VISA CHECKLIST. All materials must be received by Willamette University on or BEFORE Sept 28!

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1 VISA CHECKLIST All materials must be received by Willamette University on or BEFORE Sept 28! NOTE: Do not expect to receive your passport back until mid-december. All deadlines and requirements associated with this process are mandated by the Spanish Consulate of San Francisco. All requirements must be precisely met or your visa application may be rejected. Please allow yourself at least three weeks to compile the following items. Also allow mailing time for your materials to arrive at Willamette University by the deadline. Before starting this process read the document COMMON VISA QUESTIONS the document is included in this packet. Include these items: 1. Passport Include your actual passport. The Spanish Consulate will put a visa stamp inside your actual passport. Make sure your passport is valid for at least 6 months after you will leave Spain. Also, make sure you have signed your passport on the signature page. (we cannot process your visa application is your passport is not signed). 2. One (1) PHOTOCOPY of the identification page of your passport Don t rely on your Study Abroad Office to make copies of your passport find a student-use copy machine on your campus. 3. One ORIGINAL Application for a National Visa Before completing the Application see the application EXAMPLE, also included in this packet. Download the fillable.pdf form linked above and save it locally to your computer. This will allow you to save it and return to the document until you complete it. Once completed, the application must be printed in a single-sided format. Be sure use BLUE INK to SIGN, DATE and WRITE YOUR LOCATION on the printed application. Do not staple your original application. 4. One (1) PHOTOCOPY of Application for a National Visa Do not rely on your Study Abroad Office to make the copy of your visa application find a student-use copy machine on your campus. The copy can be black and white, double sided and stapled. 5. Seven (7) passport photos Write your name on the back of each photo, be careful not to press too hard. Let ink dry completely. Place the seven (7) photos in an envelope. All photos must be actual passport photos, no copies of photos or home printed photos. You can get passport photos at most photo stores, Costco, Walgreens and stores with photo developing equipment. NOTE: The background in the photos must be white. 6. One (1) PHOTOCOPY of your Current Student ID Card 7. Three (3) ORIGINAL Notarized Appointments of Legal Representation forms Three (3) Appointment of Legal Representation forms (#1, #2 and #3) are included in this packet. Do not sign the forms until you are in the presence of the notary public. These must be original documents with original signatures. 8. Payment for cost of visa issuance The visa application cost is $160 for U.S. citizens. You will pay Willamette University for this fee and Willamette will pay the entire amount to the consulate on your behalf. Please include a check for $160 in this packet. The check 1

2 must be made out to Willamette University. Money orders or cashiers checks are also acceptable made out to Willamette University. Willamette cannot accept credit or debit card payments. If using a personal check, please see the sample check included in this packet. NOTE: If you pay by personal check, see the sample personal check attached for how to complete it correctly. 9. One (1) COPY of Intended Airline Itinerary The itinerary must show your INTENDED flight itinerary. It may be one-way or round trip. You are not required to purchase a ticket prior to submitting your visa application. Itinerary must clearly be printed from an airline website or a travel booking website (do not use screen shots or copy text onto otherwise blank pages). 10. RETURN ENVELOPE: USPS Priority Express Flat Rate Mail envelope for the return of your passport to you from Willamette. Do not use the red (or red striped) priority mail envelope. Be sure to use the BLUE (or blue striped) Priority Express envelope! This envelope must be: o USPS Priority Express no other courier service accepted [USPS = United States Postal Service] o Do not add any postage on the envelope itself, instead you will submit payment to Willamette for the cost of postage and Willamette will purchase stamps (see #12). o Do not seal the envelope. 11. SELF-ADDRESSED LABEL: USPS Priority Express Flat Rate Mail label for the return of your passport to you. o Self-address the label for the envelope (see #10). Use an address where you will be during the weeks prior to your departure to Spain (only put your school address if you will have access to the mail box until the day of your departure). o Do not remove any of the Mailing Label s sheets or layers o Attach the label (using the adhesive that is on the label) to the Blue Priority Express Flat Rate envelope in the place indicated on the envelope. o Do not fold the mailing label before or after it is attached to the envelope. o Write Willamette s address in the FROM: section (see included example): Willamette University Office of International Education 900 State Street Salem, Oregon Phone: Payment for cost of postage for the Flat Rate envelope. o Willamette will purchase postage and apply the postage to your Flat Rate Express envelope. o Include a separate check, money order or cashier s check made out to Willamette University in the amount of $24.70 to cover the cost of the flat rate postage. If using a personal check, please see the sample check included in this packet to be sure you fill it out correctly. Non-U.S. citizens only: Two (2) Notarized PHOTOCOPIES of your resident card OR valid U.S. student visa with an endorsed I-20. The cost of the visa for non-u.s. citizens varies depending on the exchange rate between the US dollar and Euro. Please contact us (gogranada@willamette.edu) for updated figures. Final copy and send Make at least one copy for your own records of all of the documents you are sending to Willamette University. Keep this copy in a safe, accessible place should the Consulate have questions and you need to refer to it. MAIL your documents to Willamette University through a registered mail service that has a guaranteed package tracking feature, we suggest UPS or FedEx. (NOTE: Current Willamette students can deliver materials to the Global Learning Center in person). Send to: Willamette University Office of International Education c/o Amy Nelson Green 900 State Street Salem, Oregon Destination phone number:

