Visa Support Guidelines for International Students

This SOP applies to all members of the admissions team, community engagement team, registrar’s office, and any approved external recruitment agents. It covers every stage of the student visa process, from the first parent inquiry through to visa issuance, guardianship arrangements, renewals, and communications with agents and parents.

Our visa support program is available to international students under the age of 18 who are coming to Vietnam for the purpose of study. The recommended visa type is the DH Visa (student visa), which can be issued for up to 12 months and may be either single-entry or multiple-entry. The multiple-entry DH visa is ideal for students who may need to travel during the school year.

DH visas cannot be extended; once they expire, a new application must be submitted each year. For this reason, admissions should set reminders for families in advance. Families are strongly advised not to enter Vietnam on a visa exemption or tourist visa, as these options require students to leave the country before converting to a student visa.

If parents are not relocating to Vietnam, they (or their appointed agent) must legally appoint a guardian who resides in Vietnam. The school does not provide boarding facilities, but the admissions team can provide advice on guardianship requirements.

The following section is provided to help staff understand the main visa categories relevant to international students and their families:

• DH (Student Visa): This is the standard visa for students admitted and/or enrolled to ISHCMC. It is valid for up to 12 months and can be single- or multiple-entry. Families must apply for a new DH visa each year, as extensions are not possible.
• TT (Dependent Visa): This visa is issued to spouses or children of foreigners who already hold long-term work or residence visas. It cannot be issued to parents of students who hold a DH visa.
• VR (Visitor Visa): Parents accompanying students can apply for a VR visa. It is valid for up to 180 days and must be reapplied for upon expiry. This visa type is not legally connected to the student’s DH visa.
• Tourist Visa: Short-term visitors may enter on a tourist visa, but these are only valid for 15–90 days. Students should not plan to study under a tourist visa, as it must be renewed every few months and cannot be converted unless the student by leaving and re-entering Vietnam.
• Business Visa: Parents exploring business opportunities in Vietnam may apply for a business visa, valid between 90 and 180 days, which may be renewable. This could be an option for parents who wish to remain in Vietnam while their child studies.

If a student is under 18 and parents are not relocating to Vietnam, the family must appoint a legally recognized guardian in Vietnam. Guardianship is governed by the Civil Code 2015 and Civil Status Law 2014. Parents must formally request this arrangement, and only one legal guardian can be appointed for each child. The guardianship must be registered with the Commune People’s Committee where the guardian resides. The process usually takes five working days after documents are submitted. Required documents include the guardianship registration form, a parental request letter, and the guardian’s identification or residency papers.

Staff should be prepared to explain this requirement clearly to families and connect them with trusted immigration or legal service providers if needed (see section J for list of providers).

The following steps outline the process for both new and current students applying for a DH visa:

Request for Support: Parents or their authorized recruitment agents contact the school to request assistance with the student visa process. New student VISA requests can be requested at any stage of the admissions process and should be directed to the admissions team. Returning student VISA requests should be directed to Community Engagement team.

School Response: The admissions or community engagement team responds with an email outlining the visa process, required templates, and estimated timelines. This email also includes a parent-facing checklist of required documents and estimated costs, as well as contact details for vetted immigration service firms. Families should also be directed to the school’s website landing page or guidebook for centralized visa-related resources (to be created in 2025).

Visa Sponsorship Letter: Once a student has been admitted or enrolled, the Admissions or Community Engagement team works with the Registrar to obtain the school-issued documents and the student forms that are part of the student’s visa application. The team then works with the Country External Affairs Manager to prepare the official visa sponsorship letter and issues it to the parents or authorized agent.

Document Submission: Parents and their chosen agent compile all required documentation and submit it to the Immigration Department. The school provides the Statement of Enrollment (SOE), the Visa Sponsorship Letter, and the Student Study Plan. Parents and agents are responsible for completing and submitting the full application.

Progress Tracking: The Admissions team or Community Engagement team maintains ongoing communication with the parents and their chosen service firm to monitor progress. This includes confirming visa approval, recording the expected arrival date, and coordinating onboarding procedures. For new students, the Admissions team should update the CRM system once a visa is confirmed. If for some reason the student VISA is rejected, the school can provide a refund of the admissions fee to the family.

Annual Renewal: Since DH visas cannot be extended, the Community Engagement team must remind families at least 60 days before the visa expires. Renewals follow the same process as new applications and require all documentation to be resubmitted.

Cancelled or Withdrawn Enrollment: In the case of a student is granted a DH VISA sponsored by ISHCMC but then cancels their enrollment or chooses to withdraw during the school year, then we must inform immigration that the student is no longer studying at our school, and we are withdrawing our sponsorship.

The following table summarizes the required steps, responsible parties, documents, and expected timelines:

Total Estimated Processing Time: Approximately 8–12 working days (excluding delays due to incomplete documents or embassy workload).

To apply for a student visa, parents must prepare the following:

• A valid student passport.
• Passport-size photos.
• The Admission Letter/Statement of Enrollment provided by the school.
• The Visa Sponsorship Letter provided by the school.
• A Student Study Plan provided by the school.
• Guardianship documents, if applicable.
• Completed visa application form NA5.
• Payment for official visa fees and service provider fees.

Estimated Official Visa Fees:

• Single-entry visa: USD $25.
• Multiple-entry visa valid up to 90 days: USD $50.
• Multiple-entry visa valid between 90–180 days: USD $95.
• Multiple-entry visa valid between 180 days and 12 months: USD $135.

Service provider fees range from USD $335 to USD $1,000 per visa, depending on the firm.

To ensure clarity, responsibilities are divided as follows:

• Parents: Responsible for providing the child’s documents, appointing a guardian if required, and making payments for service fees.
• Student Recruitment Agents: Responsible for guiding parents, assisting with paperwork, and liaising with immigration service providers.
• ISHCMC Admissions and Community Engagement Team: Accountable for preparing school-issued documents (SOE, sponsorship letter, study plan), responding to inquiries, updating CRM, and tracking visa progress.
• Immigration Service Providers: Responsible for formally submitting applications, ensuring accuracy, and providing status updates.

Roles and Responsibilities (RACI)

Legend: A = Accountable, R = Responsible, C = Consulted

• What if the visa is denied? Parents may reapply. Students may temporarily enroll under a tourist visa, but this is not recommended or sustainable. Escalate any denied cases to the Country External Affairs Manager immediately.
• Can my child travel in and out of Vietnam during the year? Yes, if a multiple-entry DH visa is requested during the application process.
• Can parents stay in Vietnam while their child studies? Parents cannot obtain a dependent visa linked to a DH visa. Options include applying for a VR visa (up to 180 days), a business visa, or a tourist visa. The parents may also get a temporary residence card if they qualify for that. These visas must be renewed or reapplied for as they expire.
• Do all students need a guardian? Yes, if parents are not residing in Vietnam, a guardian must be legally appointed and registered.
• How often must visas be renewed? DH visas must be reapplied for each year. Families should begin the process at least 60 days before expiry.

• Visa Sponsorship Letter Template
• Statement of Enrollment Confirmation
• Student Visa Toolkit / FAQs (EN, JP, CN, KR)
• Agent Contact List

This SOP will be reviewed annually or as needed based on changes in immigration regulations or internal procedures. Updates must be approved by the Head of School and Country Managing Director.