Our collaboration in the Claremont University Consortium creates the rich and stimulating academic environment that is The Claremont Colleges. Thank you for sharing your resources with our CGU students.
The information, instructions, and links on this website have been provided to serve as a quick reference for you to CGU policies and procedures. Relevant dates are provided in the right sidebar. Changes are incorporated into this text as they occur.
Please note that the forms and websites marked Internal are available to instructors and department staff only and should not be made available to students. When referring students to forms and instructions, always refer students to the links on the CGU registrar's website. The URL for the registrar's website is mycampus.cgu.edu/web/registrar/home.
Process. CGU students register for all courses, including 5C classes, at CGU. This policy applies for all semesters, including summer. (See Register for Classes.)
5C Courses. Consortium agreements require CGU students to obtain instructor permission to register in a 5C course. Students complete the CGU Registration Form for Courses Offered at the 5C to document instructor permission. This form is also used by the student's department at CGU to indicate whether graduate credit is to be given for the student's enrollment in your course. Note that 5C courses that are added to the CGU Schedule of Classes have already been approved for graduate credit.
Dropping 5C Classes. CGU students may drop 5C classes by submitting a completed Change in Registration (Add/Drop) Form to the CGU Registrar's Office. Your initial on this form provides evidence of your concurrence with the student's request to drop your class.
Deadlines. Registration deadlines are published in the Academic Calendar. Reminders for selected deadlines are provided to students on the registrar's webpage.
Exceptions. Exceptions to academic deadlines and financial policies require a petition by the student. Student instructions and forms are available at the CGU registrar's website. In some cases, students may need to confer with their CGU departments before filing a petition.
Class Rosters. Enrollment information about CGU students is uploaded to Jenzabar CX and should be available on your class rosters. If a student does not appear on your class roster, the student may not be properly enrolled. Refer students to their CGU departments.
Sakai. If properly enrolled, CGU students will appear on your Sakai rosters. Ask students who do not appear in your Sakai community to verify their enrollment status in your course.
CGU Uploads to Jenzabar and Sakai. Real-time updates from CGU systems to 5C systems are not yet available. Periodic updates are communicated between CGU and the 5C system.
Process. Enrollment in an independent study activity requires completion and submission of the Enrollment Contract and Registration Form for Independent Coursework Credit. This form is available to students at both the Register for Classes and Register for Independent Study links. The form should be completed jointly by the student and the instructor. Guidelines for instructors are available on the Registration & Enrollment page. Students submit completed forms direct to their CGU departments for approval.
Deadlines. Deadlines for enrollment in independent study activities are the same as for all other classes. These deadlines are published in the Academic Calendar.
Instructor Stipends. Practices vary from department to department and from institution to institution. Please consult the department sponsoring your independent study activity for applicable policies.
Official Grades. Official grades that can be given to CGU students are listed on the CGU Transcript Legend. For instructors, the Grades & Grading webpage contains this information as well as grading guidelines communicated to CGU instructors each semester.
Grade Rosters and Deadlines. CGU students who are properly enrolled in 5C courses appear on your Jenzabar CX grade roster. You may submit grades for these students through your faculty portal. If you are unable to submit grades online, grades for CGU students may be sent to the CGU Registrar's Office in paper format, by fax, or by e-mail. E-mail communications to email@example.com must be sent from your college's edu e-mail address. Be sure to identify yourself as the instructor and provide the course catalog number of your class, the full name of the student, and the grade assigned. All grades must be submitted by the grading deadline established for the semester (see right sidebar for dates).
Students Not on a Grade Roster. If a CGU student does not appear on your grade roster, notify the CGU registrar immediately. Send an e-mail to firstname.lastname@example.org and provide the student's full name, the course number, and the grade you are assigning.
Audits. For students auditing a course, you must make a grade roster submission of either AU (Successful completion of the audit) or U (Audit not completed/student never showed). Do not leave audit grade spaces blank.
Incomplete Grades. CGU policy specifies that students who receive an Incomplete (I) grade, must have the I grade replaced within one year or the Incomplete will lapse to U (Unsatisfactory). Instructors may specify a shorter time period and/or assign an alternate default grade. Report all I grades through your 5C portal or roster. If you wish to shorten the Incomplete time period and/or specify an alternate grade, complete and submit an Incomplete Grade Submission and Student Contract for Course Completion form to the CGU registrar. This form is only available to instructors on the Grades & Grading website.
Replacement of Incomplete Grades. Upon evaluation of new work submitted by a student, complete the Grade Change/Submission Petition and submit it to the CGU Registrar's Office. This form is only available to instructors on the Grades & Grading website. No explanation is required for changes to (I) Incomplete grades. Grades may also be communicated directed to the CGU registrar.
Grade Changes. Except in the case of Incompletes, grade changes should be made only in the most exceptional circumstances or when administrative error is discovered. Grade changes are submitted on a Grade Change/Submission Petition and must include a full explanation for the change. Changes from permanent grades (such as a letter grade or S/U) to a temporary grade (such as Incomplete) are not accepted. Except for changes from I (Incomplete) and GP (Grade Pending), all grade changes are recorded on the student's transcript with the original grade and the date of the grade change. (See Grades & Grading.)
The CGU Registrar's Office is committed to maintaining the accuracy and the integrity of CGU student records, to ensuring compliance with CGU policy and higher education regulations, and to facilitating administrative processes for students, faculty, and academic departments.