- Notify the Registrar’s Office by e-mail to firstname.lastname@example.org. Specify that you have satisfied the requirements of the academic probation hold and request that the hold be removed.
- You may also contact your department, which can notify the Registrar’s Office.
Each semester, an announcement is made to all students several weeks before registration begins. At that time, you are asked to review your student record on the portal to ensure that all holds have been addressed and cleared from your record. The academic probation hold prevents you from registering for classes, so it is important that you verify your student record on a regular basis.
Definition and Types of Academic Probation
Academic Probation at the University level is a status incurred when the student fails to meet the standards defined in CGU’s policy on Satisfactory Academic Progress (SAP). Student requirements for meeting SAP standards may be summarized as follow.
- Maintain a minimum grade point average (GPA) of 3.0
- Have no more than two Incomplete or Grade Pending grades on file at any one time
- Adhere to time to degree standards
Failure to meet these University standards prevents registration and graduation. It may also qualify a student for probation in other important areas.
- Financial Aid – eligibility for financial aid
- International Status – for international students, continued eligibility for student visa
Students who are placed on academic probation by the University are advised to consult with Financial Aid or the International Student Services Office regarding the extended impacts of academic probation.
What to Do When You Are on Academic Probation
Twice per year, the Registrar conducts an SAP review of all student records, placing academic probation holds on students who have not met SAP requirements. These reviews are conducted at minimum in the month prior to the registration periods–in October before Spring registration and in March before Summer/Fall registration.
Academic probation holds are not released until your record indicates that you have met all SAP standards. If you wish to enroll for another semester at CGU, action on your part is required.
STEP 1. Determine the reason for your being on academic probation by consulting the information on the hold available to you through your PeopleSoft student record.
STEP 2. Review your record in PeopleSoft. Since the Academic Probation Hold (APR) was placed, grades may have been submitted that have raised your GPA or eliminated Incomplete grades. If your record now meets SAP requirements, notify the Registrar’s Office by e-mailing email@example.com. Out of time holds (OUT) are addressed by seeking an extension of time for your degree.
STEP 3. Meet with your advisor to develop a strategy for resolving your academic probation status. If your advisor is satisfied with your plan, do the following.
- Complete a Petition for Exception to CGU Policy form (found on the Registrar’s Forms Index) and attach your written plan for remedying your probation status. Your plan should include 1) a reflection on what factors contributed to your academic difficulties, 2) a plan for personal success discussing what strategies and resources you will use to help your academic success in the future, and 3) a realistic plan to increase your GPA to 3.0 or above/remove the outstanding incompletes, including an approximation of how long it will take to remove your probation status. We suggest using CGU’s GPA calculator developing your plan.
- Complete a Registration (Add/Drop) Form (found on the Registrar’s Form Index) for your next semester of enrollment.
- Deliver the petition, your plan, and the Add/Drop form to your advisor for approval.
- If approved, deliver all documentation to your department for the dean’s approval.
- Deliver the approved documentation to the Student Services lobby (1st floor, Harper Hall East), or email directly to the Petitions and Appeals Commitee (firstname.lastname@example.org) for review.
Please note: STEP 3 must be repeated for each semester until you meet SAP standards.
STEP 4. If approved by the Petitions and Appeals Committee, upon receipt of required approvals and your Add/Drop form, the Registrar’s Office will enroll you into the classes you have requested, space permitting. Please note that the Academic Probation Hold will remain on your record, so any changes to your enrollment schedule will also need to be completed by submitting an approved Registration (Add/Drop) Form (found on the Registrar’s Form Index) to the Registrar’s Office. Applicable Late Registration Fees apply.
You can use CGU’s GPA calculator to forecast your term GPA or your cumulative GPA for this term or for a future term.
Dismissals for Lack of Satisfactory Academic Progress
CGU’s policy on Satisfactory Academic Progress (SAP) requires that you resolve your academic probation status by the end of the next semester following placement of the hold. If you remain on academic probation status, you are subject to dismissal by your program.
In cases of excessive absences which affect a student’s ability to effectively master the course material or meet the university’s stated credit hour requirement standards, instructors may take appropriate action, including but not limited to adjusting a student’s grade for the course or dropping the student from the course according to the published Academic Calendar deadlines.
