Registrar Policies

Transcripts

Unofficial transcripts may be viewed online from CSU X-Press by selecting Academic Transcript from the Student Records menu. The official transcript is where your degree conferral will be documented. Official Chicago State University transcripts are issued by the Office of Records and Registration. Students may request an official transcript online via the National Student Clearinghouse. A debit or credit card is required for payment and the charge for transcripts ordered are as follows:

• Electronic transcripts: $10.00 per order
• USPS Mailed transcripts: $12.50 per recipient.
• Hold-for-pick-up: $12.50 per recipient.

Visit our transcript page on the website to order official transcripts. Chicago State University will not accept a transcript request by telephone, fax, or email. The University does not withhold official transcripts from students with an outstanding balance. 

Diplomas

Diplomas, a ceremonial document, are mailed to students approximately 12 weeks following the end of each semester. Students will be notified by email when the diplomas are sent. Students must keep their address current through CSU X-Press. A student’s address may be updated online or with a government-issued photo ID in the Office of the Registrar.

Duplicate diplomas will be furnished for a fee of $26.50 plus an additional $8.00 fee for mailing; see the Office of the Registrar for the Diploma Reorder form. The university submits diploma orders and reorders three times a year.

FERPA - Policy on Release of Student Information

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U. S. Department of Education.

FERPA gives parents certain rights with respect to their children’s education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are “eligible students.”

1. Parents or eligible students have the right to inspect and review the student’s education records maintained by the school. Schools are not required to provide copies of records unless, for reasons such as great distance, it is impossible for parents or eligible students to review the records. Schools may charge a fee for copies.
2. Parents or eligible students have the right to request that a school correct records which they believe to be inaccurate or misleading. If the school decides not to amend the record, the parent or eligible student then has the right to a formal hearing. After the hearing, if the school still decides not to amend the record, the parent or eligible student has the right to place a statement with the record setting forth his or her view about the contested information.
3. Schools must have written permission from the parent or eligible student in order to release any information from a student’s education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):
   • School officials with legitimate educational interest;
   • Other schools to which a student is transferring;
   • Specified officials for audit or evaluation purposes;
   • Appropriate parties in connection with financial aid to a student;
   • Organizations conducting certain studies for or on behalf of the school;
   • Accrediting organizations;
   • To comply with a judicial order or lawfully issued subpoena;
   • Appropriate officials in cases of health and safety emergencies; and
   • State and local authorities, within a juvenile justice system, pursuant to specific State law.

Additionally, schools may disclose, without consent, “directory” information. However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them.

At Chicago State University, directory information is: a student’s name, degree, major, honors, enrollment status (e.g. full-time, part-time, withdrawn), dates of attendance, and graduation status. CSU may receive requests for information based on the Freedom of Information Act and directory information will be shared for groups not listed in the FERPA exception section of this policy. Schools must notify parents and eligible students annually of their rights under FERPA. CSU, in full compliance with the Family Educational Rights and Privacy Act of 1974, will make educational records available to students upon request.

Deceased Student Policy

Upon the death of a student, the University holds the student’s education record in trust and will allow for the request of the student’s record by an individual(s) with a legitimate education interest. To obtain access to a deceased student’s record, the individual must prove a close familial relation to the deceased by providing a birth certificate, death certificate, baptismal record, marriage or domestic partnership license, or other legal documents that state the individual’s name and relation to the deceased. The individual must provide photo identification (government-issued ID, driver’s license, passport, military ID). Upon receiving the request, the Registrar or designee will review all supporting documentation and will make a final determination as to the release of the student’s record.

If there is no living next-of-kin, academic records may be requested by the executor of the estate or holder of power of attorney for the deceased. A written request along with a notarized copy of the executor statement or power of attorney in English, is required.

Initial Major Assignment 

Upon acceptance to Chicago State University, each entering student is assigned an academic career (grad, undergrad, professional, continuing education), program, major, and Catalog term, consistent with the academic major or program of study selection made by the student. Students are required to follow the academic program/major requirements in their respective catalog at the time of their initial enrollment.

Major Changes 

Students may request to change their academic program/major at any time. The effective date of the change will be the date processed in the student system. The student’s degree audit will immediately reflect the program/major change, and program requirements will follow the new academic catalog for the year that the change occurred. Students should contact their advisor or Chair to discuss the impact of a major change on students’ expected graduation.

For financial aid processing and certain reporting purposes, any change made to the student’s academic program/major after the tenth day of the term or between terms will take effect the next term. Changes to the major or program of study does not impact six-year guaranteed tuition rates as described in the Tuition & Fees section of the catalog.

