointment at your local TLS visa centre to submit your passport and supporting documents (including confirmation of registration on Etudes en France). Your appointment should take place between 3 months and 3 weeks before the start date of your activity in France, and generally your passport will be returned with your visa within 2 weeks of the appointment. Important – If you are doing a study placement in a different country in semester 1 and studying in France in semester 2, you will need to apply for your French visa at the French Consulate of the country where you will study in semester 1.
Make an appointment at your local TLS visa centre
- After arriving in France, activate your student visa on the French government website. There is usually an activation fee to pay.
Useful links and contacts
France-Visas is the official French government website on visas to live and study in France.
- If you are going to France on a study exchange:
Visit the France-Visas student webpage
- If you are going to France on a work placement or internship in France:
Visit the France-Visas trainee webpage
Campus France is the French Consulate in London website for information on visas and practicalities of living in France (housing, health, transport, culture, etc.).
Find out information on the different visa type for France on their website
For any queries, contact: londres@campusfrance.org
The below information was provided by the German Consulate at a Visa Information Session held in January 2024 for outgoing students.
Students who are British nationals going to Germany to study for a period longer than 90 days can enter Germany without a visa and can apply for a residence permit once they arrive in Germany at their place of residence. It is strongly recommended to arrange an appointment to apply for the residence permit at the local immigration office (Ausländerbehörde) as soon as possible after arriving in Germany as a residence permit needs to be filed within the first 90 days of your stay. You’re not allowed to leave and re-enter Germany after these 90 days if you’re yet to receive your German residence permit. In some areas of Germany there are significant delays with issuing residence permits: you should follow advice from your host university if they ask you to apply for a visa in advance of your arrival to ensure you receive this in time.
Nationals of other countries that don’t have special agreements with Germany to travel visa-free will need to apply for a student visa before travelling to Germany.
Once you have arrived in Germany, you'll need to register your residence with the local authorities (Meldebehörde) within 2 weeks. You must also apply to your local immigration office (Ausländerbehörde) for your Electronic Residence Permit.
Useful links and contacts
This website provides information on the German Embassy in London and the Consulate General in Edinburgh.
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Find out more about if you need a visa - D-Visa: University studies including year abroad/ exchange placement – The German Consulate General (uk.diplo.de)
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Contact the German Consulate General on their contact form
DAAD (German Academic Exchange Service)
The DAAD provide information on funding opportunities and scholarships for students going to Germany on a study or research exchange.
Non-EU students going to Italy to study for a period longer than 90 days must complete a 2-step visa application process:
- Pre-register and submit the application on the host university portal. This is so your host university can provide you with an acceptance letter, required for your visa application.
- Then complete the visa application itself, by booking a visa appointment with the relevant consulate.
Preparing for your visa appointment
Some students have experienced issues with the availability of visa appointments. The visa appointment booking system updates each day at around midnight (CET), so we strongly encourage students to check the online booking system of the Italian Consulate regularly. Some consulates outsource services - including visa appointment reservations - to VFS Global agencies, and through them you may be able to pay an additional fee for a premium visa appointment.
If your visa appointment is not scheduled in a timeframe that is useful for your arrival in Italy (i.e., late August / early September, according to the semester dates at most of our partners), we recommend reaching out to your host institution who may be able to support with this.
Students should not be required to provide either the bilateral exchange agreement between Edinburgh and their host university, nor a declaration specifying the type, hours and dates of the courses students complete at their host.
Further information
Unfortunately there is no Visa Information Session available for outgoing students to Italy. However, once you are allocated to a host university you will receive a fact sheet with further information on how they can support you with your visa application for Italy. The websites provided by the University of Bologna and Bocconi University may be useful for all students travelling to Italy. Please contact your own host university for further information, or reach out to the consulate contacts listed below.
University of Bologna
Before leaving home: pre-enrolment and entry visa — University of Bologna (unibo.it)
Bocconi University, Milan
Student Visas - Bocconi University Milan (unibocconi.eu)
Contacts
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VFS Global (for visa appointments): Infoukitaly@vfsglobal.com
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General Italian Consulate (London): consolato.londra@esteri.it
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Visa Office (London): visti.londra@esteri.it
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General Italian Consulate (Edinburgh): consolato.edimburgo@esteri.it
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Institute of Italian Culture in Edinburgh: Iicedimburgo@esteri.it
The below information was provided by the Spanish Consulate in Edinburgh at a Visa Information Session held in May 2023 for outgoing students.
Non-EU students going to Spain to study for a period longer than 90 days will need to apply for a student visa as follows:
- The application has to be made in person at the Spanish Consulate in Edinburgh. You must arrange an appointment well in advance as the visa process can take up to 1 month, or even longer if there are further requirements.
