National Student Exchange
Student Manual
Read ALL of this manual CAREFULLY!!
All NSE information will be found at www.wku.edu/nse
1. ELIGIBILITY - Eligibility is based on the following guidelines which apply at the time you submit your application, the
semester preceding your exchange and while you are on exchange. If at any time during the exchange process you
are not following these requirements, WKU or your host Exchange School can place conditions on or cancel your
exchange.
NSE Eligibility: NSE participation is a privilege, not a right. Listed below are the minimum requirements for NSE
participation. Below are all of these requirements that must be met at the time of application and at the completion
of the term prior to your exchange. This means Spring or Summer or Fall; whichever term your last take WKU
classes.
 full-time enrollment at WKU,
 minimum home campus cumulative GPA of 2.5 (4.0 scale),
 good academic standing at WKU,
 no incomplete grades from previous terms,
 no current or pending probationary status due to academic dishonesty or misconduct,
 no outstanding financial obligations to your home institution,
 no current or pending probationary or disciplinary action for violation of codes of student conduct, and
 must not be on probation, parole, or have any pending legal judgments.
Western Kentucky University Eligibility:
 Only undergraduate students may participate.
 Canadian universities are not included at this time.
2. EXCHANGE CREDITS AND GRADES – Credit hours and grades earned from the host institution will be treated as
“transfer credit” and are calculated into your cumulative GPA. At the completion of your exchange, you MUST
request a transcript to be sent from the host institution directly to the Study Away Office, 2355 Nashville Rd, Knicely
Center 134, Bowling Green, KY 42101.
3. PLANNING YOUR EXCHANGE - The current NSE Directory is the first place to look. It presents the schools, their
locations, descriptions and restrictions. Review it carefully, paying particular attention to the page describing the
overall process of exchange and how to get the most out of the directory. All participating school catalogs are
available on the NSE website. In addition, you can find a wealth of general information on the NSE website at:
www.nse.org, which links to all member campuses. The WKU NSE website is www.wku.edu/nse.
Do not choose exchange schools based on assumptions you may have about a school or part of the country. Take
responsibility for learning all you can about the school and location. Research on your part is critical. Begin your
search early, discussing your plans with NSE staff, faculty, academic advisors and family. Utilize maps, the internet,
travel guides, college catalogs, and other sources. Students who do the necessary research are best prepared for
their exchange and subsequently have a more organized and satisfying experience.
HINT: It is best for you to develop an interest in more than one school (we recommend 3-5). While we will try to
place you at your first choice campus, we cannot guarantee it and you may be placed at one of your alternate
choices.
WKU+NSE Student Manual – page 1 of 6
IMPORTANT CONSIDERATIONS: Pay careful attention to the information in the NSE Directory regarding cost of
room and board, housing availability and housing contract obligations; whether the school runs on semester or
quarter systems; and closed or restricted academic programs.
Specific limitations are outlined in the campus description in the NSE Directory. Read the campus descriptions
carefully to determine the following: 1) Tuition Plan (A or B); 2) majors closed to exchange students; 3) housing
options and requirements (on-campus/off-campus); 4) meal plan options/requirements; 5) duration limitations; etc.
You are responsible for knowing this information about each school you choose. Course enrollment in restricted
programs is absolutely not guaranteed. You are responsible for investigating your options and select the right
school for you.
Choosing Exchange Durations: You must follow any duration restrictions listed in the school descriptions in the NSE
Directory. There are a few schools which require a full year exchange. When possible, NSE students are encouraged
to exchange for a full academic year.
 Semester Schools: You can exchange for one semester or a full year.
 Quarter Schools: Credits received at a quarter school are converted to semester credits as follows: number of
quarter credits x .67. It is advisable to select a full year exchange for a quarter system school.
Understanding Possible Limitations: Some institutions have certain kinds of “unofficial” limitations that are not
included in the NSE Directory. For example:
1. Some schools have a limited number of students they can accept on exchange. Therefore, the number of WKU
students who will be accepted is limited.
