What changes can students make in their enrollment status?

Image of students eating at the Dinning Commons. Students may add other classes, drop or withdraw from classes, and make a few other changes as discussed below.

Adding Courses

Students may add courses during their enrollment appointment, open enrollment and the Add/Drop period either by (a) using MyCSUEB, or (b) coordinating their enrollment with the appropriate academic department office for Independent Study, Individual Study, Project, and/or Thesis courses. Students have the right to add classes during these enrollment periods, subject to their having successfully completed the prerequisites (coursework and/or consent of instructor as stated in the Catalog) and to the availability of sufficient capacity in the class. Beginning the sixth (6th) instructional day of the term until the end of the Add/Drop perion, students may also add courses with the consent of the instructor and academic department offering the course.

Dropping Courses

The word “drop” refers to official deletion of a course from a student’s record. If students cannot continue enrollment in a course for which they enrolled in for that particular quarter, they must officially drop the course using MyCSUEB. Students may drop courses through the end of the Add/Drop period without the course appearing on their permanent record. After the Add/Drop period, students may only withdraw from courses. See the next section “Withdrawing from the University” for information on withdrawing from all courses in a term.

Departments offering a class may drop students if they do not attend the first class meeting or if they have not met the course prerequisites that are published in the University Catalog. Some departments may call or email students as a matter of courtesy when they are being dropped, but other departments may not. There is no university policy and this determination will vary by department. Students should not assume that they will be dropped automatically if they do not attend class.

Withdrawing from Course(s)

Students can not “drop” after the end of the Add/Drop period, but they can “withdraw” until the seventh week of the term. The word “withdrawal” refers to official termination of enrollment in a class after the Add/Drop period. Students can withdraw from a class only for serious health or personal problems beyond their control. If they withdraw from a class, the class will appear on their record with a grade of “W.” The administrative symbol “W” indicates that a student was permitted to withdraw from a course after the Add/Drop period with the approval of the instructor and appropriate campus officials. This designation carries no connotation of quality of student performance and is not used in calculating grade point average. Beginning the third week of classes, students will be permitted to withdraw from courses by printing the downloadable “Withdrawal” form from the University Web site under “current students”. On the form, state the reason, obtain approvals of the instructor and department and return the completed form to the Enrollment Information Center or the Academic Services Office. The Concord Campus Academic Services may approve Withdrawals for courses offered at Concord.

Undergraduate students may withdraw from no more than 28 quarter units of coursework in their undergraduate career, including any courses taken in CSUEB Open University. When serious illness or accidents are documented and used as a basis for approval of withdrawal from all classes in the term, the units will not count against the 28 unit maximum allowed. Students who will exceed the maximum units allowed may petition for a waiver of the requirement to allow for additional withdrawals.

Withdrawals are normally not permitted after the seventh week of the quarter particularly for individual courses. Students who have completed work up to that point and cannot continue should normally be assigned an “I” (Incomplete) grade. If students have serious and compelling nonacademic reasons for withdrawal from a class after the seventh week they must write a statement outlining the reasons for the withdrawal and obtain written documentation of the circumstances from an impartial third party such as a doctor or lawyer. The document should be an original document (not a copy) on letterhead; then obtain the signatures of the instructor, department chair and college dean, and submit the form and documentation to the Student Enrollment and Information Center, 1st Floor, Student Services and Administration Building on the Hayward Hills Campus, or the Concord Campus Academic Services Office for review by the Registration and Records Appeals Committee. Approval of the withdrawal is not automatic. Withdrawal from any class in which the final examination was taken is not permitted, regardless of circumstances or documentation. Withdrawals will not be processed if students have taken the final examination for the course or have satisfied all the requirements for the course.

A withdrawal may not automatically result in a fee refund. Students should consult with Student Financial Services for any questions about fee refunds related to withdrawing from classes.

If students enroll for a course and fail to attend, but do not officially drop or withdraw, they will receive an appropriate administrative grade indicating failure (“WU” or “NC” depending on the grading pattern in which they enrolled). Refer to the Grading and Academic Standards FAQ chapter of this catalog.

Withdrawing from the University

If students find it necessary to cancel their enrollment or to withdraw from all classes after enrolling for any academic term, they are required to follow the university’s official withdrawal procedures described above. Failure to follow formal university procedures may result in an obligation to pay fees, as well as the assignment of failing grades in all courses. Students may also need to apply for readmission if they have not enrolled for three consecutive terms before being permitted to enroll in another academic term. Additional information on canceling enrollment and withdrawal procedures is available at the Enrollment Information Center.

