THE VISA PROCESS:
2020-2021

Signed and valid for the entire intended period of your stay in Spain. If you do not have a passport or it will expire during the grant please get in touch with your main contact at the Commission.

You can traditionally apply for a passport at one of over 9,000 public acceptance facilities nationwide or by mail, though due to COVID-19 many Passport Agencies remain closed around the country. You should check here for information about your local Passport Agency’s status: https://travel.state.gov/content/travel/en/passports/get-fast/passport-agencies.html. Four to six weeks are required for normal service, so plan for delays approximately double the normal processing time due to COVID-19 and reach out to your local Passport Agency to find out more information about their specific status and processing times. If you need to apply for or renew your U.S. Passport (or one or more of your official dependents do), you should call those Passport Agencies near you as soon as possible to ask when you should do so (if in phase 1, 2, or 3 of the re-opening protocol).

You can download a copy of the form here. Please note that as late as April 2019 the Los Angeles, New York, and Washington, D.C. Consulates were using an older version of the application form. The form is quite simple and easy to complete, although you may have doubts on the following questions:

• Question 10: complete only for under-age dependents. Otherwise, leave blank.
• Question 11: you must state your NIE (Número de Identidad de Extranjero) number only if you previously had one when you lived/studied in Spain.
• Question 20: “Principal purpose of journey” (“Motivo principal del viaje”): check “Studies” (“Estudios”).
• Question 21: “Date of intended entry into Spain” (“Fecha de entrada prevista en España”): indicate an approximate date. You do not need to have a plane ticket to Spain in order to complete this form.
• Question 22: “Number of entries requested” (“Número de entradas solicitadas”): check “More than two” (“multiples”).
• Question 23: As you do not yet have an address in Spain, you may use either the Commission’s, your host school’s (for TAs) or host institution’s (for researchers) address.
• Questions 24, 25, 26 & 27: leave blank, they do not apply to you. (For the forms available from the consulates in Los Angeles, New York, and Washington, D.C. leave blank questions 24 and 25.
• ​​Question 28 (For the forms available from the consulates in Los Angeles, New York, and Washington, D.C., this is question 26): complete only the first half of this box with the details of your host school (for TAs) or host institution (for researchers). Leave blank after “In the case of temporary stay of minors…” (“En caso de estancias temporales de menores …”)
  • ​Note for Asturias, Canarias, Galicia, La Rioja, and Comunidad de Madrid TAs: the above will be indicated in the Carta de Nombramiento issued by either the regional government or your specific program.
  • Note for FERE/CECA TAs: the above will be indicated in the credencial you will receive from your specific program/school.
  • Note for Researchers: it is vital that, when filling out this question, you list the center – and city – where you will be living and studying for the first three months. Also communicate this information to Kathy and Clara.
  • Note for IE MA Candidates: indicate the address of the IE Business School.
  • Note for USAL Master’s Candidate: Patio de Escuelas, 1 / 37008 Salamanca
  • Note for IE University TAs: you should use the IEU address for either Segovia or Madrid, depending on where you will live.
  • Note for UCJC TAs: you should use the Villafranca address.
  • Note for Universidad de Málaga TAs:
    Calle Ejido, s/n
    Pabellón de Gobierno
    29013 Málaga
  • TAs in other programs: the Commission will provide you with this information.

NOTE: The Boston consulate requires an additional form, the “supplemental registration form” which is available to download as a Word document from the general Visa page of the Spanish Consulate General in Boston’s website.

United States passport photos must be recent, and 2 x 2 inches (51 x 51 mm) in size.

More information on photo requirements: 

​https://travel.state.gov/content/passports/en/passports/photos/photos.html.

You must take the signed and dated original and at least one photocopy to your visa appointment.

This document will be emailed to you by the U.S.-Spain Fulbright Commission; those of you traveling to Spain in January 2021 will receive it in mid-September.

Grant Authorizations will not be sent to you until you have uploaded your passport data page to your Fulbright Spain portal.

Signed by the Commission and addressed to your specific consulate (this complies with the consular requirements that the applicant be covered by adequate medical insurance and be part of a study or cultural exchange program). You must take the original and a photocopy to your visa appointment.

This document will be emailed to you by the U.S.-Spain Fulbright Commission; those of you traveling to Spain in January 2021 will receive it in mid-September.

The visa certificate will not be sent to you until you have uploaded your passport data page to your Fulbright Spain portal.