2. Some schools may only be listed as first choice schools and are not good alternate choices.
3. Some schools have very limited availability on certain payment plans.
4. Closed and/or restricted courses and programs may have special application processes that can be explored with
the WKU NSE Coordinator.
Information concerning these limitations is only available through the WKU NSE Coordinator because it can change
rapidly and without much notice. Therefore, you must consult with the WKU NSE Coordinator regularly as you
identify schools that interest you.
4. COST OF YOUR EXCHANGE - Students from every participating institution benefit by paying much less than the nonresident (out-of-state) tuition/fees one would pay if you transferred directly to an NSE member institution. The total
costs (tuition, fees, housing, meals, fees) may vary among the NSE schools.
Important: Please read the following sections on tuition plans and financing carefully. You and your parents/family
must fully understand the functioning and implications of your exchange based on Tuition Plan (A or B) offered by
the host institution. Within the school description in the current NSE Directory, there is a black box that indicates
what payment plan(s) a school will accept.
Sometimes it may cost more if:
 You exchange to an area with a considerably higher cost of living (Hawaii, Alaska, and most large cities).
 Your host school’s room and board costs are higher than WKU.
WKU participates on both Tuition Plan A and Plan B. This means that you may exchange to a host school that
participates in either Plan.

Plan A – you pay tuition/fees to the host institution, normally NSE members set this at the resident tuition rate
with housing, meals, and other fees paid to the host institution. Normally, billing will be from your host school
for tuition/fees, room and board, etc. You will be enrolled at WKU in an NSE “holding” course that will be
replaced by the host institution’s transfer credit for your completed coursework. (See Reinstatement section
below.)
WKU+NSE Student Manual – page 2 of 6

Plan B – You pay WKU tuition that is based on the annual tuition approved by WKU’s Board of Regents with
housing, meals, and other fees paid to the host institution. Plan B students are enrolled at WKU in an NSE
“holding” course that allows your WKU bill to be processed. This course will be replaced by the host institution’s
transfer credit for your completed coursework. (See Reinstatement section below.) You will receive two bills –
one from WKU for tuition, and one from your host school for room and board. You may also be billed for
minimal fees (e.g. orientation fee, health fee, or course fees, etc).
5. FINANCING YOUR EXCHANGE - Financial Aid is possible and is straightforward if you understand the process and
follow through on the items needed from you and your family. Follow the directions and start early. Understand
that you will begin the financial aid application process before being placed at your exchange school so you need to
follow the instructions we provide. If you receive conflicting information, call the WKU NSE Coordinator for
clarification.
Your first step is to outline the cost to attend each school that you are interested in attending. Be sure to include
normal tuition costs even though they are paid to WKU. Each NSE school provides their costs on the www.nse.org
web site for use to calculate your need. We provide you a budget worksheet to share with Student Financial
Services to calculate your aid eligibility.
It is the policy of the National Student Exchange Consortium that “the institution at which tuition/fees are paid shall
be responsible for assessing need; and committing, awarding, and disbursing federally funded aid.”
Plan A – You pay tuition to the host institution, therefore, you apply for Federal financial aid through the host
school.
In the NSE directory, you will find the school code for use on the FAFSA and other financial aid documents. Aid
will be distributed from the host school, and the host school NSE coordinator will communicate with you
concerning this process. The Study NSE Coordinator is always available to help with this process.
For schools outside of Kentucky, you may not be able to use state-sponsored nor WKU-sponsored aid that is
specific to Kentucky schools and/or WKU. Our financial aid office will clarify your eligibility for these funds.
Plan B - You pay tuition to WKU and room/meal/miscellaneous fees to your host school.
The NSE holding course allows your financial aid, except Federal Work Study (FWS), to be processed at WKU.
Your financial aid will be based on the cost of attending WKU. Follow the regular procedure for filing financial
aid. Make sure you meet all deadlines! This is particularly important for your exchange since placement will be
completed well in advance of your arrival at your exchange school.
You should determine if your host school’s housing and meal plan are higher than WKU’s (estimates available in
the NSE Directory). Transportation will also increase the cost of your exchange. As soon as you are placed and
have specific figures, you may submit a cost a statement listing any increases, including travel expenses to
Financial Aid. This could increase the amount of aid for which you are eligible.
