Academic Probation at the University level is a status incurred when the student fails to meet the standards defined in CGU's policy on Satisfactory Academic Progress (SAP). Student requirements for meeting SAP standards may be summarized as follow.
Failure to meet these University standards prevents registration and graduation. But it may also qualify a student for probation in other important areas.
Students who are placed on academic probation by the University are advised to consult with Financial Aid or the International Student Coordinator regarding the extended impacts of academic probation.
Twice per year, the registrar conducts an SAP review of all student records, placing academic probation holds on students who have not met SAP requirements. These reviews are conducted in the month prior to the registration periods--in October before Spring registration and in March anticipating Summer/Fall registration.
Academic probation holds are not released until your record indicates that you have met all SAP standards. If you wish to enroll for another semester at CGU, action on your part is requred.
STEP 1. Determine the reason for your being on academic probation by consulting the information on the hold available to you through your student portal.
STEP 2. Review your record on your student portal. Since the academic probation hold (APR) was placed, grades may have been submitted that have raised your GPA or eliminated Incomplete grades. If your record now meets SAP requirements, notify the Registrar's Office by e-mailing firstname.lastname@example.org. Be sure to include your full name and student ID number in your communication.
Out of time holds (OUT) are addressed by seeking an extension on your time to degree.
STEP 3. Meet with your advisor to develop a strategy for working yourself out of this status. If your advisor is satisfied with your plan, proceed as follows.
If this is your first semester on probation:
- Ask your advisor to e-mail the registrar (1) indicating that the advisor has approved your plan for working yourself out of probation and (2) requesting that you be allowed to register for the next semester.
- Enroll online or complete Registration (Add/Drop) Form (found at the Registrar's Form Index) for your next semester of enrollment and submit the approved form to the Registrar's Office.
If you have been on probation longer than one semester:
- Complete a Petition for Exception to CGU Policy form (found at Registrar's Forms Index) and attach your written plan for working yourself out of probation. Your plan should include a reflection on what factors contributed to your academic difficulties, a plan for personal success discussing what strategies and resources you will use to help you be academically successful in the future, and a realistic plan to increase your GPA to 3.0 or above/remove the outstanding incompletes, including how long it will take to work yourself out of probation. We suggest using an online college GPA calculator for this plan.
- Complete a Registration (Add/Drop) Form (found at the Registrar's Form Index) for your next semester of enrollment.
- Deliver the petition, your plan, and the Add/Drop form to your advisor for approval.
- If approved, deliver all documentation to your department for dean's approval.
- Your department will deliver the approved documentation to the Registrar's Office.
- This process must be repeated for each semester until you meet SAP standards.
STEP 4. Upon receipt of required approvals and your Add/Drop form, the registrar will enroll you for the semester. Please note that the academic probation hold will remain on your record, so any changes to your enrolled schedule will also need to be done by submitting an approved Registration (Add/Drop) Form (found at the Registrar's Form Index) to the Registrar's Office. Applicable Late Registration fees apply.
CGU's policy on Satisfactory Academic Progress (SAP) requires that you work yourself out of academic probation by the end of the next semester following placement of the hold. If you cannot work yourself out of probation, you are subject to dismissal by your program.
CGU policies and procedures have been established to ensure institutional efficiency as well as to comply with federal, state, accreditation, and other academic regulations. Requests for exceptions to these policies are reviewed on a case-by-case basis by the Petitions and Appeals Committee (PAC). All requests must be substantiated with documentary evidence sufficient to justify the exception to established policy and procedures.
Documentation. The Petitions and Appeals Committee will only review complete petitions that include all the following items.
1) The Petition for Exception to CGU Policy form (found on the Registrar's Form Index)
2) A personal statement including:
• the nature of the request, including a detailed summary and timelines of the exceptional circumstances or events that led to the need to file the petition;
• previous efforts and/or attempts to resolve this matter in collaboration with CGU staff and/or faculty prior to submitting the petition; and
• the exact request(s) being made and acceptable outcome(s) as a result of the appeal.