Students with special attendance requests, such as major religious holiday observances, or unforeseen life emergencies, such as serious illness or accidents, are usually allowed to make up class assignments or tests. Students are expected, when possible, to inform the instructor in advance of an absence and to make arrangements for missed work.
The standard for credit hours is set by federal regulations governing eligibility for and the disbursement of financial aid. 34 CFR Section 668.2 refers to 12 semester hours for institutions that measure progress in credit hours and use a standard semester term. Standards are essentially the same for graduate and undergraduate education since the two are differentiated by the level of study and not the number of hours devoted to study.
For CGU courses, a single unit or credit is determined by 10.5 hours of instructional activity per semester. Instructional activity includes direct instructor contact in a physical or virtual classroom as well as asynchronous instructional content for online or hybrid courses. When creating and scheduling courses, departments and programs must be careful to ensure that scheduled class meeting times meet or exceed the following requirements based upon the 10.5 hours per unit rule. A standard semester at CGU is 16 weeks in the Fall and Spring.
Units – Hours – Minutes
1.0 – 10.5 – 630
2.0 – 21.0 – 1,260
3.0 – 31.5 – 1,890
4.0 – 42.0 – 2,520
Note that departments and programs that follow the schedule of standard meeting times established and published in the Call for Courses meet the requirements of the institution’s definition of credit hours.
Official disclosures about CGU grades are provided on the back of the official CGU transcript, typically referred to as the Transcript Legend. Since grading policies have changed over the years, you should also refer to the Transcript Legend – Historical Disclosure.
Types of Grades
⚠ Beginning in the Fall 2021 term CGU will award Pass (P) and Fail (F) grades instead of Satisfactory (S) and Unsatisfactory (U) grades. Requests to change grading basis must be received by the “Last day to change grading basis” date listed in the Academic Calendar.
CGU uses letter grades, P/F, and other grade notations to indicate academic achievement in a course. In certain instances, enrollment notations are used instead of grades.
Letter Grades. Grades include the A, B, C series and their + / – variations; P (Pass) and F (Fail); AU (Audit Satisfactory); GP (Grade Pending); and I (Incomplete). The traditional letter grades (A, B, C), their variations, and F are factored into your grade point average (GPA). GP, I, and P do not affect your GPA.
Enrollment Notations. Enrollment notations include W (Withdrawn) and Y (Unreported Evaluation).
Grades and enrollment notations are further divided into two categories–temporary and permanent.
- There are only two temporary grades/notations. These are I and GP.
- Permanent grades/notations include everything except I and GP.
The distinction between permanent and temporary grades is used to regulate grade changes.
Cross Registration. Grades earned through cross registration at the Claremont Colleges or the Claremont School of Theology are included in the GPA calculation, as they are courses earning credit towards a student’s CGU degree and they appear on the CGU transcript.
Official CGU grades include A+, A, A-, B+, B, B-, C+, C, and C-.
D+, D, and D- are not valid grades at CGU. If an instructor reports a D+, D, or D- grade, the grade is translated and posted as F (Fail).
⚠ Beginning in the Fall 2021 term CGU will award Pass (P) and Fail (F) grades instead of Satisfactory (S) and Unsatisfactory (U) grades. Requests to change grading basis must be received by the “Last day to change grading basis” date listed in the Academic Calendar.
Unless a course or degree requirement insists upon a letter grade, you may request a Pass/Fail (P/F) grade from the instructor. No special form is required. Students request P/F grading directly from the instructor before the end of the semester in which the course is taken.
Instructors are not required to assign P/F grades, unless P/F grading is required by the course itself. The decision to issue a P/F grade as an alternative to a letter grade is entirely within the authority of the instructor.
A P grade earns units but does not factor into your GPA. It is important to note that a F grade will negatively impact your GPA and have implications beyond your GPA. Satisfactory Academic Progress (SAP), eligibility for financial aid, and continued international student status may all be adversely affected by a F grade. Contact the appropriate office for guidance.
- Satisfactory Academic Progress: Your program coordinator
- Financial Aid: email@example.com or (909) 621-8337
- International Student Coordinator: firstname.lastname@example.org or (909) 607-3371
Prior to the Fall 2021 term CGU used Satisfactory/Unsatisfactory (S/U) grades in place of the Pass/Fail (P/F) grade options.