3 Common Visa Questions Spanish Long Stay Visa Granada, Spain Program - Willamette University Why do I need to submit my actual passport to the consulate? If approved, the consulate will put a visa sticker onto one of the pages of your passport. They will keep your passport until your visa application is approved, and then your passport will be mailed back to you. Do I really need 7 photos and must they all be actual passport photos? Why can t I photocopy one set? We do indeed need 7 photos and they must be real passport photos because the photos need to be the correct dimensions, have the correct background and be printed on true photo paper. The photo of you does not need to match the photo that is inside your passport. Can I have a one-way flight itinerary if I am unsure of my travel plans after the program? Yes. Consular instructions indicate that applicants may submit one-way airline ticket itineraries. Be sure the itinerary is printed from an airline website or other travel-booking site. Do not take screen shots or copy text that you print from an otherwise blank page. How long does it take to get my student visa? The Spanish Consulate in San Francisco takes at least four to six weeks to process a COMPLETE visa application from the time it was dropped off (not from the time you turn it in to WU.) The four to six week timeline is a general observation, it is not a timeline set by the consulate office it is possible that the visa will take longer to process. The consulate does not guarantee to get your visa back to you before your departure date (although so far they always have for our program). What happens if I don t get my complete visa application to Willamette University by the deadline? Willamette University has made an exclusive agreement with the Spanish Consulate in San Francisco which allows us to take the visa applications to San Francisco for you. The deadline is the day that the complete application must be physically in our office. If you do not meet the deadline you will have to personally travel to the Spanish Consulate in San Francisco, to drop off and again to pick up your passport, covering all costs yourself. We recommend that you get all your materials to Willamette well before the deadline so we have time to review the application. What if I haven t received my passport two weeks prior to my departure? Contact us at Willamette University right away ( or ). Do not inquire about the status of your visa application with the Spanish Consulate until your departure is two weeks away. What do I do when my passport and visa are returned? Look at your visa to make sure it has your name and information. Also make sure it is the correct type of visa with the correct dates. 3

4 Appointment of Legal Representation #1 To the Spanish Consulate General of San Francisco: I,, (Full name as appears on passport) (passport number) herby authorize Amy S. Nelson Green, International Programs Coordinator at Willamette University, Oregon Driver s License # , to serve as my legal representative for the purpose of dropping off my passport and student visa application materials to the Consulate General of Spain in San Francisco. Student Signature (to be signed in the presence of a notary) Date Notary Signature Date (Notary Stamp Here) 4

5 Appointment of Legal Representation #2 To the Spanish Consulate General of San Francisco: I,, (Full name as appears on passport) (passport number) herby authorize Kris H. Lou, Director of International Education at Willamette University, Oregon Driver s License # , to serve as my legal representative for the purpose of dropping off my passport and student visa application materials to the Consulate General of Spain in San Francisco. Student Signature (to be signed in the presence of a notary) Date Notary Signature Date (Notary Stamp Here) 5

6 Appointment of Legal Representation #3 To the Spanish Consulate General of San Francisco: I,, (Full name as appears on passport) (passport number) herby authorize Christine M. Andresen, Associate Director of International Education at Willamette University, Oregon Driver s License # , to serve as my legal representative for the purpose of dropping off my passport and student visa application materials to the Consulate General of Spain in San Francisco. Student Signature (to be signed in the presence of a notary) Date (Notary Stamp Here) 6

