Student Records

Quick Links

• Change of Program Form [PDF]
• Petition for Exception Form [PDF]
• Other Online Forms

Policy

A change of program is any change made in a student's official schedule. Changes include dropping a class, adding a class, changing the number of units for a class in which the student is registered, and changing from one section to another of the same course. Program changes during regular registration can be done online at my.CSUDH.edu.

Program Changes During Late Registration

Note: Deadlines dates for adding and dropping are listed each semester in the official University Academic Calendar which can be found in the class schedule.

Add

Weeks 1 through 3: Between the start of classes and the end of the add/drop period of each semester, a student may add online at my.CSUDH.edu or can file a Change of Program Form [PDF]. To add courses students must request a Late Registration Permission Number from the instructor. The Late Registration Permission Numbers can only be used one time, by one student, and for that specific course only.

Week 4: Students may add via a Change of Program Form [PDF] with signatures from the instructor, program chair, and dean.

Drop (Official Withdrawal from a Course)

Weeks 1 through 4: Between the start of classes and the end of the add/drop period of each semester, a student may withdraw online at my.CSUDH.edu or can file a Change of Program Form [PDF]. No instructor approval is required. No grade is assigned and the enrollment does not appear on the student's record. Exception: Department Chair approval is required in order to drop MAT 3, MAT 9, ENG 88, and ENG 99.

Weeks 5 through 11: A student may be eligible to withdraw from a course up to the end of week 11. They must submit a Petition for Exception Form [PDF], a Change of Program Form [PDF] and evidence of a serious and compelling reason. An administrative grade of "W" may be assigned. The Change of Program Form must include signatures from the instructor, department chair, and dean.

Starting in the Fall 2009 semester, students can now withdraw from only 18 units (typically 4-6 classes) during the course of their studies at CSUDH. After that, any courses not completed will result in a failing grade. This limit applies to course withdrawals during week 4 through 11. Any withdrawals taken before the Fall 2009 term do not count toward the 18-unit limit.

Weeks 12 through 15: A student may be eligible to withdraw from a course during weeks 12 to 15. They must submit a Petition for Exception Form [PDF], a Change of Program Form [PDF] and evidence of a serious accident or illness. Medical verification is required. An administrative grade of "W" may be assigned. The Change of Program Form must include signatures from the instructor, department chair, and dean. Ordinarily, withdrawals in this category involve total withdrawal from the University. Qualified withdrawals during this period will not count against 18-unit limit.

Quick Links

• Approval for Audit Form [PDF]
• Other Online Forms

Policy

A student not admitted to, nor enrolled in, the University must file a Statement of Residence prior to auditing a course. A residence determination must be made so that appropriate fees may be charged. Auditors must pay the same fees as would be charged if the courses were taken for credit.

A student who wishes to audit a course must obtain the approval of the instructor on the Approval for Audit Form [PDF], which is also available in the Office of Admissions & Records. The approval may not be obtained prior to the first day of instruction. Enrollment as an auditor is subject to the approval of the instructor.

A student registered as an auditor may be required to participate in any or all classroom activities at the discretion of the instructor. A student who is enrolled for credit may not change to audit after the end of the add/drop period. Credit for courses audited will not subsequently be granted on the basis of the audit. An audited course should be taken into consideration when planning a program so that the study load will not be excessive. The symbol "AU" will appear on the student's record for audited courses.

Quick Links

• Change of Undergraduate Major/Minor Form [PDF]
• Other Online Forms

Policy

A student may change his/her major or minor at any time before applying for graduation. If a student has not declared his/her major and is ready to do so, it is also considered a change of the major or minor. The student should complete the Change of Undergraduate Major/Minor Form [PDF] and sign it. The form must also be signed by the appropriate program/faculty member.

Once the form has been signed by all persons, it must be submitted to The Registrar’s Office for processing.

Quick Links

• Change of Name/Address Request Form [PDF]
• Other Online Forms

Legal Name Change Policy

Current and former students may change their name by submitting a Change of Name/Address Request Form [PDF] to The Registrar’s Office. Appropriate state or court issued documentation that indicates a name change along with a valid photo identification card must include with this form. This documentation can include but is not limited to the following:

• Marriage License
• Certificate of Naturalization
• Adoption/Birth Certificate
• Divorce Decree (stating restored name)
• Court Order
• Alien Registration Card

The documentation submitted must include the students new and former name.

