NSE Handbook
Membership
NSE membership is open to regionally accredited, four-year colleges and universities throughout the United States, Canada, Guam, Puerto Rico, and the U.S. Virgin Islands.
8.1. Membership Process: Prospective Members
8.1.1. Eligibility
The following three criteria must be met by a prospective new member institution prior to initiating an application:
- located within the United States, Canada, Guam, Puerto Rico, and the U.S. Virgin Islands
- baccalaureate granting
- full regional accreditation
8.1.2. Evaluation Criteria
Criteria used to evaluate if an invitation will be extended to complete the application process include complimentary academic programs, unique programs, high interest locations (warm climate, beaches, mountains, urban, etc.), location in an under-represented geographic area, diverse student body, and research classification.
8.1.3. Obligations of Membership
The ability of an institution to meet NSE membership requirements and obligations is determined during a site visit from an NSE staff member. The applying institution must demonstrate that it will administer the program in compliance with the policies and procedures of the NSE Handbook, provide administrative and financial support for the program, and agree to send the NSE coordinator to the annual conference.
8.1.4. Membership Exploration
Prospective NSE campuses should become familiar with all NSE materials, policy, and procedural documents prior to applying for membership. Sources of funding for program development, membership fees, campus coordination, and conference attendance should be identified and committed.
8.1.5. Exploration with Campus Offices
It is essential for campus offices to be able to work within the policies and procedures of NSE including admissions, bursar, financial aid, and registration.
Administrative areas that should be involved in discussions regarding program implementation include academic affairs, academic advising, student services, international/study abroad, honors, multicultural affairs, and residence life.
8.1.6. Implementation Considerations
8.1.6.1. Tuition/Fee Payment and Tuition Reciprocity
See 3.2 Utilizing Tuition Payment Plans. The campus must determine which plans for fee payment and tuition reciprocity are appropriate and meet state and institutional guidelines. Most NSE members use both home and away tuition payment plans.
8.1.6.2. Financial Aid
Federally funded financial aid is applied for and disbursed from the home campus.
8.1.6.3. Exchange Parameters
Each participating campus determines the number of students it will send and receive, as well as the parameters related to the balance in numbers of outgoing and incoming students.
8.1.6.4. Academic Parameters
Students must be in good standing (academic, financial, social/behavioral) and have a minimum cumulative GPA of 2.5 (4.0 scale). Additional program requirements or qualifications may be imposed by the sending or receiving campus. Member campuses may also restrict, limit, or close programs to incoming/outgoing students.
8.1.6.5. Course Approval
Prior to registration at the host campus, students should develop an advising agreement with their home academic advisor and/or major department. NSE strongly encourages institutions to treat work completed on exchange the same as work completed on the home campus.
8.1.6.6. Registration
NSE suggests that outgoing students be registered in an NSE specific course (i.e., NSE 450 for 12 or 15 hours). When the student returns from exchange, work completed at the host institution replaces the NSE course on the home institution's permanent record.
8.1.7. Key Questions
Prospective members should address the following questions in consideration of National Student Exchange membership:
- Which campus unit should house the NSE program?
- Who will serve as coordinator?
- What levels of administrative review are necessary for membership approval?
- Can the decision to participate in a tuition reciprocal exchange program be made at the campus level or does it require approval from trustees, state coordinating bodies, or legislative action?
8.1.8. Funding and Budget
A budget for administering the National Student Exchange program should include annual membership fee, annual conference attendance, postage, program promotion, student or clerical assistance, and site visit.
NSE provides a reasonable supply of promotional materials as part of the annual membership fee. Most member campuses assess a student application fee which exceeds the amount required by the consortium to assist in the cost of program administration.
8.1.9. Annual Conference
Prospective members are strongly encouraged to attend the annual conference in the fall including the NSE Professional Institute (NPI) for prospective members and new coordinators.
8.2. The Preliminary Application
8.2.1. Campus Procedure
When the decision to pursue membership has been made, the institution communicates its interest to the National Student Exchange by submitting a Preliminary Membership Application.
8.2.2. Submission Deadline
Preliminary Membership Applications may be filed at any time.
8.2.3. Evaluation Criteria
The three evaluation criteria in Section 8.1.1. must be addressed carefully and completely in the Preliminary Membership Application. The application will be reviewed by the consortium.
8.2.4. Consortium Procedures
When the Preliminary Membership Application is received, it will be forwarded to the NSE Council and coordinators in the region of the applying campus. A summary of comments and a membership recommendation will be shared with members of the Council. A favorable vote by a simple majority of the Council constitutes official approval for membership. In case of a tie, the President shall cast the deciding vote. When approval to continue the application process is received, the applying campus will schedule the consultation site visit. If approval is not provided, the applying campus may wish to resubmit an application at a future date in consultation with the President.
8.2.5. Consultation Visit
An on-campus site visit by the President and/or Vice President is required as part of the application process. This visit determines institution readiness to implement NSE and assists the institution to identify support and establish appropriate policies and procedures. The campus must demonstrate adequate support for the program. A schedule for the site visit can be found in the Information for Prospective Members publication.
8.2.6. Membership Approval
Membership is final when the following materials have been received:
- signed NSE Membership Agreement
- reimbursement for on campus site visit (airfare and hotel)
- annual membership fee and new member application fee
- 8.2.7. Initial Responsibilities
Following the consortium's approval of membership, the new member institution shall:
- submit photos and campus information to create an online campus profile on NSE.org
- develop policies, procedures, and applications materials
- complete training with NSE staff
- review online resources for coordinators at NSE.org
- make preparations to attend the annual conference and the NSE Professional Institute (NPI)