7 ****Example **** Application for National Visa PHOTO This application form is free Fill out #1-8 using information exactly as shown in your passport. Do NOT attach photo 1. Surname(s) 1 FOR OFFICIAL USE ONLY 2. Surname(s) at birth (previous surname(s)) 2 Date of application: 3. Forename(s) 3 Visa application number: 4. Date of birth (day-month-year) 5. Place of birth 6. Country of birth 7. Current nationality Nationality at birth, if different: File processed by: Documents presented: 8. Sex 9. Marital status Male Female Single/a Married Separated Divorced Widow(er) Others (specify) 10. For minors: surname(s), forename(s), address (if different from that of applicant) and nationality of person who exercises parental responsibility or legal guardian 11. Spanish National Identity Document Number, where applicable Leave blank 12. Type of travel document #10. Minor is anyone under 18 Ordinary passport Diplomatic passport Service passport Official passport Special passport Other travel document (please specify) 13. Number of travel document 14. Date of Issue 15. Valid until 16. Issued by 17. Postal and address of applicant Telephone number(s) Travel document Government authorisation Request for government authorisation Means of livelihood Proof of accommodation Medical certificate Criminal record certificate Travel medical insurance Note verbale Others: Decision on visa: Refused Issued: Valid from until. Number of entries: One Two Over Two 18. Residence in country other than country of current nationality No Yes. Residence permit or equivalent document Nº.Valid until Number of days: 19. Current Profession To be completed according to data which appears in travel document. To be completed according to data which appears in travel document. To be completed according to data which appears in travel document. 1 #12-16 your travel document is your passport #17 use your permanent address in case the Consulate needs to reach you. #19 current profession = student

8 20. Principal purpose of journey: Residence without work permit Residence - Family reunion Residence - Employee Residence - Self employed Residence - Temporary work as employee (nine months a year) Studies Research (within the framework of hosting agreement signed by research organisation) Accreditation 21. Date of intended entry into Spain 22. Number of entries requested: one two more than two 23. Postal address of applicant in Spain Use this: Plaza de los Campos, 4-2 A Granada, SPAIN 24. Spanish Foreign National Identity Number (NIE) Date of notification of decision issued by competent body for non-nationals Data of individual resident in case of application for residence visa for family reunion #24 through 27 Surname(s) and forename(s) of individual resident in Spain are not applicable. Relationship (between applicant and individual resident in Spain) spouse registered partner son/daughter(of the individual resident or spouse) Leave blank. dependent direct relative (of spouse or partner )in the ascending line of the individual resident dependent person subject to legal representation of individual resident Date of birth Nationality Spanish Foreign National Identity Number or Spanish National Identity Number Postal address of individual resident in Spain Telephone number of individual resident address of individual resident 27. Data of employer or company in the case of application for residence and employment visa Surname(s) and forename(s) of employer or company name and surname(s) and forename(s) of contact person within company Postal address of employer or company Telephone number of employer or company address of employer or company Spanish Foreign National Identity Number or Spanish National Identity Number of employer or contact person within company Spanish Company Tax Identification Code 4 Essential when a decision has been previously issued by competent body for non-nationals in which applicant has received authorisation to reside or work 5 Essential when a decision has been previously issued by competent body for non-nationals in which applicant has received authorisation to reside or work 2