Preferred Name Change Policy

Except when the use of an individual’s legal (or primary) name is required by law, current students may be identified by a preferred name.  California State University, Dominguez Hills wishes to allow its community to use a preferred name in order to give members an empowering, safe, and nondiscriminatory university experience.  Every member of the campus community should feel empowered to be called by the name of their choosing.  Equally important, no one should feel pressure to change their name for the acceptance or convenience of others.

Policy: Current students can indicate a “preferred” first name, which is a name the student wishes to be commonly known as, if different from their legal name.  A student may change their preferred first and/or middle names on their student center, My.CSUDH.edu.  The student’s preferred name will be visible in the below areas, and may be subject to change:

• CSUDH.edu
• Class Rosters
• Grade Rosters
• Faculty Center - Class/Grade Roster
• Advisee Student Center – all tabs within advisee student services center
• Academic Requirements Reports

Preferred names will not be used for official university record purposes such as enrollment verification, official transcripts, employment and payroll records, and, but not limited to, financial aid.  Additionally, changing the preferred name will not change a student’s email address that appears in the student’s record. 

Any attempt to misuse preferred name policy for purposes of misrepresentation or fraud may result in a violation of the Student Conduct code and be referred to the Office of Student Life. 

Changing Addresses Online

Current students may change their address online in their my.csudh.edu account. In your account, addresses are categorized by type. Some examples of address types are home, mailing, and permanent.

To change an address perform the following steps:

• Step 1: Log into your my.csudh.edu account and select Student Center
• Step 2: Locate the Personal Information Section at the bottom of the Student Center
• Step 3: Identify the address that you would like to update and click on the blue link indicating the address type (i.e., Mailing Address, Home Address) within Contact Information in your Student Center.
• Step 4: Select the address that you would like to update and click the “edit” button. 
• Step 5: Update the information on the proceeding page and click “OK.” 
• Step 6: Review your changes and click “Save.”

Quick Links

• Change of Program Form [PDF]
• Other Online Forms

Policy

Official withdrawal is necessary if a student leaves the University at any time after registration and does not intend to complete the semester. Please Note: A student who does not officially withdraw shall receive "F", "WU", or "NC" grades for all registered courses.

Filing Dates and Instructions

Planned Educational Leave

If you are planning to take off more than one semester, you should apply for a planned educational leave (before you break enrollment) to protect your catalog rights and continuing student status.

• Undergraduates - Undergraduate Request for Planned Educational Leave Form [PDF]
• Graduates - Graduate Request for Planned Educational Leave Form [PDF]

For more information on Changing of Programs, visit the 'Add/Drop' section at the top of this webpage.

Quick Links

• Credit/No Credit Grading Option Form [PDF]
• Other Online Forms

Policy

A student may elect to be graded on a "CR/NC" basis in a course that has another grade basis such as "A-F". A Credit/No Credit Grading Option Form [PDF] must be completed.

Limitations

No more than 24 units graded "CR/NC", whether taken at this or another institution, may be offered in satisfaction of the total units required for a bachelor's degree. If 24 units graded "CR/NC" are accepted in transfer, no additional courses graded "CR/NC" may be used to satisfy degree requirements, except when a required course is graded solely on a "CR/NC" basis. Any credits earned through College Level Examination Program (CLEP) tests are exempt from the 24 credit maximum at the time of score reporting. However, should these credits place the student above 24 total "CR/NC" units, no additional credit/no credit units may be counted toward graduation.

Selection of the grading basis ("A-F" for "CR/NC") is made beginning the first week of classes through the end of the add/drop period. Courses used to satisfy a major or which are prerequisites to it, must be taken for a letter grade.

Graduate Level Students

"CR/NC" grades may be allowed in courses numbered below 500 which will not be used to satisfy the requirements of a graduate degree program.

For additional information regarding Credit/No Credit, please see the University Catalog.

• The process of conferring degrees takes approximately four to six weeks and begins two weeks after grades are submitted at the end of the term.
• Once a student's degree is conferred and posted to their transcript an email is sent to the student's CSUDH email account and a diploma is requested.
• Diplomas requested after April 1, 2013 are mailed directly to the student’s address. Students may update this address by accessing their my.csudh.edu account. When the diploma is shipped, the student will receive a second notification in their CSUDH email address.
• Diplomas requested prior to April 1, 2013 will be available for pick-up or mailed to the student upon request.

