What is batch processing?
Batch processing is a guided process by WFU study abroad staff members to assist students in submitting their visa application.
During the designated batch processing dates and times, we will review your materials together with you and you will leave all of your visa application materials with us (requirements outlined below). We will attend an in-person appointment at the Washington BLS location for you. Once your visa is processed and stamped inside of your passport, one of the study abroad staff members will collect your passport on your behalf in Washington DC. Then finally, our office will mail it back to you to your noted address of preference. You will write out your desired return address during the batch process.
Please note:
During the designated batch processing dates and times, we will review your materials together with you and you will leave all of your visa application materials with us (requirements outlined below). We will attend an in-person appointment at the Washington BLS location for you. Once your visa is processed and stamped inside of your passport, one of the study abroad staff members will collect your passport on your behalf in Washington DC. Then finally, our office will mail it back to you to your noted address of preference. You will write out your desired return address during the batch process.
Please note:
- Incomplete applications WILL NOT be accepted. You will be asked to return to the office when you have all of the materials or submit your visa application independently.
- Typically, the batch visa submission process takes about 10-15 minutes for each student. If there is a line of students waiting to submit, you could potentially wait for up to an hour so make sure you allow yourself plenty of time for your submission. Pro tip if you want to beat the rush: Come in the morning! The morning is almost always our quietest time.
- Since documents need to be notarized (i.e. you have to sign them in front of a notary public), you must appear in person to submit your visa application materials. You cannot have a friend submit them for you.
When will batch processing occur?
Spring 2024 Spain Batch Processing:
April 23rd: Last Names A-F
April 24th: Last Names G-L
April 25th: Last Names M-R
April 26th: Last Names S-Z
Location: GPS Office in Reynolda 116
Time: 9am - 12pm and 1pm - 4pm (We will close for lunch from 12 - 1pm)
April 23rd: Last Names A-F
April 24th: Last Names G-L
April 25th: Last Names M-R
April 26th: Last Names S-Z
Location: GPS Office in Reynolda 116
Time: 9am - 12pm and 1pm - 4pm (We will close for lunch from 12 - 1pm)
Visa application materials to bring during batch processing days:
- Printed and completed National Visa Application.
- Instructions on how to fill it out can be found here.
- Write neatly in black or blue ink or you can type your responses electronically. It is important
- Your signed, valid passport.
- Remember that you will surrender your passport and be without it for several weeks.
- If your passport is not with you on campus, you can have it sent to our office. You will also need to send the tracking information on your mailed passport to [email protected] so we know to be on the lookout for it's arrival.
- Your WFU school ID.
- You are not surrendering this. We are just making a photocopy of it.
- Your driver's license or State ID.
- You are not surrendering this. We are just making a photocopy of it.
- 1 Passport-sized photograph.
- These can be done at most drug stores (CVS, Walgreens, etc.) or even in the study abroad office (Reynolda 116) - Fridays are the best days to do so. The cost is $15 (cash/check only) for four passport photos.
- Passport photos must be taken prior to batch processing submission days.
- Money order for $178 made out to the "Consular Outsourcing BLS Services Inc."
- We best recommend getting your money order from the post office. Personal money orders are NOT accepted. The WFU on-campus post office does NOT offer money orders.
- Do not sign the back of the money order. See below for examples on how to fill out your money order.
- Once sent to BLS, your money order is nonrefundable.
- **If you are a non US-passport holder, please speak with Christina Canon as your fee amount will be different
Affiliate program students will need to bring the following additional documents: (Please print single-sided and in color)
- Letter of Acceptance from your program provider.
- Health insurance letter from your program provider.
- Financial and Medical Guarantee letter from your program provider. **Please note: Some providers do NOT offer this letter. If not, you must show proof of funds equivalent to $700+/per month abroad. Detailed information can be found on the DC Consulate website. Students need to choose ONE of the following options:
- Student is supporting themselves
- Three most recent monthly bank statements, including the applicant’s full name and a final balance that covers the required minimum funds. The bank statements do not need to be translated into Spanish.
- Student's parent/guardian is supporting them
- Notarized letter from at least one of the applicant’s parents or guardians, in which they assume full financial responsibility for the applicant’s room and board. Suggested wording is found Here in a template letter.
- Notarized copy of the parent or guardian’s ID or passport
- Parent/legal guardian's three most recent monthly bank statements, which must include full name of party assuming financial responsibility and a final balance that exceeds the minimum monthly required amount per month of stay.
- Student receives 50% or more in financial aid from WFU
- A letter of financial support from the WFU Financial Aid Office. You will need to contact Elizabeth Sandy in Reynolda Hall 04. If the original documents are in English, a translation into Spanish must also be submitted. Please talk with our office on how we can set this up.
- Student is supporting themselves
- Your affiliate provider should also share information to help fill out your visa application form (i.e. "Address of educational establishment" or #26)
What does the study abroad office provide for me?
WFU program participants are provided with:
Affiliate program participants are provided with:
- Letter of Acceptance to your program
- International Health Insurance Letter
- Letter of Financial & Medical Guarantee
- WFU Enrollment/Registrar's Letter
Affiliate program participants are provided with:
- WFU Enrollment/Registrar's Letter
How to complete your money order:
See below for a visual of a USPS money order and a Western Credit Union money order example
- If you make a mistake on the money order, do NOT scratch it out with pen or use whiteout. Any form of alteration or correction will make it ineligible for cashing. If you make a mistake, you will have to get a new money order.
- We recommend keeping the receipt after purchasing your money order.