The information on this page has been compiled to facilitate the registration process for new and continuing CGU students as well as to provide instructions for visiting students interested in enrolling in CGU courses.
For all CGU students, the following policies apply:
Refer to the Academic Calendar for dates related to registering for classes, including the refunds schedule for dropped classes.
Students must maintain student status throughout their careers at CGU.
Register at CGU for all courses as a student, no matter which Claremont Colleges campus the class may be held.
Register at CGU for all semesters courses are taken, including summer--even if other campuses require an additional registration process.
If your school/program requires advising prior to registration, you will not be able to register until you have met with your advisor. Failure to address this--or any hold--requirement is not a basis for waiving the late registration fee.
All students are encouraged to register online. Registration through the MyCampus 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.
New students should contact their academic departments regarding first-time registration and enrollment procedures. First semester students are eligible to register after CGU receives the tuition deposit.
Check MyCGU for holds & Student Status Information
Before the registration period begins, be sure to check your student information on MyCGU for accuracy and eligibility to enroll in courses for the new semester.
Know Your Registration Deadline Dates
Know the registration deadline dates and what fees and penalties may apply. Consult the Academic Calendar to determine important dates and deadlines for your student transactions.
Registration period - late registration fees apply after the registration period ends
Add/Drop - change fees apply after this deadline
Declaration of Intent - deadline for declaring 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
Online or Paper Registration
During the summer semester, registration procedures for CGU classes are the same as for other semesters at the academic year. The 5C campus may require additional other materials. Students wishing to take classes at Claremont Colleges during the summer should register directly at the campus of the class they wish to take.
Unless your department directs otherwise, students are strongly encouraged to use MyCGU for online registration. User instructions are provided at the Student Guide to Online Registration. Users acknowledge all disclosures for using the online registration system. New students should always consult their departments for instructions regarding enrollment during their first semester. The paper Registration (Add/Drop) Form may be used by those who do not enroll online.
Online Registration Disclosures
Please keep the following operating rules in mind when completing transactions over MyCGU .
Registration transactions are accepted beginning at noon on the first day of the registration period.
Registration transactions may not be submitted over MyCGU after the regular session deadline for Add/Drop.
When submitting enrollment transactions over MyCGU, avoid dropping all classes. These kinds of transactions are interpreted by the system as your withdrawal from the University.
Contact your department with questions regarding your student status or eligibility to enroll in classes.
Contact the Help Desk for technical assistance with MyCGU, including forgotten passwords or inability to connect.
The 5C Schedule of Classes lists courses offered at the undergraduate colleges of the Claremont University Consortium. Only certain courses are open to graduate students. CGU students who wish to enroll in a 5C course must follow the procedure below.
Complete the CGU Registration Form - Claremont Colleges Courses and obtain the approval of the non-CGU class instructor teaching the course. If the class is listed in the CGU Schedule of Classes, you may enroll online; however, the registration form should still be submitted to your department.
Submit your registration form to your department for approval and processing. Your department must approve the course for graduate credit.
Your department will forward your form to the Registrar's Office for processing. In order to avoid late fees, all forms must be submitted to the Registrar's Office no later than the Add/Drop deadline.
Students are responsible for verifying that prerequisites have been satisfied before enrolling in any course with published prerequisites. Prerequisites can be identified by accessing course information via MyCGU. Under Student Information in MyCGU, click on CGU Official Information and go to View Course Catalog. Prerequisites are listed under the Enrollment Requirements Group.
If you began your doctoral program in or after Summer 2006, you must enroll in a Transdisciplinary (or T-) course prior to the end of your second year of study. T-courses are open to all students.
Students are considered withdrawn from CGU if any of the following occur.
Your student status is terminated by the University
When you are withdrawn for lack of enrollment, you may correct the situation by registering before the end of the semester. Approval of your department is required and late registration fees apply. Reinstatement is required if you were withdrawn in a semester prior to the current semester. You must contact Financial Aid to determine the financial impact of your withdrawal from CGU.
You are responsible for the accuracy of your class schedule and for any related financial and financial aid implications.
