Outgoing Students

The home institution coordinator oversees all outgoing exchange procedures, including program promotion, pre-exchange advising, applicant approval, placement, Placement Acceptance Forms (PAFs), advising agreements, tuition/fee billing (Home Pay students), financial aid release, and post-exchange credit processing.

15.1 Program Promotion and Publicity

Promotional methods vary by campus size and available resources but are essential to outgoing student recruitment. Common approaches include information sessions, class presentations, study abroad/away fairs, campus media, individualized outreach, and engagement with student organizations. NSE Headquarters (HQ) provides print materials, campus profiles, research tools, and a promotional library at NSE.org. Member campuses are encouraged to develop supplemental marketing materials.

15.2 Eligibility Criteria

Participation in NSE is a privilege. Member institutions may impose requirements beyond those listed below.

15.2.1 Eligibility Requirements

See Chapter 12 for student eligibility requirements.

15.2.2 Additional Requirements

Home Campus: May restrict participation by GPA, class standing, or major.
Host Campus: May impose higher GPA requirements, housing mandates, course or department restrictions, prerequisite requirements, or program-specific criteria (e.g., auditions, portfolios). Coordinators and students should review the ACADEMICS and CONDITIONS tabs of each campus profile carefully.
Language Proficiency:

Non-native English speakers exchanging to English-speaking campuses may be required to demonstrate English proficiency via certification test/interview (preferred) or TOEFL/IELTS equivalent.
Exchange to Puerto Rico: Spanish is the primary instructional language. Students without Spanish proficiency must be flexible in course selection; proficiency must be demonstrated through a campus test or interview.
Exchange to Quebec: French is the primary instructional language at the NSE campuses in Quebec. Proficiency requirements vary by campus; some offer French as a Second Language courses for non-proficient students.

15.3 Pre-Application Advising

The home coordinator assists students in evaluating personal readiness, program costs, academic goals, placement probabilities, and special needs.

15.3.1 Personal Readiness

Students should demonstrate maturity, adaptability, openness to new experiences, flexibility, and financial self-sufficiency before applying.

15.3.2 Financial Considerations

Students must fully assess all exchange-related costs before applying.

Tuition and Fees: Home Pay students continue paying home campus rates. Away Pay students pay resident-rate tuition to the host campus.

Room and Meals: Most NSE students reside on campus. Estimated costs are listed on each campus profile and are subject to annual increases of 5–10%. Off-campus students should budget for housing, food, and transportation.

Miscellaneous Fees: May include health insurance, application fees, NSE program fees, parking, housing deposits, and health service fees. Mandatory and optional host campus fees are listed on each campus profile. All fees are subject to change.
Other Expenses: Students should budget for the NSE application fee ($150), additional home campus fees, travel, books, supplies, local transportation, and contingency funds.

Financial Aid: Students should consult the home campus financial aid office early. FAFSA-based, state, and institutional aid may be available and recalculated based on the host campus Cost of Attendance (COA). Each campus’ official COA is linked from the tuition/fees section of each campus profile. Students may need to coordinate differing billing and disbursement timelines between campuses.
Additional Resources: Students are encouraged to save prior to exchange and maintain access to emergency funds. Work-eligible students (excluding cross-border U.S.-Canada exchanges) may seek employment, though it cannot be guaranteed.

15.3.3 Academic Calendar Differences

Credit conversion applies when exchanging between calendar systems:

1 quarter credit = 0.66 semester credits
1 trimester credit = 0.55 semester credits

Students exchanging for less than a full year between different calendar systems may face delays in degree progress and financial aid implications. A full-year exchange is strongly recommended in these cases.

15.3.4 Selecting Exchange Sites

Site selection should involve the home coordinator, academic advisor, financial aid officer, and family. Key resources include NSE.org campus profiles, institutional websites, course catalogs, NSE and host campus social media, and alumni contacts.

15.3.4.1 Exchange Goals:

Confirm the selected campus can meet the student's academic and personal objectives.

15.3.4.2 Campus Environment:

Consider institutional size, diversity, facilities, geographic setting, climate, proximity to urban or recreational areas, and available transportation.

15.3.4.3 Academic Fit:

Course registration is not guaranteed; students must meet host campus prerequisites. A flexible academic plan with two to three times the required number of courses is essential. Students with rigid course requirements should be advised to remain at the home campus. Students should review closed and limited/restricted programs on each campus profile and understand host registration timelines.

15.3.4.4 Special Opportunities:

Some campuses offer study abroad, honors programs, student teaching, RA exchanges, co-ops, or internships to incoming students. Early planning and additional application requirements may apply.

15.3.4.5 Accessibility and Accommodation:

Students with disabilities should assess whether prospective host campuses can meet their needs. Disclosure of disabilities on the application is strictly voluntary and must be accompanied by a non-discrimination statement. The institution's legal counsel should be consulted regarding appropriate language. Upon placement, students should identify needs on the PAF to facilitate reasonable accommodation.

