ÐÔÊӽ紫ý

1.00 Purpose

The purpose of this policy is to provide students with the information they need to pro-actively manage and assess their academic career at Cal State University, Monterey Bay (ÐÔÊӽ紫ý).

This policy is deemed to be consistent with the University's commitment to the principles, goals, and ideals described in ÐÔÊӽ紫ý Founding Vision Statement, and to its core values, and to adhere to system-wide policy [1].

2.00 Definitions

Residency [2] refers to the units taken from and completed at ÐÔÊӽ紫ý and/or any combination of CSU campuses as a matriculated student (i.e., being in residence). In this policy and for the purposes of meeting ÐÔÊӽ紫ý graduation requirements, every candidate for a bachelor's degree must successfully complete a minimum of 30 units in residence at ÐÔÊӽ紫ý; every candidate for a master's degree must successfully complete a minimum of 21 units in residence at ÐÔÊӽ紫ý.

Schedule Adjustment Period refers to the add/drop period at the beginning of each term in which students are able to adjust their course enrollments.

Continuous attendance 
For Baccalaureate and/or Credential-seeking Students: at a minimum, enrollment in at least one course for at least one regular semester in any one calendar year. “Attendance” in a regular semester, regardless of the length of time, grade(s) earned, or the number of courses completed, is established if it results in a record of enrollment on the student’s official transcript.

For Graduate Students: graduate students must enroll every fall and spring semester (and summer, if required by the program) until the degree is awarded. “Attendance” in a term, regardless of the length of time, grade(s) earned, or the number of courses completed, is established if it results in a record of enrollment on the student’s official transcript.

3.00 Enrollment and Registration

State funding is allocated to the University based on student enrollment each term. To attend and participate in classes, students must be officially enrolled during the term of participation, in accordance with campus policy. Official term enrollment is established by a record of enrollment on the student's academic record.

Continuing ÐÔÊӽ紫ý students and new students who have received notice of admission are eligible to register for courses. Registration is conducted through the online portal (currently, OASIS). Eligible students will be notified of their registration appointment time.

Once students register for courses, all registration fees must be paid by established deadlines. Failure to pay registration fees or make appropriate arrangements for payment may result in enrollment cancellation (including being dropped from all courses). It is the student's responsibility to determine their enrollment status.

For exceptions to mandatory tuition and fee established deadlines, please refer to the Fee Waivers and Exemptions section of the University Catalog.

Enrollment and grading actions become part of the student's permanent academic record.  The University maintains the integrity of that record through established enrollment and grading policies.  Once a degree has been awarded and posted to the official transcript, the academic record for terms applied to that degree is considered final.  Changes to enrollment, grading basis, or awarded grades for those terms will not be approved, except to correct documented clerical or administrative errors.

3.10 Schedule Adjustment Period

Because the length of the schedule adjustment period may vary by term, students are responsible for reviewing and complying with applicable deadlines. Students may add and drop courses within the established schedule adjustment period for each academic term, as published on the ÐÔÊӽ紫ý website. 

The responsibility for maintaining an accurate enrollment record rests solely with the student. Students are responsible for adding courses they intend to take and dropping courses they do not intend to take. Students should regularly review their Student Center homepage on OASIS to confirm their enrollment status.

Students enrolled in approved cohort or specialized programs may be administratively added to courses by the University. However, students remain responsible for ensuring the accuracy of their final enrollment.

A student may be administratively dropped from a course, for reasons including, but not limited to:

• Enrollment in a course for which the student has already received a grade of Incomplete (I), Report in Progress (RP), or Report Delayed (RD)
• Enrollment in a course that has already been successfully completed with a grade of C or better
• Failure to meet prerequisite requirements

A student may be administratively dropped by the instructor from a course during the schedule adjustment period for the following reasons:

• Failure to attend the course or, for online courses, failure to establish initial participation  during the schedule adjustment period (for example, logging into the learning management system), and failure to communicate with the instructor regarding an extended absence during the schedule adjustment period

Students are responsible for ensuring their enrollment is accurate and for dropping any course(s) they do not intend to attend.

