Enrollment in courses must be completed before the Add/Drop deadline for regular session announced in the Academic Calendar for the semester of interest.
- 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.
Caution: Leaves of absence may have serious implications.
If you received financial aid or other student loans during the semester of your requested leave, your eligibility for aid may be affected by changes in enrollment. It is your responsibility to determine your lender’s requirements regarding approved leaves and repayment. Contact Financial Aid (firstname.lastname@example.org or 909-621-8337) for assistance before submitting your leave of absence request.
If you are not enrolled but received financial aid or other student loans in the past, please note that your existing loans may go into repayment status. Repayment generally begins six months from the last semester of enrollment. It is your responsibility to determine and understand your lender’s requirements regarding approved leaves and repayment. Contact Financial Aid (email@example.com or 909-621-8337) for assistance before submitting your leave of absence request.
If you are an international student, you must consult with the Office of International Students & Scholars Services (firstname.lastname@example.org or (909) 607-0434) before submitting a leave of absence request to ensure your continued compliance with SEVIS requirements.
Eligibility: You must have completed at least one semester of studies in your degree program in order to request a leave of absence. In addition, you must provide and document acceptable reasons for the requested absence from your studies.
Purpose: Leaves of absence are generally granted for reasons of financial or personal hardship, medical or family leave, medical disability, military service, for Teacher Education students unable to secure a teaching internship, and for academic research purposes. Under certain conditions, such as for military service or academic research, a period longer than one semester may be approved.
Conditions & Provisions: Students approved for a leave of absence are entitled to the following.
- You are exempt from paying tuition fees (Doctoral Study, Continuous Registration, etc.) during the semester of your leave.
- A leave of absence means you are away from your studies. You may, however, elect to retain library access and other student services. To do so, you must indicate this on your Leave of Absence Request Form (available on the Registrar’s Form Index) and pay the current Student Services and Technology Fees.
- Leaves of Absence do not automatically increase the amount of time allowed to complete outstanding work for an Incomplete grade, though a student may request additional time to complete work by submitting an Incomplete Grade Extension Request form (available on the Registrar’s Form Index).
- Students on a leave of absence may not continue to work in positions for which being a student is a requirement of the position.
- While on an approved leave of absence students may not take qualifying exams, audit courses, or work with faculty members towards the completion of degree requirements (see Leave of Absence for Research criteria for specific exceptions).
- Students on an approved leave are automatically reactivated for the next semester of enrollment. You are responsible for adhering to all registration and Add/Drop deadlines for your next semester of eligible enrollment (see Academic Calendar). You must also clear any outstanding holds on your account before you can register for classes.
- An approved leave of absence extends your Time to Degree by the duration of your leave (except in the case of Academic Research leaves).
Procedures & Limitations: Leaves of absence must be requested in writing. Complete the Leave of Absence Request Form (available on the Registrar’s Form Index) and attach appropriate documentation to support the reason for your leave of absence (note the “Medical Leave” section below, if applicable). Please advise your department/program of your intentions prior to completing and submitting your request for a leave of absence.
If You Have Not Registered for the semester of your leave of absence, no tuition or fees are required, unless you request access to library and other student services.
Limitations If You Are Already Enrolled: If you are already registered for the semester of your requested leave, please be aware of the following.
- Refunds are processed based upon the date of your approved leave and according to the Add/Drop deadlines and refund schedules for the applicable semester (see Academic Calendar). A Petition for Exception to CGU Policy must be submitted for consideration of any exceptions.
- Note that the CGU Student and Technology Fees are non-refundable fees. See the Tuition & Fees disclosures on the Student Accounts web page.
- Courses for which you have already received a grade may not be dropped.
Medical Leave: Students requesting a medical disability leave of absence must submit documentation on letterhead from a medical provider (M.D., D.O., etc.) stating that you are unable to complete coursework during the semester that the leave is being requested due to medical care/treatment. If you are requesting a medical leave in a term that has already begun, the medical provider’s documentation should also state when the care started and whether the condition for which you are receiving treatment was present at the beginning of the term or worsened to the point that you are unable to continue with coursework.