15.3.4.6 Multicultural Opportunities:

Students are encouraged to consider campuses with demographics or cultural characteristics different from their home institution, including HBCUs, HSIs, AANAPISIs, and campuses in diverse communities.

15.3.4.7 Placement Probability:

Students should review placement likelihood at all selected campuses via NSE.org. For Priority Placements (early March), students should identify one first-choice and 2–3 alternates, including at least one "OPEN" campus on their preferred tuition plan. During Direct Placements (mid-March through late November), current availability and deadlines are visible on the website.

15.4 Role of the Home Coordinator

15.4.1 Coordinator Responsibilities

Pre-Application:

Establish application deadlines for Priority (mid to late February is recommended) and Direct Placements (rolling based on host campus deadlines is recommended, or May 1 for fall and November 1 for spring)
Provide application instructions (deadlines, etc) which will appear in your students’ NSE application portal: https://coordinator.nse.org/campus-profile/application-info
Market the NSE program through print, digital, and in-person channel
Advise prospective applicants on program details, campus selection, and placement probability
Recommend that students obtain support from family and academic advisors prior to placement
Direct students to the NSE website to begin the application process: https://nse.org/sign-up

During Application:

Monitor student application progress via your NSE App Portal: https://coordinator.nse.org/placements
Collect transcripts, recommendations, and financial documentation (if required by your campus)
Verify all eligibility requirements (NSE, home campus, and host campus) and confirm language proficiency where applicable
Ensure students understand all financial obligations
Determine placement priority when multiple students select the same campus
Requesting Placement:
Approve applications in the NSE Placement System
Ensure collection of the NSE application fee

Post-Placement:

Ensure all students complete and sign their PAF
Host a post-placement meeting/orientation
Advise students to follow all host campus instructions and deadlines
Assist students in securing academic advising agreements
Ensure students connect with home campus financial aid office to verify aid eligibility, revise their COA, and discuss disbursement

15.4.2 Communication

Coordinators must provide clear, written documentation of NSE policies, procedures, timelines, costs, eligibility requirements, and any required waivers or releases.

15.5 Application and Supporting Materials

NSE requires member campus use of the online application available to students at NSE.org. The NSE application collects basic student information including:

Student name and contact information
Emergency contact information
Academic term(s) of exchange
NSE campus choice(s) NSE tuition payment plan(s)
Housing preferences
Course preferences
Academic information (i.e. GPA, expected graduation, major, minor)
Application motives

Some NSE campuses also have their own application process or procedure. All application processes must comply with federal, state, and institutional Affirmative Action/Title IX guidelines and must not discriminate on the basis of gender, gender identity/expression, race, color, age, ethnicity, national origin, sexual orientation, religious affiliation, or disability.

To verify eligibility and preparedness for exchange, some campuses collect additional supporting materials (optional but recommended):

Unofficial transcript
Letters of recommendation
Essay responses (e.g., campus selection rationale, academic/personal goals, anticipated challenges)
Financial statement or financial aid report
Proposed academic program with advisor approval
Parental support letter (for dependent students) Optional disability disclosure with non-discrimination statement (legal counsel should review language)
Signed waiver permitting access to confidential student information

Application Fee: A non-refundable NSE application fee is assessed per applicant regardless of placement outcome or withdrawal. Some campuses assess an additional application/administrative fee. The NSE application is $150 and is billed to the student via emailed invoice after their application is approved by the home coordinator. (Contact NSE-HQ if you would prefer the application fee invoice be sent to the home campus.)

15.6 Financial Aid

The home campus is responsible for assessing financial need and awarding and disbursing all federally funded financial aid. See Chapter 14.0 for full financial aid policies and procedures.

15.7 Applicant Approval, Selection, and Ranking

15.7.1 Approval

The home coordinator verifies student eligibility at the time of application and again after the term preceding exchange (see Sections 15.2 and 15.9.4).

15.7.2 Selection

Selection may be made by the coordinator or a review committee. Clear, written selection criteria must be established. Relevant considerations include: alignment of goals with host campus offerings, adaptability, maturity, academic preparedness, language proficiency, financial readiness, and potential for personal and academic growth.

15.7.3 Ranking

When multiple students select the same first-choice campus, the home coordinator ranks them in priority order. The host campus may use this ranking when considering applicants.

15.7.4 Interviews

Interviews are recommended to assess student adaptability, flexibility, and readiness for exchange. Interviews frequently surface relevant information not captured in written application materials.

15.7.5 Priority Placements

Prior to Priority Placements in March, coordinators should meet with all applicants to review campus choices and confirm willingness to accept alternate placements. See Section 16.0 for instructions on advising for Priority Placements.

15.8 Placement

See Section 16.0 for instructions on Priority Placements, Direct Placements, and more.