If you are enrolled in a class on an audit basis, your instructor will assign the appropriate grade for your audit. AU (Audit) is assigned if you successfully completed the course. F (Fail) is assigned if you did not complete the course or if you abandoned the course and failed to drop it from your schedule.
Incomplete (I) and Grade Pending (GP) are notations used to indicate that a permanent grade is expected within a defined period of time. When the time period for a temporary notation expires, the temporary designation is replaced by a permanent grade.
Incomplete Grades. Unless the student and instructor define a more stringent time period, an incomplete must be resolved no later than the grading deadline of the semester one year later than the original course. If you receive an I grade, submit outstanding work to your instructor to allow time for evaluation and submission of a new grade by this date. If you need additional time, you may request one extension by submitting an Incomplete Grade Extension Request (available on the Registrar’s Form Index). Extensions may be granted for no longer than a single term, which includes the summer term. If the Incomplete period expires, and no new grade has been received by the Registrar’s Office, your grade lapses as designated by your instructor or to F (Fail). An instructor is not required to accept additional work for consideration or evaluation after expiration of the Incomplete time period. If work is accepted, however, the instructor may issue a Grade Change. All grade changes are noted on your transcript with the date and the reason for the change.
Grades Pending. Instructors may issue a GP if a grade cannot be reported to the Registrar’s Office by the grading deadline established by the Academic Calendar. A grade is expected within a reasonable time (generally no more than a few weeks) following the due date. When reviews for Satisfactory Academic Progress (SAP) begin, any outstanding GP grades default to a Y (Unreported Evaluation) notation.
Withdrawn (W) indicates that you withdrew from a course after the deadline announced in the Academic Calendar. A W notation does not affect your GPA and is neither punitive nor negative.
Unreported Evaluation (Y) signifies that no grade was reported by your instructor. Y is assigned when the Satisfactory Academic Progress (SAP) review begins and either no grade has been received for a class in which you were enrolled or a GP was issued and no follow-up grade reported. Like W, the Y is neither punitive nor negative. Y does not affect your GPA. However, courses for which the Y has been assigned cannot be used to fulfill a degree requirement.
Once permanent grades have been assigned, grade changes may be made only in the most exceptional of circumstances, and requests for permanent grade changes must be supported by the school’s dean. All grade changes are recorded on your transcript with the date and the reason for the change. Requests to assign a temporary grade (I or GP) as a new or replacement grade are not permitted. The W notation may not be replaced by another grade.
Grade changes are reported by instructors to the Registrar’s Office for any of the following conditions. Grade changes may not be submitted for individuals who have graduated or are not currently enrolled at CGU or the Claremont Colleges.
Reporting Errors. If a grade was reported or recorded incorrectly, the instructor must notify the Registrar’s Office.
Outstanding Work. New grades are expected to replace a temporary notation (I or GP). Upon evaluation of your work, the instructor will issue a permanent grade. Instructors are not required to accept nor evaluate work after a permanent grade has been assigned in the course.
Re-evaluations. Under certain circumstances, an instructor may accept and evaluate work for issuance of a new grade. Grade changes must be approved by the dean and reported to the Registrar’s Office. When recorded on your transcript, the date of the grade change and the original, permanent grade is recorded as a transcript note.
You can use CGU’s GPA calculator to forecast your term GPA or your cumulative GPA for this term or for a future term.
- Register for classes during the Fall and Spring semesters. Enrollment during the summer term is not required.
- If course requirements are complete, register for Continuous Registration or Doctoral Study.
- File for a Leave of Absence (see the Leave of Absence section of the Student Status webpage)
- International students must maintain student status per SEVIS requirements (consult the International Services Office for more information).
- To be considered full time for Fall and Spring semesters, students need to take at 8 or more units, or be enrolled in Continuous Registration or Doctoral Study. Students are considered part time if they take fewer than 8 units.
Registration or filing for a leave of absence must be completed within the registration deadlines applicable to the semester and no later than the Add/Drop deadline to avoid being withdrawn for lack of enrollment. Note that there are different financial implications for submitting and processing transactions at different times during the semester. Consult the Academic Calendar for enrollment, registration, and refund schedules.
