Changing Your Personal Information Changing Your Personal Information

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Whenever your personal information changes, you must update your CGU records as soon as possible. Some updates may be submitted through the student portal; however, others require documentation for verification of the information that you are asking us to change.

Alumni should update their contact information direct with the Alumni Office. The Change of Personal Information form may still be used for this purpose.

Name

Name changes should be requested in person at the Registrar's Office.

  • Complete the Change of Personal Information form.
  • Official documentation is required and may include court orders declaring your new name or a newly issued driver's license or passport with your photo and new name.
  • Be sure to specify the type of name you are changing--primary (legal) or preferred name. Note that the legal name is the name used on transcripts and diplomas. If you wish to designate a different version of your name for your diploma, you will be able to do so during the degree completion process.

If you are unable to submit your request in person, you may complete the form and submit with notarized copies of your documentation. Send your request to the address at the top of the form.

E-mail addresses are not changed automatically. Be sure to mark the checkbox on the form if you wish to change the name on your cgu.edu e-mail consistent with your name change request.

Address and Phone Information

Update your address and telephone information on the student portal. As an alternative, you may use the Change of Personal Information form.

Important: Students who are also CGU employees must notify CGU Human Resources of any address changes. This is to ensure accurate mailing of all employee and tax information. You may use the Change of Personal Information form to your update address and phone information.

Other Changes

Changes to other personally identifiable information must be made by writing to the Registrar's Office. Depending upon the content to be changed, documentation or copies of notarized documentation may be required.

The Registrar's Office is required to ensure the historical accuracy of CGU's student records. Therefore, certain records cannot be changed once you leave or graduate from CGU. Contact the Registrar's Office if you have questions or other concerns.

Questions

Registrar's Office - student.records@cgu.edu or (909) 621-8245

9/17


Corrections/Adjustments to Records Corrections/Adjustments to Records

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Requests for changes to student records should be initiated directly the student. The Registrar's Office website provides information and forms that can be used by students to submit specific types of changes of their records. In some cases, where department intervention is required, the Student Records Correction/Adjustment Request form is used.

Because the Student Records Correction/Adjustment Request is for department use only, the student's signature is generally not required. As such, it may not be used to submit transactions that require initiation or authorization by the student except under rare circumstances. Student should always initiate Add/Drop actions, academic petitions, financial appeals, and other similar transactions direct with the Registrar's Office using the appropriate form or other written medium.

The Student Records Correction/Adjustment Request form is used to submit a department-initiated request or to endorse the request of a student. Enrollment and student records requests, with the exception of changes to grades, may be requested using this form.

Enrollment changes may include the following.

  • Waive Late Registration Fee. Students should use the financial appeal form. However, if department was involved or responsible for the late registration, the Student Records Correction/Adjustment Request may be used. A complete explanation must be provided.
  • Waive the Enrollment Change (Add/Drop) Fee. Students should submit requests using the financial appeal form. If the department was involved or responsible for the student incurring the fee--such as by incorrectly processing an enrollment swap--the Student Records Correction/Adjustment Request may be used. A complete explanation must be provided.
  • Refunds of Tuition. All refunds are governed by the Add/Drop refund schedule. Students should submit requests using the financial appeal form. Requests from departments require a complete explanation and, because department or program revenue is involved, the approval of the dean is also required.

Student Records changes include the following.

  • Transcript corrections may be brought to the attention of the Registrar's Office. Previous education and degree information, transfer credit, and milestones may be referred using this form. Do not use this form to submit grade changes or corrections.
  • Other miscellaneous requests from departments may be submitted using the Student Records Correction/Adjustment Request.

Complete explanations and supporting documentation for all requested changes must always be provided.

Clarifications and Recommendations

Avoid the Need to Correct/Adjust. Consistent with student-centered customer service, always process student transactions immediately.

Adjustments/Waiving Fees with Enrollment/Registration Transactions. If you are requesting adjustments or a waiver of fees in regards to an enrollment transaction, do not process the student transaction in the department. Submit your Student Records Correction/Adjustment Request, together with the student's Add/Drop form and other relevant documentation, to the Registrar's Office for processing.

Refunds. Do not assume that refunds of any percentage are due for any drop or withdrawal transaction. Students must specifically request a refund through the financial appeal process. Departments and programs should only request refunds when administrative error is involved.

Retroactive Adjustments. Adjustments to records of a past semester are permitted only under the rarest and most exceptional circumstances.

  • Retroactive academic adjustments are subject to documentation on the student's transcript.
  • Dropping courses retroactively is not permitted and should not be considered due to unit load requirements for financial aid, international students, and potential individual student attendance requirements.
  • Retroactive financial adjustments are not permitted.