Approval: Requests for a leave of absence are submitted to the Registrar’s Office.
Extending Your Leave: If you are currently on a leave of absence and need to extend the leave for a second semester, complete and submit a new Leave of Absence Request form. In your personal statement, indicate that you wish to extend your leave and provide your reasons. Students are limited to two consecutive semesters on leave of absence status.
Returning from Leave: Students are automatically activated to register for the semester following a leave of absence.
Leave of Absence for Research
In exceptional circumstances, if a student needs to be away from CGU in order to complete research for their degree at another location, permission for a leave of absence of up to one year for full-time research or other activities directly related to a student’s academic program may be approved. Students who are on an approved Leave of Absence for Research may consult with and be advised by faculty, but in accordance with the general conditions listed for Leaves of Absence, degree requirements such as qualifying exams or research tools may not be completed and recorded during a research leave.
Procedure: Leaves of Absence for Research are requested in writing. Complete the Leave of Absence Request and in your personal statement, indicate that you are seeking a leave for research purposes. Requests must include:
- Provide a tentative itinerary of dates and locations which will serve as the sites for your research, specifying educational institutions, corporations and business entities, government agencies, and research facilities to be visited.
- Identify distinguished professionals with whom you intend to meet (if applicable).
- Specify why you are unable to conduct your research at CGU and how the research you propose will enhance your degree program goals or contribute toward the composition of your dissertation.
- If you expect to attend a program at another institution, provide details about the program, including location, courses or program of study, and a statement about how this opportunity contributes to your degree program goals. Note: Be sure to obtain the appropriate documentation should you plan to request Transfer Credit for an academic activity when you return to CGU.
Leaves of Absence for Research must be approved and signed by the student’s academic advisor and are submitted to the Registrar’s Office for processing.
Conditions & Limitations: During an approved leave, you are exempt from paying tuition fees (Doctoral Study, Continuous Registration, etc.). Research leaves do not affect the time limit for completion of all your degree requirements. To avoid delays when you are ready to return to CGU, be sure to check the expiration term of your time to degree before embarking on a Leave of Absence for Research.
Special Note: Students who require a letter of introduction to other institutions, government embassies and consulates, or other international entities may request these documents from the Registrar’s Office using the Request for Official Letter from CGU form (available on the Registrar’s Form Index).
Involuntary Medical Leave of Absence
It is the policy of Claremont Graduate University that if any student, because of an apparent medical or psychological condition, poses a threat to the physical well-being of him/herself or any other member of the University or Claremont Colleges community, or a threat to serious destruction of property, such student may be placed on an involuntary medical leave of absence. This policy applies to medical and psychological problems only, and not to matters solely of a disciplinary nature.
A copy of the procedures for implementation of this policy may be obtained from the Dean of Students.
Exchange students are individuals who are currently enrolled in a degree program at another graduate institution and who wish to enroll at Claremont Graduate University for a semester of coursework. Interested students should contact the department of interest directly. Students from non-US institutions should also consult with the Office of International Students & Scholars Services regarding immigration requirements.
Registration: Students must be currently enrolled at either a domestic or international institition to qualify for exchange student status. An official transcript or enrollment verification must accompany the Visiting Student Registration Form (available on the Registrar’s Form Index).
Individuals who are not currently enrolled at another institution should inquire about admission to CGU, either to one of the University’s degree programs or as a non-degree seeking student (special status). Procedures for Visiting Scholars, which is another status entirely, are provided to academic departments in the Institutional Handbook.
Exchange students are not eligible for financial aid from CGU and must enroll in unit-earning courses. Courses that are reserved for degree-seeking students at CGU, such as Continuous Registration and Doctoral Study, are not open to exchange students.
Consideration for reinstatement involves a review of your student record and an evaluation of your academic progress to degree. At the discretion of your program, you may be required to enroll in additional courses and/or complete additional degree requirements in order to qualify for your degree. This review is necessary to ensure the relevancy of your academic work for your new anticipated degree date.