3.20 Enrollment Status

For the purposes of financial aid reporting:

Enrollment status for Undergraduate and Credential-seeking students is defined as:

• Full time ~ 12 or more units
• Three-quarter time ~ 9 to 11 units
• Half time ~ 6 to 8 units
• Less than half time ~ 1 to 5 units

Enrollment status for Graduate students is defined as:

• Full time ~ 8 or more units
• Three-quarter time ~ 6 to 7 units
• Half time ~ 4 to 5 units
• Less than half time ~ 1 to 3 units

3.30 Enrollment Limits

The maximum number of units that a baccalaureate, graduate, or credential-seeking student may take are as follows:

• during the fall or spring semester the limit is normally 18
• during the summer term the limit is normally 14
• during the winter term the limit is normally 6

Some baccalaureate students will have higher or lower enrollment limits based upon their major, class level, and academic standing, while some graduate and credential-seeking students will have higher or lower enrollment limits based upon their degree objective and academic standing.

Exceptions to these enrollment limits shall be made on the basis of proven academic ability, the feasibility of a student's proposed schedule, and the evidence that it is necessary to enroll for an overload in order to complete the student's chosen academic program in a timely manner.  Permission must be obtained from the student's advisor or graduate program coordinator prior to registration via the Additional Unit Petition Form which must be submitted to the Office of the Registrar before the end of the Schedule Adjustment Period.

4.00 Grades

Grading terms and symbols are defined to support the accurate recording and interpretation of student academic performance on the official transcript.

Instructors shall assign students the appropriate grading symbols in a timely and reasonable manner. Grade symbols include letter grades A, B, C, D, F, with plus or minus designations or CR/NC to represent credit or non-credit.

4.10 Definition of Grade Symbols 

Grades and grade points per unit are used in reporting as follows:

A+ 4.0	A 4.0	A- 3.7
B+ 3.3	B 3.0	B- 2.7
C+ 2.3	C 2.0	C- 1.7
D+ 1.3	D 1.0	D- 0.7
	F 0.0

 

Symbol	GPA Points	Definition
RP	Not counted in the GPA	Report in Progress
RD	Not counted in the GPA	Report Delayed
W	Not counted in the GPA	Withdrawal
AU	No units earned and not counted in the GPA	Audit
CR	Units earned but not counted in the GPA	Credit     Undergraduate students shall earn a grade equivalent to a letter grade of C- or better to receive a designation of CR. Graduate students shall earn a grade equivalent to a B- or better to receive a designation of CR.
NC	No units earned and not counted in the GPA	No Credit     Undergraduate students who earn a grade equivalent to a letter grade of D+ or lower shall receive a designation of NC. Graduate students who earn a grade equivalent to a C+ or lower shall receive a designation of NC.
I	Not counted in the GPA	Incomplete
IC	Will count as an "F" for GPA computation	Incomplete Charged
WU	Will count as an "F for GPA computation	Withdrawal Unauthorized

4.20 Withdrawal After the Schedule Adjustment Period [3]

4.2.1 Withdrawal Authorized

Withdrawals after the schedule adjustment period and prior to the last twenty percent of instruction may be assigned only for serious and compelling reasons. Withdrawals approved under these circumstances shall state the reasons for the withdrawal. Permission to withdraw during this time shall be granted only with the acknowledgement of the instructor, the identified last date of attendance, and with approval of the Department Chair of the program offering the course(s). Undergraduate students may withdraw from no more than 18 units at ÐÔÊӽ紫ý.

4.2.2 Withdrawal Unauthorized 

The instructor shall issue a designation of "Withdrawal Unauthorized" (WU) when a student did not properly withdraw from the course and also failed to complete course requirements. WU is used when, in the opinion of the instructor, completed assignments or course activities or both were insufficient to make normal evaluation of academic performance possible. The instructor shall report the last known date of attendance by the student.

