French Visa Process Design Challenge

As a college student that has always dreamed of studying abroad in Europe and seeing so many others doing it, I thought it was so easy! I really thought you just pick where you want to go, pay for your program, and you’re set. I was totally WRONG. Flat out wrong. I had so many unanswered questions and decisions I had to go back and forth on, sleep on, cry about, etc.
One part of the study abroad process is applying for a visa. As a U.S. citizen staying in France for more than 3 months, I needed to obtain a visa. The visa application requires various paperwork and paying attention to every single detail is crucial for each required paperwork.
Goal
From this experience, I wanted to create a list of actual tasks each requirement the visa process requires to ease this process for future study abroad students.
Process
Going through the visa process myself, I learned the following:
- I learned that each requirement the visa office provides required various sub steps that are not explicit on the requirement paper to completely check off one requirement as done.
2. I also learned that each requirement is complex on its own so no requirements can really be lumped together in a category.
3. I realized I kept rewriting my checklist in various places. I wrote everything I needed through checklists in Evernote, Do it Tomorrow, and also on paper. In the end, I reverted to hand writing the checklist and realized that a paper version of the checklist worked best.



What the Final Design Should Solve
- Detailed Sub-steps to Fulfill Each Requirement
For the design, I wanted to make sure every little step was highlighted. For example, the proof of financial means requirement is a statement from the Financial Aid Office stating how much aid you will have abroad and if you will meet a monthly amount ($820 each month) while abroad. The visa requirement just states this should be a paperwork you should have and how the letter should be worded. However, from the student’s perspective, obtaining this letter requires the student to visit the Financial Aid Office to request the letter, be in communication with the office, and go back to the office to obtain the letter.
Another example is the Application Form. I counted filling out a paper, printing, and making copies all as smaller sub-steps because I did not do all those steps in the same sitting. Usually they were all done separately and even filling out a form was a step towards finishing one of the requirements.
These sub steps were not communicated to the student anywhere and I wanted to present to students that this is how you actually obtain that piece of paperwork.
2. Each Requirement Having its own Space
I realized that each requirement is complex on its own. Some details may apply to one that may not apply to another paperwork. The design cannot simply put required paperwork together. So for the final design, each paperwork requirement has its own space with its own checklist.
3. A checklist on only one type of medium
I decided to create a checklist to check on my process for each paperwork. Since the requirement page the visa office provides does not have a space to check mark my progress, I reverted to writing all the requirements in Evernote. Evernote was a good way to quickly update and check on the list. However, as the sub-steps grew for each requirement, the page looked very chunky. In addition, the night before my visit to the visa office, I started to hand write and check off the sub steps as I completed each requirement. This was better than checking off from Evernote because you can put the paper checklist in the folder with all the required paperwork. In addition, you have the paper checklist in one hand to indicated your progress while printing out papers and putting them in your folder. From having my checklists through various mediums, I wanted to have one medium that a future study abroad student would utilize throughout their whole visa process.
Final Design


Checkmarks
Since I found that sub-steps were not explicit for the each visa requirement, I decided to have checkmarks for the each sub step and not each requirement.
Choice of Medium
As I mentioned before, I chose to stick with a paper version of the checklist. It was the last version of the checklist I used and the most effective. Students can have the paper checklist in their hands as they are printing out required paperwork. Going back and forth between tabs with a digital version of the checklist is not fun. Having a paper version also allows the student to put the checklist in their folder of required paperwork as well.
Sub-Step Wording
I wanted to be clear that each sub-step was a single action and a small step toward completing the process. Filling out a form, printing out paperwork, making copies are all separate steps because having to do all three steps at the same time was not likely for me. Usually what would happen is that I would fill out a form during the day, maybe print paperwork the same night, and make copies the next day.
I also indicated how many copies were needed for a paperwork requirement and which copies were for who. In addition, I wanted to indicate how to store each requirement. Some could be put into a bag and some into a folder to prepare for the visa appointment.
Color Inspiration
I utilized colors that reminds the audience of the French macaron colors.
Conclusion
I learned that nothing is easy. Whatever goal you have, you have to be organized and persistent everyday. Making small steps towards your goal is needed and those small steps are the sub-steps I had for each visa requirement.
If you would like to read about my tips for the visa process, please click here.
Thank you for reading! If you have any feedback to improve, please let me know :)

