Registration & Records

Feinberg requires an executed affiliation agreement with host institutions before students rotate. This policy ensures legal safeguards to protect students while they are completing away rotations. Currently, we have agreements with most accredited schools. We strongly suggest students consider institutions on this list.

For schools not on the list, please email us at fsm_records@northwestern.edu. Our office can provide students with the status of pending agreements we're pursuing with additional institutions.

NOTE: If an agreement is not established with a host institution at least four weeks before the start date, our students will not be able to rotate at that institution. If that occurs, students will be notified by email.

Many LCME schools use the AAMC’s Visiting Student Learning Opportunities (VSLO) system to manage away elective applications and decisions. The R&R team gives students access to VSLO in their Phase 2 year.

VSLO allows students to:

• Browse away elective opportunities.
• Determine when applications are accepted at various schools.
• Identify what components are needed to accompany an application.

Away elective programs may require several documents or verifications to accompany a student’s application. Some of the most common requests are:

• Medical Records/Completion of the AAMC Universal Immunization Form
  Please work with Student Health Services or a primary care physician to complete this form.
• Medical School Transcript
  If applying to rotations in VSLO, we will upload the student’s transcript only after they have submitted an application. Students do not need to notify our office, as VSLO will prompt us to do so.
• Letter of Good Standing
  If required, we are typically asked to upload a Letter of Good Standing after the student applies. If listed as a student requirement, please reach out to fsm_records@northwestern.edu.
• Malpractice Coverage Verification
  We are usually asked to upload or verify this after the student applies. If listed as a student requirement, please reach out to fsm_records@northwestern.edu.
  • NOTE: Some institutions require a Certificate of Insurance, which is ordered from the Office of Risk Management by the registrar’s office and takes approximately a week to process. Please reach out to rsm_records@northwestern.edu in this case.
• Criminal Background Check (CBC)
  A background check was completed when each student received an acceptance to medical school. If a more recent background check is required, it is the student’s responsibility to have this performed. AAMC provides recommendations..
• Drug Testing
  Please work with student health service or check AAMC recommendations.
• Basic Life Support Training
  Our office verifies. Though, in some cases, students may be required to renew it.
• Mask Fit Test
  Our office verifies. Though, in some cases, students may be required to renew it.
• Student Picture
  To be uploaded by the student.
• Letters of Recommendation
  Generally must be uploaded by our office on students' behalf. Please have letter writers email them to fsm_records@northwestern.edu.
• HIPAA Attestation
  Download HIPAA Attestation.
• Infection Control & Prevention (or OSHA) Training Completion
  Attest Training Completion.
• Risk Management
  Download Risk Management Attestation

Away rotations may be applied towards the graduation requirement of 20 weeks of elective credits (see our graduation requirements), but only if the proper steps are taken:

• Complete the Away Elective Application Form and submit it to our office at least four weeks before the start date.
• Once approved, the elective will be added to the student’s schedule in OASIS, and the enrollment process will be complete.

This registration process needs to be completed before the start of an away rotation for two reasons:

1. The student will only be covered under the University’s malpractice insurance if enrolled in the elective before the start date.
2. The student will only receive elective credit to apply towards graduation requirements if registered before the start date.

After the elective, the away institution’s visiting student coordinator or elective director must submit the FSM Elective Clinical Performance Assessment Form to fsm_records@northwestern.edu within six weeks of the end date.

However, some institutions only utilize their assessment forms. In this case, we accept the host institution’s form provided the final grade and narrative comments are listed. If you experience difficulty with his process, our office will reach out to the institution on your behalf. 

Please send verification requests to fsm_records@northwestern.edu with a signed release of information and any other pertinent details. While email is preferred, you can also fax us at 312-503-0715.

Pre-2000 Graduates

If you graduated before 2000, we must first create an account for you within Parchment, Northwestern’s transcript vendor.

To initiate this process, please submit the MD Transcript Account Creation form. We will then create the account and confirm via email once it is complete. Then, you can order the transcript through Parchment.

Post-2000 Graduates

If you graduated in 2000 or later, order transcripts directly via Parchment.

There are two options in Parchment for alumni requesting their medical school transcripts. 

• If a transcript is needed for a residency or fellowship, please choose “Official Transcript – MD Current Student Resident Fellow.” There is no charge for these requests.
• If a transcript is needed after completing residency and/or fellowship, please choose “Official Transcript – Physician.” The cost is $25, and transcripts are processed within three business days.

Note: There may be more options if alumni have received multiple degrees from Northwestern.

Alumni can request an official replacement diploma in Parchment. For pricing and more information, visit the Office of the Registrar site.

Alumni can request a PDF copy of their medical school diploma by emailing fsm_records@northwestern.edu at no cost. This office only has electronic copies starting with the Class of 1988.

For alumni who graduated before 1988, an official replacement diploma can be requested from Parchment (for a charge), or this office can provide an official letter from the registrar explaining these circumstances.

Alumni can request notarization or get an apostille for official transcripts or diplomas.

• Notarization confirms the authenticity of the document and signatures.
• An apostille is for use in foreign countries. Learn more on the Illinois Secretary of State website.

Apostille Support

As a courtesy, we can notarize and forward your transcript to the State. To do this, you must:

1. Order a paper transcript.
2. Mail the following to the R&R office:
   • Apostille Application form (from the Secretary of State site)
   • $2 per transcript, check payable to IL Secretary of State
   • A prepaid, addressed return envelope.

Alumni cannot possess their Medical Student Performance Evaluation (MSPE; also referred to as a Dean’s Letter) after graduating. If a copy is needed, please send the relevant contact information to fsm_records@northwestern.edu, and it will be sent directly.

We can provide Medical Student Performance Evaluations (MSPEs) and Transcripts for Electronic Residency Application Service (ERAS) applications via the AAMC’s Medical Institution Document Upload Service (MIDUS).

Enter the information below into MIDUS, and a link will be sent directly to this office to upload the documents:

Title: Registrar

Name: Jessica Voth

Institution: Northwestern University Feinberg School of Medicine

Department: Office of Registration and Records

Address: 303 East Chicago Avenue, Ward Suite 1-003, Chicago, Illinois 60611

Email: fsm_records@northwestern.edu

Phone: 312-503-4070

Our office can only process documents and provide verifications for former students who received their MD from Feinberg. The contact information for other programs is provided below for convenience, but is not guaranteed to be up to date.

• Medical Residency and Fellowships (Graduate Medical Education Office): gme@northwestern.edu
• Physical Therapy: k-nelson@northwestern.edu
• Prosthetics and Orthotics
  • Degree: nu-registrar@northwestern.edu
  • Certificate: nupoc@northwestern.edu
• Physician’s Assistant: paprogram@northwestern.edu
• PhD (NU Office of the Registrar): Office of the Registrar Website