Carta de nombramiento or a letter from your University

This is an official letter from your school or university that lists their address and your grant dates. This, with your Grant Authorization and Visa Certificate, comply with the letter of acceptance requirement.

Along with your Grant Authorization and Visa Certificate, the Commission will send you an email with your carta de nombramiento (TAs ar regional programs), a letter from your university (University TAs) or a document called credencial (TAs in special programs in Madrid) in mid-September.

In September 2016 all Spanish Consulates in the U.S. were instructed by the Ministerio de Asuntos Exteriores y de Cooperación to not charge Fulbright grantees the $160 visa fee in compliance with governmental reciprocity agreements. Dependents applying for a visa are also exempt (October 2018). As a result, you should not be charged. Should a specific consulate or consular employee tell you something different, please reach to your main contact at the Commission. 

The medical certificate and the criminal background check are requirements for the student visa for over 180 days ONLY.

Medical Certificate

An original medical certificate is necessary for visa processing. This is different from the medical clearance requested by the IIE/CIES.  Therefore, it is highly recommended, for financial reasons, to complete both certificates at the same time.

The certificate is a doctor’s statement on a doctor’s or medical center’s letterhead, indicating that the student/scholar has been examined and found in good physical and mental health to travel and study abroad and is free of contagious diseases. It must specifically include a line stating the following: “the student has been examined and found free of any contagious diseases according to the International Health Regulation 2005”.  It must be signed by a medical doctor. This medical certificate is only valid for three months, so keep this in mind when scheduling your doctor’s and visa appointments.

The San Francisco and Houston consulates provide a template in both English and Spanish for the medical certificate. You can access it here. However, if you have any pre-existing conditions, please note that your doctor must sign a similar note simply without the last line.

You will also be required to provide proof of medical insurance while in Spain. Your Grant Authorization and visa certificate (both will be mailed to you by the Commission, likely in mid-September) are enough to prove that you will be medically covered while in Spain. You do not need to provide any other documentation as proof.

Criminal Background Check

U.S. citizens on stays of over six months (over 180 days) in Spain are required to submit a state police criminal background check from every state and country (with the exception of Spain) in which they have lived in the past five years as part of their visa application. The consulates require that the background check be legalized with the Apostille of The Hague Convention. Obtaining a state criminal background check and the Apostille is relatively routine, but it requires time, so you must begin this process early.

You will need to bring photocopies of the legalized (this means with the Apostille) criminal background check with you to your visa appointment, and you will keep the original to bring with you to Spain. Make sure that you get the original back as you must bring it with you to Spain.

Although both state and FBI criminal background checks (“Identity History Summaries”) are accepted, the one you choose to request will depend on your personal situation. If you have lived in only one state in the past five years, you should request a state criminal background check. If you have lived in two or more states in the past five years, you should request an FBI Identity History Summary electronically (processing time as of August 2020 was 3 to 5 business days upon receipt of the fingerprint card + additional time for mail delivery). Do not submit an Identity History Summary request to the FBI via the mail as processing time as of August 2020 was 2-4 weeks + additional time for mail delivery. Please note that some states do not issue fingerprint-based criminal background checks and some consulates only accept FBI Identity History Summaries.

Getting Fingerprinted

In order to request a background check, either a state police report or an FBI Identity History, you must get fingerprinted. Fingerprinting can be done at your local police department or by a private company that has contracted with the state. Some cities/states now use live scan/electronic fingerprinting, whereas others still use an ink-based system. Simply Google “fingerprinting [insert city name]” and read about your city- and state-specific process and how to set up an appointment. Please note that there is a fee associated with the fingerprinting service, regardless of whether it is digital or on paper, and regardless of where you get it done.

If you are currently at college or university — this particularly applies to out-of-state students — check if your campus police department does fingerprinting because this is usually the most convenient and economical way to get fingerprinted.

If you will be requesting the FBI Identity History Summary, the process is very similar but you must use the FBI’s standard fingerprint form (FD-258), though it can be submitted on normal white paper stock. You must submit a physical copy of your fingerprints to the FBI (even when submitting an electronic request) in order to get the FBI background check. It is important that your fingerprints be legible as the FBI sometimes returns requests if fingerprints were not taken properly. If this happens, you must get fingerprinted again, so we recommend having your fingerprints taken by a fingerprinting technician. You will find detailed information about the fingerprints you must submit on this page: https://www.edo.cjis.gov/#/ under Step 3, “Submit Your Fingerprints.”

