Study Abroad Application Checklist

Applying to study abroad is rarely one form. It is a chain of linked steps, involving your home university, the program, funding offices, embassies and sometimes health and housing providers. Miss one link, and the chain stalls: a missing advisor signature delays the application, a late passport delays the visa, an unreported scholarship delays aid. A checklist, organized by time, turns a confusing process into a series of manageable tasks.

Procedures differ by institution and country, so follow your own office's instructions first. This checklist is general information.

A year to nine months before

Explore and decide

• [ ] Write down why I want to study abroad, and rank my goals.
• [ ] Attend information sessions and meet the study abroad office.
• [ ] Meet my academic advisor to see where a term abroad fits.
• [ ] List possible programs, and note length, type and cost.
• [ ] Read our guide to how to choose a study abroad program and make a shortlist.
• [ ] Check deadlines for each program, and for internal approvals.

Check basic requirements

• [ ] Confirm minimum grade average and credit requirements.
• [ ] Check language requirements and test dates.
• [ ] Check whether my passport is valid for the whole stay, plus the required margin.
• [ ] Note any age, major or year-of-study restrictions.

Nine to six months before

Academic planning

• [ ] Choose courses that could count toward my degree.
• [ ] Get written pre-approval from my department, where required. Our guide to transferring credits from abroad explains how credit works.
• [ ] Identify backup courses.
• [ ] Complete a learning agreement, if the program uses one.

Budget and funding

• [ ] Build a full budget.
• [ ] Talk to financial aid about whether my aid will apply.
• [ ] List scholarships and grants, and note deadlines.
• [ ] Ask family about contributions, and agree amounts.
• [ ] Apply for scholarships.

Application

• [ ] Start the application form, and save drafts.
• [ ] Write the personal statement, and ask someone to read it.
• [ ] Request official transcripts.
• [ ] Ask two recommenders, and give them the details and deadline.
• [ ] Prepare a resume, if required.
• [ ] Pay the application fee, or request a waiver.
• [ ] Submit before the deadline, and keep a confirmation.

Six to three months before

After acceptance

• [ ] Accept the offer in the required way, by the deadline.
• [ ] Pay any deposit, and note refund terms.
• [ ] Complete the home university's forms: approval, registration or leave of absence.
• [ ] Register for any courses at home, if needed, so that your enrollment stays active.
• [ ] Notify financial aid of my plans and any awards.
• [ ] Review the program handbook and pre-departure materials.

Passport and visa

• [ ] Renew my passport if needed.
• [ ] Check visa requirements for my nationality and destination.
• [ ] Gather documents: acceptance letter, proof of funds, insurance, photographs, forms.
• [ ] Book the visa appointment, and allow time for processing.
• [ ] Submit the application, and keep copies.
• [ ] Avoid booking non-refundable flights until I know the decision.

Health and insurance

• [ ] Check the program's insurance requirements.
• [ ] Book medical, dental and eye appointments.
• [ ] Check required vaccinations.
• [ ] Arrange a supply of prescriptions, and a doctor's letter for medicines.
• [ ] Tell the program about any health needs or accommodations.

Three to one month before

Housing and travel

• [ ] Confirm housing, or search with care.
• [ ] Book flights, within the arrival window.
• [ ] Arrange airport pickup or directions to my accommodation.
• [ ] Plan the first nights in case of delays.

Money

• [ ] Tell my bank and card providers that I am traveling.
• [ ] Check card fees, and consider a card suited to foreign spending.
• [ ] Set up online banking and a way to receive money from home.
• [ ] Carry a small amount of local currency.

Practical

• [ ] Make copies of passport, visa, insurance and key documents, and leave one set at home.
• [ ] Save digital copies securely.
• [ ] Check my phone is unlocked, and plan for a local SIM.
• [ ] Pack.
• [ ] Learn basic phrases and customs.
• [ ] Read travel advisories, and register with my embassy if possible.

The last week

• [ ] Confirm flights and transport.
• [ ] Check the weather forecast.
• [ ] Pack carry-on essentials: documents, medicine, chargers, change of clothes.
• [ ] Save emergency numbers: program staff, insurance, embassy and family.
• [ ] Make sure that someone at home has my itinerary.
• [ ] Say goodbyes, and plan how to stay in touch.
• [ ] Rest.

On arrival

• [ ] Attend orientation.
• [ ] Register with the host institution.
• [ ] Complete any local registration or residence steps.
• [ ] Open a bank account if needed, or set up payment methods.
• [ ] Get a local SIM or plan.
• [ ] Learn how to reach the nearest hospital and police.
• [ ] Meet my program coordinator, and confirm contact details.
• [ ] Confirm my course registration, and update my learning agreement if needed.
• [ ] Introduce myself to housemates and classmates.

During the program

• [ ] Keep syllabi, assignments and graded work.
• [ ] Update my home advisor about any course changes.
• [ ] Check deadlines for registration at home for the next term.
• [ ] Keep an eye on my budget.
• [ ] Look after my health and safety.
• [ ] Request my transcript before I leave.

Before you come home

• [ ] Confirm that transcripts will be sent to my home university.
• [ ] Settle housing, bills and deposits.
• [ ] Cancel the local phone plan.
• [ ] Close or transfer my bank account, if needed.
• [ ] Say goodbye to friends, and exchange contacts.
• [ ] Plan my return, and register for classes at home.

After you return

• [ ] Follow up on credit transfer.
• [ ] Complete program evaluations and reports required by scholarships.
• [ ] Send thank-you notes to donors and recommenders.
• [ ] Share my experience with future students.
• [ ] Add my experience to my resume and think about how to describe it.
• [ ] Prepare for reverse culture shock.

If something goes wrong

• [ ] If I miss a deadline, contact the program at once.
• [ ] If a visa is delayed, tell the program and my home office, and ask about deferral.
• [ ] If courses are canceled, contact my advisor and update the learning agreement.
• [ ] If money is short, talk to financial aid and the host's student services.
• [ ] If I feel unwell or unsafe, contact the program and insurer.

Final thoughts

A checklist cannot make the decisions for you, but it can make sure that nothing is forgotten. Start early, work through it in order and keep copies of everything. Good preparation lets you spend your energy on the experience itself.