Questions

Registrar's Office - student.records@cgu.edu or (909) 621-8285

7/11


Deceased Students Deceased Students

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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.

Enrolled Students

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.

Alumni and Former 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.

Requests for Records of Deceased Students

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.

Questions

11/11


Diplomas Diplomas

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The diploma is a ceremonial testimentary of a student's satisfactory completion of academic requirements for a degree from Claremont Graduate University (CGU). Diplomas are provided to students after the candidate's eligibility has been rigorously reviewed and the degree has been posted to the student's official academic record--the transcript.

For purposes of verifying a degree from CGU, the official, academic transcript is proof positive and the primary evidence of a recipient's degree. While transcripts require the prior written consent of the student for disclosure, the conferral of degrees is directory or public information per the University's Student Privacy/FERPA policy. Third parties may verify degrees through the University's automated system as instructed at degreeverify.org.

Distribution of Diplomas

Diplomas are provided to students who satisfactorily complete the requirements of their degree programs at CGU and who meet all of the following provisions.

  • An Intent to Receive a Degree was filed with the Registrar's Office for the semester of graduation
  • A Final Approval Form has been received by the Registrar's Office from the student's academic department
  • All outstanding student work is submitted by the degree completion deadline for the semester
  • No outstanding financial or other obligations exist on the candidate's student account

The Intent to Receive a Degree provides the Registrar's Office with information regarding the delivery of the diploma and allows the graduate to specify how the recipient's name should be printed on the diploma. The format of the recipient's name is important for ensuring that the diploma remains a valuable showpiece for personal and professional purposes.

Candidates should refer to the Degree Completion Checklist for information and deadlines relevant to their graduation semester.

Replacement Diplomas

Replacement diplomas are available to graduates whose original diplomas were lost, damaged, or destroyed. Replacements may also be ordered when the graduate's name changes due to marriage, divorce, court order, or other official process.

Important Note: Ordering a replacement dipolma does not change the student's name in University records. For purposes of historical authenticity and records integrity, official CGU records document the name under which the student attended the University. This is important to remember when providing information to employers and other third parties who may wish to verify degrees using our automated services.

Procedure for Ordering a Replacement Diploma

1. Application. Complete a Diploma Replacement Order Form. As an alternative, you may send written correspondence to the Registrar's Office, including all of the relevant information requested by the form.

2. Attach Documentation. If you are ordering the diploma in a new name, you must provide documentation as verification of your name change. Acceptable documentation includes photocopies of any of the following types of documents.

  • Marriage license
  • Court order indicating approval of a name change
  • Driver's license, passport, or other government-issued picture ID in your new name

3. Send with Payment. Mail or deliver your request to the Registrar's Office. The address is printed on the form. Be sure to include payment by cash or check for services requested. Sorry, no credit card orders are accepted.

$45 - Diploma Replacement Fee. Fee includes delivery by regular US Mail.

$30 - Expedited delivery fee to a domestic US address.

$60 - Expedited delivery fee to an international destination

Expedited delivery uses Federal Express or US Express/Priority Mail Services for delivery of your new diploma to the address you provide. The delivery option is determined and selected by CGU Mail Services.

Please allow 2 to 3 weeks for processing.  Delivery time is dependent upon mailing location and whether expedited delivery has been requested.

Questions

Contact the Registrar's Office at student.records@cgu.edu or (909) 621-8285.

5/13


Enrollment Verification Enrollment Verification

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An enrollment verification provides documentation of your student status at Claremont Graduate University. Information provided in an enrollment verification includes the following directory information items.

  • Your degree program and plan
  • Your anticipated completion or graduation date
  • Your terms of attendance
  • The start and end dates of those terms
  • The total units in which you are enrolled and your status--full or part-time--during those terms

Enrollment verifications should be provided whenever you wish to establish your student status without disclosing the private or confidential information contained in your transcript--your individual courses, grades, and your grade point average.

Enrollment verifications are available to you direct through your student portal. You may also request an enrollment verification from the Registrar's Office.

Third parties (insurance companies, discount providers, etc.) should be referred to the University's automated verification service. Information and links are provided at mycampus.cgu.edu/web/registrar/for-current-students/student-records/third-party-requests-for-verification-of-enrollment.

Verifications from Your Student Portal (Current Students only)

Log on to the portal and follow the path and instructions below.

My Academic Info > My Enrollment Verification Rpt. >

  • Select "Allow to print from my browser."
  • Check boxes indicating desired information.
  • Check "Send to my address." This instruction must be checked in order to produce the report. Select an address type from the pull-down menu to determine at which address to print your report.
  • Click submit.
  • The report will appear on your screen.