There are 81 U.S. Post Offices at which you can get fingerprinted and submit your fingerprints electronically as part of your FBI Identity History Summary request. If you plan to get fingerprinted at one of the participating Post Offices, you must complete your application and payment electronically prior to your fingerprinting appointment. Please note that many of these Post Offices require pre-registration, so you should call ahead to ascertain your Post Office’s specific requirements and procedure, as well as the fees. Please note that the Fulbright Program does not provide any additional funds for any aspect of the visa process. Alternatively, if you choose not to use a U.S. Post Office location to submit your fingerprints electronically, then you may still mail your completed fingerprint card, along with your confirmation email, to the address listed on your confirmation email.

State Criminal Background Checks

State criminal background checks are handled by each state’s Department/Division of (Criminal) Justice (the name varies slightly in each state), so the process can vary greatly from state to state. Perform a few Google searches (“criminal background check [insert your state here]”), peruse your DOJ’s website, and/or call the DOJ directly. Calling is often the easiest way to ascertain your state’s requirements because the person on the other end can walk you through the exact steps for your state and maybe even give you tips for completing the process more quickly. Please note that the Commission does not have specific information about each state’s procedure.

At some point you will need to complete a background check request form that is fairly self-explanatory. Some states now do the majority of this process electronically, while others still require that you send in the form by mail. Regardless, make sure you indicate on the form that you need the background check to be later legalized with the Apostille of The Hague.

At least one state, Arizona, does not issue state background checks. Check with your state’s DOJ to ascertain the situation in your state. If state background checks are not issued, you will have to request the FBI check. Again, this may also be true if your state does not issue fingerprint-verified background checks (for example, Iowa, Kentucky, and Massachusetts), so be sure to check your consulate’s specifications. Please also note that as of August 2020, the Spanish Consulate in Chicago only accepts FBI background checks.

FBI Background Checks

The Commission strongly recommends you request an FBI Identity History Summary if you have lived in two or more states in the past five years. This will be the case for many of you as most of you have your permanent residence in a different state than that of your college or university.

As mentioned above, you should request an FBI Identity History Summary electronically (https://www.edo.cjis.gov/#/, $18 and processed in 3-5 business days upon receipt of fingerprint card). The PDF you will receive electronically can be printed out and mailed in to the DOS for the Apostille so you do not need to request a “hard” (paper) copy, though you may of course do so. Do not submit an Identity History Summary request to the FBI via the mail as processing time as of August 2020 was 2-4 weeks + mailing time. Please note, however, that even if you submit your request electronically, you will still need to mail in your FBI standard fingerprint form (FD-258).

If you request an FBI check, you will also need the Apostille of the Hague Convention from the U.S. Department of State in Washington, D.C. (though the mailing address is in Virginia), which will lengthen the entire process (in summer 2020 it took up to five weeks for grantees to receive the Apostille). See the section below on the Apostille for more information.

If You Have Lived Abroad

If you have lived abroad for any amount of time during the past five years, you should check with the police authority of that country in order to request a background check. However, if you have participated in a study abroad program (under 6 months), it may not be required by your consulate. Be aware that, if you have a visa affixed to your passport from any country from the past 5 years, it is very likely that you will have to request a background check from that country. Please note that such background checks must also be legalized with the Apostille of the Hague Convention (assuming the country in question is a signatory of that agreement). While the Commission cannot guarantee the veracity of information on this website, grantees in the past have found this page on Canada’s official government website to be very helpful: https://www.canada.ca/en/immigration-refugees-citizenship/services/application/medical-police/police-certificates/how.html.

Translations

Some consulates also require that the background check(s) and Apostilles be translatied by an official (called “sworn,” “certified,” or “legal”) translator (traductor jurado). You can access the MAEC’s official list of translators here: http://www.exteriores.gob.es/Portal/es/ServiciosAlCiudadano/Documents/Listado%20actualizado%20a%2019%20de%20noviembre%202020.pdf (those in the U.S. begin on page 616).

Any family members accompanying you to Spain as an official dependent (usually, a spouse and/or minor children) will also need to complete their own student (dependent) visa application (the nomenclature varies slightly between consulates), which will be related to the grantee’s long-term student visa, and provide all the required accompanying documentation. This means that, although they can be on the same day as your appointment, you must book separate visa appointments for each dependent.

For the 2020-2021 academic year, the Commission is providing all official dependents with Sanitas health insurance. The justificante (certificate) you will receive from your main contact at the Commission for each accompanying dependent must also be included with the student dependent visa application. As this document is issue in Spanish it does not need to be translated.

