Student Records

Policy

Undergraduate Academic Notice 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.

Academic Notice

An undergraduate student is subject to academic notice 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 academic notice status promptly. A student shall be removed from academic notice 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 notice 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 academic notice 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.

Administrative-Academic Notice

An undergraduate student may be placed on administrative academic notice 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 notice, 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 notice may be disqualified from further attendance if:

1. The conditions for removal of administrative academic notice are not met within the period specified.
2. The student becomes subject to academic notice while on administrative academic notice.
3. The student becomes subject to administrative academic notice 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.

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 Notice, please refer to the University Advisement Center's website regarding Academic Disqualification.

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

Quick Links

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

If you are planning to take off more than one semester, you must meet with an academic advisor first (myxiwei.com/uac) and then 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.

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. If an “Incomplete” is granted, the coursework must be completed within one academic year from the year the “Incomplete” was granted.

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.

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. 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.
8. 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 Link

• Exception to Academic Policy for Repetition of Courses Form [PDF]