Verifications for Third Parties and Third Party Requests

All third parties should be referred to mycampus.cgu.edu/web/registrar/for-current-students/student-records/third-party-requests-for-verification-of-enrollment for instructions and links to access an automated verification 24/7.

2/13


Internships and Other Credit Opportunities Internships and Other Credit Opportunities

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The information on this page is provided to assist advisors and departments in identifying opportunities for students to earn graduate credit beyond enrollment in traditional course offerings.

CGU Transcript Requirements

The official transcript tracks the academic history of a student who is attending CGU. Academic history is defined as courses and degree requirements, such as the completion of research tools and dissertations that are commonly referred to as milestones. Degree requirements are published in the CGU Bulletin.

According to this definition of academic history, only approved courses or course-level activities may be noted on the transcript.

In addition to the official offerings of departments listed in the CGU Schedule of Classes, students may enroll in and receive credit for a number of independent coursework activites. The key word is coursework, meaning that the activity must meet the same rigorous, academic standards as other CGU courses. These standards are detailed as requirements on the Enrollment Contract and Registration Form for Independent Study Coursework.

Academic content. A course description that details academic or educational activities must be established. A syllabus, or Memo of Understanding (MOU) regarding learning outcomes, and a basis for the evaluation of student performance must be identified and documented.

Faculty involvement. A CGU or other Claremont faculty member must have teaching, supervisory, and evaluation responsibilities for the activity.

Credit. Student/faculty contact and other performance requirements must be determined to calculate credit hours or the units that will be earned. CGU policy is 10.5 hours per unit of credit. Units may range from 0 to 8 units.

Enrollment. The Enrollment Contract and Registration Form for Independent Study Coursework is used to enroll students in independent activities. Department approval is required. Registration and Add/Drop deadlines for the applicable semester apply, including late fees for failure to meet these deadlines.

Grade/Evaluation. A grade or evaluation must be submitted by the instructor of record by the grade submission deadline established for the semester of enrollment. This deadline is published in the Academic Calendar. Grades are generally Satisfactory/Unsatisfactory (S/U), but an instructor may elect to assign letter grades. Grading options must be disclosed to the student at the beginning of the semester or module of the activity.

Approval. Advisor and department approvals are required for all independent study coursework.

Internships

Internships provide a vital opportunity for students to engage in educational and growthful experiences that provide guided and closely-supervised immersion in the business of a particular discipline. Requirements for an internship are the same as for an independent study, detailed above. Credits are assigned based upon the student/instructor contact hours and individual goals are dependent upon the focus of activity for the internship experience. Credits may range from 0 to 8 units.

Internships that are arranged with off-campus entities generally require that the student report to and take employment direction from a non-CGU supervisor. Because coursework must be guided by faculty, a CGU instructor must be involved. If the instructor is not present on-site, regular meetings with the student should be scheduled to guide the academic implications of the activity.

Internships should be established by Memos of Understanding or contracts that protect all of the entities involved, including the student, CGU, and the third party. These agreements may be established between the school or department offering the internship and the third party, but must acknowledge all of the following elements.

  • Expectations of both the CGU school and the third party regarding the internship--including evaluation and disciplinary protocols; acknowledgement of privacy provisions under the federal Family Educational Rights and Privacy Act (FERPA), including prohibition against the further disclosure of information from student records; and adherence to CGU deadlines and its Academic Calendar
  • Expectations of the student intern, including the identification of supervisors and reporting relationships, employment protocols, compensation, professional standards, and the mutual protection of intellectual property, trade secrets, and third party client confidentiality
  • Disclosure of any third party contracts that may be required between the host party and the student
  • Indemnification clauses for both CGU and the third party
  • Approval of the CGU dean for the school or department involved

The provision of stipends or compensation should be reviewed with the Office of Student Financing to determine implications for student financial aid and other student status considerations.

Questions about internships using third party entities should always be approved by the dean of the school and may require concurrence of the Provost and/or the Faculty Executive Committee (FEC).

Life Experiences

CGU does not grant academic credit for life experiences. Independent study, however, may provide an opportunity for a student to critically examine a life experience from an academic, theoretical, or case study perspective.

Use the independent study protocol to craft an educational activity that examines an experience under the guidance and expertise of a CGU faculty member. Over the period of a semester, a student may meet with an instructor to discuss and critically analyze an experience from a particular perspective, determined by the instructor's expertise. This academic examination may result in a graduate level paper or critique that focuses on one or all of the following goals.