Academic Standing and Student Responsibility

Students are considered in good academic standing as long as they maintain a cumulative grade point average of at least 2.0 (C), unless their college or program has a higher standard. The Office of the Registrar will monitor students’ academic progress at the end of each term and notify them if their academic standing falls below a 2.0 (C); however, it is the students’ responsibility to take steps to improve their academic status whenever necessary. A cumulative grade point average of at least 2.0 (C) is required to complete all degree programs at Chicago State University. Some programs require a higher cumulative grade point average for graduation. Students with a cumulative grade point average below 2.0 (C) are ineligible to graduate, irrespective of the number of course hours earned.

The Office of Academic Support Services is available to provide students with information on study skills workshops, tutoring in a variety of academic disciplines, and other services. Students with GPAs below 2.0 (C) are strongly encouraged to take advantage of these services. However, students are responsible for earning and maintaining the minimum cumulative grade point average required for academic success. Students should maintain close contact with their departmental academic advisors to ensure their current academic status is always clear.

Academic Probation

The Office of the Registrar will place undergraduate students on academic probation when their cumulative grade point average falls below 2.0. The purpose of academic probation is to provide students with a warning that their academic performance does not meet minimum university standards. While on probation, students may enroll for no more than 12 credit hours.

Registration for additional credit hours requires the written approval of the Department Chair or Dean.

Eligibility for Probationary Status

Students on academic probation are given opportunities for academic assistance from the Office of Academic Support Services. Students who are placed on probation will be notified by letter. In addition, the Office of Academic Support Services will require regular progress reports from the student’s instructors. During the probationary period, students are expected to meet monthly with their advisor and a representative from the Office of Academic Support Services to assess academic progress and develop a written plan to improve academic performance, and they are expected to participate in appropriate activities such as workshops or tutoring sessions to improve their academic performance. Students on probation will be permitted to register for up to 12 semester hours as long as it is their first term below 2.0 or their cumulative grade point average is 1.80 with fewer than 30 credit hours, 1.90 after reaching 30 credit hours, and 2.00 after reaching 60 credit hours. The credit-hour status of transfer students will be determined by the combined total of transfer hours accepted and credit hours enrolled at Chicago State University. However, only courses taken at Chicago State University will be used to determine a student’s term and cumulative grade point average. CSU courses and transfer courses will be used to determine a student’s classification.

Dismissal for Poor Scholarship

Students will be dismissed from the university for poor scholarship. The following constitutes poor scholarship:

1. Failure to maintain satisfactory academic progress, as defined in the Catalog.
2. Two consecutive terms without satisfactory completion of course work.

The academic progress of students on academic probation will be reviewed at the end of each semester. Students who are dismissed for poor scholarship will be notified by letter. Students who are dismissed for poor scholarship must demonstrate their ability to succeed at university-level work by taking one or more courses at a community college or at another university. Once the student has earned a 2.0+ GPA at another institution, they may submit a Petition for Reinstatement and include their official transcripts from the other school. 

Appeals

Students have the right to appeal the university’s decision on dismissal before the onset of the next term after dismissal. Students must present their appeal in the form of an Academic Petition. The petition will be considered by the Academic Petition committee. The petition must describe succinctly and concisely the issue and what the student is requesting. Supporting documents (e.g., medical statements, a statement from the student’s academic advisor, etc.) must accompany the student’s petition. Students will be notified by email regarding the status of their appeal.

Reinstatement of Students Dismissed for Not Maintaining Academic Standards

Students dismissed for not maintaining academic standards may petition for reinstatement to the university after attending another regionally accredited institution and earning a 2.0+ GPA. Petition forms are available in the Office of the Registrar. The Academic Petition form is submitted via webform to the Registrar’s Office.

Official transcripts of all college work taken since leaving the university must accompany the petition. The Office of the Registrar will notify students, by letter, of the decision regarding their petition for reinstatement. Students may be reinstated a maximum of two times prior to completion of the degree.

Chosen Name & Gender Policy

Chicago State University recognizes that individuals may choose to identify themselves within the university community with a chosen first name and/or gender that differs from their legal first name or assigned gender at birth. This policy promotes and supports an open and inclusive environment through the establishment of a chosen name, chosen gender identity and chosen pronouns for use within University systems, where feasible. Chosen first names are used throughout the university, where feasible. 

CSU reserves the right to remove a chosen first name, if it is used inappropriately, including but not limited to, avoiding a legal obligation or for the purpose of misrepresentation. The legal name will continue to be used in college-related systems, IT systems (user account, and e-mail address), and documents such as reporting, financial aid, transcripts, payroll and tax documents, and other records where use of legal first name is required by law or college policy. 

To request an update to a chosen name or gender, students will submit this web-form online. For assistance or questions, please reach out to the Registrar’s Office in the Cook Administration Building, Rm. 128 or email: csu-registrar@csu.edu. 