After the Add/Drop deadline, students are withdrawn by the University for lack of enrollment. An application for reinstatement may be required for the student to resume studies at CGU in a following term. This process is required if a student is not registered before the last day of the semester in which the student was withdrawn for lack of enrollment.
Auditing a course or enrolling in a 0-unit course without concurrent registration into either a unit-earning course or Continuous Registration or Doctoral Study does not maintain student status.
Students are responsible for the financial implications that result from any changes or delays to changes in student status. Always consult the Financial Aid Office regarding any impacts on financial aid eligibility.
Continuous Registration/Doctoral Study
Students who have completed their course requirements and are working on other degree requirements that do not require enrollment in courses must nevertheless maintain their student status for continued advising services, use of library privileges, and for financial aid purposes. This requirement applies whether or not the student is physically on campus for the applicable semester.
During the registration period (Fall and Spring semesters), students must enroll in Continuous Registration or Doctoral Study as appropriate.
- Masters students enroll in Continuous Registration (400M).
- Doctoral students enroll in Doctoral Study (499).
Eligibility: Enrollment in Continuous Registration or Doctoral Study is restricted to masters and doctoral students who have completed at least one semester of course work in their degree program. Students who are new to a program may not enroll in Continuous Registration or Doctoral Study during their first semester in the new program.
Registration Deadlines: Enrollment in Continuous Registration or Doctoral Study is subject to the same registration deadlines as for other courses. You must enroll during the announced registration period to avoid late registration fees and before the Add/Drop deadline to avoid being withdrawn for lack of enrollment. Current fees for late registration and for enrollment changes are available from the Tuition & Fees chart on the Student Accounts webpage.
Registration Status: Students enrolled in Continuous Registration or Doctoral Study are considered full time students for enrollment verification and financial aid purposes.
Restrictions: Continuous Registration and Doctoral Study are non-graded courses and do not earn units for the purposes of degree candidacy. Because these courses are not variable unit courses, no other unit-earning courses may be taken during a semester in which the student is enrolled in Continuous Registration or Doctoral Study.
Other Registration Considerations
Registering in Unit-Earning Courses: Students who have outstanding financial aid or student loan obligations must be enrolled in unit-earning courses. Enrolling solely in courses on an audit basis does not constitute enrollement in unit-earning courses. When reported to the National Student Loan Data Systems (NSLDS)(and the University is required to make regular reports on student enrollments throughout the semester), these kinds of schedules trigger the repayment process for any outstanding loans in the student’s name.
Time to Degree: Students are generally limited to ten semesters of Continuous Registration or Doctoral Study, primarily due to expectations on time to degree, financial aid eligibility, and considerations for debt accumulations undertaken by students. Additional semesters of Continuous Registration or Doctoral Study beyond the ten semesters are approved by the student’s department.
Satisfactory Academic Progress: Students must maintain Satisfactory Academic Progress (SAP) in their degree programs.
CGU policies and procedures have been established to ensure institutional efficiency as well as to comply with federal, state, accreditation, and other academic regulations. Requests for exceptions to these policies are reviewed on a case-by-case basis by the Petitions and Appeals Committee (PAC). All requests must be substantiated with documentary evidence sufficient to justify the exception to established policy and procedures.
Documentation. The Petitions and Appeals Committee will only review complete petitions that include all the following items.
1) The Petition for Exception to CGU Policy form (found on the Registrar’s Form Index)
2) A personal statement including:
• the nature of the request, including a detailed summary and timelines of the exceptional circumstances or events that led to the need to file the petition;
• previous efforts and/or attempts to resolve this matter in collaboration with CGU staff and/or faculty prior to submitting the petition; and
• the exact request(s) being made and acceptable outcome(s) as a result of the appeal.
3) Any supporting documentation for the circumstances, events identified in the statement, and/or relevant policy or student record documents should be attached to the petition.
4) Signatures of department faculty and the dean.
Complete petitions should be submitted to the Office of Student Services or email@example.com. The approval process for petitions may include various additional consultations and reviews undertaken by PAC; please allow sufficient processing time. Decisions are based upon the extensiveness and the relevance of the supporting documentation you provide as well as additional information sought and obtained by PAC as part of the review process.