The symbol "WU" shall be identified as a failing grade in the transcript legend and shall be counted as units attempted but not passed in computing grade point average (an F grade). In courses which are graded Credit/No Credit (CR/NC) or in cases where the student has elected Credit/No Credit evaluation, use of the symbol "WU" shall not be used and "NC" shall be recorded instead.

4.2.3 Withdrawal Extenuating

Withdrawals shall not be permitted during the final twenty percent of instruction except in cases, such as accident or serious illness, where the cause of the withdrawal is due to circumstances clearly beyond the student's control and the assignment of an Incomplete is not practical. Withdrawals of this sort may involve total withdrawal from the campus or may involve only one course, except that course grade and credit or an Incomplete may be assigned for courses in which sufficient work has been completed to permit an evaluation to be made.

Withdrawal under these circumstances shall be granted only with the acknowledgement of the instructor, the identified last date of attendance, and approval of the Department Chair of the program offering the course(s). In addition, extenuating withdrawal requests must be reviewed by Financial Aid for any applicable financial aid implications and approved by the Dean of Undergraduate Studies or the Dean of Graduate Studies, depending on program level. Financial Aid review does not constitute approval or evaluation of the merits of the withdrawal petition. If approved, these units shall not count toward the withdrawal maximum of 18 units.

If a student’s petition for withdrawal is approved, the student's transcript shall reflect a “Withdrawal" (W). An official withdrawal (W) does not reflect the quality of the student's performance and shall not be used in the calculation of the student's grade point average; however, a (W) may affect measures of satisfactory academic progress or financial aid eligibility under applicable financial aid requirements. Approved withdrawal petitions do not guarantee refunds; students should refer to the Refund Policy as described in the University Catalog.

4.2.4 Withdrawal Retroactive

Requests submitted after the term has concluded shall be considered retroactive withdrawal petitions and do not constitute a right to withdraw.   Retroactive withdrawal may be approved only in rare and extraordinary circumstances where documented evidence demonstrates that (1) circumstances clearly beyond the student’s control occurred during the term, and (2) those circumstances prevented the student from requesting withdrawal prior to the end of the term.  Retroactive withdrawal petitions shall not be considered after the student’s degree has been conferred.

Retroactive withdrawal petitions shall be submitted within one calendar year of the last day of the term in which the enrollment occurred and must include appropriate third-party documentation. Academic performance, course difficulty, dissatisfaction with instruction, routine employment obligations, financial considerations, or failure to adhere to published deadlines shall not constitute grounds for approval. Retroactive withdrawal petitions will not be considered after a degree has been awarded and posted to the student’s official transcript, except in cases of documented clerical or administrative error.

When a retroactive withdrawal petition seeks withdrawal from fewer than all courses in which the student was enrolled during the affected term, the petition must include a clear explanation of why the documented circumstances prevented completion of the specific course(s) requested for withdrawal but did not prevent completion of the student’s other enrolled courses. The University may deny a partial withdrawal petition if the documentation does not reasonably support differential academic impact.

Withdrawal under these circumstances shall be granted only with the acknowledgement of the instructor, the identified last date of attendance, and approval of the Department Chair of the program offering the course(s). In addition, retroactive withdrawal requests must be reviewed by Financial Aid for any applicable financial aid implications and approved by the Dean of Undergraduate Studies or the Dean of Graduate Studies, depending on program level. Financial Aid review does not constitute approval or evaluation of the merits of the withdrawal petition. If approved, these units shall not count toward the withdrawal maximum of 18 units.

If a student’s petition for retroactive withdrawal is approved, the student's transcript shall reflect a “Withdrawal" (W). An official withdrawal (W) does not reflect the quality of the student's performance and shall not be used in the calculation of the student's grade point average; however, a (W) may affect measures of satisfactory academic progress or financial aid eligibility under applicable financial aid requirements. Approved retroactive withdrawal petitions do not guarantee refunds; students should refer to the Refund Policy as described in the University Catalog.

