Visas

Visa requirements are an important part of many IAESTE internships, but the process differs between countries. Regulations, required documents and processing times depend on the student’s nationality, destination and internship conditions. Clear communication between the student, the sending committee and the receiving committee is essential for managing the process effectively.

Understanding Visa Requirements

The receiving committee should understand the visa, residence permit or work authorisation requirements in its country and explain them clearly to the sending committee and the student. These requirements may vary depending on the duration of the internship, the student’s nationality and the conditions of the placement.

Committees should check the relevant requirements before providing guidance and ensure that the information they share is accurate and current.

Responsibilities of the Committees and the Student

The receiving committee should explain which supporting documents it can provide, such as acceptance documents, invitation letters, proof of accommodation or other documentation requested by the relevant authorities.

The sending committee should help the student understand the application process, prepare the required documents and identify which documents must be obtained in their home country.

The student is responsible for submitting the visa application, attending appointments, providing complete and accurate information and following the instructions of the relevant embassy, consulate or immigration authority.

Agreement on the Visa Procedure and Costs

IAESTE Global advises committees to ask students to sign a document that clearly explains the visa procedure, the responsibilities of each party and the potential costs involved.

This document should state that the final decision on the visa application belongs to the relevant national authorities. If a visa is delayed or refused for reasons unrelated to IAESTE, such as the student’s personal circumstances, incorrect or incomplete information provided by the student, or an independent decision by the authorities, the student is responsible for the resulting costs.

Committees should not be held responsible for expenses or consequences caused by circumstances beyond their control. However, if a problem results from incorrect, missing or delayed documentation that a committee was responsible for providing, the committee should cooperate with the student and the other committee to address the situation.

Timing and Communication

Visa procedures should begin as early as possible. Processing times, appointment availability and requests for additional documents can affect the student’s ability to start the internship on time.

Both committees should communicate promptly about missing documents, application progress and potential delays. If the original internship dates are no longer realistic, the receiving committee should contact the employer to discuss whether the dates can be adjusted.

Support From IAESTE Global

When additional assistance is needed, committees may contact IAESTE Global for support. Depending on the circumstances, IAESTE Global may issue a letter confirming the student’s participation in the IAESTE programme or provide additional information about the organisation and the internship.

This support can be useful when an embassy or another authority requests further clarification or when a committee is dealing with a complex visa situation. A supporting letter does not replace the required application documents and does not guarantee that a visa will be granted.

Documentation and Knowledge Transfer

Committees should document their national visa procedures, required documents, relevant contacts and common challenges. Keeping templates for supporting documents can help make the process more efficient and ensure that students receive consistent information.

This information should be reviewed regularly and shared with new committee members during handovers so that experience and practical knowledge remain available within the committee.

Responding to Visa Problems

Visa applications may be delayed, returned for additional information or refused even when the expected procedures have been followed. In these situations, the student and both committees should communicate openly, understand the reason for the problem and consider the available options.

Depending on the circumstances, these options may include submitting additional documents, requesting clarification from the relevant authority, asking IAESTE Global for support or discussing alternative internship dates with the employer.