Exceptions to Academic Policy
Students and academic departments may use the Petition for Exception to CGU Policy form to request an exception to university academic, degree, registration, or other administrative policy. This petition should not be used for requesting an exception to program-specific policies, procedures, and requirements that are in accordance with CGU policy but may be more detailed and/or discipline-related. This petition also may not be used to dispute grades. Because CGU adheres to a term-based transaction policy, petitions should be submitted before the end of the semester to which the request applies. Unless otherwise disputed before the end of the semester, all records are considered complete, accurate, and permanent.
Exceptions to Financial Policy
Students and academic departments may use the Petition for Exception to CGU Policy form to request an exception to university procedures governing refunds, fees, and deadlines that affect your student account. Financial policies at CGU have been established in compliance with federal regulations that determine institutional eligibility for the administration of financial aid, veterans’ benefits, and other government programs. These policies are also consistent with fiscal standards for educational accreditation. Because CGU adheres to a term-based transaction policy, any changes to tuition, fees, or other account-related items must be made during the semester to which those changes apply. Exceptions to these policies may only be made under the most exceptional of circumstances.
Requests for Fee Waivers. Do not submit appeals for fees that have not yet posted to your student account. These requests cannot be processed. Review the guidelines for preparing your statement for additional considerations.
Late Registration Fee. Requests for reversal of the late registration fee should demonstrate how you were not able to register during the registration period of the applicable semester. Registration periods are announced several times during the semester, and students are responsible for becoming familiar with University polices, for complying with all deadlines, and for reading their CGU e-mail. Being unaware of the registration deadline is not a sufficient reason for refund consideration.
Readmission Fee. Financial hardship is not an acceptable reason for appealing the readmission fee. Returning students are expected to assume responsibility for all tuition and fees when resuming their studies at CGU.
Tuition. Requests regarding tuition must be approved by the dean of your school. CAUTION: If you were a recipient of loans, fellowship, or other financial aid, please note that requested adjustments which decrease your enrolled units or tuition assessment may impact your eligibility for such aid. Always consult the Office of Financial Aid before requesting any adjustments to your enrolled status. International students should consult with the International Student and Scholar Services Office for issues related to visa status.
- Independent study/research courses
- Doctoral Study and Continuous Registration courses
- Music/art performance, practice, and studio courses
- Courses for which multiple semesters of enrollment are required by the academic program
- Courses that students must repeat in order to achieve a minimum grade specified by program degree requirements
Students may repeat courses with the approval of the student’s program AND provided all of the following conditions apply.
- The course itself does not restrict repetition.
- The student’s department or program does not restrict repeating courses or have other limits on repeated courses.
- Previous enrollments in the course have been assigned a permanent grade. Permanent grades are grades other than I (Incomplete) and GP (Grade Pending).
- The student must register and enroll for each repetition of a course. Applicable tuition and other fees apply.
- The course being repeated is taken with the same subject and catalog number as the previous class; one course may not be substituted with another.
For academic transcript purposes, the following policies apply to the recording of repeated courses:
- All enrollments are recorded on the official transcript, including the grade received for each enrollment.
- Students may receive credit for a course only once, regardless of the number of repetitions.
- For grade point average (GPA) calculations, the highest grade achieved by a student in a repeated course is the grade that is factored into the student’s GPA.
Financial aid may not be available for the repetition of certain courses. To determine eligibility for funding and application of financial aid regulations to repeating courses, please consult Financial Aid.
Important Considerations for Students
The Policy on Repeating Courses is intended to ensure academic, chronological accuracy and to preserve the integrity of a student’s transcript as an official report of historical enrollment and academic performance. Grading must be based upon performance requirements announced by the instructor of record at the beginning of the course. The Incomplete Grade process allows a student additional time to complete coursework, but does not authorize participation in subsequent offerings of the course.
Students who choose to repeat a course must be cognizant of all of the following:
- Enrollment in a course that is being repeated must be approved by the student’s department.
- A course may not be repeated if a permanent grade has not been assigned for a previous enrollment in the same course. Courses for which a student has received an Incomplete (I) or Grade Pending (GP) notation may not be repeated until after a permanent grade is assigned.