What's On the Diploma

• Your name as it appears on your student record. You may add an additional name, but you may not remove the name that appears on your record unless an official Change of Name/Address Form [PDF] and appropriate documentation has been submitted with documentation. More information on changing your name.
• Your degree (BA, BS, MA, MBA, MS) and major with minor
• If you have a double major with the same degree both majors will appear on your diploma (e.g., BA in Psychology and History)
• If you have a double major with two degrees, you will receive two diplomas (e.g., BA in Psychology and a BS in Computer Science)
• If you have a double major with two degrees and a minor, the minor will only appear on one diploma
• If you meet the GPA requirements, University Honors (Cum Laude, Magna Cum Laude, and Summa Cum Laude) and Honors in the Major (if your department has nominated you) will also appear on the diploma

Requesting an Additional Copy of Your Diploma

You may hand-carry or mail a Diploma Reorder Form [PDF] and $15.00 check or money order made out to CSUDH to:

Office of Admissions and Records
Graduation Unit
1000 E. Victoria Street
Carson, CA 90747

Policy

A grade of "Incomplete" may be assigned if a student is unable to complete a definable portion of course work and indicates that there is still a possibility of credit upon completion of this work.

Normally, the student is responsible for applying for an "Incomplete" grade and for obtaining instructor approval for the assignment of this grade. In exceptional circumstances, the assignment of the "Incomplete" may be initiated by the instructor. For each "Incomplete" grade assigned, the instructor will submit the Incomplete contract through their "Faculty Center" 

The student is responsible for contacting the instructor regarding the provisions for completion of course work. If the instructor of record will be unavailable when the work is to be completed, department chair approval must be obtained before the instructor assigns a grade of "Incomplete." This approval will indicate that the department has made provisions for assuring that the student's work will be graded and that a Change of Grade form will be submitted to The Registrar's Office.

A definitive grade for the term is recorded when the work has been completed and a Change of Grade form submitted by the instructor (or department chair, as noted above). An "Incomplete" grade will be automatically recorded as an "IC" (if the course was taken for credit) or "NC" (if the course was taken for credit/no credit) if the work is not completed and a Change of Grade form submitted within an academic year. "IC" is counted as a failing grade for grade point average and progress point computations.

Faculty who wish to extend the original time limit up to a maximum of one additional year may do so by filing the appropriate form with the Registrar.

Students who have received an "Incomplete" may not enroll for that course again until the "Incomplete" grade has been fulfilled. Students who have already registered for a course for which they have received an "Incomplete" will be dropped from that course.

Change of Grade forms for removal of "Incomplete" grades in courses required for graduation must be submitted by instructor or department by the last day of the semester or session of anticipated graduation. Change of Grade forms are available in academic departmental offices.

No grades can be changed for any reason after a degree has been granted.

Quick Links

• Petition for Exception Form [PDF]
• Other Online Forms

Policy

Students may petition for exception to certain university academic regulations when unusual circumstances exist. It should be noted, however, that academic regulations contained in Title 5, California Code of Regulations, cannot be waived by petition. Before filing a petition, students must first speak with the designated representatives in the School or College associated with their request. Only in cases where no alternate means of resolution is available should a student then file a petition.

How to File a Petition for Exception

Quick Links

• Undergraduate Request for Planned Educational Leave Form [PDF]
• Other Online Forms

Overview

A Planned Educational Leave is defined as a planned interruption or temporary cessation of a student's formal education in which the student voluntarily and temporarily ceases enrollment at CSUDH while pursuing other educationally-related activities to enrich his/her academic program or to clarify educational goals. The leave may be used for any number of educationally-related activities including travel, independent study, work study, or attendance at another institution. The intent of the program is to make it possible for a student to suspend academic work, leave the campus, and later resume studies with a minimum of procedural difficulty. Petitions are available at The Registrar's Office.

Eligibility

Students must have an overall grade point average of 2.0; be in good academic standing; completed one semester of coursework at CSUDH, and must not have applied to graduate for the same term as the requested planned leave.  

