- VIDEO: Registering for Classes at CGU
- Student Guide to Online Registration
- Completing the Enrollment and Financial Agreement
- CGU Schedule of Classes
- Registration (Add/Drop) Form – on the Registrar’s Form Index
- Refer to the Academic Calendar for class registration dates, including the registration and refund deadlines.
- All students are encouraged to register online. Registration through your PeopleSoft Student Portal can be completed through the regular session Add/Drop deadline of each semester. After that date, all enrollment transactions must be submitted on paper, using the Registration (Add/Drop) Form (found on the Registrar’s Form Index). The Registration (Add/Drop) Form may be used by those who do not wish to enroll online and should be sent to Student.firstname.lastname@example.org .
- CGU students register at CGU for all courses, regardless of where the class may be held (e.g. one of the other Claremont Colleges campuses).
- Registration transactions may not be submitted through PeopleSoft after the Add/Drop period has ended and require dropping through a Registration (Add/Drop) Form to Student.email@example.com .
- Contact the Help Desk for technical assistance with PeopleSoft including forgotten passwords
Registration Deadlines & Dates
Know the registration deadline dates and how they apply to you.
- The Academic Calendar provides dates related to registering for classes, including the refunds schedule for dropped classes.
- Advising period – the time during which you should arrange to speak with your advisor(s) regarding your academic progress and selection of upcoming classes
- Last day to register without late fee (the Registration period) – late registration fees apply after the designated registration period ends
- Add/Drop deadline- after this date students will not receive a 100% tuition refund. Specific deadlines apply to classes in each academic session (i.e., Module 1 courses need to follow the deadlines for Module 1, etc.)
- Drop without W record – the last day a student may drop a class and not have a record of the withdrawal appear on a transcript
- Intent/apply to graduate deadline – the last day to declare your candidacy for graduation in the current term
- Defense and submission of your dissertation – transactions completed after these dates may delay your graduation until the following semester
- Last day of the semester – no registration or enrollment changes can be made to student records after this date
Some registration holds will prevent you from being able to register. Contact the office that placed the hold in order to resolve the situation. Delays in resolving holds are not acceptable reasons for waiving late registration fees or other penalties. These fees are detailed on the Student Accounts webpage.
Types of Holds
Before the registration period begins check your student information in your PeopleSoft Student Portal for accuracy and identify any holds that will prevent registration. Holds are placed for various reasons. Some holds that prevent class registration are listed below:
- Academic Probation: You have not met the CGU standards for Satisfactory Academic Progress (SAP). Follow the procedures provided on the Academic Policies webpage.
International Students: the US Department of Immigration and Customs Enforcement (ICE) may impose tighter restrictions on your international student status as a result of academic probation, repeated academic probation, and extended time to degree. For more information, consult the Office of International Students & Scholars Services. Because SEVIS requirements are strict, compliance with government regulations may prevent you from continuing as a student even if your department approves time to address CGU academic probation concerns.
- Conditional: Continued enrollment contingent upon your meeting certain requirements specified at the time of your admission to your program. Contact your department.
- Department: Your department, school, or program may place a hold on your record for required advising prior to registration. Contact your department for assistance. Be sure to arrange to have a required advising meeting early enough that you can avoid a late registration fee.
- Enrollment & Financial Agreement: All students must accept an enrollment and financial agreement once per academic year prior registration. The agreement is completed electronically through your PeopleSoft Student Portal > Tasks. Failure to complete this agreement is not a basis for waiving the late registration fee.
- Health Insurance: CGU students must maintain current health insurance coverage and provide proof to the Student Life, Diversity, and Leadership office.
- Out of Time: You have exceeded your time to degree and may not register for classes beginning the semester indicated in this hold. Well before the registration period begins, complete and submit the Extension of Time for Degree Request (available on the Registrar’s Form Index). If you are unable to enroll by the registration deadline, you may experience interruptions in library and student services as well as be subject to the late registration fee.
- Past Due Balance: You have an outstanding balance on your student account from a previous semester. View your bill in PeopleSoft and contact Student Accounts. Delays in resolving past due balances are not acceptable grounds for waiving late registration or late payment fees.
- Provisional: Documents required to complete your admissions file were not received in the Admissions Office by the agreed-upon deadline.