Full time status is considered 8 units while 4 units constitutes half-time. Students on financial aid or attending with scholarships or other sponsorship should be mindful of the minimum units required by their lenders or other sponsors.
Semesters and courses for which you earn zero units are particularly critical for financial aid purposes as well as for international students. Zero units may result from dropping all of your courses in a semester or from the assignment of a U (Unsatisfactory) grade.
If you do not intend to remain in a course, you must drop the course per Add/Drop guidelines. Failure to drop a course may result in the assignment of a U grade.
Consult Financial Aid to determine the impact of U grades or zero units on your financial aid eligibility.
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.
When a class is cancelled, all enrollments in the class are dropped immediately. Every effort is made to notify the students affected; 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 MyCGU 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.
Changing to Audit Status
Students who wish to enroll in a class on an audit basis must do so by the end of the Add/Drop period. Changes to grading basis cannot be made online. Students should submit to their academic departments a Registration (Add/Drop) Form to indicate a change from graded to audit basis. Instructor permission is required. Because changes from graded to audit basis may entail a refund, all refunds are governed by the Add/Drop refund schedule.
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 thelast day of the semester.
The Registration Change Policy, more popularly known as Add/Drop, is established in compliance with federal regulations for the administration of financial aid and apply to all students regardless of individual funding sourses. Adherance to this policy is 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.
Definition: Registration changes are changes to the schedule of courses in which you are enrolled for a semester. These transactions include all of the following.
Changing the grading basis on enrolled courses--from graded to audit or vice versa
Other changes to unit-bearing course loads for the semester
Term-Based Transactions: All registration changes must be submitted and processed within the semester to which they apply. The Academic Calendar notes the last day for making changes to the semester's registration.
Financial Implications: 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 (whole term, Module 1, Module 2, etc.) and for each semester in the Academic Calendar. Transactions are based upon dates for the session or module to which the specific class is assigned. Tuition and fees are published by Student Accounts.
Transaction Adjustments to Tuition:
Adding courses: Additional tuition is based upon the full session cost of the course, regardless of the date the class is added.
Dropping courses: Credits, refunds, or other adjustments are determined by a percentage of tuition assessed, the percentage based upon the date of the class is dropped. The Academic Calendar announces deadlines or the last date to receive 100%, 75%, and 50% adjustments. Classes dropped after the stipulated date to receive a W (Withdrawal) notation are ineligible for any financial adjustment.
Change, Graded to Audit: Credits, refunds, or other adjustments are determined by a percentage of the difference between the course's full tuition and the course's audit tuition, the percentage based upon the date of the change. The Academic Calendar announces deadlines or the last date to receive 100%, 75%, and 50% adjustments. Changes made after the date stipulated to drop courses with a W (Withdrawal) notation are ineligible for any financial adjustment.
Change, Audit to Graded: Tuition adjustments based upon the full session tuition cost of the course, regardless of the date of change.
Withdrawals: See Dropping courses.
Using the MyCGU Student Portal: Access MyCGU to register and make changes to your enrollment online through the Add/Drop deadline for regular session classes. Review the Student Guide to Online Registration for more information. Other changes may be submitted through your department through the last day of the semester.
Important: When making changes to your class schedule on MyCGU, always add courses before you drop any courses. Whenever your total number of units enrolled drops to zero (0), you have technically withdrawn yourself. 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 will 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 to your academic department.
Refund for dropped courses are based upon the date the class is officially dropped from the student's schedule, displayed on the student's MyCGU.
Refunds schedules are announced in the Academic Calendar. Applicable dates are determined by the session in which the course is scheduled--regular session, Module 1, or Module 2.
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 due when dropping a course and a W notation is assigned for courses dropped. This date is announced in the Academic Calendar.
You are responsible for officially withdrawing from courses that you do not intend to complete. Instructors are advised to assign a U (Unsatisfactory) grade if you are enrolled in a class and never attended the class.
U grades negatively impact your grade point average and may force you in to academic probation status with the University, financial aid, and student visa requirements.
