NU Study Abroad Application: Checklist & Frequently Asked Questions

The NU Application for Permission to Study Abroad

After you have reviewed the Getting Started page an done some initial research of programs that will work well with your academic and personal goals, you may download the Northwestern Application for Permission to Study Abroad by the appropriate download deadline.

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 or come to our Walk-In Hours.

Study Abroad Programs

How many programs can I apply to?

You may apply to up to two programs in one or two countries. See the page on Choosing A Program for help.

Should I apply for a second choice study abroad program?

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

Can I decide later to attend my second choice program?

Generally, the order in which you list the programs on your NU Application is not binding. If you are approved for - and accepted to - more than one program, you may choose to attend either your first or your second choice program.  Most programs require a confirmation deposit after acceptance to confirm your attendance. All students are also required to submit a Program Confirmation Form to the Study Abroad Office prior to studying abroad to inform us which program you will attend.

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

Although Northwestern encourages students to remain in one location for the entire year for cultural and language immersion reasons, students with a 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 in Morocco). Contact your Study Abroad Adviser to discuss your plans and secure the support of the Study Abroad Office prior to applying.

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.

Students may be granted permission to apply to an unaffiliated program during the academic year 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.

If you are considering a summer study abroad program not run by Northwestern, review Steps to Apply for a Non-Northwestern Summer Program for information about application procedures and academic and financial considerations.

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 in the School Approval section of your NU Application.

  • Parent/Guardian's signature
    Your parent/guardian must sign the Northwestern Parent-Student Agreement, even if you are over age 18.

  • Student signatures
    You must sign the Northwestern Student Agreement and the Parent-Student Agreement.
    If you need to meet with your Degree Auditor (see below), you must also sign the URR checklist page.

Other Signatures that may be required:

  • Major/Minor Adviser's signature
    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) in the Department Approval section of the NU Application.

    MMSS students and HPME students must have a program adviser sign their NU Application.

  • Degree Auditor's signature
    To find out whether or not you need to meet with your Degree Auditor in the Office of the Registrar, complete the Undergraduate Residence Requirement Checklist. 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 the Parent-Student Agreement?

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.

You and 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 completed pages must be included. 

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 respond to one multi-faceted essay question; details are provided in the NU Application. Responses should address 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 (fall & winter/spring) 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.

Will you accept my NU Application without the required essay(s)?

No. If you turn in your NU Application and it is missing any required essay, 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 essay(s) 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.

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 in 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 entire transcript prints (all terms, grades, and GPA) 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 Northwestern 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

If you are applying to study abroad during the academic year (fall, winter, and/or spring quarters), you must submit a letter of recommendation from a Northwestern professor (or TA, if your cumulative GPA is above 3.0) who has had you in class. Students applying to study abroad during the summer do not need to submit a letter of recommendation, but must list a faculty reference on the NU Application.

Is there a form that I should give to my recommender to complete?

No, Northwestern does not have a Recommendation Form.  However, the last page of your NU Application includes guidelines for the required letter of recommendation.  You can tear off this page and give it to your recommender.

Can I use a copy of my program application's recommendation form for the NU Application?

No. For the NU Application, your recommender must submit a typewritten letter of recommendation on department letterhead.  If your program application has a specific recommendation form, ask your recommender to complete the program's form as well.  The program's form must be submitted directly to the program.  If the program requires a letter of recommendation on department letterhead, your recommender may submit a photocopy of this letter to our office, as long as it addresses most of the information included in our guidelines and arrives in a signed, sealed envelope.

I have not worked closely with any professors. How do I choose a recommender? What should I ask my recommender to include in the letter?

We recommend requesting a meeting with the potential recommender to discuss your work in his/her class as well as your study abroad plans and how they fit in with your academic and personal goals.  The last page of the NU Application includes guidelines for students and recommenders; you can tear off this page and give it to the recommender during this meeting.  You can also direct them to the Faculty/Advisers section of the study abroad website, which includes information on letters of recommendation.

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 your GPA is below a 3.0, your recommendation letter must be from a professor in your major department. You are welcome to submit a supplementary 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?

Your letter of recommendation must be submitted in a signed, sealed envelope to the Study Abroad Office. Your recommender should 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, or a specific recommendation form, you or your recommender must send it directly to the program.

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 for the NU Application. However, it should be a head-and-shoulders picture of you, approximately 2"x2" in size.

Where can I get official 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): $12 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 requested on your NU Application. If you do not have a valid passport at time of application, leave this section blank and apply for or renew your passport immediately. When you receive your new passport, send your passport number and expiration date via email to the Study Abroad Office: studyabroad@northwestern.edu.

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

Do I have to wait to hear from Northwestern before I apply to my program(s)?

No. You can complete both the NU Application and your program application(s) at the same time; you are responsible for knowing and abiding by all deadlines. In order to study abroad, you will need to be approved by Northwestern and accepted by your study abroad program, but you do not need to wait for Northwestern's approval before you apply to your program.

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. We recommend applying online, if it is an option.

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 Approval, if required.

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 (CASB), 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 Office 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

I need to have part of my program application or another form notarized. What does that mean, and where can I get that done?

A notary is someone who is licensed by the state to witness and certify the validity of documents; to have something notarized means that the notary verfies your identity and signature, and stamps and seals your document as authentic.

Notary services are available to Northwestern students at a number of places on campus:

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, sign it if required, 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 after Northwestern's application deadlines.

Students applying to programs with the following providers for the fall, winter and/or spring do not need to submit Study Abroad Adviser Approval forms. The Study Abroad Office will communicate approval to these programs electronically:

  • Arcadia (Study Abroad Advisor's Form)
  • The Alliance for Global Education (Study Abroad Advisor's Form)
  • Boston University (Approval of Student Participation Form)
  • IES Abroad (Authorization and Evaluation)
  • IFSA-Butler (Undergraduate Program Approval)
    IFSA-Butler applicants must complete and sign page 1 of the Undergraduate Program Approval Form (make sure to sign in both places) and send it, with the rest of your application materials, to IFSA-Butler. The Study Abroad Office will complete and send page 2 electronically.
  • London School of Economics (University Contact Signature on last page; academic year only)
  • Sweet Briar Junior Year in France (Part VI, "Dean or College Official")
  • Sweet Briar Junior Year in Spain (Part IV - Official Permission to Study Abroad)
  • The University of Minnesota Montpellier Integrated Studies program (Home Institution Nomination form)

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 directly.