Northwestern University Feinberg School of Medicine       
Visiting Student Clerkship Program

Application Preparation

Who do I need to contact to schedule a clinical clerkship at Northwestern Memorial Hospital, Children’s Memorial Hospital, Evanston Hospital, or St. Joseph’s Hospital? All clinical clerkship processing is done by the Visiting Student Programs staff in the Augusta Webster, MD, Office of Medical Education at Northwestern University’s Feinberg School of Medicine.

Do I need to send paperwork directly to the department? No. Once your application has been reviewed by the Visiting Student Programs staff in the Augusta Webster, MD, Office of Medical Education, it will be forwarded to your first choice of departments, and your immunization records will be sent to Student Health.

I have applied for residency through the ERAS system. Do I have to submit all application materials again or can some of the ERAS documents be used? The ERAS documents cannot be accessed by the the Visiting Student Programs staff in the Augusta Webster, MD, Office of Medical Education. All original, hard copy documents must be submitted to our office in order to apply for a visiting student rotation.

How far in advance do I have to send in the application? Space is limited and students are placed on a first-come, first serve basis. Do not send applications more than 6 months in advance. Please refer to the application deadline dates. Incomplete applications will delay processing.

How can I find out about what types of rotations are offered? All rotations are described the in elective catalog.

How can I find out about availability of a rotation? This information fluctuates daily and is extremely difficult to maintain. There is no guarantee that an elective will be available at the time that you apply. Some electives are closed during certain rotation blocks. Please refer to the elective catalog for details. Do not contact course directors or department heads. Spaces are not reserved and students are placed on a first-come, first serve basis.

When are the application deadlines? Please refer to the clerkship calendar for specific dates. Application deadlines are usually two months before a desired start date.

Can the department allow me to modify the Northwestern calendar? No. All visiting students must follow the Feinberg School of Medicine rotation calendar and policy set by the Augusta Webster, MD, Office of Medical Education. Faculty members cannot override medical school policy.

Can the department reserve a space for me? No. Pre-approval is not permitted, as applications must be reviewed by the Augusta Webster, MD, Office of Medical Education, the appropriate department and Student Health.

I know a Faculty member who has told me that I may attend their elective. Is automatic acceptance allowed? Knowing a Faculty member does not guarantee acceptance to rotate at Northwestern, nor does it allow a student to override policy. To assure credit and fairness, all scheduling is done on a space-available basis and processing is the same for all students. You may certainly include a letter of support from that Faculty member with your application. All application processing initiates with the Visiting Student Clerkship Coordinator in the Augusta Webster, MD, Office of Medical Education at Northwestern University’s Feinberg School of Medicine.

Who does my letter of recommendation need to be from? All students must submit one general letter of recommendation from a faculty member who has observed you clinically. The letter must comment on your clinical abilities and performance. A letter of good standing is not a substitute. Some departments have specific letter of recommendation requirements. Please refer to the elective catalog for details. Only original documents will be accepted with a faculty member’s signature on official stationary. Copies, faxes, or scanned documents will not be accepted. Letters may be sent separately from the application.

What is an official transcript? This is an original grade report issued by your Registrar’s office with an official school seal. The envelope must be sealed by your Registrar’s office.

What if a grade for one of my core clerkships does not appear on my official transcript?  Please submit your most updated transcript.  If, however, a grade is unavailable, please include a supplementary letter from your Registrar's office explaining when you completed the clerkship and why the grade is not listed.   

Do I need to send all application requirements in one envelope? It is preferable that you include all required documents with your completed application. If you unable to, for example, your school will not issue you an official transcript, your application will be considered pending and held until all documents have been received. Processing will occur once all items have been received. TOEFL score reports will not be accepted from students. These reports must be sent separately by the Educational Testing Service (ETS). See the International Student Section on this page for more information.

Can I fax or email my application? No. Please send all applications to:

Northwestern University Feinberg School of Medicine
Visiting Student Programs
Augusta Webster, MD, Office of Medical Education, Ward 1-003
303 E. Chicago Avenue
Chicago, IL 60611

I have a TOEFL score that is older than 2 years. Is this valid? No. Your TOEFL exam must be taken within two years of applying for a clerkship.

back to top

How does the health record review process work? The Northwestern immunization form is a required part of the application. A substitute form is not permitted, however you may attach additional health documentation. Please follow instructions carefully and submit all required lab tests, reports, etc. with your other application materials to the Visiting Student Programs staff in the Augusta Webster, MD, Office of Medical Education.  Incomplete health records will only delay your application processing, and you may risk not starting on a desired date.