  • Contribute to the intellectual dialogue that furthers the pursuits and intrinsic goals of the discipline or area of the discipline in a meaningful way
  • Seek to understand, comprehend, and determine learning principles from the experience that may influence future or subsequent endeavors
  • Identify personal, communal, and/or global implications for the development of strategies that further intellectual inquiry from a discipline or transdisciplinary perspective
  • Apply evaluative criteria to the conclusions, results, and human impact of the experience

The Enrollment Contract and Registration Form for Independent Study Coursework may be used to guide the development of a structure, learning goals, and evaluation methods.

Students are restricted to the independent study limits of their particular programs and departments.

Questions

Your department.

12/10


Apostilles and Notarization of Official CGU Documents Apostilles and Notarization of Official CGU Documents

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International students and students seeking work in foreign government agencies may be asked by prospective employers to provide certification of their credentials from the United States. Certification means that a sworn affidavit of a document's authenticity is obtained in an acceptable form from either the creator of the document or an official representative of the agency that issued the document.

Authentication on an international level is accomplished by a two-step process that was adopted in 1961 by the Hague Convention Abolishing the Requirement for Legalization of Foreign Public Documents.

A document is first notarized, meaning that the document is presented to a Notary Public for affixing of the notary's seal. The document may only be presented to a notary by the creator of the document or by an authorized representative of the creator of the document. In the case of diplomas and transcripts, this representative is the registrar. The presenter takes an oath regarding the authenticity of the document and is required to present valid identification to the notary. If satisfied, the notary provides the Jurat as official validation. Commonly referred to as the notarization, this Jurat consists of the notary's seal and signature.

Notary Publics are representatives of the Department of State for the state in which they operate. And because there are numerous notaries throughout the nation, the apostille serves as a second validation for documents that are being sent for official uses outside the United States. In effect, the apostille validates and endorses the right of the Notary Public's action.

Certification of CGU Documents

The Registrar's Office provides notarization of official CGU transcripts and CGU diplomas as needed. Students and/or requesting parties, however, must submit notarized documents direct to the State of California for affixing of the apostille.

Notarizations

Per state regulations, only original documents may be used in the notary process.

Diplomas. Bring the original document to the Registrar's Office for notarization. If the original document is not available, you must order a replacement diploma. It is not CGU's practice to affix a notary seal on the diplomas itself. A copy will be made and used with a sworn statement of authenticity by the registrar. Copies may only be made from originals that have been determined to be authentic by the registrar. As a result, only original documents may be submitted to the registrar. Copies of documents will not be accepted.

Transcripts. Requests for the notarization of transcripts must include a request for a new transcript. Originals and copies or documents previously ordered may not be used for notarization.

The notarization process is provided free by CGU but requires some processing time since the registrar must contact and meet with a notary.

Apostilles

An apostille is a validation or verification of the notarization. It is provided by the State office to whom the notary reports. In California, the apostille is a service of the State of California Department of State. The State's website on notary authentication provides complete instructions and fees for this service.

The procedure instructs consumers to mail documents to the Office of the Secretary of State in Sacramento (phone 916-653-3595). For those who are geographically in southern California, you may also contact the Office of the Registrar/Recorder for the County of Los Angeles (12400 Imperial Highway, Norwalk, CA 90650, phone 800-815-2666) and the Los Angeles Regional Office of the Secretary of State for the State of California (300 South Spring Street, Room 12513, Los Angeles, CA 90013) for assistance.

4/13


Requesting Official Letters from CGU Requesting Official Letters from CGU

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Students may be requested or required by various third parties to provide official documentation, letters, or other correspondence about their enrollment, graduation, or other relationship to CGU. The information on this page is provided to assist you in determining how to respond to such requests and what is available to you.

If you do not find the specific guidelines for your needs on this page, use the Request for Official Letter from CGU (see Registrar's Forms Index) to specify your needs and submit to the Registrar's Office.

Verifications of Enrollment

If you need to prove that you are enrolled at CGU, there are a number of options available to accomplish this task.

Verifications of Degree

DegreeVerify, a 24/7 automated service provided to CGU through the National Student Clearinghouse, provides verification of your degree from CGU. You can refer third parties to www.cgu.edu/verify for instructions and the link to our service.

Official Documentation. If you must provide a document to your requesting party,the official verification of a degree is your transcript. Foreign entities may request a transcript and/or diploma, either or both of which must be certified with an apostille.

Degree Completion. If you completed your degree requirements, but the degree has not yet posted to your transcript, you may request an official letter indicating completion of your degree. Once your degree has posted, however, you must use mycampus.cgu.edu/web/registrar/for-current-students/student-records/third-party-requests-for-verification-of-enrollment or request a transcript.