Eligibility for Reinstatement
CGU students are eligible for reinstatement if all of the following qualifications are met:
- You did not have an active student status in the previous semester. Active student status refers to enrollment in classes or an approved leave of absence.
- You are requesting a return to the same degree program in which you were last enrolled.
- You have no outstanding obligations to the University.
- You were not previously dismissed from the University.
- You have been away from the university for fewer than five years.
Note that except for your official transcript, CGU retains student files for a period of only five years following a student’s last semester of enrollment. If the last semester of enrollment for you was five or more years ago, a new application through the Admissions Office is required.
To assist your academic department in evaluating your request for reinstatement, you may be required to provide the following documentation:
- Updated letters of recommendation
- Updated resume
- GRE, GMAT, or other test scores
- A degree plan or outline of dates and academic goals to establish your new time to degree
International Students: For SEVIS and immigration purposes, international students considering a return to CGU are advised to use the new student application process through Admissions. For guidance, please consult with the Office of International Students & Scholars Services.
Procedure: Applying for Reinstatement
Before You Apply: If you still have access, check your PeopleSoft record or contact the Registrar’s Office to determine if any there are any impediments to your return. Obstacles to your immediate return include the following.
- Past Due Balance: You must address all outstanding financial obligations before you can return to CGU. See the Student Accounts webpage for contact information.
- Academic Probation: If you were on academic probation during your last semester of enrollment, you will be required to meet with your department to determine whether you are eligible to resume your studies at CGU. Review CGU’s academic standards for Satisfactory Academic Progress on the Academic Policies page.
- Time to Degree: If you exceeded your time to degree during your last semester of enrollment, you will be required to determine a new graduation date and to define, with your advisor, a plan for completing degree requirements. For additional information, see the Extension of Time to Degree section of Progress to Degree page.
- Other Holds: The same holds that prevent registration each semester impact your ability to apply for readmission. Your PeopleSoft record or the Registrar’s Office can provide information on any holds that may exist on your student record.
Application: Complete the Application for Reinstatement (found on the Registrar’s Form Index) and submit it to the Registrar’s Office, along with your personal statement, and the non-refundable reinstatement fee. (See the Tuition & Fees table on the Student Accounts web page for the current fee.) The fee should be paid in cash or check.
Applications should be submitted well in advance of the semester in which you are seeking to return. This will allow sufficient time to give your request full consideration and resolve any outstanding issues that may cause delays to your reinstatement. Verify the registration and semester start dates by consulting the Academic Calendar.
Approvals: All reinstatements are approved by the department. You will be notified by the Registrar’s Office once your request has been approved.
Follow Through: Once your request has been approved, be sure to register for the semester in which your student status is reactivated. Registration periods are announced and available in the Academic Calendar. Failure to enroll before the first Add/Drop deadline of the semester will result in automatic cancellation of your student status.
Be sure to review your Student Rights & Responsibilities as well as requirements for maintaining your student status in the Academic Policies section of the website.
Visiting Scholars. The University’s Institutional Handbook (Section V: A) defines a process for visiting scholars, which must be approved by the Provost.
Visiting Student Scholars. When the visitor is a student, however, a less formal process applies.
The information on this page is in regard to visiting student scholars.
Invitation and Documentation
Invitations should be made in writing and specify the student’s expected period of study at CGU. Because the individual is a student, visits are defined by the semesters announced in the Academic Calendar.
For international student visitors, the specific dates of arrival and termination of the study period should be documented for Immigration and Customs Enforcement (ICE) purposes. Individuals should consult with International Student Services for assistance with visa requests.
Form: Registration Form for Visiting Students (found on the Registrar’s Form Index)
Individuals must register as Exchange Students, even if the student will not undertake unit-bearing courses. The Exchange Student status provides the visitor with a CGU e-mail address and library privileges.