Application Procedures

1. A registered student may file an Undergraduate Request for Planned Educational Leave Form [PDF]. The petition shall include an explanation of the student's reasons for seeking an educational leave and when he/she intends to resume academic work.
2. The request shall be initiated by the student and be reviewed by The Registrar's Office. If the request is approved, the registrar shall take steps to ensure the student's re-entry and retention of registration priority, and make the appropriate entry in the student's academic record.
3. The request shall be approved only after contractual agreements (e.g., financial aid) have been satisfactorily terminated or renegotiated.
4. A registered student may file a petition for a Planned Educational Leave at any time; however, the leave will not commence until the beginning of the following semester.
5. Permission for a Planned Educational Leave must be requested and approved in advance of the term the leave is to begin; a leave will not be granted retroactively.
6. Students whose Planned Educational Leaves will take them out of California are advised to consult The Registrar's Office regarding residency requirements.

Duration of Leave

The minimum leave shall be two full semesters; the maximum, two calendar years.

Availability of Services

A student on Planned Educational Leave shall be expected to devote his/her leave period to off-campus activities. The student shall be classified as "on leave" and shall not be considered a regularly enrolled student. Therefore, the student is not entitled to the campus services normally provided to enrolled students, except that the student may confer with his/her academic advisor and others regarding leave activity and plans for re-enrollment.

Resumption of Formal Education

A student shall be guaranteed reentry and retention of registration priority if all conditions of the approved leave have been met at the conclusion of his/her Planned Educational Leave. Every effort shall be made to facilitate and simplify the return. For purposes of election of graduation requirements, the approved leave shall not constitute an interruption of attendance provided the student registers in the same major. Students who fail to resume studies at the prearranged time shall forfeit the advantages of the Planned Educational Leave Program.

Quick Links

• Graduate Request for Planned Educational Leave Form [PDF]
• Other Online Forms

Overview

It is a university requirement that graduate students maintain continuous attendance throughout the course of their study for the master's degree. Any graduate student in good academic standing may request a Planned Graduate Student Leave. Reasons for seeking a leave are likely to be varied, but all applicants should intend to return to formal study within a specified time period.

Eligibility

To apply for a Planned Graduate Student Leave, the student must be a conditionally classified or classified graduate student with a grade point average of 3.0 or better. Application for the leave must be filed with the appropriate graduate coordinator before the first day of classes for the semester during which the leave is to begin, and should be accompanied by appropriate documentation.

Duration of Leave

The minimum initial leave will be one full term; the maximum will be one calendar year. Under compelling circumstances, a student may request, in writing and in advance, an extension of the leave. The total number of approved Planned Graduate Student Leaves may not exceed two, and the duration of Planned Graduate Student Leaves may not total more than two calendar years.

Approval

The Planned Graduate Student Leave is approved at the discretion of the student's graduate coordinator. The graduate coordinator may require periodic reports from the student. Students who plan to enroll for credit at another institution of higher education during the leave period must obtain prior approval for the transfer of course credit to the program from the graduate coordinator.

Approval of the leave does not constitute an extension of the time period for completing all course work and other requirements for the graduate degree. Approval of the student's leave application constitutes agreement by the university that the student will be temporarily exempted from the continuous attendance requirement as long as the student meets the conditions specified in the approved leave application. Students who do not return to the university at the conclusion of their planned leave will be considered to have withdrawn from the university at the end of their last semester of regular enrollment at CSUDH.

Application Procedures

Download the Graduate Request for Planned Educational Leave Form [PDF] or obtain a paper copy from the Graduate Program Coordinator and the Office of Academic Programs. Upon completion of the form, submit it to the Registrar in The Registrar's Office.

Availability of Services

A student on Planned Graduate Student Leave shall be expected to devote his/her leave period to off-campus activities. The student shall be classified as "on leave" and shall not be considered a regularly enrolled student. Therefore, the student is not entitled to the campus services normally provided to enrolled students, except that the student may confer with his/her academic advisor and others regarding leave activity and plans for re-enrollment.

Resumption of Formal Education

A student shall be guaranteed re-entry and retention of registration priority if all conditions of the approved leave have been met at the conclusion of his/her Planned Graduate Student Leave. Every effort shall be made to facilitate and simplify the return. For purposes of election of graduation requirements, the approved leave shall not constitute an interruption of attendance provided the student registers in the same major. Students who fail to resume studies at the prearranged time shall forfeit the advantages of the Planned Graduate Student Leave Program.