Transcripts

The CGU Transcript is the official record of your academic accomplishments at CGU. Before providing a transcript to any third party, however, you may wish to determine whether it is the appropriate document to meet the needs of the request. Remember, your transcript includes your courses and grades and requires your written authorization for CGU to disclose. If enrollment (semesters of attendance, full-time status) or degree information is the objective of the inquiry, use those verification services instead.

Foreign entities may request that a transcript, diploma, or both be certified with an apostille.

Statements for Foreign Embassies and Funding Sponsors

Foreign embassies, funding sponsors, and other scholarship providers may or may not accept official documents offered by CGU or through our verification services. Some will require a formal letter from the registrar or other official that includes the seal of the institution. If your third party insists on an official letter about your enrollment or your degree, you may submit your request to the Registrar's Office using the Request for Official Letter from CGU form.

Please note that the information required by your third party may encompass information that can only be provided by your advisor or your department/program. In those instances, you must submit your request direct to the appropriate faculty member or CGU official.

Remember that requests for the disclosure of non-directory (confidential) information from your education records should always be made in writing per the federal Family Educational Rights and Privacy Act (FERPA).

Letters of Introduction from CGU

Students who have been approved for a Leave of Absence for Research may need to present credentials to officials and organizations at their travel destinations, which may include other educational institutions, research initiatives, commercial entities, corporations, government agencies, and not-for-profit organizations. While an official enrollment verification or a transcript is often accepted, students may be asked to provide a formal letter of introduction from CGU.

If third parties at your research destination require such a letter, you may submit your request to the Registrar's Office using the Request for Official Letter of Introduction from CGU. Remember that requests for the disclosure of non-directory (confidential) information from your education records should always be made in writing per the federal Family Educational Rights and Privacy Act (FERPA).

Loan Deferments

If you have financial aid or other student loans, your repayment period typically begins six months after your last semester of enrollment. Note: last semester of enrollment, not semester of graduation. This financial aid provision is the basis for CGU policies such as maintaining your student status and requiring that you be registered during the semester in which you earn or complete your degree.

If you receive a notice of repayment status and you are registered for the current semester at CGU, there are a number of options available to you.

  • Lenders verify enrollment through the National Student Clearinghouse (NSC), to whom CGU reports enrollment data on a regular basis. If your registeration was late, reporting of your student status is also delayed. Advise your lender that you are enrolled and your enrollment status should be available through your lender's next report from the NSC.
  • Since most lenders have accounts with the NSC, your lender may be able to verify your enrollment immediately through the EnrollmentVerify service. Refer them to www.cgu.edu/verify for instructions and the link.
  • If your lender provided you with a deferment form to be completed, bring it to the Registrar's Office for processing.
  • If no form is provided by your lender, request an Enrollment Verification from the Registrar's Office and follow the mailing or reporting instructions provided by your lender.

Deferment and verification services may only be provided if you are registered for the current semester. If you are not enrolled at CGU, you must negotiate any repayment arrangements direct with your lender.

Questions about financial aid or student loans should be referred to Financial Aid.

Miscellaneous Requests

With the exception of requests for the following information, refer miscellaneous requests and questions to the Registrar's Office.

Course Descriptions. Course descriptions are maintained by the individual department or program. Please forward your request accordingly.

Personal Evaluations. Refer to the appropriate faculty member, advisor, or department/program official as appropriate. Remember, however, that requests for the disclosure of non-directory (confidential) information from your education records should always be made in writing per the federal Family Educational Rights and Privacy Act (FERPA). This means that requests submitted to faculty or other departments representatives should be made in writing.

Questions

1/14


Reclaiming Original Documents Reclaiming Original Documents

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Reclaiming Original Documents from Your Student Records 

Claremont Graduate University (CGU) collects numerous documents from and about students in the course of its various administrative processes. The Registrar's Office maintains student records files for five years following the last semester of a student's enrollment. After this period, records are destroyed through a confidential records destruction protocol.

For students, and especially for international students, some of the documents provided to CGU for admissions and transfer credit purposes are documents that are difficult to obtain or are essentially irreplaceable. Some foreign institutions limit the issuance of formal, official documents to a single request or distribution. Documents include, but may not be limited to, the following non-CGU-issued records.

  • Transcripts
  • Academic records and institutional evaluations
  • Diplomas
  • Certificates of achievement

Unless a student or former student has signed a waiver of access to a particular record, original documents issued by foreign or other third party institutions are available for return to the student as follows.

  • When the document has served its original purpose at CGU
  • When maintenance of the original document is no longer required by CGU
  • If the documents is still being retained in CGU files

Whenever an original document is returned to a student or former student, a copy of the document is made and retained in the student file for the duration of the file's retention period. CGU assumes no responsibility for documents and files that have already been destroyed per institutional records retention policies.