Individuals complete and submit the Registration Form for Visitng Students to the inviting department. Visitors who do not enroll in unit-bearing courses must register for the Visiting Student Scholar designation. This designation requires enrollment in SUBJ 000, where SUBJ is the discipline or field of the department extending the invitation to the student.
NOTE: When hosting a Visiting Student Scholar, the host department must submit a Course Schedule request to the Registrar’s Office to create SUBJ 0000, where the SUBJ is the discipline or field of the department extending the invitation to the student. The course title is Visiting Student Scholar, for which zero units are assigned.
Tuition and fees are based upon the enrolled units of the visiting student. Enrollment in the 0-unit course does not incur tuition, but individuals are assessed the Student Services Fee for library, e-mail, and other student privileges.
Note that other registration fees–such as Add/Drop fees, may apply, as applicable.
Students who require official documentation of courses and grades for work completed at CGU may request a transcript.
Before You Withdraw
Consult with your department/program about other options that may be available to you to continue your studies. Depending upon the nature of your circumstances, funding may be available or the opportunity of academic work away from the University if you cannot be in Claremont.
Consider a Leave of Absence: If you expect the absence from your studies to be limited–a semester, but no more than two consecutive semesters–you can request a leave from your studies. (Exceptions to the one semester guideline include military service and research.) An approved leave makes it easier to resume your studies when you are able to do so.
Withdrawing from CGU
Advise CGU in writing: If you must withdraw from CGU, your intentions should be communicated in writing.
- Write to the Registrar’s Office and your department/program to advise the University that you will not continue as a student. Be specific about your reasons since your communication becomes a part of your student file.
- If you are enrolled in classes, you must provide a Registration (Add/Drop) Form (available on the Registrar’s Form Index) to drop your classes. Add/Drop policies as well as the refund schedules apply. (For refund schedules, consult the applicable Tuition & Fees table on the Student Accounts website.)
Some considerations to keep in mind regarding withdrawals:
Initiate the withdrawal yourself: If you are enrolled and fail to complete requirements in those classes, instructors will issue an Unsatisfactory (U) grade to you. If you are not yet enrolled, remember that students are withdrawn for lack of enrollment on the day after the Add/Drop deadline for the session. In both of these cases, your actions would be interpreted as an abandonment of your studies. If you take the initiative to document your withdrawal, you leave in good standing, which may be beneficial should you decide to return at a later date or are in subsequent need of recommendations.
Address outstanding obligations: If you have any financial obligations to CGU, be sure to address them at the time you leave or make arrangements to do so with Student Accounts (email@example.com or 909-607-2613). Remember that outstanding obligations will prevent services to you such as the availability of transcripts and/or verifications of your attendance at CGU.
Know your financial aid responsibilities: If you were a financial aid recipient, remember that repayment periods generally begin six months after your last semester of enrollment. There is a general misunderstanding among consumers that repayment begins six months after graduation. Repayment schedules, however, are usually set to begun six months after the last semester in which you were enrolled–and unit limits may apply. If you have any questions, check with our Financial Aid Office (firstname.lastname@example.org or 909-621-8337) or direct to your lender.
Provide feedback: CGU is committed to improving its educational and other student experiences for its students. Please share your thoughts about our curriculum, our University, our services, especially if any of these were significant factors in departure decision.
CGU Records and Services
Student PeopleSoft Record and E-Mail: Generally these services are available to you for six months after your last semester of enrollment. Be sure to check the qualifications for lifetime alumni e-mail.
Library and Student Services: If you are not registered, you are not eligible for library access or other student services.
Transcripts: Your transcript is a permanent record of the University and is available to you provided you have no outstanding obligations to the University. Please review our transcript ordering procedures should you find it necessary to request your record.
Other Verifications: Unless you leave CGU with outstanding obligations, verifications of enrollment and degrees (if applicable) are available to you and third parties. Refer third parties to www.cgu.edu/verify for ordering instructions.
Returning to CGU: Other than your transcript, documentation that comprises your student file is maintained only for five years since your last enrollment semester. If you request readmission or apply to another CGU program, you may be required to provide documentation similar to any other new student.