- Subsequent enrollments in a course for which the student received an I, GP, or no grade for a previous enrollment in the same course will result in assignment of a W (Withdrawn) notation for the first enrollment. No refunds are available these previous enrollments since the course was taken in a past semester.
- Grades for previous enrollments in a course remain on the student’s transcript.
- The highest grade earned in a repeated course is factored into the student’s GPA.
- Students should notify the Registrar’s Office if repeating a course so that the proper codes can be applied and the student’s GPA can be calculated appropriately.
- Credit may be earned only once for a course, regardless of the number of repetitions of the same course.
- Financial aid may not be available for units that accrue from repeating courses. To determine eligibility per financial aid regulations, please consult Financial Aid.
Students who do not expect to complete a course successfully should consider dropping the course before the end of the semester in which the course is taken. After the Add/Drop date announced in the Academic Calendar, the drop action may be recorded on the student’s transcript with a W (Withdrawn) notation. W does not affect the GPA. It is an enrollment notation and is neither punitive nor negative.
As a reminder, grade changes are recorded on the transcript with the original grade and the date a new grade is assigned.
Integrity of Student Academic Performance
Grades and grade changes may only be submitted by the instructor of record. The instructor of record is the instructor designated in CGU course files and the CGU Schedule of Classes as the faculty member responsible for the course.
Grades must be based upon a student’s performance in coursework established for the course by the instructor of record during the semester that the course is offered.
Students may never take a course in one semester and repeat the course in a subsequent semester with the objective of replacing a grade earned in a previous semester. This is a violation of the integrity of academic record practices and a misrepresentation of student academic achievement. Such a practice is also unfair toward both the University and the other students enrolled in the course.
Exceptional circumstances, such as the death or unanticipated departure of an instructor, are addressed by the department with the concurrence of the Provost and the Registrar.
Qualitative Standard – must maintain good academic standing by meeting the minimum 3.0 cumulative GPA requirement. In addition, for master’s and doctoral students alike, a maximum of two Incomplete or Grade Pending grades are permitted at any one time.; Incompletes or Grade Pendings in Master’s Critique, Master’s Thesis, or Dissertation Research are not factored into the number of Incomplete grades for financial aid purposes.
Quantitative Standard – time limits to complete a degree on a cumulative basis, comparing the number of units attempted versus the number of units earned on an annual basis. Time limits to degree are established in the University’s SAP policy. Leave of absence semesters and semesters during which the student withdraws prior to receiving financial aid are not counted toward the student’s time limit. Research leaves, which are intended to facilitate the student’s progress to degree are counted against the student’s time limit.
Satisfactory Academic Progress (SAP) Chart
|Requirement||Master’s Degree||Doctoral Degree||When Reviewed|
|Minimum level of enrollment||Half-time 4 units per semester||Half-time 4 units per semester||Each semester and at each disbursement|
|Minimum number of units completed academic year during coursework||8||8|
|Maximum number of incompletes, grade pending courses, and/or permanent number of incompletes||2 total||2 total||Annually|
|Maximum time-frame with:|
|13-24 transfer units||5 years||6 years||Annually|
|1-12 transfer units||5 years||6.5 years||Annually|
|No transfer units||5 years||7 years||Annually|
Financial Aid Ineligibility
Failure to meet SAP standards results in the student’s ineligibility to receive financial aid.
Students who wish to appeal ineligibility for financial aid due to unsatisfactory progress must do so in writing, providing reasons why the minimum academic requirements were not met. Supporting documentation must be provided as evidence of extenuating circumstances. If time limits to complete a degree have expired, an Academic Plan may be required to document outstanding degree requirements and to track the additional time that may be needed.
Guidelines for developing an appeal are available from the Financial Aid Office. The student’s academic record and documentation provided in the student’s appeal package are taken into consideration. At the conclusion of the review process, students are notified of the disposition and advised whether an exception to policy can be approved.
The right to inspect and review education records.
Students may request access to their education records maintained by any education official of the institution that is the keeper of the particular record. Education records do not include certain records such as sole possession records, medical records, certain employment records, and law enforcement records.
The right to seek to amend education records.