Student Record

Each student enrolled in the program will have an entry made on his/her permanent record indicating that the student is on leave. The dates of the beginning and conclusion of the leave also will be recorded. Students must obtain prior approval of The Registrar's Office to enroll for credit at another institution of higher education. Any credit earned will be treated as transfer credit to be evaluated and entered in student records in the customary manner.

Failure to Comply with Planned Leave Provisions

Any student on planned leave who does not comply with all provisions of this policy and the conditions of the leave is subject to forfeiture of the advantages of this program.

Students who do not return to the university at the conclusion of their planned leave will be considered to have withdrawn from the university at the end of their last semester of regular enrollment at CSUDH.

Quick Links

• Notice of Repeated Course Form [PDF]
• Exception to Academic Policy for Repetition of Courses Form [PDF]
• Other Online Forms

Policy

The Repeat and Cancel policy may be used only by students working toward a baccalaureate degree. It may not be used by graduate/postbaccalaureate students working on master's degrees, graduate certificates, or teaching credentials, or by unclassified postbaccalaureate students, even when they might take undergraduate courses.

1. In the case of a repeated course, the subsequent grade is substituted for the earlier one in the computation of units attempted and grade point average. The previous course grade(s) remain(s) on the record, but is/are annotated as being discounted from grade point average calculations.
2. Repeat and Cancel may only be used on courses taken at CSUDH and repeated at CSUDH through open university, regular university, or special sessions.
3. Repeat and Cancel may be used for no more than 16 semester units taken at CSUDH during the entire undergraduate degree program. For most students, this means they can only repeat three to four courses. An undergraduate student with extenuating circumstances that needs to repeat a course but has already reached the 16 semester unit limit may petition using the Exception to Academic Policy for Repetition of Courses Form [PDF]. Note: Any courses repeated and canceled before the Fall 2009 term do not count toward the 16-unit limit. 
4. Repeat and Cancel may be used only on grades of "WU," "F," "D," "D+," "C-," "IC."
5. Undergraduate students may be permitted to repeat an additional 12 units, i.e. units in addition to the 16 units for which grade forgiveness is permitted. In such instances the repeat grade shall not replace the original grade, instead, both grades shall be calculated into the student's overall grade-point average.
6. Undergraduate students may repeat an individual course for grade forgiveness no more than two times. Students with extenuating circumstances may request to repeat a course more than once if the student fails to achieve an A, B, C, or CR in the second attempt by using the Exception to Academic Policy for Repetition of Courses Form [PDF]. In such cases, the additional repeat will not result in the forgiveness of a prior grade and all attempts will be used in GPA calculation. 
7. Students must complete a Notice of Repeated Course Form [PDF] for each course repeated that meets all Repeat and Cancel policy guidelines if the original course was taken prior to Fall 2008, or if they wish to select which eligible courses are to be excluded from the grade point average computation.
8. A grade entered as a result of the student disciplinary procedures under Executive Order No. 1043 cannot be cancelled and will be included in the grade point average.
9. Graduate and post baccalaureate students may repeat courses; however, the two grades will be averaged into the total grade point average. Credit for the courses will be granted only once and courses may be repeated only once.

Quick Links

• Approval for Time Conflict Form [PDF]
• Change of Program Form [PDF]
• Other Online Forms

Policy

A student wishing to enroll in two classes that overlap must get permission from both instructors. The student must:

• Use the Approval for Time Conflict Form [PDF] to obtain approval (signature) to enroll from each instructor.
• Obtain Late Registration Permission Numbers from each instructor and enter them on the Change of Program Form [PDF].
• Return the completed forms to The Registrar's Office to be registered in-person during late registration period only.

Policy

Undergraduate Academic Probation and Disqualification

For purposes of determining a student's eligibility to remain at CSUDH, both quality of performance and progress toward her/his objective shall be considered. Such eligibility is based upon a grade-point computation.