Procedure

Note that the following procedure applies only to student records in the custody of and/or maintained by the CGU Registrar's Office.

Inquire. Determine whether the document you seek is available at CGU by completing the Student Document Claim Form. Submit your form to the Registrar's Office. Delivery may be made in person, by mail, by FAX to (909) 607-7285, or by sending an imaged attachement by e-mail to student.records@cgu.edu.

Await Confirmation. Allow 72 hours for the records search to be completed. The Registrar's Office will confirm availability of the document and advise you regarding when to pick up your document.

Pick up. When picking up your document, you will be asked to sign the Disposition of Document(s) section of the Student Document Claim Form as evidence of receipt. Your CGU Student ID or other government-issued identification card that includes a photo is required at the time of pick-up.

Alternate Delivery. Documents may also be claimed in the following manner. However, CGU is not responsible for the receipt of any document(s) not claimed in person by the student requesting the document(s).

  • Mail. Provide mailing instructions on the Student Document Claim Form. Delivery through the US Mail is free. Expedited delivery, by a method selected by CGU Mail & Duplication Services (US Priority/Express Mail or Federal Express), is also available. Expedited services require the prior payment of delivery service fees--$20 for a domestic US address or $60 for an international destination. Payment of fees should be made by cash or check only.
  • Proxy Pick-Up. You may instruct CGU to release a document to your representative by completing the Authorization for Disposition section of Student Document Claim Form. CGU will release documents to your representative only upon your prior written authorization. Note that your representative must present a government-issued identification card with photo and must sign for receiving the document(s).

Questions

Registrar's Office: student.records@cgu.edu or (909) 621-8285

Review CGU's Student Privacy (FERPA) Policy.

12/11


CGU Transcripts CGU Transcripts

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CGU Transcript Legend & History

Current Transcripts

Reading the CGU Transcript

The following information is compiled from the legend of the official CGU transcript and from previous issues of the transcript legend. For the complete grading scheme of specific years, refer to the Transcript Legend - Historical Disclosure.

Credits

CGU courses and credits are based upon the semester unit. Courses listed as earning credit have been reviewed and approved as graduate level coursework.

Official Grades and Grade Points

CGU assigns grades and grade points as follows.

A+4.0 C+2.3 IN/A
A4.0 C2.0 WN/A
A-3.7 C-1.7 YN/A
B+3.3      
B3.0 SN/A AUN/A
B-2.7 U0.0 GPN/A

 

I

Incomplete - Work is satisfactory, but not completed within the semester. The student is given additional time to submit work for the course. A subsequent grade is pending.
SSatisfactory. No grade points awarded, but equivalent to a B for transfer credit purposes.
WWithdrawal - Student withdrew from the course after the Add/Drop deadline for the semester.
YUnreported Evaluation - The instructor failed to report a grade for the student.
AUAudit - Successful completion of an audit.
GPGrade Pending - The instructor's evaluation is outstanding.

 

Grade Changes

Beginning Summer 2010, all grade changes, except for changes from I and GP, are noted with the specific date of the grade change and the reason for the change.

Credit for Courses

CGU students may enroll in courses offered by the colleges of the Claremont University Consortium. Credit has been awarded as follows.

  • Until May 2010, courses numbered below 100 did not receive graduate credit.
  • After September 1972, courses numbered below 200 received graduate credit only if followed by an X. Non-credit earning courses were designated with a Y.
  • Prior to September 1972, courses numbered below 100 received graduate credit only if followed by an asterisk (*).

Transfer Credit

A grade of B or better is required for courses accepted as transfer credit.

FERPA Compliance

Official academic records are educational records provided by the University in accordance with the federal Family Educational Rights and Privacy Act (FERPA). These regulations protect the privacy of the information contained in education records. Academic transcripts and the information contained in academic transcripts may not be further disclosed without the prior written consent of the student identified by the transcript.

Authenticity of Official Transcripts

The official CGU transcript is printed on SCRIP-SAFE security paper. Bound with a red border, the body of the document is a lighter red color with the name of the institution printed repeatedly in white across the printable field. When this document is held up to a light source, a transluscent globe should be visible on both sides of the paper. The official signature of the registrar appears in white on the face of the the transcript. When photocopied, this document will display a latent security statement, indicating COPY COPY COPY across the face of the document. When exposed to fresh, liquid bleach, the color of the document will turn to brown. Alteration of the CGU transcript may be a criminal offense.

Registrars

Current Director of Enrollment and Records Management (Registrar):

  • Lindsay Stadler


Previous CGU Registrars:

  • Clifford A. Ramirez
  • Sonia Gutierrez-Mendoza

Transcript Legend - Historical Disclosure

The information on this page is drawn from the actual transcript legends used by CGU over the years. For space reasons, this information has been summarized and consolidated on the current transcript. The presentation below is chronological.