Students may request that records considered inaccurate, misleading, or an invasion of privacy be amended or removed from their education records. Requests are submitted directly to the recordkeeper, but may be appealed to the Dean of Students. As a resolution to amending records, a student may document objections to a record in a written statement. The student’s statement must be maintained by the recordkeeper for as long as the objectionable record is maintained, and disclosed whenever the objectionable record is disclosed.
The right to have some control over the disclosure of information from education records.
Except where permitted by FERPA, the prior consent of the student is required for the University to disclose non-directory information about a student to a third party. Students may request that the University not disclose certain or all information from their education records. Requests to restrict the disclosure of information from education records must be submitted in writing to the Registrar’s Office. These requests remain in effect until revoked in writing.
The right to file a complaint for an alleged violation of FERPA rights.
Questions, issues, and other problems regarding the FERPA rights of students at CGU should first be referred to the University Registrar. Formal complaints for an alleged violation of rights under FERPA are filed in writing with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington DC 20202-5920.
In compliance with FERPA, the University designates the following personally identifiable information about a student as directory information:
- CGU e-mail address
- degree/certificate program of study
- concentration of study
- dates of attendance
- degrees, certificates, and honors received, including the conferral date
- most recent previous institution attended
- published dissertation/thesis title
Unless restricted by a student, directory information may be released to the public without the prior consent of the student.
The University permits access to specific student information by education officials with a legitimate educational interest. Education officials include CGU staff, faculty, and other individuals and entities designated by the University to perform its administrative, academic, supervisory, or other educational tasks and functions. Legitimate educational interest exists when an education official requires access to specific information about a student in order to accomplish a University-delegated task or function.
Education officials also include non-CGU entities such as the National Student Clearinghouse for the purposes of federal financial aid reporting and other educational institutions with whom CGU has exchange or articulation agreements for purposes related to a student’s enrollment or transfer.
Addendum – January 2012
As of January 3, 2012, the US Department of Education expanded the circumstances under which disclosure of education records–including Social Security Numbers, grades, and other non-directory information–may be permitted without the prior written consent of the student.
The US Comptroller General, the US Attorney General, the US Secretary of Education, and other state and local authorities may allow access to any third party designated by a federal or state authority for the purpose of evaluating a federal- or state-supported education program. Evaluation may relate to any program that is “principally engaged in the provision of education,” including early childhood education, job training, and any program that is administered by an education agency or institution.
In addition, federal and state authorities may allow access to education records to researchers performing certain types of studies, even if Claremont Graduate University objects to or has not initiated such research. Federal and state authorities must obtain certain use-restriction and data securities agreements from entities they authorize to access and receive personally identifiable information from education records. However, federal and state authorities are not required to possess or maintain direct control over those entities.
To facilitate the development of Statewide Longitudinal Data Systems (SLDS), state authorities may collect, compile, permanently retain, and share personally identifiable information from education records without the prior consent of the student. These data efforts may track student participation in education and other programs by linking personally identifiable information obtained from federal and state sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.
FERPA Requests and Authorizations
FERPA Records Restriction Form
Students who wish to restrict the disclosure of information from their education records must submit a FERPA Records Restriction Form to the Registrar’s Office.
Authorization to Release Information from Student Education Records
Per FERPA, the prior written consent of the student is required for CGU to disclose non-directory information from a student’s record. Students must complete the FERPA Authorization to Release Information from Student Education Records form and submit it to the Registrar’s Office in order to request disclosures to individuals or entities who are not education officials as designated in CGU’s Student Privacy/FERPA policy.
Questions regarding FERPA and the application of FERPA at CGU should be directed to the University registrar.
Policies and procedures are published in the CGU website, in the CGU Bulletin, and in individual department publications. It is important to remember that the rights and responsibilities that arise therefrom are determined and intended not only to ensure institutional efficiency, but also to comply with federal, state, accreditation, and other regulations.
All new and continuing students are expected to be cognizant of and abide by the interrelated rights and responsibilities summarized below.
The privacy of a student’s education records are regulated by the federal Family Educational Rights and Privacy Act (FERPA). Disclosure of these rights is available on the Student Privacy (FERPA) page of this website.