Administrative-Academic Probation

An undergraduate student may be placed on administrative academic probation for the following reasons:

1. Withdrawal from all or a substantial portion of a program of study in two successive terms or in any three terms (Note: Students with chronic or recurring medical conditions may be exempt).
2. Repeated failure to progress toward a degree or other program objective, when circumstances are within their control. This includes a student who receives 15 units of "No Credit" for course work attempted.
3. After due notice, an academic requirement or regulation that is routine for all students is not met (e.g. failure to take placement tests, complete required practicum, comply with appropriate professional standards for the discipline, complete the specified number of units, make satisfactory progress as required for financial aid, etc).

If a student is placed on administrative academic probation, a written notification will be provided that describes the circumstances that led to the action, the requirements necessary to be removed from this status, and the conditions that may lead to disqualification.

Administrative-Academic Disqualification

A student who has been placed on administrative academic probation may be disqualified from further attendance if:

1. The conditions for removal of administrative academic probation are not met within the period specified.
2. The student becomes subject to academic probation while on administrative academic probation.
3. The student becomes subject to administrative academic probation the second time for the same or similar reason(s).

When such action is taken, the student shall receive written notification including an explanation of the basis for the action.

In addition, the Provost may disqualify a student who at any time during enrollment demonstrates behavior unfit for the standards of the profession for which the student is preparing. In such cases, disqualification will occur immediately upon notice to the student, which shall include an explanation of the basis for the action. Furthermore, the campus may require the student to discontinue enrollment as of the date of the notification.

Academic Probation

An undergraduate student is subject to academic probation if at any time the cumulative grade point average in all college work attempted or the cumulative CSUDH grade point average falls below 2.0. The student shall be advised of probation status promptly. A student shall be removed from academic probation when the cumulative grade point average in all college work attempted and the CSUDH grade point average is 2.0 or higher.

Academic Disqualification

A student on academic probation is subject to academic disqualification when:

1. As a freshman (fewer than 30 semester hours of college work completed) the student falls below a grade point average of 1.50 in all units attempted or in all units attempted at CSUDH.
2. As a sophomore (30 through 59 semester hours of college work completed) the student falls below a grade point average of 1.70 in all units attempted or in all units attempted at CSUDH.
3. As a junior (60 through 89 semester hours of college work completed) the student falls below a grade point average of 1.85 in all units attempted or in all units attempted at CSUDH.
4. As a senior (90 or more semester hours of college work completed) the student falls below a grade point average of 1.95 in all units attempted or in all units attempted at CSUDH.

A student who is not on probation is subject to academic disqualification when:

1. At the end of any term a student falls below a cumulative grade point of 1.0; and
2. The University Provost determines that in view of the student's overall educational record, it seems unlikely that the deficiency will be removed within a reasonable period of time.

Notice of Disqualification– Undergraduate Students

Students who are disqualified at the end of any enrollment period should be notified before the beginning of the next consecutive enrollment term (spring or fall). Students disqualified at the beginning of a summer enrollment break should be notified at least one month before the start of the fall term. In a case where a student should be disqualified at the end of a term but timely notification is not possible, the student will be notified that the disqualification may be effective at the end of the next term. Such notification should include any condition(s) that will allow the student to continue in enrollment. Failure to notify students does not create the right of the student to continue enrollment.

Reinstatement of Disqualified Students

The readmission of a previously disqualified student is by special action only. The university normally will not consider a student for reinstatement until the student has not attended for one semester and until she/he has fulfilled all recommended conditions. In every instance, readmission action is based upon evidence that the causes of previous low achievement have been removed. The evidence includes transcripts of work completed elsewhere subsequent to disqualification and other objective evidence. A request for reinstatement must be filed in order for a student to be considered for reinstatement. Formerly disqualified undergraduate students who are interested in being reinstated should contact The Registrar’s Office at (310) 243-3645 for information regarding the process to request reinstatement as an undergraduate student at CSUDH.

For more information on Academic Probation, please refer to the University Advisement Center's website regarding Academic Disqualification.

Students have the opportunity to identify the pronouns by which they want to be referred. The University acknowledges that a student's chosen pronoun can and should be used where possible in the course of university business and education. Selecting your pronouns is entirely optional. You can change this at any time. The University reserves the right to remove a preferred pronoun that has foul or inappropriate language, represent intentional misuse of this system, or are used for purposes of misrepresentation or academic misconduct.

• How to Set Your Pronouns [PDF]