- T-Course: Doctoral students admitted or readmitted in Fall 2004 or later, are required to complete a transdisciplinary course (T-course) within the first two years of their program or by completion of 48 units in the program. . For assistance in resolving a T-course hold, contact the Transdisciplinary Studies office.
Identifying Holds on Your Student Record
- Log on to your CGU PeopleSoft student record at sis.cgu.edu .
- Click the “Tasks” tile.
- Click on the individual hold(s) to view details and instructions to rectify it. Note the term that the hold will start – some are placed ahead of time for informational purposes.
Term-based transactions include all activities that affect your student record and account within a given semester. All registrations, enrollment changes, payments, and changes to payment arrangements must be made prior to the end of the semester. No changes will be made after the last day of the semester.
- a unit-earning class
- Continuous Registration (for students in a terminal master’s degree or certificate)
- Doctoral Study (for students who have enrolled in a doctoral program)
If you are identified as being only in a 0-unit class or an audited class in the fall or spring semester the Registrar’s Office will adjust your registration by adding you to Continuous Registration or Doctoral Study and notify you that a change has been made to your enrollment record. You will be responsible for any financial/tuition charges resulting from such a change.
Registering for only an audited class or only a 0-unit class is permitted during the summer term, as students are not required to maintain their status in that term.
The registration change policy, commonly referred to as Add/Drop, is established in compliance with federal regulations for the administration of financial aid and applies to all students. Adherence ensures CGU’s eligibility to offer financial aid through the US Department of Education and to provide educational services under the US Department of Veterans Affairs.
Adjustments to tuition, including credits and new charges, are determined by the date on which the transaction is processed. A schedule of Add/Drop dates is published for each session (regular/full term, Module 1, Module 2, etc.) and for each semester in the Academic Calendar. Tuition and fees are published by Student Accounts. Registration changes include all of the following:
- Adding classes – Additional tuition is based upon the full session cost of the course, regardless of the date the class is added.
- Dropping classes – You are responsible for officially withdrawing from courses that you do not intend to complete. Ceasing attendance in a class does not automatically result in a class drop and may result in the assignment of a failing grade. Class refunds are based upon the date the class is dropped. The Academic Calendar announces the last date to receive 100%, 75%, and 50% tuition refunds. Classes dropped after the stipulated date to receive a W (Withdrawal) notation are ineligible for any financial adjustment.
- Changing the grading basis – Graded to Audit: Refunds are based upon the date the class is changed from a graded to an audit. The Academic Calendar announces the last date to change a class grading basis and also the last dates to receive 100%, 75%, and 50% tuition refunds. Changes to grading basis cannot be made online. Students should submit to their academic departments a Registration (Add/Drop) Form (available on the Registrar’s Form Index) to indicate a change from graded to audit basis. Instructor permission is required.
- Changing the grading basis – Audit to Graded: Tuition is adjusted based upon the full session tuition cost of the class, regardless of the date of change. The Academic Calendar announces the last date to change a class grading basis.
- Withdrawing from a class – If you drop a class after the deadline established for the semester/module, the course remains on your transcript with a W (Withdrawn) notation. See Dropping classes for financial implications. W is not a punitive grade, it is an indicator for action taken with regard to enrollment in a course. The W notation does not affect GPA and applies to all courses–graded, audited, unit-earning, non-unit-earning, independent studies, etc.
- Withdrawing from the university – When you drop all of your courses, you are essentially withdrawing from the University. Students who withdraw during any semester may need to apply for reinstatement in a following semester in order to resume studies at CGU. See Dropping classes for financial implications.
- Other changes to unit-bearing course loads for the semester
During the Add/Drop period. Make changes through your PeopleSoft Student Portal or by submitting a Registration (Add/Drop) Form (available on the Registrar’s Form Index) to your academic department. Review the Student Guide to Online Registration for assistance.
Important: When making changes to your class schedule in PeopleSoft, always add courses before you drop any courses. Whenever your total number of units enrolled drops to zero (0), you have technically withdrawn yourself from the University. Subsequent enrollment transactions to add courses are then treated as a new registration–and if the new ADD transaction is submitted after the registration deadline for the semester, you may incur a late registration fee.