CGU students are responsible for maintaining a continuous student status at the University. Maintaining student status involves both semester-to-semester registration and Satisfactory Academic Progress (SAP).
Accuracy of Records
The accuracy of student records is a responsibility of both the institution and its students. Unless otherwise disputed before the end of the semester, all records are considered complete, accurate, and permanent.
CGU policies and procedures are provided in the CGU Bulletin, the institution’s website, and in various web and paper publications regarding CGU’s academic programs and student services. Because policies and procedures are subject to change at any time, it is important that students be receptive to all official communications and announcements from CGU.
Student responsibilities in regard to the accuracy of student records entail the following requirements.
- CGU E-Mail: Communications from CGU. Official University communications are distributed via the student’s cgu.edu e-mail address. Therefore, students should check cgu.edu e-mail regularly. If you use another e-mail service provider, check your cgu.edu mail regularly for important administrative notices. Non-receipt of CGU e-mail due to full mailboxes is not an excuse for ignorance of CGU policy communications. Note that a number of student processes are methodically being converted to provide automatic notification when transactions have been completed.
- CGU E-Mail: Communications with CGU. All communications with the University regarding student services should also be conducted via the cgu.edu e-mail to ensure authentication of your identity, your right to information, and your ability to authorize student transactions. E-mail received from non-CGU service providers may not be accepted.
- Student Portal. The CGU student portal provides access to extensive student information maintained by the University. Students receive unique logons and passwords to protect the privacy of their individual information. Students should verify their data in PeopleSoft regularly, especially during the registration and grading periods, to ensure that student records are complete and accurate. Concerns should be reported immediately to the academic program coordinator.
- CGU Bulletin. The CGU Bulletin is the primary reference point for all policies and procedures for the University. For academic requirements, students are held to the department specifications published in the academic year of the student’s admission to a program.
- Registrar Website. In addition to various University communications, CGU policy and procedural changes are reflected on the registrar’s website. Students should consult the website as well as the Academic & Financial Calendar pages regularly to verify upcoming deadlines and information policies.
- Official and Unofficial student transcript. Students should make sure that all courses have been recorded and that a grade has been assigned for all courses that require a grade. If instructors–such as visiting and adjunct faculty–are unavailable or difficult to locate because a period of time has lapsed since your enrollment in a course, changes or corrections may become impossible.
Timeliness & Term Based Transactions
At the end of the semester, student information is considered complete, accurate, and permanent; changes to a semester’s enrollment information may not be made after the last business day of that semester.
Deadlines exist not only to ensure the efficiency of University operations, but to comply with the various federal, state, and accreditation regulations that oversee government reporting, the distribution of financial aid, eligibility for federal funding, the integrity of CGU’s academic programs, and other educational concerns. Student responsibilities include the following.
- Consult the Academic Calendar for relevant and important deadlines. Because some processes require extensive time for completion, be sure to begin fulfilling expectations early.
- The Student Accounts website provides information about tuition and fees, as well as announces deadlines for enrollment transactions and defines the percentage of refunds.
- Transactions that affect student records or financial accounts are only accepted within the semester to which the transaction applies. Forms, including processing instructions, for specific student transactions are available from links on the Registrar’s and Student Accounts websites.
To ensure accuracy, appropriate documentation, and student privacy, all official communications should be affected in writing, preferably through the cgu.edu e-mail platform. The cgu.edu e-mail requires a two-factor authentication process that adequately guarantees the identification of the communicating parties.
Communications that are not performed on the cgu.edu e-mail platform should be transacted in writing via US Mail. Transactions involving changes to student records or requesting the release of information from student records cannot be completed by phone.
CGU reserves the right to require identification for all transactions, including those requested in person. A CGU ID Card, driver’s license, passport, or other method of official government-issued identification may be required.
For almost all transactions, students should consult with their advisors or department representatives for policy and procedure. Some transactions are guided by the academic department. Other transactions are governed by CGU policy and procedures to ensure compliance with government and accreditation rules and regulations. For almost all transactions, your department will initiate the process, which is subsequently completed by Student Affairs.
Former students and members of the general public should direct their inquiries to the Registrar’s Office, either by e-mail to firstname.lastname@example.org or by calling (909) 621-8285.