If you drop a class after the deadline established for the semester/module, the course remains on your transcript with a W (Withdrawn) notation. W is not a punitive grade, but rather a chronological indicator for action taken in regards 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.
Deadline dates for the W notation are announced in the Academic Calendar. Please refer to the Enrollment Deadlines section of the Student Calendar for the applicable semester on the Academic Calendar page for dates.
If you have a hold on your account, you cannot register for the semester specified in the hold. Contact the office that placed the hold (identified in your MyCGU) in order to resolve the situation. Delays in resolving holds are not acceptable reasons for waiving late registration fees or other penalties you may incur as a result of missing registration and Add/Drop deadlines. These fees are detailed in the Tuition & Fees table on the Student Accounts web page.
Types of Holds
Holds are placed for academic, financial, and administrative reasons. Holds that prevent your registering for classes are listed below:
Academic Probation (International Students):For International Students: Please note that SEVIS standards and regulations of 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. Consult the Office of International Students & Scholars Services. In addition to CGU standards, international students are required to meet academic progress requirements established by the government's student visitor program (SEVIS). International students who have failed to meet these standards may be required to complete an International Status Contract. The contract is maintained in the student's file and a hold is placed to ensure that satisfactory academic progress is reviewed before continued registration. If this hold has been placed on your record, you must meet and consult with 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 a variety of reasons, including required advising prior to registration. Contact your department for assistance. Delays in seeking advising in order to registrar are not acceptable grounds for waiving late registration fees.
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 the form and process to extend your time to degree. 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. Late registration fees apply.
Past Due Balance: You have an outstanding balance on your student account from a previous semester. View your bill on the MyCGU 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 by the agreed-upon deadline.
T-Course: Doctoral students must enroll in and complete a Transdisciplinary course during their careers of study, prior to the end of their second year of study at CGU. For assistance in resolving a T-course hold, contact the Transdisciplinary Studies office at email@example.com.
This policy is established in compliance with federal financial aid regulations and to ensure the accuracy and integrity of student academic records. Repeat enrollment in courses is governed by this policy and applies to all courses offered at CGU with the exception of the following courses or types of courses.
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
Policy on Repeating Courses
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.
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.
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.
Claremont Graduate University offers individualized instruction on a wide range of topics through the following types of courses.
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.
These types of courses are commonly referred to as Independent Study courses. Students should have completed at least one semester of enrollment in regular courses before requesting an independent study opportunity.
The procedures outlined below apply to enrollment in all types of independent study.
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.
Students must complete the Enrollment Registration Form - Independent Coursework. Designed as a contract form for the academic activity to be undertaken, the form requires the signatures of the student and the instructor. The form must also be approved by the student's advisor and department head.
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: Claremont McKenna College (CMC) does not permit summer registrations in independent study courses. CGU students may still enroll in another independent study class with a 5C instructor, provided the 5C instructor and the students' department consent to the independent study activity.
Identify which Independent study type course is most appropriate for the activity being undertaken by discussing the possibilities with your advisor.
Note that you must identify the title such as "Independent Study" or "Dissertation Research" are not acceptable. For internships, specify the name of the organization where the internship will take place. When 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."
Identify literature, goals, or other academic activities for your independent study. Summarize the learning outcomes you anticipate in a statement or syllabus to be included in or attached to your Enrollment Registration Form - Independent Coursework. These anticipated learning outcomes define the terms for assessing your performance in this independent study.
For internships, attach a copy of the internship contract or detail of the intern's responsibilities and focus of work. If an establish class will provide the framework of your study, you may attach the class syllabus.
Identify a faculty member to oversee and guide your independent study. You will work closely with this instructor to accomplish your independent study goals. You will need the instructor's signature on the Enrollment Registration Form - Independent Coursework as evidence of the faculty member's agreement to supervise your independent study. Internships, which have an on-site supervisor, also require identification of a faculty, who will review the experience of the student and provide a grade.
Specify the units to be earned by completion of the activity. Units must be consistent with CGU credit hour policies.
Enjoy your independent study activities, but be sure to complete the required outcomes by the end of the semester. You may wish to consider enrolling in your independent study on a Satisfactory/Unsatisfactory grading basis.