After the Add/Drop Deadline. After the Add/Drop deadline for regular session, all enrollment changes are made by submitting a Registration (Add/Drop) Form (available on the Registrar’s Form Index) to your academic department.
Enrollment Change Fee. For each semester, an enrollment change fee applies to changes made after the last Add/Drop deadline for regular session. The last Add/Drop deadline is the date after which no refunds are provided when dropping a course and a W notation is assigned for courses dropped. This date is announced in the Academic Calendar.
Cancelled Course. When a class is cancelled, all enrollments in the class are dropped immediately. Every effort is made to notify the students affected with at least 24 hours’ notice; however, students are responsible for checking their enrollment information periodically throughout the semester.
During the first two weeks of the semester, students should regularly monitor their PeopleSoft schedules for enrollment transactions that result from wait list activity and course cancellations. Students are responsible for maintaining their course unit load limits for financial aid and international student purposes.
- CGU minimum expectations for an audit are 80% attendance and participation, or the equivalent, as deemed by the instructor
- Audited classes do not count toward degree progress
- Audited classes appear on transcripts
- Audited class grades (see below) do not factor into a student’s GPA
- Students seeking an audit need to register for the class
- Classes taken on an audit basis are not eligible for federal financial aid or institutional aid (fellowship)
Students enrolled in at least 12 units (Art students must be enrolled in at least 15 units) in a term, in a Continuous Registration course, or in a Doctoral Studies course may audit a single class of up to 4 units in the same term at no additional cost. See the Tuition & Fees table on the Student Accounts website for audit rates.
Enrolling in a Class on an Audit Basis
Enrolling in a class on an audit basis can not be done through the PeopleSoft Student portal because permission of the instructor is required for audited classes.
- Complete a Registration (Add/Drop) Form (available on the Registrar’s Form Index) with the class information. Be sure to check the Audit column to indicate that the class should be taken on an audit basis. If you are already registered for the class on a graded or Pass/Fail basis, use the class change area to specify your request. Changing the class grading basis must be done by the date specified in the Academic Calendar.
- Permission of the instructor is required. You may include instructor’s permission either as a signature on the registration form or you may provide emailed permission from the Instructor’s CGU email address. We recommend that you obtain from the instructor a written summary of the minimum expectations for the audit prior to registering for the course or by the end of the first class session.
- Verify your registration in PeopleSoft to ensure that your course is registered properly and to determine applicable tuition charges.
Enrollment Changes on Audited Classes
The Academic Calendar announces the last date to change a class grading basis (audit to graded or graded to audit, etc.) each term. Students are responsible for dropping classes they do not intend to complete – failing to drop an audited class may result in a failed audit grade.
Grades for Audited Classes
AU. Successful completion of an audited class
F. Unsuccessful completion or abandonment of an audited class
Classes taken on an audit basis are not eligible for letter grades, and all audited grades appear on student transcripts.
- CGU Students Registering at the Claremont Colleges
- Undergraduate and KGI Students Registering for CGU Classes
All CGU students may cross register for classes at the other Claremont Colleges during the fall and spring terms, provided that the class is approved for graduate-level credit for a student by both the class instructor and the student’s advisor. Summer is not currenly available for cross-registration.
Undergraduate level classes. Students interested in taking an undergraduate-level class from one of the five undergraduate Claremont Colleges (the 5Cs) will be expected to complete additional work (such as longer papers and/or additional assignments) for the class in order to increase the level to one appropriate for graduate students. Students should contact the class instructor for permission and to discuss the expectations for what additional work would be required before deciding whether to register. Classes at the undergraduate colleges can all be discovered through the 5C Class Schedule link.
Graduate level classes. Students wishing to take classes at Keck Graduate Institute or in the master’s program in Finance at Claremont McKenna College (CMC FIN courses, with number 400 and up) need to receive instructor and advisor permission, but are not required to do additional work to achieve graduate-level credit. CMC 400+ level classes can be found on the 5C Class Schedule link; KGI classes are listed on the KGI Registrar’s webpage.
