International Programs Document Guide for Schools

Three steps behind almost every document

Most international document requests come down to three steps, in this order. Not every document needs all three, so confirm requirements with the destination country's consulate and the host institution abroad.

1. Notarization. A notary verifies the identity of the person signing a document, such as a parent's consent letter or a school official's letter.
2. Authentication. An apostille or embassy legalization confirms the document is genuine for use abroad.
3. Certified translation. When the destination requires the document in its own language.

Minors on school trips abroad

Every student under 18 traveling with a school group, without a parent, should carry a consent letter signed by both parents or legal guardians.

• Consent letter. USA.gov advises that when a child travels with a guardian or alone, both parents should sign a letter stating that the child is traveling outside the country with a named adult with their permission (USA.gov). Include the student's full name and date of birth, trip dates and destinations, the chaperone's name and the parents' contact information.
• Notarization. A notarized letter is widely recommended and is easier for border and airline officials to rely on. Arrange it early, since both parents must sign in front of a notary.
• Supporting documents. Each student's passport, a copy of the birth certificate, and any custody or guardianship order.
• Destination rules vary. Canada recommends that children traveling without one or both parents carry a signed consent letter, and notes that airlines may ask to see one (Government of Canada). Some countries require their own forms, translations or an apostille on the letter.
• Translation. For non-English-speaking destinations, a certified translation of the consent letter can prevent delays at the border.

Students on semester and year programs

Long-term programs usually require a student visa, and visa files often include apostilled and translated U.S. documents with strict date limits.

• Common visa documents: an FBI background check with an apostille, a medical certificate, an enrollment or acceptance letter, proof of funds and, for minors, notarized parental authorization.
• Spain is a common example for Boston-area schools. The Spanish consulate in Boston requires a medical certificate for every stay over 90 days, translated into Spanish if written in English. For stays over 180 days, students 18 and older also need an FBI background check dated no more than six months before arrival, with an FBI apostille and a Spanish translation by a sworn or certified translator. For minors, parents' notarized travel authorizations must carry a Hague apostille (Consulate General of Spain in Boston).
• Academic records. Students continuing their studies abroad may need apostilled diplomas or transcripts.
• Plan backward from the appointment. Background checks, apostilles and translations each take time, and some documents expire.

High school semester, year-abroad and exchange programs

Minors on long stays abroad face stricter rules than on a one-week trip, and the parents' documents usually need an apostille and a translation.

• Parental authorization. Expect a notarized authorization signed by both parents or guardians, often naming the adult responsible for the student abroad. Spain's consulate in Boston requires a notarial act from the parents authorizing the minor's travel and identifying the person who will take charge of the student in Spain (Consulate General of Spain in Boston).
• Proof of relationship. The same consulate asks for the original and a notarized copy of the student's birth certificate, issued no more than 90 days before the application. U.S. documents must carry a Hague apostille and, where required, a Spanish translation. See our birth certificate apostille service.
• Traveling alone or with another adult. A notarized power of attorney signed by both parents, with an apostille, may be required when the student travels without a parent.
• Plan early. New birth certificates, two parents' signatures, apostilles and translations add weeks, and visa appointments for minors often need every document at once.

Faculty, staff, chaperones and teaching assistants

• FBI background checks are federal documents, so the apostille comes from the U.S. Department of State Office of Authentications, not a state office (U.S. Department of State). See our FBI background check apostille service.
• Translations can be specific. For researchers, Spain's Boston consulate requires the FBI record to carry the apostille and be translated into Spanish by a sworn or certified translator, and notes that the translation does not need an apostille (Consulate General of Spain in Boston).
• Professional credentials. Staff teaching or practicing abroad may need apostilled degrees, teaching licenses or license verifications.

Documents the school issues or signs

• Enrollment and good-standing letters for student visas, signed by a registrar or dean and notarized
• Program and acceptance letters confirming dates, housing and supervision
• Partnership and exchange agreements with institutions abroad
• Authorizations that let a staff member act on the school's behalf abroad
• Registrar-certified transcripts and diplomas

Massachusetts public documents and documents notarized in Massachusetts are apostilled by the Secretary of the Commonwealth's Commissions Section.

Families moving abroad with school-age children

Families relocating abroad often need K–12 transcripts, report cards and enrollment letters apostilled for the new school. Schools can point families to our guide on apostilling school records for families moving abroad and, for Spain, on homologación and convalidación of U.S. records.

Apostille or embassy legalization?

The destination country decides which process applies.

	Apostille	Embassy legalization
Used for	Hague Convention countries, such as Spain, Italy, France, Mexico and Japan	Countries outside the Convention, such as the United Arab Emirates and Egypt
Steps	One certificate from the issuing authority	Authentication, often by the U.S. Department of State, then the destination's embassy or consulate
Massachusetts documents	Secretary of the Commonwealth	Secretary of the Commonwealth, then further steps
FBI background checks	U.S. Department of State	U.S. Department of State, then the embassy
Typical timing	Days to a few weeks	Several weeks; varies by embassy

Countries join the Convention and change embassy procedures over time, so confirm the current route for each destination before you start.

Planning timeline

1. 3–4 months out: Confirm each destination's requirements with its consulate and the host institution. List every document needed for each student and staff member.
2. 3 months out: Order FBI background checks and any vital records. Watch date limits: some consulates require documents issued within the last six months.
3. 8–10 weeks out: Collect and notarize school letters and parental consent letters.
4. 6–8 weeks out: Submit documents for apostille or embassy legalization.
5. 4–6 weeks out: Order certified translations of apostilled documents where required.
6. Before departure: Give each traveler a folder with originals and copies, and keep scanned copies on file at the school.

Where to get help

• Massachusetts documents: the Secretary of the Commonwealth, Commissions Section.
• Federal documents, including FBI background checks: the U.S. Department of State Office of Authentications.
• Translators: the American Translators Association's free Language Services Directory.
• Destination requirements: the destination country's embassy or consulate, and the host institution abroad.

Requirements change. Confirm with the destination's consulate before acting. Schools are welcome to link to or share this guide.