What if my immunizations are not up to date? Try to submit a complete health record in order to maximize the fastest processing time. Once Student Health has reviewed your health records, you will be notified by email if your records are incomplete. It is then your responsibility to submit the missing immunization forms immediately in order to gain Student Health clearance. Incomplete health records will only delay your application processing, and you may risk not starting on a desired date.

back to top

Are there any application fees? Yes, a $100.00 application fee is charged for every application submitted. In other words, if a students wishes to rotate once during a 4-week period, submit one application and one application fee. If two different applications are submitted with the intention of rotating twice (an 8-week period), $200.00 is required. A maximum of two applications can be submitted. Registration is restricted to a maximum of eight weeks.

Is any fee refundable? The application fee is non-refundable unless Northwestern is unable to schedule a student for an elective, in which case half of the application fee is refundable. No refund is available for an accepted student who cancels prior to the scheduled elective or withdraws after the rotation has begun. A refund request form must be filled out.

Is tuition charged? Yes. Northwestern does charge a $1000.00 tuition fee per 4-week elective period for accepted international and osteopathic visiting students. This fee is waived for medical students from LCME-accredited medical schools and our partner institutions.

Do I have to pay the health insurance fee when I apply? No. This fee is for international students only and is not mandatory at the time of applying. Once accepted to rotate, this fee can be paid before arriving or at registration. A health insurance fee of $125.00 for one rotation or $225.00 for two rotations is due at the time of registration. You may pay with traveler’s checks, cash, or credit card. Please bring the exact amount if paying in cash. You will receive a Student Health Insurance Card and brochure of the policy.

back to top

Application Processing

What are my chances of an acceptance? Spaces are on a first-come, first serve basis, and spots are limited. Visiting students are placed only after Northwestern Students are scheduled. Spaces in General Internal Medicine, Pediatrics, and Surgery are extremely limited, but sub-specialties have more availability. Summer months are extremely full. Our acceptance rate is 82%.

How long does processing take? This depends on each department. Once your completed application has been processed by the Visiting Student Programs staff in the Augusta Webster, MD, Office of Medical Education, your paperwork will be forwarded to your first choice of departments, and your health records will be sent to Student Health. In order to be accepted, you must have both departmental approval and Student Health clearance. This typically takes 20-30 days. We will notify you by email regarding the following:

• if your application is missing any documents,
• once your application has been processed
• if your health records are incomplete
• once you have been accepted

How can I find out about my application status? You may contact our office
at visitingstudents@northwestern.edu 30 days after your application has been processed. Please do not call to check on the status of your application.  Do not contact the department regarding your status. Please allow 30-60 days for your application to be processed. 

back to top

I am an international student. What are the visa requirements? Northwestern University Feinberg School of Medicine does not process visa paperwork for international students. You are required to obtain entry on your own. Once accepted, we can only provide you with an acceptance letter. However, for the purposes of this medical school elective, a B-1 tourist visa is sufficient.

I would like to do an observership, not a rotation. How do I apply? If you have already graduated from medical school and would like to do an observership, please follow the procedure through Northwestern Memorial Hospital. The university does not process this paperwork.

I am an international student. How do I find out if my medical school is a partner? Please refer to the homepage and click on the Global Partner applicant link.

I have a TOEFL score that is older than 2 years. Is this valid? No. Your TOEFL exam must be taken within two years of applying for a clerkship.

I have not taken the TOEFL, but have another type of English language proficiency exam. Can the TOEFL be substituted? No, the TOEFL is mandatory, and no substitutions are permitted.

I am an international student. Is the Step 1 mandatory to apply? No, the Step 1 is not required in order to do a rotation.

I am an international student. What is the malpractice insurance policy? If your medical school does not provide coverage, Northwestern University will provide coverage for international visiting students at no cost.