Claremont Colleges Units. Course units assigned at CGU are based off the translation chart below
|CGU Units||Credits at CMC, Pitzer, Pomona, Scripps||Credits at HMC, KGI|
Registration Process. CGU students register for courses at the Claremont Colleges by completing the Registration Form – Claremont Colleges Courses (located on the Registrar’s Form Index) and submitting to the CGU Registrar’s Office. Instructor and advisor approvals are required for any unit-earning classes and may be provided either by signature on the form itself or by attaching email approvals from a Claremont Colleges-issued email account. Classes taken on an audit basis require instructor’s approval but not advisor’s approval. The CGU Registrar’s Office will complete the process to have students added to the other college’s class roster.
While some CGU courses are restricted to graduate student enrollments, other courses are open for enrollment to students from the undergraduate Claremont Colleges (5C) and KGI. CGU, its departments, and its instructors reserve the right to cancel a non-CGU student’s enrollment for failure to comply with the procedures disclosed on this page and/or those of the individual CGU department.
5C and KGI students register for CGU courses at their home college after obtaining the written permission of the CGU course instructor or, in some cases, the CGU department. Evidence of permission must be submitted to the registrar of the student’s home college per that college’s procedures. If necessary and upon request, evidence of permission must be provided to the CGU registrar or CGU department.
For certain CGU courses and programs, permission for undergraduate student enrollment is granted only after department review of the undergraduate student’s request. These situations are detailed below.
Management and Executive Management
The demand for Management and Executive Management courses is competitive and enrolled participants may include executives and continuing education students from public and private enterprises. To maintain and to ensure a certain level of professional participation and prerequisite experience for dialogue enrichment, permission for the enrollment of undergraduate students in these courses is given only by the department office. Do not approach individual instructors for permission to enroll.
Undergraduates and other non-CGU students interested in pursuing enrollment in courses offered at the Peter F. Drucker and Masatoshi Ito Graduate School of Management should contact the school at (909) 607-8100 to schedule an interview.
Department-issued permission for enrollment of undergraduate students in the following courses is required from the School of Educational Studies – Teacher Education Office in Stauffer Hall. Call (909) 607-3692 for instructions.
EDUC 170G: In the fall, the School of Educational Studies – Teacher Education offers EDUC 170G, Introduction to Public School Teaching. This course is open to undergraduate students interested in exploring a teaching career in a K-12 public school. Interested students should contact the Teacher Education Program to schedule an interview for evaluation and permission to enroll in this course.
EDUC 300G: During the Spring semester, three sections of Teaching/Learning Process I are offered to undergraduate seniors as a bridge to the pursuit of graduate studies in teacher education. The three sections focus on Single Subject, Multiple Subject, and Special Education strategies. Interested students should contact the Teacher Education Program to schedule an interview for evaluation and permission to enroll in any section of this course.
Courses Restricted to Graduate Students
Enrollment in the following courses or groups of courses are restricted to graduate students or CGU students only:
- Transdisciplinary (TNDY) Program – TNDY courses and any CGU section that may be combined with a TNDY course are restricted to graduate students only.
- Continuous Registration and Doctoral Studies courses are reserved for CGU students enrolled in specific degree programs.
- 397 – Tutorial Reading (Master’s Level)
- 398 – Independent Study (Master’s Level)
- 399 – Masters Thesis Research (Master’s Level)
- 495 – Doctoral Research (Doctoral level)
- 497 – Tutorial Reading (Doctoral Level)
- 498 – Independent/Doctoral Research
- Internships, Directed Research, Field Studies, etc.
Students should have completed at least one semester of enrollment in regular courses before requesting an independent study opportunity.
Registering for Independent Study
The registration process for an Independent Study course is different from enrollment in regular courses and cannot be done online. This is because each activity is structured to meet the needs and interests of the individual student.
- Complete the Enrollment Contract & Registration Form for Independent Coursework (available on the Registrar’s Form Index) in conjunction with the instructor that will supervise the work. This is a contract for the academic activity to be undertaken and is used to justify the assignment of academic units for financial aid and other purposes. Once the Student Information and Course Information sections are complete, turn the form in to your academic department (regardless of what department your independent study instructor is associated with). The Enrollment Contract should be completed before the end of the Add/Drop period.You must fill in the Student Information and the Course Information sections of the Enrollment Contract & Registration Form for Independent Coursework.
Research-oriented courses: This is the CGU faculty member that will oversee and guide your independent study. You will work closely with this instructor to accomplish your independent study goals.