Independent study enrollment forms are registration forms and all Add/Drop deadline apply.
Graduate level coursework completed at another institution may be evaluated by an academic program and accepted for credit toward a student's degree requirements at CGU. This kind of coursework is referred to as transfer credit because credit for these courses are transferred into CGU from another institution.
Coursework approved for transfer credit is documented on your transcript with a notation indicating the source of the transfer credit and the number of units for which you are credited. Individual courses and grades received are not recorded on your CGU transcript. Further, grades received for non-CGU or non-Claremont Colleges courses are not factored into your CGU record.
Requirements for Accepting Transfer Credit
Source: Only graduate-level coursework from regionally accredited institutions may be accepted as transfer credit. Courses offered by the Claremont Colleges or Claremont School of Theology (CST) are accepted only when enrollment is completed through CGU, or when a student is part of a university-approved accelerated Master’s program such as the 4+1 accelerated degree program with the Claremont Colleges.
Documentation: An official transcript from the institution where the coursework was completed must be submitted to CGU.
Accounting: Units at CGU are based upon semester units, requiring a conversion if the units earned are quarter units. One quater unit equals .667 semester units. Fractions are dismissed, since CGU uses only whole units.
36 quarter units convert to 24 semester units
6 quarter units convert to 4 semester units
3 quarter units convert to 2 semester units
Transfer units from another institution using semester hours cannot be changed i.e. 3 units changed to 4.
Achievement: Students must achieve a grade of B or better in any coursework accepted as transfer credit. Classes taken on a pass/fail or satisfactory/unsatisfactory basis are not acceptable to transfer credit, with the sole exception of students in our established joint doctoral programs from SDSU and CSUCB.
Completion Dates: Transfer credit may be granted for coursework completed before an individual becomes a student at CGU as well as for coursework taken while the individual is a CGU student.
Applicants: Transfer credit for coursework completed before an individual becomes a student at CGU is submitted and evaluated as part of the individual application process. Departments must complete the Transfer Credit Request Form, specifically identifying the courses for which transfer credit is to be granted.
Current Students: CGU students should obtain approval from the academic department prior to enrolling in courses outside of CGU. Upon completion of the course, a transcript is submitted to the academic department for review. Departments complete the Transfer Credit Request Form, attach the official transcript, and submit the package to the Registrar's Office for processing.
Age of Courses: Individual programs reserve the right to deny transfer credit for any and all coursework that may be considered old, dated, or no longer relevant to the discipline.
Important Note:Claremont Graduate University (CGU) reserves the right to require review by a foreign credentials evaluator of any coursework for which transfer credit is requested. Reasons for requiring an external evaluation include the absence of an official transcript that certifies regional accreditation or affiliation with a regionally accredited institution; the absence of credit hour standards at which the coursework was completed that would assist in calculating and substantiating the amount of transfer credit requested. In the event an external evaluation is required, CGU's preferred provider is World Education Services (www.wes.org).
Limits on Transfer Credit
Masters Degrees: The number of units accepted for transfer credit are limited, based upon the units required for the particular degree program.
15 units, if 60 or more units are required for the degree
10 units, if 48 to 59 units are required for the degree
6 units, if less than 48 units are required for the degree
Doctoral Degrees: For doctoral degrees, no more than 24 units may be accepted as transfer credit. In addition, other stipulations apply.
Units that are transferred into a CGU program must be relevant to the student's program of study at CGU. This determination is made by the student's academic program.
In some cases, transfer credit may be assigned based upon the general content of a program completed outside CGU. This determination is made by the student's academic program.
Coursework that was applied toward completion of a bachelor's degree may not be accepted for transfer credit.
The amount of transfer credit accepted for doctoral students may impact the student's residency requirement and time to degree.
Amount of Transfer Credit:
13 units or more
Residency Requirement: 24 units within 2 years
Maximum Time to Degree: 6 years
12 units or less
Residency Requirement: Two full semesters in 2 years, or 36 units in 2-1/2 years
Maximum Time to Degree: 6-1/2 years
Dual Degrees: Limitations on transfer credit for dual degree programs are as follows.