3) Any supporting documentation for the circumstances, events identified in the statement, and/or relevant policy or student record documents should be attached to the petition.
4) Signatures of department faculty and the dean.
Complete petitions should be submitted to the Office of Student Services. The approval process for petitions may include various additional consultations and reviews undertaken by PAC; please allow sufficient processing time. Decisions are based upon the extensiveness and the relevance of the supporting documentation you provide as well as additional information sought and obtained by PAC as part of the review process.
Students and academic departments may use the Petition for Exception to CGU Policy form to request an exception to university academic, degree, registration, or other administrative policy. This petition should not be used for requesting an exception to program-specific policies, procedures, and requirements that are in accordance with CGU policy but may be more detailed and/or discipline-related. This petition also may not be used to dispute grades. Because CGU adheres to a term-based transaction policy, petitions should be submitted before the end of the semester to which the request applies. Unless otherwise disputed before the end of the semester, all records are considered complete, accurate, and permanent.
Students and academic departments may use the Petition for Exception to CGU policy to request an exception to university procedures governing refunds, fees, and deadlines that affect your student account. Financial policies at CGU have been established in compliance with federal regulations that determine institutional eligibility for the administration of financial aid, veterans' benefits, and other government programs. These policies are also consistent with fiscal standards for educational accreditation. Because CGU adheres to a term-based transaction policy, any changes to tuition, fees, or other account-related items must be made during the semester to which those changes apply. Exceptions to these policies may only be made under the most exceptional of circumstances.
Requests for Fee Waivers. Do not submit appeals for fees that have not yet posted to your student account. These requests cannot be processed. Review the guidelines for preparing your statement for additional considerations.
Late Registration Fee. Requests for reversal of the late registration fee should demonstrate how you were not able to register during the registration period of the applicable semester. Registration periods are announced several times during the semester, and students are responsible for becoming familiar with University polices, for complying with all deadlines, and for reading their CGU e-mail. Being unaware of the registration deadline is not a sufficient reason for refund consideration.
Readmission Fee. Financial hardship is not an acceptable reason for appealing the readmission fee. Returning students are expected to assume responsibility for all tuition and fees when resuming their studies at CGU.
Tuition. Requests regarding tuition must be approved by the dean of your school. CAUTION: If you were a recipient of loans, fellowship, or other financial aid, please note that requested adjustments which decrease your enrolled units or tuition assessment may impact your eligibility for such aid. Always consult the Office of Financial Aid before requesting any adjustments to your enrolled status. International students should consult with the International Student Coordinator for issues related to visa status.
Federal Regulations require CGU to establish an annual SAP Policy that applies reasonable standards for measuring whether a student, who is otherwise eligible for financial aid, is maintaining SAP toward the completion of the educational objective. These standards must equal or exceed the academic standards for students not receiving federal financial aid. Programs governed by the SAP policy include Federal Direct Stafford Unsubsidized Loans, Federal Direct Grad PLUS Loans, Federal Perkins Loans, Federal Work Study, and any other financial aid program requiring academic progress standards. Per the policy, reviews are conducted from two perspectives.
Qualitative Standard - must maintain good academic standing by meeting the minimum 3.0 cumulative GPA requirement. In addition, for master's and doctoral students alike, a maximum of two Incomplete or Grade Pending grades are permitted at any one time.; Incompletes or Grade Pendings in Master's Critique, Master's Thesis, or Dissertation Research are not factored into the number of Incomplete grades for financial aid purposes.
Quantitative Standard - time limits to complete a degree on a cumulative basis, comparing the number of units attempted versus the number of units earned on an annual basis. Time limits to degree are established in the University's SAP policy. Leave of absence semesters and semesters during which the student withdraws prior to receiving financial aid are not counted toward the student's time limit. Research leaves, which are intended to facilitate the student's progress to degree are counted against the student's time limit.