Internships: have an on-site supervisor but also require identification of a CGU faculty member who will review the experience of the student and provide a grade.
Units: Specify the units to be earned by completion of the activity. Units must be consistent with CGU credit hour policies.
Subject/Catalog Number: this is which type of independent study class (from the list above) is sought. The Subject of the course will be your academic department’s subject, regardless of your instructor’s departmental affiliation. For example, a Ph.D. Psychology student working with a Economics instructor on independent research would likely register for PSYCH 498.
Proposed Course Topic:
Research-oriented courses: the topic that is to be investigated. Generic titles such as “Independent Study” or “Dissertation Research” are not acceptable. When using titles such as Preparing for Qualifying Exams or Developing a Thesis/Dissertation, specify the general area of your academic activity–for example, “British Literature – The Restoration Comedies” as opposed to merely “English” or “English Literature.”
Internships: the title of the organization (or department/unit within an organization) where the internship will take place.
Grading Basis: how your instructor will assess if you have successfully completed your learning outcomes. Select Pass/Fail or Graded.
Meetings: how and how often you will discuss your progress with your instructor. Meetings may take place in person, online, via a phone call, etc. Note how often you will meet and how long your meetings will last.
Research-oriented courses: Identify the literature, goals, or other academic activities for your independent study. Summarize theoutcomes you anticipate in a statement or syllabus to be included in or attached to your enrollment form. These anticipated learning outcomes define the terms for assessing your performance in this independent study. If an established class will provide the framework of your study, you may attach the class syllabus.
Internships: attach a copy of the internship contract or detail of the intern’s responsibilities and focus of work.
- Your academic department will review the contract and assist with obtaining the approvals of your advisor and school’s dean and will send the completed form to the Registrar’s Office for processing.
- Forms submitted to the Registrar’s Office after the Add/Drop deadline are considered late registration and are subject to the applicable fees.
- Independent Study with 5C Instructors: CGU students may enroll in an independent study class with a 5C instructor, provided the 5C instructor, the student’s advisor, and the student’s dean consent to the independent study activity.
- Enjoy your independent study activities, but be sure to complete the required outcomes by the end of the semester.
CGU Transcript Requirements
The official transcript tracks the academic history of a student who is attending CGU. Academic history is defined as courses and degree requirements, such as the completion of research tools and dissertations that are commonly referred to as milestones. Degree requirements are published in the CGU Bulletin.
According to this definition of academic history, only approved courses or course-level activities may be noted on the transcript.
In addition to the official offerings of departments listed in the CGU Schedule of Classes, students may enroll in and receive credit for a number of independent coursework activites. The key word is coursework, meaning that the activity must meet the same rigorous, academic standards as other CGU courses. These standards are detailed as requirements on the Enrollment Contract and Registration Form for Independent Study Coursework (available on the Regisrar’s Form Index) and include:
Academic content. A course description that details academic or educational activities must be established. A syllabus, or Memo of Understanding (MOU) regarding learning outcomes, and a basis for the evaluation of student performance must be identified and documented.
Faculty involvement. A CGU or other Claremont faculty member must have teaching, supervisory, and evaluation responsibilities for the activity.
Credit. Student/faculty contact and other performance requirements must be determined to calculate credit hours or the units that will be earned. CGU policy is 10.5 hours per unit of credit. Units may range from 0 to 8 units.
Enrollment. The Enrollment Contract and Registration Form for Independent Study Coursework is used to enroll students in independent study activities. Department approval is required. Registration and Add/Drop deadlines for the applicable semester apply, including late fees for failure to meet these deadlines.
Grade/Evaluation. A grade or evaluation must be submitted by the instructor of record by the grade submission deadline established for the semester of enrollment. This deadline is published in the Academic Calendar. Grades are generally Satisfactory/Unsatisfactory (S/U), but an instructor may elect to assign letter grades. Grading options must be disclosed to the student at the beginning of the semester or module of the activity.
Approval. Advisor and department approvals are required for all independent study coursework.
Internships provide a vital opportunity for students to engage in educational experiences that provide guided and closely-supervised immersion in the business of a particular discipline. Requirements for an internship are the same as for an independent study, detailed above. Credits are assigned based upon the student/instructor contact hours and individual goals are dependent upon the focus of activity for the internship experience. Credits may range from 0 to 8 units.