No more than 12 units may be transferred into a dual degree program that consists of a Masters and a Doctoral combination.
No units may be transferred into a dual degree program that consists of two Masters degrees.
The auditing of CGU courses is managed by the policy and procedure detailed below. 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. Be sure to consult the Tuition & Fees table on the Student Accounts website for audit rates.
CGU minimum expectations for an audit are 80% attendance and participation, or the equivalent, as deemed by the instructor.
Enrolling in a Course on an Audit Basis
You may not enroll in a course on an audit basis using the online registration system.
Complete a Registration (Add/Drop) Form and submit it to the Registrar's Office. Use the CHANGE area to specify your request. Be sure to check the Audit column to indicate your type of enrollment change.
Permission of the instructor and your advisor are required. For your own records, it is recommended that you should request 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 on MyCGU to ensure that your course is registered properly and to determine applicable tuition charges.
Enrollment Changes on Audited Courses
Students are responsible for dropping courses they do not intend to complete. All enrollment change actions must be requested prior to the deadlines established in the Academic Calendar. Changes to the enrollment of audited courses are subject to the refund specifications outlined in the Refund Schedule for the applicable semester.
Grading of Audited Courses
Students who successfully complete an audited course are assigned the AU (Audit) grade notation. Students who do not complete courses for which they have enrolled are subject to the grading policies of the instructor, including the assignment of a U (Unsatisfactory) grade.
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.
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, 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 course 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 enrollment 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.
Claremont Graduate University has established specific timeframes within which you are expected to complete program requirements toward your individual degree. As you approach the expiration of your expected degree completion time, an out of time (OUT) hold is placed on your record. You are out of time at the beginning of the semester indicated in the hold. The hold prevents you from registering for the semester, which may result in an interruption in library and student services. To continue in your program, you must request from your department additional time to complete your degree by submitting the Extension of Time for Degree Request form.
You are expected to complete degree requirements and graduate within the following timeframes. Time is counted beginning with your first semester of enrollment.
Master's degree: 5 years, 6 years for MBA, 6 years for EMBA
Doctoral degree: 7 years, 6-1/2 years if 12 units of credit transferred in, 6 years if 24 units of credit transferred in
Verifying Your Current Status
A service indicators (hold) on your record indicate the semester that are out of time for completing your degree. This information is available to you in the Student Holds section of MyCGU. The indicator is listed as OUT and means that you are out of time at the beginning of semester listed. You may not enroll in courses, may experience interruptions in library and student services, and will be subject to late registration fees if you do not register by the registration deadline.
Limits on Extensions
CGU limits on extensions of time may be reduced by the faculty of individual departments and programs. For a student's first request, extensions are generally granted for a period of one year for masters students and two years for doctoral students. If approved, subsequent requests are extended for a period of one year each time.
For students who have received three or more extensions:New requests for extending your time to degree are subject to additional evaluation by your department. This additional review is required to ensure the applicability of completed coursework for your new expected graduation term. If necessary, you may be required to complete additional coursework.
Leave of Absence
Time to degree is automatically extended during an approved leave of absence.
International students: International students on an F1 or J1 visa must adhere to strict time to degree requirements established by the US Department of Immigration and Customs Enforcement (ICE) and enforced through the Student and Exchange Visitor Information System (SEVIS). These periods are generally shorter than those provided by CGU guidelines. To request an extension of time, an international student must first request a Program Extension through SEVIS. International students are encouraged to consult the Office of International Students & Scholars Services for assistance.
To avoid interruptions in library and student services as well as late registration fees, start this process early. Alerts about expirations in your time to degree are provided as service indicators (holds) in your MyCGU. You are out of the time as of the first day of the semester listed in the OUT indicator.
In collaboration with your academic advisor or department representative, complete an Extension of Time for Degree Request. A plan of study/research must be attached to the request, demonstrating how degree requirements will be fulfilled within the additional time requested. Your plan of study may be in narrative or calendar format.
Start by projecting your new graduation date.
