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How to contact a university about visa information

Happy Asian female student in London

As an international student, it could be difficult to know where to go and find visa information. You may be navigating a new culture and country, and you may come across some language barriers. You might feel overwhelmed by deadlines, new terminologies, and having to provide all the necessary supporting documents. However, the potential challenges should not put you off. Studying in the UK will help you expand academically. You will be able to see things from fresh perspectives, meet new friends, and have lots of wonderful experiences. In this article, we have put together some tips on how to contact your university for key information on visas, who to talk to, and what to ask for.

How to get started?

To get started, you might like to check if you need a visa. For more information, please take a look at the gov.uk website. Generally speaking, if you are an international student of 16 years or over, and you want to study a course at higher education level in the UK lasting longer than six months, you would be likely to need to apply for a student visa.
After applying to your preferred university/ universities, you would receive an unconditional offer (if being successful). You will be provided with a document called Certificate of Acceptance of Studies (or CAS). For your CAS, you may need to give essential information such as evidence of your finances and English language proficiency.

Who can I approach for more information?

The UK university you are applying to should have a visa office. Take some time to look at the university’s website and search for visa and immigration information. If you have applied to different universities, you would need to look at their requirements (e.g. English language evidence) as these may be different. You might find that the university offers not only phone and e-mail support but also virtual appointments. As the visa application process can be complex, it is best to start researching for information as early as you can. Universities generally have a number of visa advisers to help. They may also be called visa compliance officers, visa support officers, student immigration compliance & advice officers etc.  Many universities offer online information sessions to give candidates more information on the visa process. These may take place via Zoom or any other virtual platforms.

If English is your second language, you may find it easier to have a virtual appointment, as opposed to speaking on the phone. Once you have done your research on the UK government’s website, you might like to put together a list of your questions. When talking to an adviser, do clarify any questions which are not clear to you. If the person you are talking to speaks too fast or uses some jargon which you do not understand, do ask them to explain again what they have said. There are a range of different accents in the UK which could be challenging for non-native speakers to tune into. If you struggle with understanding your adviser’s accent, you could ask them to slow down slightly. To make sure that your adviser understands your questions, do ensure that you articulate clearly. Remember to take notes when attending any information events or 1-2-1 appointments.

You can start the application process 6 months before your course begins. Once you have had your student visa application approved, you will need to receive a Biometric Residence Permit (BRP) card. BRP is an official identification document which indicates your visa expiry date and your visa conditions.

What questions do I need to research?

Here is a list of questions you might like to research and ask clarifications on:

  • Do I need to be in my home country to apply?
  • What is the cost of the application?
  • Can I bring family members on a student visa?
  • What kind of financial evidence do I need to prepare?
  • How can I prove my English skills?
  • How long would the visa processing last?
  • What type of supporting evidence is needed for my visa application?
  • Would I need to attend a credibility interview and how do I prepare for it?
  • Do I need an Academic Technology Approval Scheme (ATAS) clearance?
  • What if my application is delayed?
  • What happens after my visa application?
  • Can I stay in the UK after graduating?
  • What are my responsibilities once I arrive in the UK?
  • Am I allowed to work in the UK with my visa?

What are some of the challenges I may encounter?

Here is a list of issues you may come across:

  • Insufficient research and no understanding the visa requirements
  • Lack of financial evidence to prove that you can live in the UK for the duration of your studies
  • Your visa can be refused
  • Your visa can be considered invalid
  • You may have provided incorrect information
  • Lack of time management and not meeting timelines

In the event of any issues with your visa application (e.g. visa refusals), it is best to get in touch with the university’s visa and immigration office as soon as you can and ask for some guidance. Visa regulations may also be subject to change, and it is important that you use current and credible information for your research.

The visa application process can feel overwhelming at times. The best strategy is to do lots of research and also ask for clarifications. If you feel overwhelmed, you might like to try spending 1 hour every day on your research. This may include making a phone call to the university’s visa office, scheduling a virtual appointment, attending a visa information event or reading credible websites on the application process. Once you get into the flow of collecting information, you will gain momentum and you will develop lots of useful knowledge. You could also take notes electronically (using MS Word) or by using a notebook and a pen.  Once you have received your visa, the experience of your academic studies will outweigh any challenges you may have faced during the visa application process.

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Henrietta Nagy

Henrietta Nagy is a seasoned portfolio worker with over 10 years’ experience in the UK education sector. Henrietta writes educational content, designs academic courses, delivers university lectures, mentors entrepreneurs, and provides career development coaching. One of Henrietta's recent organisational clients is the Oxford University where she has facilitated over 100 hours of learning events. With 9 years of higher education studies internationally (including an MBA), she has worked with CEOs, academics, scholars, managers, women entrepreneurs, academic administrators and other consultants.

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