Non-U.S. citizens must provide evidence of legal residence in the U.S. (plus the indicated number of copies of their resident card) in order to apply for their visa at a Spanish Consulate in the U.S.

Spouses

The following are commonly required for spouses (in addition to all of the other documentation required for a student visa for up to 180 days):

• The original and the indicated number of copies of a marriage certificate. This “new original” must be requested no earlier than a few months before your visa appointment; check your consulate’s website for the validity of this document (usually 6 or 3 months). Once you have the “new original” of your marriage certificate, you will need to get it legalized by the Apostille of the Hague, which you must request from the Secretary of State of the state in which you were married. (If you were married in a country other than the U.S., you must follow the requirements for that country to get a new original of your marriage certificate and get it legalized with the Apostille of the Hague, or equivalent authentication if the country in which you were married is not a signatory of the Hague Convention. Please contact the Commission immediately if this is your situation.) Some consulates also require an official (called “sworn,” “certified,” or “legal”) translation (traducción jurada). You can access the MAEC’s official list of translators here: http://www.exteriores.gob.es/Portal/es/ServiciosAlCiudadano/Documents/Listado%20actualizado%20a%2019%20de%20noviembre%202020.pdf (those in the U.S. begin on page 616).
• Sometimes, a bank statement and the indicated number of copies of the previous year’s tax return are also requested, though this is not common.

Note: Spouses may be able to complete a power of attorney and not have to go in person to the consulate. Check with your specific consulate to see if this is an option. However, you must make a separate visa appointment (if required at your consulate) for your spouse.

Minors (Under 18 Years Old) & Minors Traveling with Only One Parent

Generally speaking, birth certificates, legalized by the Hague Apostille, are required for children in addition to the documentation normally required for a student visa for up to 180 days. Check your consulate’s website for the validity of this document (usually 6 or 3 months) and to ascertain whether or not an official (called “sworn,” “certified,” or “legal”) translation (traducción jurada) is required. You can access the MAEC’s official list of translators here: http://www.exteriores.gob.es/Portal/es/ServiciosAlCiudadano/Documents/Listado%20actualizado%20a%2019%20de%20noviembre%202020.pdf (those in the U.S. begin on page 616).

Note that in an effort to prevent international child abduction, many governments have instituted procedures at entry and exit points, including requiring documentary evidence of relationship and permission of the parent(s) or legal guardian(s) not present for the minor child’s travel. Please obtain the necessary information if this is your case.

Any Fulbright grantee who intends to bring a minor child on the grant without the child’s other legal parent or guardian must also send a notarized letter from the other parent or guardian to the Program Officer in the corresponding U.S. cooperating agency (IIE or CIES) and to Katherine Matles, U.S. Program Officer of the U.S.-Spain Fulbright Commission, authorizing the grantee to take the child out of the U.S.

Remember that although it/they can be on the same day as your appointment, you must book separate visa appointments for each child.

The “International Hague Apostille” (Apostilla de la Haya) is a seal used by many countries to recognize each other’s official documents as legal, according to an international agreement among those nations (including Spain and the U.S.). Any document that you are required to present to a Spanish Consulate at the time of your visa application, or to an official in Spain, such as your criminal background check, a birth certificate, marriage license, children’s academic records, a diploma, or transcript, will likely be required to bear this seal.

The Apostille is issued by the state in which a document was issued. For documents issued in the U.S., the seal may be obtained from the Secretary of State of the issuing state, or from other competent authorities. See the complete list of competent authorities in the U.S. on the Hague Convention website: www.hcch.net/index_en.php?act=authorities.details&aid=353 (please note that some of the links are outdated, but searching “[your state] Apostille” or [your state] authentication” should bring you to the correct website).

If you requested a state criminal background check, you must mail in your background check, a form requesting the Apostille specifying that it is needed to obtain a student visa from the Spanish consulate (the country does matter), and the required fee, and your Secretary of State will attach the Apostille and mail it back to you. Some states provide expedited services, usually for a fee, and others allow applicants to go in person. Be sure to search the specifications for your state(s).

For the FBI background check (or any federally-issued document) you will need to request your Apostille from the U.S. Department of State. Please check here and here for more information. If you are running out of time (it can take a little over a month to receive the Apostille back via mail), there are channelers that can expedite this process. However, these channelers can be extremely expensive so we urge all grantees to get fingerprinted and request their background check(s) as soon as possible (though no earlier than 90 days prior to your visa appointment). If you think you might need to use a channeler for an Apostille from the DOS, please contact the Commission as soon as possible.