**Watch carefully for your award letter from WKU. If you have been granted Federal Work Study (FWS),
understand that you must decline it. FWS is not transferable to other institutions. Ask about an increase in
other forms of aid (e.g., loans, grants) when you decline your work study.
When your financial aid arrives at WKU, it will apply first to WKU tuition. Then, any excess aid will be posted to
your Higher One debit card, and you may use it to pay your other expenses.
Important: Some exchange schools will require early payment for housing and meals. You must find out whether or
not your host school will wait for financial aid to be processed. While it is true that exchanges generally do not cost
more, you must make sure to bring enough money with you to get you through at least the first month (books, rent,
WKU+NSE Student Manual – page 3 of 6
food, entertainment, etc.). Furthermore, you may need to pay in full or make a deposit for housing and/or meal
plans in advance. BE PREPARED!
Important: Remember, you absolutely must be a full-time student while on exchange (12 credits or its equivalent).
WKU is notified by the host school if you are not a full time student. There may be serious financial aid, housing
and academic consequences if you do not maintain full time student status.
6. APPLICATION PROCEDURES - Carefully complete the application!
 The application includes essential information detailing biographical information needed for our records, which
will tell us how we can contact you.
 You must identify the exchange term and duration you desire. If there is a possibility that you will stay for the
full academic year, you should indicate that. It is often impossible to extend an exchange into another semester
if it was not requested at the time of placement.
 You have been given five lines to list possible exchange sites in priority order. If you have additional choices, you
must contact the WKU NSE Coordinator after you have completed the application. DO NOT list any campus that
you would not attend if placed there. While we will try to place you at your first choice campus, we cannot
guarantee it and you may be placed at an alternative choice school.
 Make sure that you list the names and telephone numbers of people from whom you request references. You
should maintain contact with the WKU NSE Coordinator regarding the status of your references so that you can
ensure that they arrive by the application deadline. It is preferable to have family support, therefore, where
applicable, a reference letter from your parents or other relative that highlights your personal development is
welcomed.
 Be specific and thorough when completing the Program of Study Statement. It is your chance to tell us exactly
what you want to accomplish on the exchange both academically and personally. Notice that it requires the
signature of your Academic Advisor.
 To complete your application, a $200 non-refundable application fee is paid via the TopNet application form.
The WKU NSE Coordinator will direct to pay the fee at the appropriate time.
 When your application is complete, you must schedule an interview with the WKU NSE Coordinator. It will be a
chance for us to review your application with you and for you to ask questions that have emerged since you
began the application process.
Complete Applications: The WKU NSE Coordinator will go over your application with you on an appointment basis
ONLY. Please contact the WKU NSE Coordinator to schedule an appointment. If you leave your application to be
reviewed later, make sure it is complete.
To be considered for the NSE Placement Conference, all application materials, including references, program of
study statement, and application fee, must be turned in to WKU NSE Coordinator by February 14, 2015 at 4 pm CST
(Bowling Green time) to be considered for the 2015-2016 exchange year.
To be considered for NSE post-conference placement, all application materials (same as above) are due by June 1 for
the Fall semester and November 30 for the spring semester. Please understand that the longer you wait you options
become more limited. Schools close their post conference placement regularly and you may not find the school if
you wait too long.
Refund Policy: No application refunds are given regardless of whether you are placed, accept a placement, or are
satisfied with your placement.
7. PLACEMENT PROCEDURE - The processing of your application and decision on your participation in NSE are the
responsibility of the Western Kentucky University. Once it is determined that you are eligible to participate, the
potential exchange campuses consider you on a space available basis. Most placement decisions are made at the
national conference held during the second week in March and include placements for the fall, spring or full
academic year.
WKU+NSE Student Manual – page 4 of 6
Ranking Procedure: The Study NSE Coordinator ranks applicants in order by their first choice school. Ranking
factors include: WKU cumulative GPA; complete and detailed application (including all personal statements and
recommendations); deadline compliance; class year; and other criteria determined in the interview. Please read
below to understand that rank order is not definitive.