Introduction

Founded in 1925, Claremont Graduate University (CGU) was known as the Claremont Graduate School until July 1, 1997. CGU is part of the Claremont University Consortium in Claremont, California, and is accredited by the Western Association of Schools and Colleges (WASC).

CGU operates on a semester system. CGU courses and credits are based upon the semester unit. Grade points, where applicable to the grade point average (GPA) calculation, are based upon the 4.0 scale.

Courses earning credit have been reviewed and approved as graduate level coursework.

A minimum grade of B is required for courses accepted as transfer credit.

Current Grading and Grade Points

CGU assigns grades and grade points as follows.

A+4.0 C+2.3 IN/A
A4.0 C2.0 WN/A
A-3.7 C-1.7 YN/A
B+3.3      
B3.0 SN/A AUN/A
B-2.7 U0.0 GPN/A

 

The following table details information about the grading notations.

IIncomplete - Work is satisfactory, but not completed within the semester. The student is given additional time to submit work for the course. A subsequent grade is pending.
SSatisfactory - No grade points awarded, but equivalent to a B.
WWithdrawal - Student withdrew from the course after the Add/Drop deadline.
YUnreported Evaluation - The instructor failed to report a grade for the student.
AUAudit - Successful completion of an audit.
GPGrade Pending - The instructor's evaluation is outstanding.

 

January 1995 to May 2010

A+4.0 C2.0 IN/A
A4.0 C-1.7 PIN/A
A-3.7 SN/A   
B+3.3 U0.0 GPN/A
B3.0    NGRN/A
B-2.7 00N/A WN/a
C+2.3 AUN/A   
00Audit.
AUAudit.
GPGrade Pending.
IIncomplete.
NGRNo Grade Received.
PIPermanent Incomplete.
SSatisfactory. Not calculated into GPA, but equivalent to, at minimum, a B for external evaluation.
UUnsatisfactory.
WWithdrawn.

 

Courses numbered below 100 do not receive graduate credit.

A grade of B or better is required for courses accepted as transfer credit.

September 1974 to December 1994

A+, A, A-, B+, B, B-, C, and the following grades.

SSatisfactory
UUnsatisfactory
IIncomplete
PIPermanent Incomplete (effective January 1991)
NCNo credit
WWithdrawal
0Audit

 

Prior to September 1972, courses numbered 1-100 which are followed by an asterisk (*) received graduate credit. Courses numbered 1-100 with no asterisk earned no graduate credit.

September 1965 to August 1974

HHonors UUnsatisfactory
HPHigh Pass IIncomplete
PPass WWithdrawn
LPLow Pass 00Audit

 

September 1961 to August 1965

HHonors, exceptional/superior, equivalent to an A.
HPHigh Pass, better than average, equivalent to A-/B+.
PPass, adequate performance, equivalent to B.
LPLow Pass, marginal but creditable.
UUnsatisfactory.

 

September 1950 to August 1961

ASuperior IIncomplete
BGood WWithdrawn
CPassing WUUnsatisfactory at withdrawal
FFailure   

 

September 1925 to August 1950

SSatisfactory
UUnsatisfactory
IIncomplete

 

Disclosure

CGU printed its history of grading schemes on the legend of its official transcripts until 2010, when, for space consideration, a summary listing was substituted. The information in this webpage is presented for historical purposes.

Accreditation

Founded in 1925, Claremont Graduate University (CGU) was known as the Claremont Graduate School until July 1, 1997. CGU is part of the Claremont University Consortium in Claremont, CA, and is accredited by the Western Association of Schools and Colleges (WASC).

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Transcripts Transcripts

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Transcript Requests


Summary of Transcript Fees & Ordering Instructions

 

Type Fee Instructions

Official (Online)

$10

  • Order online 24/7 through the National Student Clearinghouse unique link for CGU or through getmytranscript.com.
  • Major credit cards accepted. Accounts are not charged until your order is processed by CGU.
  • Expedited delivery services available for additional fees--$30 to a US domestic address or $60 to an international destination.
  • Documents that must accompany your transcript may be uploaded as part of your order.
  • All orders processed within 2 business days.
  • Track your order through the National Student Clearinghouse service.

Official

$10

  • Use Transcript Request Form to submit in person or by mail.
  • Cash or check only.
  • Expedited delivery services available for additional fees--$30 to a US domestic address or $60 to an international destination.
  • All orders processed within 3 business days.

