NU Study Abroad Application: Checklist & Frequently Asked Questions

Once you have earned at least a 90% on the Study Abroad 101 quiz, you may pick up the Northwestern Application for Permission to Study Abroad.The NU Application is not available online and must be picked up in person from the Study Abroad Office.

This page has the answers to the most common questions about the NU application, including:

If you have additional questions about your NU Application not addressed here, feel free to call the Study Abroad Office at 847-467-6400 for assistance.

Study Abroad Programs

How many programs can I apply to?

You may apply to up to three programs, but only in two different countries. See the page on Choosing A Program for help.

Should I apply for a second or third choice study abroad program?

Yes. Students who only apply for a first choice program will not have any other option to study abroad if not accepted to that program. You cannot add a second or third choice after Northwestern's application deadline has passed.

Can I apply to two consecutive study abroad programs in different locations?

Although Northwestern strongly encourages students to remain in one location for the entire year, students with a strong, compelling academic rationale may be granted permission to study consecutively on two programs in two different locations (e.g, fall quarter in France and winter/spring quarters in Morocco). You must contact your Study Abroad Adviser to discuss your plans and secure the support of the Study Abroad Office.

Can I apply to a program not affiliated with Northwestern?

Northwestern strongly encourages students to apply to study abroad on affiliated programs. We have close working relationships with these programs and deem them to be of high quality in terms of academics, housing, cultural immersion, and administrative and emergency support services. However, students may be granted permission to apply to an unaffiliated program if they have a compelling academic reason and if the program meets the academic and student services standards of affiliated programs. For more information, carefully review the instructions about Unaffiliated Study Abroad Programs.

Required Signatures

What signatures are required on my study abroad application?

Make sure you request appointments early -- calendars fill up very quickly, especially before study abroad application deadlines!

All Students:

  • School Representative's signature
    Information on whom to contact can be found on page 8 of the NU Application.

  • Parent/Guardian's signature
    Your parent/guardian must sign the Parent-Student Agreement (pages 10-11 of the NU Application), even if you are over age 18.

  • Student signature
    You must sign the Northwestern University Student Agreement (page 9) and the Parent-Student Agreement in your NU Application.

Other Required Signatures:

  • Major/Minor Adviser
    Students who have a major or minor in WCAS, McCormick, or the School of Communication must obtain the signature(s) of their major/minor adviser(s) (page 7). MMSS students and HPME students must have a program adviser sign their NU application.

  • Degree Auditor's signature
    To find out whether you need to meet with your degree auditor in the Office of the Registrar, complete the Undergraduate Residence Requirement Checklist on page 5. Make sure you fill out the checklist first -- if you do not answer YES to any of the questions on the checklist, you do not need to meet with your degree auditor. Read about the Undergraduate Residence Requirement online.

Parent-Student Agreement

I am over age 18. Does my parent/guardian still need to sign this?

Yes, the Parent-Student Agreement is a required portion of the NU Application, and your parent/guardian's signature is required, even if you are over age 18.

Your parent/guardian must fill out the information on the first page of the agreement, read the entire agreement, and sign and date the second page. If mailing, emailing or faxing this legal agreement to the Study Abroad Office, both pages must be included. Incomplete agreements will not be accepted.

Will you accept my Study Abroad Application without the completed Parent-Student Agreement?

No. The Parent-Student Agreement is a required portion of your NU application, and your application will be considered incomplete without it.

Essays

How many essays do I need to write?

All applicants must write three essay questions; details are provided on page 4 of the NU Application. You must answer all essays for all of your program choices.

Additional Essays:

  • Students with a GPA below 3.0 must write an additional essay explaining why their GPA fell below 3.0.
  • Students applying to study abroad for the Full Year on two programs in two countries must write an additional essay explaining their rationale. See the NU application for additional essay instructions.

May I exceed the word limit?

If your essay exceeds the word limit by just a bit, it is acceptable to submit with your study abroad application. If you significantly exceed the prescribed limits, please shorten your essay. It is not acceptable to submit a paper written for a class with your NU Application.

