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Academic Probation Academic Probation

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Definition and Types of Academic Probation

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.

  • Maintain a minimum grade point average (GPA) of 3.0
  • Have no more than two Incomplete or Grade Pending grades on file at any one time
  • Adhere to time to degree standards

Failure to meet these University standards prevents registration and graduation. But it may also qualify a student for probation in other important areas.

  • Financial Aid - impacting eligibility for financial aid
  • International Status - for international students, impacting continued eligibility for student visa

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.

What to Do When You Are on 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 student.records@cgu.edu. 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.
  • Complete an Add/Drop form 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 an academic petition form (found at Registrar's Forms Index) and attach your written plan for working yourself out of probation.
  • Complete an Add/Drop form 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 Add/Drop form to the Registrar's Office. Applicable Late Registration fees apply.

Dismissals for Lack of Satisfactory Academic Progress

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.

6/14


Appeals / Petitions Appeals / Petitions

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The Academic Petition and Financial Aid Policy Appeal forms can be found on the Registrar's Form Index.

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.

The approval process for petitions and appeals may include various consultations and reviews undertaken by Student Affairs. Please allow sufficient processing time.

Petitions and appeals require department faculty, dean, and/or provost's signature demonstrating support.

Academic Petition Guidelines

The Academic Petition form may be found on the Registrar's Form Index.

The Academic Petition is used by students and/or departments to request an exception to an academic, degree, registration, or other administrative requirement. Do not use the academic petition to dispute grades or to request financial considerations. Academic petitions should be submitted before the end of the semester to which the request applies.

Complete the Academic Petition in collaboration with your advisor or department representative. Petitions should be accompanied by a personal statement and any relevant documentation to support the request for a policy exception.

Petitions are submitted to the Office of Student Affairs and will be reviewed by the Petitions and Appeals Committee.

Documentation. The Academic Petition must be accompanied by a personal statement and relevant documentation in support of your request. Forms submitted without a statement and documentation cannot be processed. Decisions are based upon the extensiveness and the relevance of the supporting documentation you provide.

Financial Policy Appeal Guidelines

The Financial Policy Appeal form may be found on the Registrar's Form Index.

Financial policies at CGU have been established in compliance with federal regulations that determine institutional eligibility for the administration of financial aid, Veterans Administration, and other government programs. These policies are also consistent with fiscal standards for educational accreditation. Exceptions to these policies may only be made under the most exceptional of circumstances.

Financial policies include procedures governing refunds, fees, and deadlines that affect your student account.

To request an exception to a financial policy, complete a Financial Policy Appeal Form and attach a personal statement along with any relevant or supporting documentation. Important considerations to keep in mind include the following.

Documentation. The Financial Policy Appeal Form must be accompanied by a personal statement and relevant documentation in support of your request. Forms submitted without a statement and documentation cannot be processed. Decisions are based upon the extensiveness and the relevance of the supporting documentation you provide.

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. Students are responsible for becoming familar with University polices, for complying with all deadlines, and for reading their CGU e-mail.

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 that decrease your enrolled units or tuition assessment may impact your eligibility for such aid. Always consult financial aid before requesting any adjustments to your enrolled status. International students should consult with the International Student Coordinator to problems with visa status.

 

Rev 6/17


Satisfactory Academic Progress (SAP) Satisfactory Academic Progress (SAP)

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Satisfactory Academic Progress

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 GPA 3.00 3.00 Annually
 
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

Financial Aid Ineligibility

Failure to meet SAP standards results in the student's ineligibility to receive financial aid.

Appeals

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


Student Privacy Policy / FERPA Student Privacy Policy / FERPA

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  Per the federal Family Educational Rights and Privacy Act (FERPA), students are guaranteed the following rights in regard to their education records.

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: 

  • name
  • CGU e-mail address
  • degree/certificate program of study
  • concentration of study
  • dates of attendance
  • degrees, certificates, and honors received, including the conferral date
  • most recent previous institution attended
  • photograph


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 certain members of the Claremont University Consortium and the National Student Clearinghouse.

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 proram 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

Questions regarding FERPA and the application of FERPA at CGU should be directed to the University registrar.


Students Rights and Responsibilities Students Rights and Responsibilities

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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.

Privacy

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.

Student Status

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).

Accuracy of Records

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.

  • CGU E-Mail: Communications from CGU. Official University communications are distributed via the student's cgu.edu e-mail address. Therefore, students should check cgu.edu e-mail regularly. If you use another e-mail service provider, check your cgu.edu mail regularly for important administrative notices. Non-receipt of CGU e-mail due to full mailboxes is not an excuse for ignorance of CGU policy communications. Note that a number of student processes are methodically being converted to provide automatic notification when transactions have been completed.
  • CGU E-Mail: Communications with CGU. All communications with the University regarding student services should also be conducted via the cgu.edu e-mail to ensure authentication of your identity, your right to information, and your ability to authorize student transactions. E-mail received from non-CGU service providers may not be accepted.
  • Student Portal. The CGU student portal provides access to extensive student information maintained by the University. Students receive unique logons and passwords to protect the privacy of their individual information. Students should verify this data regularly, especially during the registration and grading periods, to ensure that student records are complete and accurate. Concerns should be reported immediately to the academic program coordinator.
  • CGU Bulletin. The CGU Bulletin is the primary reference point for all policies and procedures for the University. For academic requirements, students are held to the department specifications published in the academic year of the student's admission to a program.
  • Registrar Website. In addition to various University communications, CGU policy and procedural changes are reflected on the registrar's website. Students should consult the website as well as the Academic & Financial Calendar pages regularly to verify upcoming deadlines and information policies.
  • Official and Unofficial student transcript. Students should make sure that all courses have been recorded and that a grade has been assigned for all courses that require a grade. If instructors--such as visiting and adjunct faculty--are unavailable or difficult to locate because a period of time has lapsed since your enrollment in a course, changes or corrections may become impossible.

Timeliness & Term Based Transactions

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.

  • Consult the Academic Calendar for relevant and important deadlines. Because some processes require extensive time for completion, be sure to begin fulfilling expectations early.
  • The Student Accounts website provides information about tuition and fees, as well as announces deadlines for enrollment transactions and defines the percentage of refunds.
  • Transactions that affect student records or financial accounts are only accepted within the semester to which the transaction applies. Forms, including processing instructions, for specific student transactions are available from links on the Registrar's and Student Accounts websites.

Integrity

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.

Communication

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 student.records@cgu.edu or by calling (909) 621-8285.

Questions/Other Resources

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 student.records@cgu.edu or (909) 621-8285.

Rev 10/11


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