Internships that are arranged with off-campus entities generally require that the student report to and take employment direction from a non-CGU supervisor. Because coursework must be guided by faculty, a CGU instructor must be involved. If the instructor is not present on-site, regular meetings with the student should be scheduled to guide the academic implications of the activity.
Internships should be established by Memos of Understanding or contracts that protect all of the entities involved, including the student, CGU, and the third party. These agreements may be established between the school or department offering the internship and the third party, but must acknowledge all of the following elements:
- Expectations of both the CGU school and the third party regarding the internship–including evaluation and disciplinary protocols; acknowledgement of privacy provisions under the federal Family Educational Rights and Privacy Act (FERPA), including prohibition against the further disclosure of information from student records; and adherence to CGU deadlines and its Academic Calendar
- Expectations of the student intern, including the identification of supervisors and reporting relationships, employment protocols, compensation, professional standards, and the mutual protection of intellectual property, trade secrets, and third party client confidentiality
- Disclosure of any third party contracts that may be required between the host party and the student
- Indemnification clauses for both CGU and the third party
- Approval of the CGU dean for the school or department involved
The provision of stipends or compensation should be reviewed with the Office of Financial Aid to determine implications for student financial aid and other student status considerations.
Questions about internships using third party entities should always be approved by the dean of the school and may require concurrence of the Provost and/or the Faculty Executive Committee (FEC).
CGU does not grant academic credit for life experiences. Independent study, however, may provide an opportunity for a student to critically examine a life experience from an academic, theoretical, or case study perspective.
Use the independent study protocol (as outlined above) to craft an educational activity that examines an experience under the guidance and expertise of a CGU faculty member. Over the period of a semester, a student may meet with an instructor to discuss and critically analyze an experience from a particular perspective, determined by the instructor’s expertise. This academic examination may result in a graduate level paper or critique that focuses on one or all of the following goals.
- Contribute to the intellectual dialogue that furthers the pursuits and intrinsic goals of the discipline or area of the discipline in a meaningful way
- Seek to understand, comprehend, and determine learning principles from the experience that may influence future or subsequent endeavors
- Identify personal, communal, and/or global implications for the development of strategies that further intellectual inquiry from a discipline or transdisciplinary perspective
- Apply evaluative criteria to the conclusions, results, and human impact of the experience
The Enrollment Contract and Registration Form for Independent Study Coursework may be used to guide the development of a structure, learning goals, and evaluation methods.
Students are restricted to the independent study limits of their particular programs and departments.
- Download and complete the Registration Form for Visiting Students (available on the Registrar’s Form Index).
- Permission of the instructor is required for the alumnus to enroll in any course, whether on a graded or audit basis.
- The alumnus’ signature is required on the registration form.
- The completed form is submitted to the academic department. Upon approval, the form is sent to the Registrar’s Office for processing.
- Payment of fees is made to Student Accounts.
Alumni are limited to no more than 12 units or three courses on an alumni registration basis. Beyond that, students should return to CGU as a student in a new degree program. Refer to CGU instructions regarding Admission.
Alumni Tuition and Fees
Applicable tuition and fees are available from the Tuition & Fees table on the Student Accounts website. The following provisions apply to alumni who meet the definition above and who are taking classes for personal enrichment; alumni rates are not eligible for students seeking an additional degree at CGU.
- A 50% discount off the current per unit rate applies, provided the total number of enrolled units in the semester is less than 12.
- No discount applies to enrollment in 12 or more units.
- The CGU Student Fee/Technology Fee is required during each semester of enrollment.
- Department aid is not available for non-degree seeking students.
- Refunds, if any, are based upon Add/Drop deadlines posted in the Academic Calendar.
Note: Per federal requirements, financial aid is NOT available to alumni and students in non-degree programs, such as Certificate programs.
Alumni Transcript Records
The CGU transcript is an official record of an individual’s enrollment at the University. When an alumnus is enrolled for courses in a new term, the term is created on the student’s transcript and the course or courses recorded, similar to other CGU courses taken by the student. All grades received are factored into the student’s GPA.
If the alumnus is subsequently admitted as a student, courses taken as an alumnus at the discounted rate may not be counted toward the student’s degree program.