Unofficial

None

  • Print from the student portal.
  • If you do not have access to the student portal, use the Transcript Request Form and fax to (909) 607-7285 or e-mail an image to student.records@cgu.edu.
  • PDF of unofficial transcripts are not available for archived transcripts--generally, for those students who graduated from CGU prior to 1998.

 

Ordering Your Official Transcript

The CGU transcript is a student's official academic record. It is printed on security paper and contains a Transcript Legend, detailing CGU's grading and other academic policies. Official transcripts are mailed in an envelope that indicates "Official Transcript Enclosed." A statement on the reverse of the envelope declares that "The enclosed document contains all criteria for authentication and validation. No other marks, signatures, or seals are required on this envelope."

Per the federal Family Educational Rights and Privacy Act (FERPA), the prior written consent of the student is required to disclose information available on the transcript.

CGU has authorized the National Student Clearinghouse (NSC) to act as its agent to manage online transcript ordering services for students and former students. In addition, the NSC provides CGU's enrollment and degree verification services to third parties. All NSC services comply with requirements of the federal Family Educational Rights and Privacy Act (FERPA).

The following conditions apply to all transcript requests.

  • Outstanding Obligations/Holds. Requests for transcripts cannot be processed if you have outstanding obligations to CGU.
  • Prior Consent. Because your signature is required, requests are not accepted by phone or by e-mail.
  • Official Electronic/PDF Transcript. An official electronic/PDF version of your transcript is not currently available. 
  • Expedited Delivery. Method is selected by CGU Mail & Duplication Services and may include Federal Express, US Priority Mail, and US Express Mail.
  • FAX or Email. Orders to fax or email a transcript are accepted. However, please note that CGU cannot accept responsibility for the confidentiality of transcripts that are faxed or emailed. Because they are not printed on CGU's official security paper, faxed or emailed documents may not be considered official by the recipient.

Unofficial Transcripts

Unofficial transcripts are downloads of data from your official academic record. Because these documents do not identify Claremont Graduate University as the source, they are considered unofficial and are not recommended for sharing with or distributing to third parties.

Unofficial transcripts are ordered in one of two ways.

  • Student Portal. If you have access to the student portal, you can download, print, and/or save a pdf version of your unofficial transcript.
  • Written Request. If you no longer have access to the student portal, use the Transcript Request Form to order a pdf transcript and fax it to the Registrar's Office as indicated on the form.

Unofficial transcripts are not available for certain archived records.

Apostille or Certification

See Apostilles and Notarization of CGU Documents.

Questions

Registrar's Office: student.records@cgu.edu or (909) 621-8285.

Rev 6/14

 


Verifications of Degrees and Enrollment Verifications of Degrees and Enrollment

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Third Party Requests for Verifications of Degrees & Enrollment 

IMPORTANT ANNOUNCEMENT

Claremont Graduate University has contracted the National Student Clearinghouse (NSC) to perform all verifications--degree and enrollment--on its behalf at degreeverify.org and enrollmentverify.org

Note that the NSC charges a nominal fee for verifications that are successfully completed. Questions about services should be directed to the NSC as instructed on the individual websites.

All verifications for third parties are provided in compliance with the federal Family Educational Rights and Privacy Act (FERPA). The term "third partiy"refers to any entity other than the student who attended CGU.

Verification of Degrees

CGU has authorized the National Student Clearinghouse (NSC) to act as its agent for the verification of degrees received by our students. The NSC provides verification services for over 2,500 institutions nationwide. Verifications are available 24/7 by following the instructions below.

www.degreeverify.org
Log onto the website above and follow the instructions.

Requests may also be sent by mail to National Student Clearinghouse, 2300 Dulles Station Boulevard, Suite 300. Herndon, VA 20171.
The NSC charges a nominal fee for all verifications that are successfully completed.

Please note that verifications submitted to Student Affairs will be forwarded to the NSC for processing.

Verifications of Enrollment

CGU has authorized the National Student Clearinghouse (NSC) to act as its agent for the verification of student enrollments. The NSC provides verification services for over 2,500 institutions nationwide. Verifications, including the printing of verification certificates, are available 24/7 by following the instructions below.

  • Go to enrollmentverify.org.
  • Click on the icon for Degree & Enrollment Verifiers, on the top far right.
  • Select the EnrollmentVerify option from the menu on the main page or in the left column.
  • Click on Credit Card Purchase.
  • Follow the online instructions to complete your request and receive your verification(s).

The NSC charges a nominal fee for all verifications that are successfully completed.

NSC accounts are available for entities that process verification requests on a frequent and/or high volume basis. Click on the How to Join link from the Enrollment Verify menu for details.

Comments

Comments regarding verification services should be directed to the National Student Clearinghouse.

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