NSE Handbook
Exchange Policies
Incoming Students
The host coordinator is responsible for all procedures related to accepting and enrolling NSE students on the host campus.
17.1 Welcome to Incoming NSE Students
Within 5 days of acceptance, even before receiving the Placement Acceptance Form (PAF), the host coordinator must contact each incoming student with a general welcome, instructions and deadlines, and arrival information. Students should also be briefed on required processes and forms. Campuses are encouraged to maintain a dedicated webpage for incoming students; if unavailable, clear written materials must be provided via email.
See template emails in Section 17.23.
17.1.1 Enrollment and Admission
Eligibility determination is the home campus's responsibility. Host campus admissions procedures exist solely to establish student records, not to make admissions decisions. Each campus must determine the method by which students are admitted so they have a student ID number and can access computer systems (for registration, billing, etc) at the host campus. Some campuses use the PAF, some use a shortened admissions form, while others use the transfer admission application. Transcripts may be required to verify prerequisites. Admissions application fees should be waived whenever possible.
17.1.2 Enrollment Procedures
The host coordinator must distribute all required enrollment documents, forms, and deadlines to incoming students in a timely manner. Students should receive a clear timeline for expected communications regarding registration, housing, and orientation. Consistent communication at this stage is critical as uncertainty increases student anxiety and attrition.
Some campuses may require immunization and health records at this point. Consider accepting this information from the home campus to expedite the process.
Housing information, application procedures, and deadlines must be distributed promptly. Arrival instructions, orientation schedules, and relevant information about the campus region including cultural, geographic, and climatic details should also be provided.
Health insurance coverage is the student's responsibility. Some campuses may request proof of enrollment in a health plan, though NSE cannot mandate this.
Additional required documents may include an approved course list, a home campus financial aid award letter, or a paid tuition receipt for Home Pay students.
17.1.3 Classification or Enrollment Status
NSE recommends classifying incoming students as degree-seeking, matriculating students to ensure seamless access to campus services and registration. Separate database coding should be used to facilitate accurate billing, fee payment, and institutional tracking for both Home Pay and Away Pay students.
17.2 Placement Cancellation
17.2.1 By the Student
Students who cancel after accepting a placement must notify both the home and host coordinators in writing. The home coordinator is responsible for canceling the placement via their outgoing roster at NSE.org.
17.2.2 By the Institution
An accepted placement constitutes a binding exchange agreement for the term and dates specified on the PAF. The exchange may only be canceled if the student fails to maintain NSE eligibility or is deemed ineligible by either institution. The canceling institution's coordinator must notify the other campus, and the home coordinator must cancel the placement from the outgoing roster.
17.3 Academic Advising
17.3.1 Prior to Exchange
Upon receipt of the PAF, the host coordinator should immediately provide incoming students with the academic calendar, course catalog, and class schedules to facilitate home campus advising.
17.3.2 During Exchange
While students must work primarily with their home campus advisor, they may seek guidance from host campus academic offices regarding prerequisites, course options, and career development. Host coordinators should remind students to verify any such guidance with their home campus advisor.
17.4 Housing
On-campus housing is available at most NSE campuses, and some require students to reside on campus. When on-campus housing is unavailable, coordinators should provide information to students about finding suitable off-campus options. Students who choose to live off campus do so at their own discretion and risk.
The host coordinator is responsible for distributing housing requirements, applications, and deadlines to incoming students. Early deadlines and priority systems must be clearly communicated.
17.5 Registration
The host coordinator is responsible for informing students of registration procedures and deadlines.
Where possible, NSE students should receive priority registration. At minimum, they should register alongside degree-seeking students of equivalent class standing. A small number of NSE campuses only allow NSE students to register “after campus students.” The host coordinator should actively support students through the registration process, including resolving prerequisite issues and obtaining course permissions. Direct access to the registration system is strongly recommended.
17.6 Course Access
Course availability cannot be guaranteed. Students must meet all host campus prerequisites and are encouraged to register promptly and remain flexible. All campuses must keep the "Academics" tab of their campus profile current with any departments or courses limited/restricted or closed to incoming NSE students.
17.7 Tuition and Fees Payment
17.7.1 Away Tuition Payment
17.7.1.1 Tuition
Away Pay students are assessed tuition and fees at the resident (or in-state) rate by the host campus and they do not pay tuition to their home campus. A dedicated matriculation code is recommended to ensure correct billing.
17.7.1.2 Room and Meals
On-campus room and meal costs are paid directly to the host campus.
17.7.1.3 Other Fees
Away Pay students are responsible for course-specific and personal fees such as parking, lab supplies, bus passes, and field trips, as well as any miscellaneous fees listed on the campus profile.
17.7.2 Home Payment
17.7.2.1 Tuition
Home Pay students pay tuition and fees to their home campus. A separate matriculation code should be used to ensure the host campus billing office does not assess tuition or fees.
17.7.2.2 Room and Meals
On-campus room and meal costs are paid directly to the host campus.
17.7.2.3 Mandatory Fees
Mandatory fees are generally assessed by the home campus; the host campus should waive them.
17.7.2.4 Other Fees
Home Pay students are responsible for course-specific and personal fees, as well as applicable miscellaneous fees listed on the campus profile.