Satisfactory Academic Progress (SAP) Chart
|Requirement||Master's Degree||Doctoral Degree||When Reviewed|
|Minimum level of enrollment||Half-time 4 units per semester||Half-time 4 units per semester||Each semester and at each disbursement|
|Minimum number of units completed academic year during coursework||8||8|
|Maximum number of incompletes, grade pending courses, and/or permanent number of incompletes||2 total||2 total||Annually|
|Maximum time-frame with:|
|13-24 transfer units||5 years||6 years||Annually|
|1-12 transfer units||5 years||6.5 years||Annually|
|No transfer units||5 years||7 years||Annually|
Failure to meet SAP standards results in the student's ineligibility to receive financial aid.
Students who wish to appeal ineligibility for financial aid due to unsatisfactory progress must do so in writing, providing reasons why the minimum academic requirements were not met. Supporting documentation must be provided as evidence of extenuating circumstances. If time limits to complete a degree have expired, an Academic Plan may be required to document outstanding degree requirements and to track the additional time that may be needed.
Guidelines for developing an appeal are available from the Financial Aid Office. The student's academic record and documentation provided in the student's appeal package are taken into consideration. At the conclusion of the review process, students are notified of the disposition and advised whether an exception to policy can be approved.#Satisfactory Academic Progress
The right to inspect and review education records.
Students may request access to their education records maintained by any education official of the institution that is the keeper of the particular record. Education records do not include certain records such as sole possession records, medical records, certain employment records, and law enforcement records.
The right to seek to amend education records.
Students may request that records considered inaccurate, misleading, or an invasion of privacy be amended or removed from their education records. Requests are submitted direct to the recordkeeper, but may be appealed to the Dean of Students. As a resolution to amending records, a student may document objections to a record in a written statement. The student's statement must be maintained by the recordkeeper for as long as the objectionable record is maintained, and disclosed whenever the objectionable record is disclosed.
The right to have some control over the disclosure of information from education records.
Except where permitted by FERPA, the prior consent of the student is required for the University to disclose non-directory information about a student to a third party. Students may request that the University not disclose certain or all information from their education records. Requests to restrict the disclosure of information from education records must be submitted in writing to the Registrar's Office. These requests remain in effect until revoked in writing.
The right to file a complaint for an alleged violation of FERPA rights.
Questions, issues, and other problems regarding the FERPA rights of students at CGU should first be referred to the University Registrar. Formal complaints for an alleged violation of rights under FERPA are filed in writing with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington DC 20202-5920.
In compliance with FERPA, the University designates the following personally identifiable information about a student as directory information:
Unless restricted by a student, directory information may be released to the public without the prior consent of the student.
The University permits access to specific student information by education officials with a legitimate educational interest. Education officials include CGU staff, faculty, and other individuals and entities designated by the University to perform its administrative, academic, supervisory, or other educational tasks and functions. Legitimate educational interest exists when an education official requires access to specific information about a student in order to accomplish a University-delegated task or function.
Education officials also include non-CGU entities such as the National Student Clearinghouse for the purposes of federal financial aid reporting and other educational institutions with whom CGU has exchange or articulation agreements for purposes related to a student's enrollment or transfer.
Addendum - January 2012
As of January 3, 2012, the US Department of Education expanded the circumstances under which disclosure of education records--including Social Security Numbers, grades, and other non-directory information--may be permitted without the prior written consent of the student.
The US Comptroller General, the US Attorney General, the US Secretary of Education, and other state and local authorities may allow access to any third party designated by a federal or state authority for the purpose of evaluating a federal- or state-supported education program. Evaluation may relate to any program that is "principally engaged in the provision of education," including early childhood education, job training, and any program that is administered by an education agency or institution.
In addition, federal and state authorities may allow access to education records to researchers performing certain types of studies, even if Claremont Graduate University objects to or has not initiated such research. Federal and state authorities must obtain certain use-restriction and data securities agreements from entities they authorize to access and receive personally identifiable information from education records. However, federal and state authorities are not required to possess or maintain direct control over those entities.