Will you accept my NU Application without the completed essays?

No. If you turn in your NU Application but are missing any of your essays, your application will be returned to you. You may resubmit it (by the appropriate deadline) when you have completed all required essays.

Academic Integrity

The essays that you submit with your study abroad application must be your own work. Instances involving plagiarism or any other irregularity constitute a violation of Northwestern University Academic Integrity guidelines, as listed in the Undergraduate Catalog. Violation of these guidelines could result in a variety of sanctions, including not being permitted to study abroad and possible expulsion from the University.

For further instructions on your application essays, please refer to the sample copy of the NU Application.

Students with GPA below 3.0

If your cumulative GPA is below a 3.0, you must submit the following additional materials:

  • Your recommendation letter must be from a professor in your major department. You are welcome to submit an extra recommendation letter from a professor or TA in another department.
  • School Representative's Letter of Explanation. You may either submit the letter with your application in a signed, sealed envelope or have your school representative send it to us directly via campus mail.
  • Essay explaining why your GPA fell below a 3.0 (detailed instructions on page 4 of the NU Application).

Transcripts

How do I get an unofficial transcript?

You can access your unofficial transcript in CAESAR: Academic Information - My Academics. Click the "go" button to view your unofficial transcript, and click the printer icon at the top of the page. Make sure your whole transcript prints and does not get cut off.

If I don't have my transcript, will you still accept my NU Application?

No. You must turn in an unofficial copy of your transcript with your completed NU Application.

My program requires an official transcript. How do I request one?

The easiest way to request an official transcript is online via CAESAR: For Students - Academic Information - Request Official Transcript. Official transcripts requested through CAESAR are mailed the next business day, or are available for pickup the next business day after 3:00 pm.

You may also request an official transcript by mail, fax, or over the counter in the Office of the Registrar. In these cases, processing time is approximately five business days. You can find additional information on requesting transcripts at the Registrar's website.

If your program requires an official transcript, you should have it sent directly to the program. The Study Abroad Office will not forward official transcripts to program providers.

Letters of Recommendation

You must submit a letter of recommendation from a professor or TA who has had you in class at Northwestern.

Is there a form that I should give to my recommender to complete? Can I use a copy of my program application's recommendation form for the NU Application?

Many program applications require a specific form. If your program has its own recommendation form, you may have your recommender fill out the program's form. You should submit the original directly to your program in a signed, sealed envelope. The Study Abroad Office will accept either a photocopy of a program's recommendation form or a traditional letter of recommendation on letterhead, as long as the form/letter arrives in a signed, sealed envelope.

How do I choose a recommender? What should I ask them to include in their letter?

Choose a faculty member or TA who knows you well, and contact recommenders at least four weeks before the application is due. Give faculty members guidelines for writing the recommendation, for example:

  • Remind faculty members how they performed in their course.
  • Explain how study abroad will enrich their undergraduate career/life. Be specific!
  • Tell faculty members which skills and personality traits they would like emphasized in the recommendation.

I have not worked closely with any professors at Northwestern. Can a TA write my recommendation for me?

Yes, if your GPA is 3.0 or higher, a letter from a TA who has had you in class at Northwestern will be accepted with your study abroad application. If you have not worked closely with any professors or TAs, you should make an appointment to meet with a professor who has had you in class. Introduce yourself, and bring along work you completed in their class. Give them guidelines for writing your recommendation: Remind them how you performed in their course, and highlight skills and traits you'd like emphasized in your recommendation. Explain -- with specifics -- how study abroad will enrich your undergraduate career.

If your GPA is below a 3.0, your recommendation letter must be from a professor in your major department. You are welcome to submit an extra recommendation letter from a professor or TA in another department, if you wish.

Can my recommender email my letter of recommendation?

No, emailed recommendations will not be accepted.

Where should my recommender send my letter of recommendation?