If students receive financial aid funds, they must consult with a financial aid counselor in the Financial Aid Department prior to withdrawing from the university regarding any required return or repayment of grant or loan assistance received for that academic term or payment period. Students who have received financial aid and withdraw from the institution during the academic term or payment period may need to return or repay some or all of the funds received, an action which may result in a debt owed to the institution by the student.

A withdrawal may not automatically result in a fee refund. Students should consult with Student Financial Services for any questions about fee refunds related to withdrawing from classes.

Submitting a “Withdrawal” form is not required if students find it necessary to drop all courses in which they enrolled in using MyCSUEB during the Add/Drop period. For refund information, refer to the Refund of Fees section in the Student Financial Services chapter.

If students find it necessary to withdraw from the university after the Add/Drop period has ended (during the third through the seventh week of instruction), they must complete a “Withdrawal” form, obtain approval signatures from each instructor and department chair, and return it to the Enrollment Information Center or the Academic Services Office. Withdrawal at this time can be only for serious health or personal problems beyond the student’s control. Normally withdrawal is not permitted beyond the seventh week of the quarter. If students have attended classes up to that time, they should discuss with the instructor the possibility of receiving an “I” (Incomplete) grade if circumstances prevent completion at the time. Withdrawals after the seventh week of instruction must have the reason substantiated in writing by an impartial third party and require the approval signature of the instructor, department chair and college dean. The petition is then reviewed by the Registration and Records Appeals Committee and approval is not automatic. A quarter from which a student withdraws is not counted as an interruption of enrollment for continuing student status. Even if approved, a late withdrawal petition does not result in a fee refund. Students should consult with Student Financial Services for any questions about fee refunds related to withdrawing from classes.

A Withdrawal (W) will be recorded for each course in the term on a student’s permanent record if they withdraw from the university after the Drop period. The administrative symbol “W” indicates that a student was permitted to withdraw with the approval of the instructor and appropriate campus officials. This determination carries no connotation of quality of student performance and is not used in calculating grade point average. If students withdraw from the university, but do not file an official “Withdrawal” form, they will receive appropriate administrative grade(s) indicating failure (“WU” or “NC” depending on the grading pattern in which they are enrolled).

Change of Major, Degree, Minor, or Credential Objective

Undergraduate or post-baccalaureate students who wish to change their baccalaureate major or degree objective or declare a minor, and graduate students who wish to change to unclassified or second baccalaureate status, must obtain the required form in the Enrollment Information Center on the first floor of the Student Services and Administration Building or on the University Web site under “current students”. A change is not official until the form has been signed and returned to the Office of the Registrar. Students are responsible for the major or minor requirements in the Catalog in effect at the time they file the form.

Change of Address

Students may change their address online in MyCSUEB. Students must officially notify the university of an address change in order to ensure that all official correspondence is sent to the correct address. The university is not responsible for mailing correspondence to the incorrect address unless the student has formally made an address change.

Change of Name

Students may download the Personal Data Change form (for name changes) found on the University Web site under “current students,” complete and submit the form with copies of required government issued documentation (e.g., marriage certificate, driver’s license, or passport) to the Enrollment Information Center in the Student Services and Administration Building. Forms may also be mailed to the Office of the Registrar at Cal State East Bay.

Planned Educational Leave

Students may petition for a Planned Educational Leave to pursue educationally related activities which will enhance the prospect of successful completion of their academic program, but which do not require enrollment at Cal State East Bay or any other institution of higher education. Students who are unable to enroll due to compulsory military service or because of a documented disability or because of pregnancy may apply for a leave of absence. Students requesting a leave should be in good academic standing in a program leading to a degree.

A Planned Educational Leave may be for a period of up to a total of two years (eight consecutive terms) if students are enrolled in a program leading to a degree. The leave must be approved by their faculty advisor or department chair and the Office of the Registrar. If approved, students will retain graduation catalog rights and may enroll as a continuing student, provided they return and enroll in the same major for the quarter indicated. Failure to return from a planned educational leave by the quarter indicated means loss of catalog rights and students will be required to apply for readmission and pay an application fee. The Planned Educational Leave form is available online; visit the University web site under “Current Students” to download the form.