9 28. Data of educational establishment or research centre in case of applying for student or research visa Name of educational establishment or research centre Use this: Postal address of educational establishment or research centre Telephone number of educational establishment or research centre Use this: Placeta del Hospicio Viejo S/N Granada of educational establishment or research centre Intended starting date for study or research Intended finishing date for study or research -- USE YOUR PROGRAM START AND END DATES -- In the case of temporary stay of minors for educational reasons in programmes promoted and funded by Public Administrations, non-profit associations or foundations or other bodies or persons who do not exercise parental responsibility or who are not legal guardians: Surname(s) and forename(s) of person providing minor with accommodation or name of accommodating organisation and surname(s) and forename(s) of contact person within organisation Postal address of person providing minor with accommodation or accommodating organisation Universidad de Granada Centro de Lenguas Modernas The items between the blue lines are not applicable. Leave blank. Telephone number of person providing minor with accommodation or accommodating organisation of person providing minor with accommodation or accommodating organisation Spanish Foreign National Identity Number or National Identity Number of person providing minor with accommodation or contact person of organisation I am aware of and consent to the following: the collection of the data required by this application form and the taking of my photograph are obligatory for the visa application to be examined. Any personal data concerning me which appears on the visa application form, as well as my photograph, will be supplied to the relevant authorities and processed by those authorities for the purposes of deciding on my visa application. Such data as well as the decision taken on my application will be entered into and stored in a database. The authority responsible for its processing is the Consular Post at which the visa application was submitted. Data shall be accessible to those authorities competent to carry out checks on visas at external borders and in Spain, immigration and asylum authorities for the purposes of verifying whether the conditions for the legal entry, stay and residence in the territory of Spain are fulfilled, for identifying persons who do not or who no longer fulfil these conditions, for examining asylum applications and for determining responsibility for such examination. I am aware that I may exercise my rights of access, rectification, opposition and deletion of my personal data, pursuant to the provisions of Organic Law 15/1999, of 13 December, on Protection of Personal Data, by writing to: Dirección General de Asuntos y Asistencia Consulares del Ministerio de Asunto Exteriores y de Cooperación; calle Ruiz de Alarcón 5, Madrid. 3

10 I declare that to the best of my knowledge and belief all particulars supplied by me are correct and complete. I am aware that any false statements shall lead to my application being refused or to the annulment of a visa already granted. I am aware that once the visa request has been submitted, a copy of this form, stamped to indicate the date and place of reception, shall be returned to the applicant and that arrangements may be made with the applicant as to the channel for requesting corrections or the supply of documents or certificates required, as well as for serving notice of summons and for notifying him/her of the decision adopted. Notices and requests shall be made by telephone or fax to the contact number provided by the interested party or his legal representative. If these go unanswered, they shall be served in writing to the domicile set out in the application, which must be located within the consular district. Summons and requests served must be complied with within a period not exceeding ten days, unless personal attendance is required, in which case the deadline is fifteen days. Once all the possibilities of serving a notice have been exhausted, it shall be carried out by means of an announcement posted on the relevant notice board of the Consular Post for ten days. If no reply is received to a request or summons within the time period, the applicant shall be deemed to have withdrawn his/her request and he/she shall be notified of the decision establishing this to be the case. Decisions on a visa application shall be notified within a maximum period of one month, which cannot be extended, counting from the day following the date the application was submitted at the competent Consular Post for processing, except in the case of residence visas without work permit in which case the maximum period shall be three months. In this latter case, the application for the relevant residence authorisation which must be issued by the corresponding Government Department Office or Provincial Government Office shall put a hold on this time period until this authorisation is notified to the Consular Post. 4

11 Once the visa is granted it must be collected within a month, unless it is a visa for a family reunion or a visa for study purposes; in these cases, the period for collection is two months. If a visa is not collected within the aforesaid periods, the applicant shall be deemed to have renounced the visa granted and the application and accompanying documentation will be archived. I am aware that the visa fee is not refundable if the visa is refused 27. Place and date 28. Signature (for minors, signature of person exercising parent responsibility or legal guardian) Save and print the form first. Then, with BLUE PEN, hand write the place and date and sign. You must sign in BLUE INK. 5

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13 REQUIRED: The account holder s name, address and phone number need to be on the check somewhere. If it isn t preprinted, you may hand write it on the check. HOW TO COMPLETE A PERSONAL CHECK: If you are using a personal check, fill out the check as shown below. DO NOT WRITE ANYTHING ON THE BACK OF THE CHECK. REQUIRED: Write the current date on the check. 04/20/2018 Willamette University One hundred and sixty dollars and 00/100s REQUIRED: Write amount as a number here Visa fee for (your name) Amy S. Nelson Green REQUIRED: Write out the amount of the check here in words. Make sure it can be read clearly. Example: One hundred and sixty dollars and 00/100 s Optional: You may wish to indicate what the check is for your check may or may not include a memo line. REQUIRED: Sign your check here! If only one blank line is available at the bottom of the check, it must be used for your signature (do not use it as a memo line).