To facilitate the development of Statewide Longitudinal Data Systems (SLDS), state authorities may collect, compile, permanently retain, and share personally identifiable information from education records without the prior consent of the student. These data efforts may track student participation in education and other programs by linking personally identifiable information obtained from federal and state sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.
FERPA Requests and Authorizations
FERPA Records Restriction Form
Students who wish to restrict the disclosure of information from their education records must submit a FERPA Records Restriction Form to the Registrar's Office.
Authorization to Release Information from Student Education Records
Per FERPA, the prior written consent of the student is required for CGU to disclose non-directory information from a student's record. Students must complete the FERPA Authorization to Release Information from Student Education Records form and submit it to the Registrar's Office in order to request disclosures to individuals or entities who are not education officials as designated in CGU's Student Privacy/FERPA policy.
Questions regarding FERPA and the application of FERPA at CGU should be directed to the University registrar.
Individuals who become students at Claremont Graduate University (CGU) are guaranteed specific rights and, in turn, expected to adhere to certain responsibilities in their relationship to the University.
Policies and procedures are published in the CGU website, in the CGU Bulletin, and in individual department publications. It is important to remember that the rights and responsibilities that arise therefrom are determined and intended not only to ensure institutional efficiency, but also to comply with federal, state, accreditation, and other regulations.
All new and continuing students are expected to be cognizant of and abide by the interrelated rights and responsibilities summarized below.
The privacy of a student's education records are regulated by the federal Family Educational Rights and Privacy Act (FERPA). Disclosure of these rights is available on the Student Privacy (FERPA) page of this website.
CGU students are responsible for maintaining a continuous student status at the University. Maintaining student status involves both semester-to-semester registration and Satisfactory Academic Progress (SAP).
The accuracy of student records is a responsibility of both the institution and its students. Unless otherwise disputed before the end of the semester, all records are considered complete, accurate, and permanent.
CGU policies and procedures are provided in the CGU Bulletin, the institution's website, and in various web and paper publications regarding CGU's academic programs and student services. Because policies and procedures are subject to change at any time, it is important that students be receptive to all official communications and announcements from CGU.
Student responsibilities in regard to the accuracy of student records entail the following requirements.
At the end of the semester, student information is considered complete, accurate, and permanent; changes to a semester's enrollment information may not be made after the last business day of that semester.
Deadlines exist not only to ensure the efficiency of University operations, but to comply with the various federal, state, and accreditation regulations that oversee government reporting, the distribution of financial aid, eligibility for federal funding, the integrity of CGU's academic programs, and other educational concerns. Student responsibilities include the following.
To ensure accuracy, appropriate documentation, and student privacy, all official communications should be affected in writing, preferably through the cgu.edu e-mail platform. The cgu.edu e-mail requires a two-factor authentication process that adequately guarantees the identification of the communicating parties.
Communications that are not performed on the cgu.edu e-mail platform should be transacted in writing via US Mail. Transactions involving changes to student records or requesting the release of information from student records cannot be completed by phone.
CGU reserves the right to require identification for all transactions, including those requested in person. A CGU ID Card, driver's license, passport, or other method of official government-issued identification may be required.
For almost all transactions, students should consult with their advisors or department representatives for policy and procedure. Some transactions are guided by the academic department. Other transactions are governed by CGU policy and procedures to ensure compliance with government and accreditation rules and regulations. For almost all transactions, your department will initiate the process, which is subsequently completed by Student Affairs.
Former students and members of the general public should direct their inquiries to the Registrar's Office, either by e-mail to email@example.com or by calling (909) 621-8285.
A list of Campus Resources is provided at the web page entitled Campus Services.
A list of departments and contacts is available at Campus Contacts.
Questions regarding the information on this page may be addressed to the Registrar's Office at either firstname.lastname@example.org or (909) 621-8285.