NSE Handbook

22.1. Transcripts

22.1.1. Official Transcripts

Official transcripts are usually sent to the registrar/records office on the campus. Returning students should request an official transcript be sent from the host campus to the home campus at the completion of their exchange experience.

22.1.2. Unofficial Transcripts

Unofficial transcripts are usually retained in the NSE campus office as part of the student profile for both outgoing and incoming students. Unofficial transcripts may be requested as part of the application process for outgoing students to verify eligibility. Some campuses request an unofficial transcript for incoming students as part of the enrollment process or to verify completion of course prerequisites. NSE campus offices may also request an unofficial transcript from returning students to demonstrate completion of the entire exchange process. Unofficial transcripts should be held for two years after the completion of exchange and then destroyed.

22.2. NSE Application Materials for Outgoing Exchange Students

Documentation needed to make decisions regarding student eligibility for exchange participation may include application, letters of recommendation, statement of student exchange goals and objectives, interview notes, and all other communication related to application and placement decisions. These materials should be retained in the NSE campus office for four years after the completion of the exchange or for the time required by the member campus.

22.3. Placement Acceptance Forms

The Placement Acceptance Form is used by the student to accept the placement and agree to the conditions under which the placement has been made. The Placement Acceptance Form also constitutes a contract for exchange. The Placement Acceptance Form is an electronic document accessible via the rosters, both incoming and outgoing.

22.4. Advising Agreements for Outgoing Students

The advising agreement should be signed by the student and a representative from the academic department. It is a contract between the student and the home institution guaranteeing how courses taken at the host institution will fit into the student program on the home campus. The original agreement should be part of the student's permanent record. A copy of the agreement should be kept in the student file in the NSE campus office and held for three years after the student has graduated.

22.5. Enrollment Materials for Incoming Exchange Students

Enrollment materials are forms and documentation required for matriculation to the host institution. These forms are retained by the host institution's admissions or records office. Copies may be requested by the NSE coordinator for the incoming student's file and retained for four years after the completion of the exchange.

22.6. Other Campus Forms and Materials

22.6.1. Petitions

Formal petitions are likely to be part of a permanent record with the NSE campus office receiving a copy. Copies of petitions should be kept for four years following the completion of the exchange and then destroyed.

22.6.2. Registration Record

Any record of a student registration should be kept for one year following the completion of courses.

22.6.3. Campus Forms

The originals of most campus forms are kept with the permanent record. Copies of these forms should generally be kept in the NSE campus office for one year following the completion of exchange.

22.7. Communication

22.7.1. Written Correspondence

Correspondence between students and coordinators may contain important information regarding exchange participation and may be the only source of information about the student. Correspondence should be held for four years after the completion of the exchange.

22.7.2. Telephone Call Record

It is suggested that telephone conversations be summarized and noted as to the date and time of the call and held for four years after the completion of the exchange.

22.7.3. Email Record

Email communication should be treated like correspondence and held for four years after the completion of the exchange.

22.7.4. In Person Office Visits

Conversations which go beyond routine program inquiries should be summarized and noted as to the date and time and held for four years after the completion of the exchange.

22.8. General Record Keeping

22.8.1. Inquiries

Coordinators should track student inquiries via a spreadsheet or database (in addition to the Inquiries and Leads in the Coordinator Portal to evaluate the effectiveness of promotion techniques and provide a method to follow up on inquiries.

22.8.2. Application, Placement, and Exchange Summaries

Coordinators should track number of applicants, placements, and exchanges (outgoing and incoming) for each exchange year to be held permanently as a record of NSE participation. This information justifying the operation of the program on campus. The information is also helpful in accounting for all applicants when student application fees are due to NSE HQ.

Data kept for incoming and outgoing students should include name of student, host campus, home campus, payment plan, duration of exchange, major, class standing during exchange, GPA, financial aid received, and housing.

Records to be kept for outgoing students include NSE application and supporting materials, Placement Acceptance Form, advising agreement, and all communication regarding the student.

Records to be kept for incoming students include Placement Acceptance Form, all communications regarding student, and copies of enrollment forms, housing application, registration requests and results, home campus transcript, and unofficial transcript of completed work at host campus.