Ask your recommender to send your letter to the Study Abroad Office, 630 Dartmouth Place, Evanston, by either campus mail or regular mail. The Study Abroad Office will hold your recommendation and add it to your file when you submit your NU Application. Alternately, you may pick up the letter in the original signed, sealed envelope and hand it in with your completed application.

If I don't have my letter of recommendation by the deadline, will you still accept my NU Application?

If you have requested it ahead of time and are simply waiting for your recommender to send it to the Study Abroad Office, we will accept your incomplete application. However, your application cannot be reviewed until we receive your recommendation, so you should give your recommender plenty of notice and time to write your letter.

Will the Study Abroad Office send my letter of recommendation to my study abroad program?

No. If your study abroad program application requires a letter of recommendation, you must request an additional copy and send it directly to the program with the rest of your program application materials.

Passport Information & Passport Photos

Does the photograph on the NU Application need to be an official passport photo?

No, the Study Abroad Office does not require an official passport photo affixed to the NU Application. However, it should be a head-and-shoulders picture of you, approximately 2"x2" in size.

Where can I get passport photos taken?

In addition to the picture required for your NU Application, you will probably need several additional photos for visa applications, International ID cards, etc.

  • WildCARD Office (basement of Norris): $10 for 2 photos
  • CVS, 1711 Sherman Avenue
  • AAA, 1724 Sherman Avenue

Do I need to submit my passport information to the Study Abroad Office?

Yes, this information is required on your NU Application. If you do not have a valid passport at time of application, you should apply for or renew your passport immediately. When you receive your new passport, you will need to send your passport number and expiration date to the Study Abroad Office.

How long does my passport need to be valid? How do I apply for or renew my passport?

Generally, your passport must be valid for six months after your planned date of return to the U.S. If you do not have a passport or it will expire sooner than this, you should begin the process of applying/renewing as soon as possible.

For information on how and where to apply, documentation you will need to present, application forms, and passport fees:

Program Applications

How do I obtain my program application materials? Where do I submit my program application materials?

Program applications are available online at the program providers' websites. You must submit your program application materials directly to your program offices by their deadlines or earlier – even if your program instructs you to submit them to Northwestern. We cannot forward any program materials (e.g., letter of recommendation or transcript) except the Study Abroad Advisor Form, if there is one.

Exceptions:

  • If you are applying to the Danish Institute for Study Abroad (DIS), the Bologna Consortial Studies Program (BCSP), or the Consortium for Advanced Studies in Barcelona, submit all application materials to the Study Abroad Office.
  • If you are applying to a Northwestern Exchange program, including French Field Studies, submit foreign university application materials to the Office of International Program Development.

How can I send my program materials?

We recommend applying online, if it is an option.

If you will be mailing your application materials, we recommend sending them either FedEx/UPS or certified mail, so that you can track your shipment.

You can also fax materials at the FedEx/Kinko's store on the ground floor of Norris. The cover sheet is free, and other charges are as follows:

  • In Chicagoland: $1.49 per page
  • Domestic: $2.49 first page, $1.49 each additional page
  • International: $6.00 first page, $3.00 each additional page

My program application has a form that needs to be filled out by a study abroad adviser or someone (a dean, etc.) responsible for approving study abroad. Who is this, and how can I get the form filled out?

Your Study Abroad Adviser will complete this form. Fill out the student information section and submit the original form with your NU application. After your adviser has reviewed and approved your application, she will complete the form and send it directly to your program approximately after Northwestern's application deadlines.

For students applying to programs with the following providers, you do not need to submit this form. The Study Abroad Office will send a list of all approved students to these programs:

  • Arcadia
  • The Alliance for Global Education
  • Boston University
  • IES Abroad
  • IFSA-Butler
  • School for International Training (SIT)
  • Sweet Briar Junior Year in Spain

I have more questions about my program's application. Whom should I contact for assistance?

For questions about your program's application, you should contact the program provider (e.g., Arcadia, IES, SIT) directly.