17.8 Releases, Waivers, and/or Hold
Harmless Agreements Member institutions should use release forms, waivers, and/or hold harmless agreements to manage liability risk related to exchange. These documents establish a contractual agreement that may protect the institution from liability arising from the student's own actions or those of third parties. See Chapter 21 for additional guidance.
17.9 Financial Aid
Financial aid awarding and disbursement is the home campus's responsibility. See Chapter 14 for details.
Since the financial aid disbursement calendar of the home campus may not align with the billing calendar of the host campus, it is helpful to offer NSE students a payment deferral or extension until their financial aid has been disbursed.
17.10 Orientation
17.10.1 Written Materials
Prior to arrival, the host coordinator should provide students with information covering the academic, social, geographic, and cultural environment of the host institution and surrounding area.
17.10.2 Arrival
Students must receive clear instructions for reaching campus from major transportation hubs. Coordinators may, at their discretion, arrange transportation upon arrival.
17.10.3 On Campus Orientation
A group orientation should be held before the first day of classes. It should cover academic regulations, financial obligations, the student code of conduct, NSE policies, and practical information such as campus ID procurement, transportation options, and key campus services. Regional and cultural considerations, including health, safety, and disaster preparedness, should also be addressed. All verbal information should be reinforced in writing. Institutions may invite returned exchange students to assist with orientation.
See template Welcome/Orientation Manual in Section 17.23.
17.11 Culture Shock: Adjusting to New Environments
Some students struggle to adjust to a new campus or regional environment, a phenomenon known as culture shock, which can manifest as disorientation, anxiety, or general dissatisfaction. Though commonly associated with international exchange, NSE students may experience similar challenges due to differences in institutional culture, policies, and procedures.
Early-term check-ins can help coordinators identify struggling students. Coordinators should encourage students to persevere and help them find constructive ways to adapt. In more severe cases, referral to campus counseling is appropriate.
17.12 Verification of Enrollment
Host coordinators must complete online enrollment verification for each hosted student by the campus census date, typically the end of the third week of classes. If enrollment changes after submission, an updated verification must be filed. Required information includes the student's name, current address, phone number, email, academic term, and credit load.
Disclosure of this information is permitted under FERPA, provided it is shared only between the home and host institutions.
Timely verification is critical for financial aid disbursement, particularly for Home Pay students. Home coordinators should forward verifications to their financial aid office immediately upon receipt. Delays in verification may prevent students from meeting financial obligations.
17.13 Academic Standing and Changes in Enrollment Status
17.13.1 Academic Standing
Students must maintain good academic standing as defined by the host campus. The host coordinator may cancel subsequent exchange terms for students who fail to meet these standards and must notify both the home coordinator and the student. Home campuses with higher GPA requirements may also cancel subsequent terms; in such cases, the home coordinator is responsible for notifying the host coordinator and student.
17.13.2 Enrollment Status
NSE students must maintain full-time enrollment throughout the exchange. The host coordinator must notify the home coordinator of any drop below full-time status or complete withdrawal, including the withdrawal date and last day of attendance. Changes in enrollment status may affect financial aid and must be reported to the home campus financial aid office for Home Pay students.
17.14 Rules and Regulations
While on exchange, students are governed by host campus policies, including academic standards, housing obligations, financial deadlines, registration procedures, and codes of conduct. The host coordinator is responsible for ensuring that all students receive clear, written documentation of their rights and responsibilities.
17.15 Medical or Other Emergency
In the event of a medical, personal, or other emergency, the host coordinator must immediately notify the home coordinator, NSE-HQ, and the emergency contact listed on the PAF, in accordance with host institution policies.
17.16 Disputes, Claims, or Pending Legal Action
Coordinators must notify NSE-HQ of any potential disputes, legal inquiries, or student claims regarding program services. All related conversations and correspondence must be documented and copies submitted to NSE-HQ.
17.17 Financial Matters
Home and host campuses must work collaboratively to resolve student debts incurred during the exchange. Outstanding financial obligations to either institution, including tuition, housing, meals, equipment, loans, or library fines, may result in canceled registration, disenrollment, or withholding of transcripts and diplomas until resolved.
17.18 Extending the Length of Exchange
The maximum exchange period is one full calendar year (two semesters or three quarters plus a summer session). Extensions beyond this at the same campus are prohibited.
Single-term extensions within policy limits may be arranged between home and host coordinators through the online placement portal. No additional application fee is required for same-year extensions; a new fee applies if the exchange extends into a new academic year.
17.19 Student Activities
Host campuses are encouraged to organize welcome activities that connect incoming students with peers, NSE staff, and campus personnel. Off-campus excursions highlighting regional culture and geography are also recommended. An NSE activity fee may be charged to help fund such programming.
17.20 Refunds
The NSE application fee is non-refundable. Students must adhere to the tuition and housing refund policies of both the home and host campuses, as applicable.
17.21 Exit Interview
Host coordinators should conduct group or individual exit interviews with departing students. Online or written survey formats are encouraged. Student feedback provides valuable insight for program evaluation and service improvement.
17.22 Transcripts
The host coordinator should inform students of institutional transcript request procedures. Students are responsible for sending academic and financial aid transcripts to their home campus.
17.23 Templates and Resources
Template: NSE Welcome/Orientation Manual