4.30 Audit [4]

To audit a course is to informally attend and participate in it without receiving academic credit.  Enrollment as an auditor is subject to permission of the instructor. In addition, enrollment in a course as an auditor shall be permitted only after students otherwise eligible to enroll on a credit basis have had an opportunity to do so. Auditors are subject to the same fee structure as credit students and regular course attendance is expected.

Once enrolled as an auditor, a student may not change to credit status unless such a change is requested during the schedule adjustment period. A student who is enrolled for credit may not change to audit after the schedule adjustment period has expired.

4.40 Incomplete [5]

The assignment of an “Incomplete” requires student request and instructor approval.  The use of an "Incomplete" may not be initiated by faculty, but rather must be requested by the student and approved by the faculty. The "Incomplete" (I) is a temporary assessment that may be assigned only when certain criteria apply. Those criteria shall be as follows:

1. The student has satisfactorily completed 75% of the course requirements as determined by the instructor; and,
2. The student has experienced unforeseen and extenuating circumstances that can be documented, which prevent fulfillment of the remaining course requirements no later than the end of the term; and,
3. The student shall be making satisfactory progress toward achieving course outcomes at the time the request for the incomplete is made.

Students shall be responsible for providing the instructor with documentation to support the request for an "I" normally no later than the published "Last Day of Instruction" for that term.

An incomplete shall not be assigned when it is necessary for the student to attend a major portion of the course when it is next offered. An incomplete is also prohibited where the normal practice requires extension of the course requirement beyond the close of the term, e.g., thesis or project type courses. In such cases, use of the Report in Progress (RP) symbol is required (see section 4.60).

The student and instructor shall agree on how and when the remaining course requirements shall be completed and enter into a written agreement describing those requirements. Completion of the course requirements and evaluation shall take place within one calendar year immediately following the end of the term during which the “I” (incomplete) was assigned. An extension of the one-year time limit may be granted by the faculty member for contingencies such as intervening military service or other serious and compelling reasons. Faculty members approving an extension shall revise the agreement and notify the Registrar. A grade shall be reported to the Registrar when the work agreed upon has been completed and evaluated in compliance with this policy.

Official record of the written agreement shall be maintained by the Department. If the instructor of record is no longer available, the Department Chair and/or Program Coordinator of a Graduate Program shall ensure that the instructor's obligations are fulfilled.

4.50 Incomplete Charged

If the conditions of the written agreement have not been satisfied and/or the grade change form has not been submitted by the deadline, the “Incomplete Charged” (IC) symbol shall be applied by the Registrar in place of the "I" and be recorded on the students' transcript.

The symbol "IC" shall be identified as a failing grade in the transcript legend and shall be counted as units attempted but not passed in computing grade point average. In courses which are graded Credit/No Credit or in cases where the student has elected Credit/No Credit evaluation, the symbol "IC" shall not be used and "NC" shall be recorded instead.

4.60 Report in Progress [6]

"Report in Progress" (RP) shall be used in connection with thesis, project, or similar courses in which assigned work frequently extends beyond a single academic term and may include enrollment in more than one term. The "RP" symbol shall be replaced with the appropriate final grade within one year of its assignment, except in cases related to graduate theses courses. The President or designee may authorize extension of the established time limits.

In cases where assigned work is not completed, nor has an extension of time been requested by the student, the "RP" symbol shall be replaced with an "IC" and is counted as a failing grade for grade point computation and progress to degree. In courses which are graded Credit/No Credit or in cases where the student has elected Credit/No Credit evaluation, the symbol "IC" shall not be used and "NC" shall be used instead.

