In its capacity as the custodian of student records, the Registrar's Office must record the unfortunate passing of enrolled students as well as supervise the disclosure of records about a deceased student.
When a student passes away while enrolled at CGU, it is important to close the student's record as quickly and as accurately as possible to prevent negative impacts on the academic and financial records of the decedent. Higher education standards and regulations require that a last date of enrollment or a date of withdrawal be recorded in the student's record.
Notification of a student's death should be made to the student's program, to the Dean of Students, or to the Registrar's Office. A death certificate, copy of a published obituary or memorial service program, or other official declaration of the student's death should be provided to the Registrar's Office.
Other concerns about the deceased student should be referred to the Dean of Students.
When a former student passes away, notification should be made to the Alumni Office at CGU. A death certificate, copy of a published obituary or memorial service program, or other official declaration of the former student's death should be provided to the Alumni Office.
Claremont Graduate University (CGU) honors the memory and respects the privacy of its deceased students and their survivors.
Per the federal Family Educational Rights and Privacy Act (FERPA), CGU has designated and defined directory and non-directory information in its policy on Student Privacy (FERPA). Non-directory information requires the prior written consent of the student as authorization for disclosure. In the case of a deceased student, the following provisions apply to disclosures of non-directory information.
Requests for Records. All requests for disclosures of non-directory information regarding deceased students must be submitted in writing to the Registrar's Office. Such requests must (1) specify the individual records requested, (2) indicate a purpose for the disclosure of the records, and (3) identify the recipients of the information requested.
Right of Access. The requestor(s) must be identified as a survivor, next-of-kin, executor, or other party with authority to access non-directory information about the decedent. A copy of a published obituary, official will, or an authorized court order may be required.
Journalistic Inquiries. In the case of biographical research or other journalistic endeavor, a formal request on executive letterhead from an editor, publisher, or other journalism source must be submitted to the Registrar's Office. Such a request must (1) specify the individual records requested, (2) indicate the purpose for the disclosure of the records, and (3) identify the recipients of the information requested.
Limitations and Reservations. CGU reserves the right to refuse disclosures and/or to notify the estate of the deceased student, if known, prior to releasing information or responding to requests for non-directory information about the former student.
Note that a student's official transcript is the only permanent record maintained by the University. All other records are retained for a limited period--generally five years after the student's last semester of enrollment--and then destroyed. Production of records in response to an authorized request is subject to availability of the record in question.
All requests for records and questions regarding this process may be referred to the Registrar's Office.