Provide a timeline of how and when you will accomplish the necessary steps to achieve your goal.
Use the Degree Completion Checklist as a guide for mapping out your degree requirements and deadlines.
Consult your program's guidelines for degree completion to ensure that all your requirements--tools, qualifying exams, proposal defense, advancement to candidacy--will be satisfied.
Approved requests are forwarded to the Registrar's Office for processing.
A leave of absence is an approved withdrawal from your studies. A leave of absence is granted for one semester at a time and is not automatically renewed. You may not be away from your studies for longer than two consecutive semesters each time. If you need more time, you should withdraw from the University and request reinstatement when you are ready to resume your program of studies.
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.
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 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 a Incomplete Grade Extension Request form.
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 (unless the student has taken a leave of absence for research).
Students on an approved leave are automatically reactivated for the next semester of enrolllment. You are responsible for adhering to all registration and Add/Drop deadlines for your next semester of eligible enrollment. You must also clear any outstanding holds on your account before your can register for classes.
An approved leave of absence extends your Time to Degree by the duration of your leave.
Procedures & Limitations: Leaves of absence must be requested in writing. Complete the Leave of Absence Request Form 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. A Financial Policy Appeal 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.
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. 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, 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.
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. Provide details about your intended research as follows.
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.
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 are submitted to the registrar, who will coordinate obtaining concurrence of your dean and the approval of the Provost.
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.
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.
The goal of Claremont Graduate University is to assist you in every way possible to meet your educational goals in the area of graduate studies. The challenges and demands of life and work may suggest that withdrawal from your studies at CGU is the best option for you.
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 your department/program or to the registrar 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 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 (firstname.lastname@example.org 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 semesterin which you were enrolled--and unit limits may apply. If you have any questions, check with our Financial Aid Office (email@example.com 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 MyCGU 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.
Reinstatement, sometimes referred to as readmission, is the process of returning to CGU to resume your studies. Reinstatement is limited to the degree program in which you were previously enrolled at CGU. Former students who wish to pursue a new degree must submit a complete application through Admissions.
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 readmission if you meet all of the following qualifications.
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 admissions committee in evaluating your request for reinstatement, you may be required to provide the following documentation.
Updated letters of recommendation
GRE, GMAT, or other test scores
A degree plan or outline of dates and academic goals to establish your new time to degree
Before You Apply: If you still have access, check MyCGU 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.
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 on the Satisfactory Academic Progress 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.
Other Holds: The same holds that prevent registration each semester impact your ability to apply for readmission. MyCGU or the Registrar's Office can provide information on any holds that may exist on your student record.
Application: Complete the Application for Reinstatement and submit it to the Registrar's Office, along 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 by the registrar 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.
For the purposes of this policy, alumni are CGU students who have earned a CGU degree and are not currently enrolled in a degree program at CGU.
Participants in degree programs at CGU are considered current students regardless if the student has earned a previous degree from CGU. For these individuals, continuing student policies and procedures apply.
Individuals who previously attended CGU, but did not receive a degree, are not considered alumni for the purpose of this policy. These individuals may enroll in summer courses as a Summer Visitor or must petition for reinstatement as a CGU student. If the last semester of enrollment for the former student was five or more years, an application through Admissions is required. Tuition and fees for the semester of enrollent apply for all enrolled and visiting students.
Alumni Enrollment in Courses
Enrollment in courses must be completed before the Add/Drop deadline for regular session announced in the Academic Calendar for the semester of interest.
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.
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.
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 may be counted toward the student's degree program if applicable to the discipline or field of the degree. See ordering transcripts.
While some CGU courses are restricted to graduate student enrollments, other courses are open for enrollment to students from the undergraduate colleges (5C) of the Claremont University Consortium (CUC). 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 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 undergraduate 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 special 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.
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 direct. Students from non-US institutions should also consult with the Office of International Students & Scholars Services regarding Immigration and Customs Enforcement (ICE) 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.
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 (PDF), which is another status entirely, are provided to academic departments in the Institutional Handbook.
Enrollment in Coursework: 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.