NSE Conference Placement Procedure:
 First we attempt to place students, in the rank order we have assigned them, at their first choice school. If
placement at your first choice school is unsuccessful, then we go to your second choice, and so on.
 Rank order is taken into consideration by the host school when they are accepting placements, but they have
the right to stipulate additional restrictions at the time of the conference. Because our priority is to place all
students, we will allow a school to accept a student with a lower rank ahead of a student who has a higher rank.
Placement Notification: The WKU NSE Coordinator will notify you of your placement shortly after the Placement
Conference. You must accept or decline your placement within five (5) days of notification. the host school will
send you registration and housing information directly. If you have not received information from your host school
within two weeks after the confirmation deadline, contact the host exchange coordinator directly. All questions
concerning information about your host school should be addressed to the NSE host coordinator. You can obtain
the name and contact information of that person from the WKU NSE Coordinator.
8. AFTER PLACEMENT
Advising Agreement: You need some guarantee that the courses you complete on exchange will fit into your degree
program. Therefore, before leaving WKU, you must develop a signed advising agreement with the assistance of your
academic advisor. You should select all the potential courses you might take during your period of exchange. For
flexibility, identify two or three times as many courses as you will actually take. The advising agreement should
indicate where each course will fit into your degree program. Your advisor should sign the form agreeing that
satisfactorily completed courses will fit into your degree program in the manner determined.
A copy of the signed advising agreement should be retained by you, your advisor, and the WKU NSE Coordinator.
The WKU NSE Coordinator will forward a copy of the written agreement to the Registrar to place in your permanent
record. If you fail to complete a written advising agreement before exchange, WKU may not accept the work you
completed at your host college or university. Any deviation from your advising agreement should be approved
with your advisor before enrollment at your host institution.
Registration and Course Access: After you sign your placement acceptance, you will receive registration
information from your host campus. Registration is accomplished by phone, mail or internet before your arrival on
campus. It is important that you follow instructions and deadlines provided by your host WKU NSE Coordinator.
Registration in courses is based on availability and offerings and therefore, cannot be guaranteed.
Cancellation: If you cancel your exchange prior to the start of the host campus semester, you must inform the WKU
NSE Coordinator in writing (email acceptable) prior to the start date. Failure to do so may result in your WKU
account being charged a $250 service fee.
Outgoing Information: When you arrive at your host campus, we ask that you send a postcard to us with your
address, telephone number and E-mail address. It is important that we know how to contact you in an emergency.
9. AFTER YOUR EXCHANGE
Reinstatement at WKU: At the end of your exchange, it is your responsibility to request an official transcript to be
sent from the host transcript office directly to the Western Kentucky University. Reinstatement is automatic if you
complete your exchange as originally accepted. Circumstances that could interfere with your automatic
reinstatement:
WKU+NSE Student Manual – page 5 of 6
1. You will not be reinstated if you do not attend your exchange school and have not formally notified our office in
writing of your intention to cancel by the deadline given to you at the outgoing orientation. This also applies if
you are placed for two semesters and do not formally inform us of your intention to cancel your second
semester.
OR
2. If you withdraw during the semester you are on exchange regardless of the reason or the amount of time you
have spent at your exchange school.
Take notice of WKU deadlines. Failure to meet these deadlines will affect WKU housing, preregistration, registration
and financial aid.
10. LIABILITY AND AGREEMENTS - WKU is not liable for accidents or injuries sustained in transit to host schools or
during the exchange program. Make sure you have adequate major medical insurance coverage. WKU is not liable
for any dissatisfaction with an exchange placement or experience.
You are required to sign three agreements:
1. The Parent/Guardian Acknowledgment Form, which your parent/guardian (if applicable) signs, and is part of your
application.
2. The Placement Acknowledgment Form, which confirms your placement choices.
3. The NSE Student Agreement, when you accept placement. Students who are dependent must consult your
parent/guardian throughout this process.
WKU+NSE Student Manual – page 6 of 6