Student Records and Personal Information

Changes to a student’s primary/legal name require official documentation and review by the Registrar’s Office.

How to Request a Legal Name Change

1. Complete the Change of Personal Information Form.
2. Submit official documentation supporting the name change. Acceptable documentation may include:

• Court order
• Government-issued driver’s license
• Passport showing the updated legal name and photograph

Submission Options

Documentation may be presented:

• In person to the Registrar’s Office
• During a video appointment with Registrar’s Office staff
• By mailing the original notarized documentation to the Registrar’s Office

Note: Copies of notarized documents will not be accepted. Original notarized documents must be submitted by mail.

Alumni requesting a legal name change must follow the same process and documentation requirements as current students. In some cases, transcripts may include the notation:

“Transcript previously issued under different name.”

Processing times may vary depending on the type of request and documentation required.

Students may update their preferred name directly through the PeopleSoft Student Portal.

Preferred names may appear in selected university systems and class rosters but do not replace a student’s legal name in official academic, financial, immigration, or employment records.

Students may update address and telephone information through the PeopleSoft Student Portal or by submitting the Change of Personal Information Form.

How to Change Your Address

Important for Employees

Students who are also employed by CGU must separately notify Human Resources of address changes to ensure accurate employee and tax records.

Requests to update other personally identifiable information, such as date of birth or citizenship information, must be submitted in writing to the Registrar’s Office. Depending on the nature of the request, supporting documentation or notarized documentation may be required.

Requests involving confidential information may require identity verification before processing.

Because the Registrar’s Office maintains the historical accuracy of the University’s academic records, certain information may not be eligible for modification after a student leaves or graduates from CGU.

Students who believe their academic record contains an error should first contact their academic department or the Registrar’s Office to discuss the issue and determine the appropriate process for review.

Corrections to student records are generally limited to administrative or processing errors, including:

• inaccurate enrollment information,
• transfer credit discrepancies,
• milestone reporting errors,
• or transcript inaccuracies.

Most requests must be initiated or endorsed by the student’s academic department and may require supporting documentation.

Requests involving retroactive changes to prior terms, tuition adjustments, or enrollment modifications after published deadlines are approved only in exceptional circumstances and may require submission of a formal petition.

Grade changes follow a separate process and must be initiated directly by the course instructor.

The Registrar’s Office may not be able to retrieve original documents submitted as part of the admissions process due to the University’s transition to digital recordkeeping. Students seeking information about previously submitted application materials should contact the Office of Admissions directly.

In its capacity as the custodian of student records, the Registrar’s Office must record the unfortunate passing of enrolled students as well as supervise the disclosure of records about a deceased student.

Enrolled Students

When a student passes away while enrolled at CGU, it is important to close the student’s record as quickly and as accurately as possible to prevent negative impacts on the academic and financial records of the decedent. Higher education standards and regulations require that a last date of enrollment or a date of withdrawal be recorded in the student’s record.

Notification of a student’s death should be made to the student’s program, to the Dean of Students, or to the Registrar’s Office. A death certificate, copy of a published obituary or memorial service program, or other official declaration of the student’s death should be provided to the Registrar’s Office.

Other concerns about the deceased student should be referred to the Dean of Students.

Alumni and Former Students

When a former student passes away, notification should be made to the Alumni Office at CGU. A death certificate, copy of a published obituary or memorial service program, or other official declaration of the former student’s death should be provided to the Alumni Office.

Requests for Records of Deceased Students

Claremont Graduate University (CGU) honors the memory and respects the privacy of its deceased students and their survivors. Per the Federal Family Educational Rights and Privacy Act (FERPA), CGU has designated and defined directory and non-directory information in its policy on Student Privacy.. Non-directory information requires the prior written consent of the student as authorization for disclosure. In the case of a deceased student, the following provisions apply to disclosures of non-directory information.

Requests for Records

All requests for disclosures of non-directory information regarding deceased students must be submitted in writing to the Registrar’s Office. Such requests must:

1. Specify the individual records requested.
2. Indicate a purpose for the disclosure of the records.
3. Identify the recipients of the information requested.

Right of Access

The requestor(s) must be identified as:

• A survivor
• Next-of-kin
• Executor
• Party with authority to access non-directory information about the decedent

A copy of a published obituary, official will, or an authorized court order may be required.

Journalistic Inquiries

In the case of biographical research or other journalistic endeavor, a formal request on executive letterhead from an editor, publisher, or other journalism source must be submitted to the Registrar’s Office. Such a request must:

1. Specify the individual records requested.
2. Indicate the purpose for the disclosure of the records.
3. Identify the recipients of the information requested.

Limitations and Reservations

CGU reserves the right to refuse disclosures and/or to notify the estate of the deceased student, if known, prior to releasing information or responding to requests for non-directory information about the former student.

Note that a student’s official transcript is the only permanent record maintained by the University. All other records are retained for a limited period–generally five years after the student’s last semester of enrollment–and then destroyed. Production of records in response to an authorized request is subject to availability of the record in question.

All requests for records and questions regarding this process may be referred to the Registrar’s Office.

Students may access portions of their academic record directly through the PeopleSoft Student Portal, including:

• unofficial transcripts,
• enrollment summaries,
• class schedules,
• grades,
• and personal information updates.

Students seeking to review educational records not available through the student portal should submit a written request by emailing student.records@cgu.edu to arrange an appointment with the office maintaining the record. Requests are processed in accordance with University policy and the Family Educational Rights and Privacy Act (FERPA). 

Students seeking copies of specific documents contained in their student file should submit a Request for Educational Records form. 

Depending on the nature of the request, students may be referred to the academic department or administrative office responsible for maintaining the record. Certain records may be excluded from student inspection rights under FERPA or other applicable laws and policies. 

Questions regarding student records access or portal functionality should be directed to the Registrar’s Office or the CGU Helpdesk, as appropriate.