Is tuition charged? Yes. Northwestern does charge a $1000.00 tuition fee per elective for accepted international and osteopathic visiting students. This fee is waived for medical students from LCME-accredited medical schools and our partner institutions. Refer to the homepage for all forms.

Do I have to pay the health insurance fee when I apply? No. This fee is for international students only and is not mandatory at the time of applying. Once accepted to rotate, this fee can be paid at registration. A health insurance fee of $125.00 for one rotation or $225.00 for two rotations (new rates effective January 1, 2007) is due at the time of registration. You may pay with traveler’s checks, cash, or credit card. Please bring the exact amount if paying in cash. You will receive a Student Health Insurance Card and brochure of the policy.

Do I have to send PPD results when I apply? No. If you are an international student, and are accepted, you will receive a PPD at Northwestern. The TB skin test must be done in the United States. If you have PPD results from a test done within the last six months in the US, then send your results.

What are the health requirements for an international student if I am accepted? A TB Skin Test (PPD) and/or X-ray/Doctor’s appointment will be required upon your arrival to Northwestern University.  You may not participate in clinical activities until this has been completed.  The TB skin test must be done in the United States.  The TB test charge is included when you purchase the health insurance, however, if your TB test should result positive, and further testing is required, you are responsible for all other health care costs. Your Northwestern student insurance will not cover these costs.   

back to top

How will I know if I am accepted? In order to be fully accepted to our program, you must receive notification from the Visiting Student Clerkship Coordinator in the Augusta Webster, MD, Office of Medical Education. An accepted student will receive both an acceptance letter in the mail and email notification. Approval from departments does not signify that you have been accepted to rotate. Registration is restricted to a maximum of eight weeks.

I have been accepted to rotate. What are the requirements before arriving to Northwestern? Log onto the "Before arriving" page to check on the required forms.

I have been accepted to rotate, but I would like to change my dates or my elective choice. Is this possible? No, all assignments are final.

What are the housing options? Please refer to the “Before arriving” page on the website.

Is parking available? Please refer to the “Before arriving” page on the website.

Do I need a white coat? Yes, please bring a waist-length white coat from your home institution.

What is the dress code in the hospital? Please refer to the “Your First Day” page on the website.

Do I need to bring my own scrubs? No, scrubs will be provided during your rotation.

I would like to do some advanced reading before my rotation. How can I find out more information? Please contact the clerkship coordinator in the department that you will be rotating. The coordinator's contact information can be found in the Elective Catalog on the homepage.

I need to request time off during the rotation. Who should I contact? Please contact the clerkship coordinator in the department that you will be rotating. The coordinator's contact information can be found in the Elective Catalog on the homepage.

What if I want to request a letter of recommendation from a faculty member? The Visiting Student Programs staff in the Augusta Webster, MD, Office of Medical Education does not handle these requests. Please make arrangements on your own.

back to top

What if I am not accepted to rotate? You will receive an email from our office if no spaces are available. You may not submit more elective choices, however you may re-submit an application if you wish to re-apply.

Is any fee refundable? The application fee is non-refundable unless Northwestern is unable to schedule a student for an elective, in which case half of the application fee is refundable. No refund is available for an accepted student who cancels prior to the scheduled elective or withdraws after the rotation has begun. A refund request form must be filled out.

back to top

Is any fee refundable? The application fee is non-refundable unless Northwestern is unable to schedule a student for an elective, in which case half of the application fee is refundable. No refund is available for an accepted student who cancels prior to the scheduled elective or withdraws after the rotation has begun. A refund request form must be filled out.

back to top

Evaluation/Grades

My school requires me to use their evaluation form. Is this possible? Yes. Please include your evaluation form with your application or bring it with you to Visiting Student Registration on your first day. The form will be sent to the appropriate department once you have been accepted. Once completed, the form will be sent back to the Visiting Student Programs staff in the Augusta Webster, MD, Office of Medical Education, copied for our records, and then forwarded to your school. Students are not allowed to give their evaluation forms directly to departments.

When can I expect my grade? Evaluations will not be completed by the time you finish your rotation. Grades are requested from departments, sent to the Augusta Webster, MD, Office of Medical Education for recording, and then, sent to your school or requested address. This process can take up to 2-3 months.

back to top