15.9 After Placement

15.9.1 Placement Acceptance Form (PAF)

After placement, students will receive an email instructing them to complete their PAF. The PAF constitutes a binding contract for exchange, and the exchange campus, tuition plan, and exchange duration are designated on the form. It also provides an opportunity for the student to review the conditions for exchange prior to making the final commitment to participate. It must be signed, dated, and returned within the specified timeframe or the exchange may be canceled. Once signed, the PAF becomes visible to each coordinator via their rosters. Failure to maintain eligibility voids the placement. An exchange may be cancelled by the student or either campus; see Section 15.9.9 for instructions.

15.9.2 Post-Placement / Pre-Departure Meeting

Shortly after placement, a group (or individual) meeting should be held to celebrate placements and to remind students to sign their PAFs. Coordinators should prepare students for the transition to the host campus, including differences in rules, procedures, and timelines between home and host campuses. NSE course selection and credit approval, billing, and financial aid should be included in the meeting agenda. Information shared during this meeting should be available in writing for future reference. Host a meeting in March for Fall and Academic Year exchange students and another in October for students exchanging in the Spring.

15.9.3 Releases, Waivers, and Hold Harmless Agreements

Member institutions may use release and waiver forms to manage liability risks. See Section 21.0 for guidance on development and use.

15.9.4 Advising Agreement

Students must secure a written advising agreement, signed by the appropriate designated official(s) (i.e. academic advisor, departmental chair, registrar) before departing. The agreement should list all intended courses and how they apply to the student's degree program and should include at least twice the number of courses the student expects to complete to accommodate scheduling changes. Copies should be retained by the student, academic advisor, NSE coordinator, and records office.

See template in Section 15.10.

15.9.5 Home Campus Registration, Tuition, and Fee Payment

NSE recommends registering outgoing students in a holding course (e.g., NSE 495, 12–15 hours) to maintain active enrollment status and preserve financial aid and audit trail continuity. Upon return, host institution credits typically replace the holding course on the permanent record.

15.9.8.1 Away Payment

Students pay resident-rate tuition and fees to the host campus and should not be assessed tuition or fees by the home campus. Home campus enrollment should be maintained via a zero-bill NSE course, but with full financial aid eligibility, to satisfy federal financial aid consortium requirements. See Chapter 14.0 for full financial aid policies and procedures for Away Payment students.

15.9.8.2 Home Pay

Students pay tuition and mandatory fees to the home campus. Full-time enrollment must be maintained to enable timely disbursement of federally funded financial aid. Coordinators should negotiate waivers of incidental fees at the home campus where double-billing may otherwise result. See Chapter 14.0 for full financial aid policies and procedures for Home Payment students.

15.9.6 Financial Aid

NSE students should connect with their home campus financial aid office to verify aid eligibility, revise Cost of Attendance (COA), and discuss disbursement. See Chapter 14.0 for full financial aid policies and procedures.

See NSE budget form template in Section 15.10.

15.9.7 Placement Cancellation

Cancellation of an outgoing student cannot affect incoming exchange commitments. E.g., a campus cannot cancel an incoming placement if their outgoing applicant cancels. If student balance is required by a campus, the imbalance must be addresses the following year. The NSE application fee is nonrefundable as are fees/deposits already paid to either campus. Students should be informed of additional financial penalties for canceling their exchange.
By the Student: The student may cancel their placement via their student portal, but written notification must be provided to both home and host coordinators. Either coordinator may also cancel a student’s placement via their roster.

By the Institution: Placements constitute a binding contract and may only be canceled if the student fails to maintain eligibility. Timely notification and justification to all parties is required.

15.9.8 Length of Exchange

Students may exchange at a single institution for up to one calendar year (two semesters, three quarters, and/or a summer session). Extensions must be approved in writing by both coordinators and may not exceed a cumulative total of one calendar year at a single institution. Students wishing to remain beyond the eligible exchange period must apply for transfer admission to their host campus.
To change the length of exchange after placement, see Section 16.7 for instructions on how to shorten or extend an exchange.
15.9.9 Verification of Exchange Eligibility
Upon completion of the term preceding exchange, the coordinator must verify that the student continues to meet all eligibility requirements. If eligibility has lapsed, both the student and host coordinator must be notified promptly, and the placement may be canceled. The host campus is not obligated to honor placements for ineligible students.

15.9.10 During Exchange

Keep in touch with your students throughout the duration of their exchange. Share important information and reminders, including:

Home campus tuition payment for Home Pay students
Financial aid disbursement from home campus
Credit total requirements
Approval process for changes to course schedule
End of exchange reminder, including where to send their official transcript
Also ask for photos, videos, and quotes representative of their exchange to use for marketing purposes.

15.10 Templates and Resources

Template: Advising Agreement
Template: Hold Harmless Agreement
Template: Financial Aid Budget Form
Template: Post-Placement Email Communications

NSE Handbook

Exchange Policies