Note: if you want to use your legal first name, you do not need to do anything. The college will automatically use your legal name and there is no need to confirm that with a form. 

Grading System

The unit of credit used by Chicago State University is the semester hour. The grades assigned in courses are as follows:

Midterm Grades and Alerts:

Midterm grades replace the former code-based system with traditional letter grades (A-F) for enhanced clarity and understanding. Midterm grading leverages Navigate 360 (a Student Success Management System) and our Learning Management System to support consistent, timely, and ongoing communication between faculty, advisors, and students.

When are Midterm Grades issued?

Midterm grades are issued once by faculty during the half-way point of each part of term. These are solicited during the 4th Week (for 8-Week classes), 6th Week (for 12-Week classes), and 8th Week (for 16-Week classes) of the semester to provide an overview of student performance.

When does the Midterm Grading window open?

Midterm grades will open on the first day of the 4th, 6th, and 8th week of classes for the associated part of term and are due by the end of that week (Friday). Grades will post for students’ viewing on Monday of the following week.

What if a faculty (or staff) has concerns before or after the midterm grading window?

Faculty, advisors, and student support staff can create an “Alert” at any time in Navigate360 to draw attention to a student who may potentially be at risk. These alerts will be sent to advisors and to the student for follow-up. Alerts also allow faculty to share more detailed and personalized comments, providing students with meaningful feedback on their progress in advance and in between midterm grading windows.

Class Attendance

Students are expected to attend all class sessions in the coursework for which they are registered, unless prevented by illness, an official university activity, a religious holiday, or other urgent and unavoidable reasons. The responsibility for maintaining class attendance records rests with each faculty member. Students are expected to make their own arrangements with faculty members about making up class work and all assignments when classes are missed.

The following is the university policy on class attendance:

• No-Show (NS) - First Week of Class: An instructor may drop students who do not attend the first week of class and make no attempt to contact the instructor or department chair prior to the absence. Students who do not attend the first week of class without evidence of a legitimate excuse must be reported by the instructor in CSU X-Press as a no-show drop (NS). 
• Administrative Withdrawals (WA): Instructors are required to monitor and keep records of the attendance of students at all class meetings. If after 4 weeks of the term, a student’s total absences are equal to or exceed the equivalent of two weeks of instruction, the instructor may drop the student.The instructor must post a WA grade to administratively withdraw the student from the course via CSU X-Press during the withdrawal reporting window. The course will be recorded on the transcript with a grade of (WA). 
• Student Initiated Withdrawals (W): Students can withdraw themselves from coursework up to the 60% point of the term. The withdrawal deadlines are posted in the academic calendar each term. Any withdrawal that occurs after the 100% refund deadline incurs financial charges for the course and results in a grade of (W) on the student’s academic record. 

Students Are Ultimately Responsible for Their Registration:

If a student stops attending a class but fails to withdraw officially from the class before the deadline, the result may be a failing grade. Although the instructor may initiate a drop for student non-attendance, it is ultimately the student’s responsibility to drop or withdraw from the class. Administrative drops reported in CSU X-Press may affect minimum load requirements (for scholarships, athletes, international students, financial aid, and others). Students should follow up with the Office of Financial Aid to ensure that they have met all necessary obligations and requirements. 

Year of Study & Classification of Students

The total number of credit hours earned determines the academic classification for undergraduates. Students are classified as follows:

Dropping or Withdrawing Courses

The dates of the last day to drop or withdraw a course is published in the Academic Calendar for each term. Student may drop or withdraw from their coursework in CSU X-Press. 

• Students may drop courses without a “W” up until the 100% refund deadline.
• After the 100% refund deadline, students may withdraw from a course. Simply ceasing to attend class or notifying the instructor is not sufficient and will result in a final grade of F.
• Students will not be permitted to drop classes after the published deadline date for dropping/withdrawing from classes, without penalty of W or F.

F-1 & J-1 international students are required to receive authorization from a Global Engagement Office Designated School Official (DSO) before dropping a course that would reduce the student’s credit hour load below 12 semester hours.

Withdrawal from the University 

An undergraduate student who wishes to withdraw from the university must complete and submit the online “Complete Withdrawal Form” via CSU-X-Press by the deadline. Students may withdraw from the university until 60% of the enrollment period of instruction during a 16-week semester or until the third week of instruction during a summer term. The last date to withdraw from the university without penalty is published in the Academic Calendar for each term.

If students submit a Complete Withdrawal via CSU-X-Press, by the deadline, they will receive 100% refund. After the 100% refund deadline, a student may submit a Complete Withdrawal via CSU-X-Press and receive a 50% refund of charges until the published deadline for 50% withdrawal refunds.