- Gather the documents you need for your visa appointment, including your visa application form and associated fee. Your visa application will not be accepted if any documents are missing. Students going to Spain for more than 6 months will also need to submit an ACRO police certificate and a medical certificate – only these documents may be accepted after the visa appointment if needed. If the application is not accepted, a new appointment will be required.
When you receive your visa
If you have applied for a visa for longer than 6 months, then you will receive a 90 days visa. The 90 days indicated on your visa is the time you have to enter Spain.
Once in Spain, you have one month to apply for the TIE (Tarjeta de Identidad de Extranjero). You will need to go in person to the “Policia Nacional” or to the “Oficina de Extranjería” corresponding to your place of residence.
Remember that your passport needs to be stamped when you get to the border. Otherwise, the TIE could be refused and you will lose your legal right to stay in Spain on your visa.
Contacts
- Consulate General of Spain (Edinburgh): cog.edimburgo.vis@maec.es
- Sworn Translators registered in Spain
For your visa, you will most likely be applying for a J1 student visa which is for students participating in an exchange programme. F1 student visas are usually for students not participating in an exchange but in recent years more US institutions have started to process their incoming students through the route of an F1 visa, please follow the guidance from your host institution on which applies to you.
Find out more information on US Exchange Visitors
Your host university will send you a visa document which you'll be required to take to the Embassy for your interview. All students going to the USA must attend for an interview.
The USA visa system is complicated and requires you to produce financial proof at an early stage within the application process. Original financial documents are required to show you can cover the cost of your time in that country. Parents/relatives can be used as sponsors if required. Your host university will inform you what amount requires to be evidenced, but you can see an approximate amount if you view the relevant notes of guidance.
For US visas, you can apply for an expedited appointment if the processing times look lengthy. To do so, you will need to already make an original appointment and then request the expedited one through their website.
Student Visa - Proof of Funding Requirement
It is important to note that certain destinations, particularly the USA –require you to prove in advance that you have access to sufficient funds to support yourself for the duration of your exchange. This is a visa and immigration requirement and you will not be issued a student visa without displaying proof of funds prior to your exchange.
Proof of finances is usually included as a required component in the official application to your host institution and you should, therefore, be aware that you might need to prove access to funds as early as March/April depending on your application deadline.
The amount you need to prove varies depending on where you are heading - each host institution calculates their average cost of living for exchange students for the academic year, this includes being able to cover the cost of administrative fees, insurance, books, living expenses and travel (exchange students do not need to prove the costs of tuition). Some destinations will be more expensive than others so it is important to keep this in mind when considering your budget and expenses. Costs tend to range from circa $12,000 to $25,000.
You will need to prove you can access this figure in liquid funds. You can prove the amount in numerous ways including:
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personal bank account funds (providing a bank statement or letter)
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sponsors bank accounts (family members or friends who agree to sponsor you all or some of the amount – they will need to provide a bank statement or letter from their bank)
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Student loan award letters (maintenance loans can count toward proof of funds)
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Bursaries or scholarships (you will need proof that you will be receiving this when abroad)
The following will not be accepted:
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Documents older than 3 months
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Income or salary statements
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Funds that are not immediately accessible (stocks and shares etc.)
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Assets that are not in liquidated form (house, car, etc.)
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Life insurance policy statements
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Pension funds
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Tax return forms or documents
Japanese and Chinese universities apply on your behalf to their government for a Certificate of Eligibility which you then take in person to the relevant Embassy or Consulate for your visa.
Keep in mind that some countries might require you to have a medical examination certificate before entry (e.g. Japan) and that you might even need one to support your host university application.
Delays or difficulties obtaining your visa
If you encounter difficulties when applying for your visa, you should contact the relevant embassy or consulate, in the first instance, to confirm their current turnaround times.
If it transpires that you might not receive your visa in time for the start of your exchange, please contact your host institution to inform them of the delay and to ask if there is a latest date by which you should arrive in country. They are likely to allow some flexibility on this if you are only delayed for a short time.
However, please be aware that you should not travel if your host institution is unable to accept a late arrival.
If you will struggle to obtain your visa and arrive in country by your host institution’s latest arrival date, you must get in touch with SWAY as soon as possible, so we can discuss alternative options.
Final pre-departure checklist
Before you leave to go abroad, check the following:
- Check your visa rights and restrictions.
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Check your passport expiry date and ensure it is valid for at least 6 months after the end of your placement.
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Make copies of all your important travel documents including your passport and visa, and keep scanned copies in your email account for easy access in an emergency.
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Multiple entry visa – make sure your study/work visa is multiple-entry if you plan to travel outside of your host country during the period of your placement. Remember to find out about the visa requirements for any other countries you plan to visit.
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Make a note of the UK embassy/consulate details in your host country (or national embassy if you’re from outside the UK) in case you experience any issues locally.