4.70 Report Delayed [7]

The "Report Delayed" (RD) grade indicates that a delay in the reporting of a grade is due to circumstances beyond the control of the student.  The RD may be assigned only by the Registrar and shall be replaced by a substantive grading symbol as soon as possible. Students may contact the instructor to inquire about the grade assignment.

The symbol "RD" does not reflect the quality of the student's performance and shall not be used in the calculation of the student's grade point average. Once the grade is submitted, the "RD" is replaced with the earned grade.

4.80 CR/NC Grade Basis

Students may elect to take a course for a Credit/No Credit (CR/NC) grade if the course is already available for CR/NC grading as indicated in the University Catalog. Grade basis selections must be made before the end of the schedule adjustment period. Students may consult with instructors and/or non-faculty advisors about grading options.

5.00 Transfer Credit [8]

Credit from coursework taken at a regionally accredited institution in the United States may be transferred and used toward a ÐÔÊӽ紫ý degree.  The student must present appropriate documentation, including official transcripts of work completed.  If the coursework was taken in a country other than the United States, it must be evaluated by an approved foreign credential evaluation service, at the student’s expense, prior to admission.  Transferable units completed at other institutions shall be included, as applicable, in the computation of the overall grade-point average and the major grade-point average.

Official determinations of acceptable credit and its application will be made by the Office of Admissions and/or the Office of the Registrar.

5.10 Transfer Credit for Undergraduate Students

5.1.1 Transferring Credit from Community Colleges 

A maximum of 70 semester units earned in a community college may be applied toward the baccalaureate degree, with the following limitations and stipulations:

1. No upper-division credit may be allowed for courses taken in a community college;
2. Students who transfer in with general education certification are still required to complete at least 9 units of upper-division general education coursework in residence at ÐÔÊӽ紫ý;
3. Any course taken at a California community college can substitute for general education breadth requirements and lower-division requirements, if the course is approved as equivalent to the appropriate ÐÔÊӽ紫ý course. Students with more than 70 transferable units from community colleges will get subject matter credit for all such courses, but no more than 70 units will count toward degree units.

5.1.2 Transferring Credit from Four-Year Institutions

Transfer credit for coursework completed while in non-matriculated status (e.g., taking courses through Open University) is limited to 24 units.

While there is no maximum limit of units that may be transferred between regionally accredited four-year colleges, there are additional residency requirements that must be fulfilled to earn a degree. Students should consult the University Catalog and speak with an academic advisor to determine their obligation.

5.1.3 Transferring Credit from Prior Learning Experiences

Award of transfer credit for prior learning (e.g., military service, or completion of Advanced Placement and/or International Baccalaureate programs) is guided by the Academic Credit and Assessment Policy.

5.20 Transfer Credit for Graduate Students

Transfer credit may be used toward a ÐÔÊӽ紫ý graduate degree under the following conditions:

1. The coursework must be determined to be relevant to the individual student's program by the graduate program coordinator;
2. The coursework must have been completed within seven years of the student's projected graduation date [9].

A maximum of nine transfer units (including any units from ÐÔÊӽ紫ý Extended ÐÔÊӽ紫ý, Open University, and/or Cal State TEACH) may be used toward a graduate degree.

5.2.1 Extension Credit in ÐÔÊӽ紫ý (applicable to state-side programs only)

Courses taken outside the of those required by the program through Extended ÐÔÊӽ紫ý are not normally used to fulfill the requirements toward a graduate degree. Students intending to take a course through Extended ÐÔÊӽ紫ý must request special permission from their graduate program coordinator to use the course toward their graduate degree. If approved, a maximum of nine transfer units may be used toward a graduate degree.

6.00 Leaves

There are two types of leaves available to students:  Informal Time Off and a Formal Leave of Absence.

While on a formal leave of absence, students are not eligible for any services from the University (except for maintaining the ÐÔÊӽ紫ý email account). Students are informed of registration information and deadlines for the term the students are to return to Cal State Monterey Bay via email.

6.10 Informal Time Off

Consistent with the Graduation Requirements and Catalog Rights Policy, continuing baccalaureate and credential-seeking students may choose to not enroll for one fall or spring semester in any one calendar year and still maintain their enrollment eligibility and any associated catalog rights.  Students who do not enroll for the following semester will be automatically granted one additional semester of informal time off.

Graduate students are not eligible for informal time off and must enroll every fall and spring semester (and summer, if required by the program) until the degree is awarded, unless on an approved formal leave of absence.

Students are strongly encouraged to consult with the Financial Aid Office before taking informal time off from the University or choosing not to enroll, as a period of non-enrollment may affect financial aid eligibility or status.

If the student does not return from their informal time off, they will lose their eligibility to enroll, their catalog rights, and will need to reapply for admission in order to return to ÐÔÊӽ紫ý.

6.20 Formal Leave of Absence

A formal leave of absence may be available to continuing, matriculated students who are eligible to enroll in courses at ÐÔÊӽ紫ý.  A formal leave of absence may be granted to students for a minimum of one semester, and up to a maximum of four total semesters.

To request a leave of absence, students shall submit a Leave of Absence Request Form to the Registrar at any time before the start of the semester for which formal leave is being requested.  This written request for leave must include the reason for the leave.

Students who are granted a formal leave of absence maintain certain rights and privileges ordinarily associated with continuing student status (i.e., catalog rights), even though not officially enrolled.  However, being on a formal leave of absence will not defer student loans, nor will it extend the maximum allowed time-to-degree for graduate students.

Students are strongly encouraged to consult with the Financial Aid Office before choosing not to enroll, as any absence may affect the status of their financial aid.

If the student does not return from a formal leave of absence, they will lose their eligibility to enroll, their catalog rights, and will need to reapply for admission in order to return to ÐÔÊӽ紫ý.

6.30 Maintaining Continuous Attendance for Graduate Students

A graduate student who has 1) advanced to candidacy, 2) completed the majority of required coursework, and 3) has the culminating experience or required field placements remaining must maintain continuous attendance each academic term until all requirements are completed. The culminating experience may include a thesis, project, comprehensive examination, capstone, portfolio, or other integrative requirement as defined by the graduate program.

If the student has completed the credits in the appropriate culminating experience and/or fieldwork courses as required by their program, or is unable to enroll for a reason substantiated by the program, the student must maintain enrollment through Extended ÐÔÊӽ紫ý in GRAD 699 (Continuous Enrollment) for one (1) unit.

GRAD 699 is reportable for enrollment purposes but does not apply toward degree requirements and does not count toward the total units required for the graduate degree. The purpose of this enrollment is solely to maintain continuous attendance and active status in the graduate program.

Registration in GRAD 699 must be completed no later than the enrollment census date for the term in which continuous attendance is required.  Students may enroll in GRAD 699 for no more than four (4) consecutive terms or six (6) terms total during a single degree program, provided that all degree requirements are completed within the applicable seven-year time limit [10].

Failure to maintain continuous attendance may result in inactive status and may require readmission to the program in accordance with University policy.

Students enrolled in fewer than four semester units should consult with Financial Aid and Campus Housing (if applicable) to determine the implications of their enrollment status.

7.00 Continuous Renewal

This policy shall be reviewed ten years from its effective date to determine its utility and appropriateness.  This policy may be reviewed before that time as necessary.

s/ Interim President Carlos Vargas

Effective Date: 8/21/2026

Certification of Process

Reviewed by: Matriculation Committee, Policy Facilitation Team, Enrollment Management and Student Affairs, ASEC, ÐÔÊӽ紫ýal Planning and Policy Committee, Post Graduate Studies Committee, Academic Senate, Associated Students, and Provost.     

[1]

[2]

[3]

[4]

[5]

[6]

[7]

[8]

[9]

[10] See section 3.00 of the Graduation Requirements & Catalog Rights and section 3.10 of the Academic Standing Policy