Policies

International Baccalaureate/Advanced Placement Credit Policies

Some programs offered through the College of Arts and Sciences accept credit for IB (International Baccalaureate) courses and/or AP (Advanced Placement) exams if they meet specific criteria as listed.  Students who want to know if their AP or IB credit will be accepted should contact the Office of Evaluation and Advisement in Room ADM 128 or contact their academic advisor. 

Official transcripts indicating the completion of IB coursework and/or official copies of AP exam scores from the College Board need to be submitted in order to receive college-level credit.

Students can submit copies to us directly through College Board (our school code is 001694). Alternatively, you may have official copies mailed to:.

Office of the Registrar ADM 128

registrar@csu.edu

Chicago State University

9501 S. King Dr

Chicago, IL 60628

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, business processes, 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: 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.

Policy on Family Educational Rights and Privacy Act of 1974 (Notification to Students)

CSU, in full compliance with the Family Educational Rights and Privacy Act of 1974, shall make educational records available to students upon request. Likewise, in accordance with the law, individually identifiable educational records will not be released to other than authorized individuals without written consent of the student. Students have the right to file complaints with The Family Educational Rights and Privacy Act Office (FERPA) concerning alleged failures by the institution to comply with the Act. The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:

• The right to inspect and review their education records within 45 days of the day the University receives a request for access. Students should submit to the Registrar, dean, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
• The right to request the amendment of the student's education records that the student believes are inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
• The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, collection agent or other service provider - such as the National Student Clearinghouse; a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the University may disclose education records without consent to another school in which a student seeks or intends to enroll.
• The right to file a complaint with the U.S. Department of Education concerning alleged failures by State University to comply with the requirements by FERPA.

CSU considers the following categories to be directory information, and, as such, may release it to any or all inquirers in such forms as directories or computer address lists:

Students who do not wish this information to be released may prevent such release by submitting this form to prevent the disclosure of directory information. 

Comments or suggestions? Contact us: registrar@csu.edu

The University has policies for both students regarding calls to active military service. Refer to the Institutional Policy Manual. Students are allowed to withdraw from the University and be allowed to re-enroll. Arrangements for refunds, loan or grant repayments should be addressed by the Office of Financial Aid. The Office of the Registrar handles all other academic matters. Students should notify both offices immediately upon receiving an official call up notice.

Periodically students must interrupt their enrollment due to extenuating circumstances.  Allowing students to take a leave of absence (LOA), provides student with the opportunity to return to the University under the rules and policies in effect when they left.  It also allows the University the opportunity to counsel students about the required actions to return upon the end of the leave.

A leave of absence (LOA) is a temporary interruption in a student’s program of study and refers to the specific time period during a program when a student is not in attendance.   A LOA, together with any additional leave of absence, must not exceed a total of 180 days in a 12 month period. The 12 month period begins on the first day of the student’s initial LOA.  All student requests for a LOA must be submitted in writing, signed and dated.    Please refer to the University website for process and procedures in requesting a leave of absence.

CSU offers a priority registration week, allowing certain student populations to register in advance of others.

Registration for:

• Summer and Fall open the 1^st Monday of April
• Spring opens the 1^st Monday of November. 

Although the dates change each year, this is an outline of the priority registration schedule each term:  

Registration Begins	Student Groups/Levels
Monday	Professionals (PR) Doctoral (DR) Graduates (GR) Second Bachelors Athletes Honors College Veterans
Monday	Seniors
Tuesday	Juniors
Wednesday	Sophomores
Thursday	Freshmen
Friday	Students-at-Large; all students

Policy

Students are awarded Title IV aid with the assumption that they will complete the entire period (semester) for which the assistance was provided.  The Higher Education Act of 1965, as amended, requires students to earn Title IV funds on a pro rata (in proportion) basis.  When students cease enrollment in all cases after the period begins, the U.S. Department of Education requires schools to determine if such students earned all the aid they received or if additional aid must be paid based on attendance.

Formula

CSU’s responsibility is to determine the amount of Title IV aid assistance that the student earned as of the date enrollment ceased (withdrawal date).  The Federal Return of Title IV funds formula dictates the amount of Title IV aid that must be returned to the Federal government by the school within 45 days of the student’s notification date or the date that CSU determines the student’s enrollment ceased.

Statement

Chicago State University complies with the Illinois Student Debt Assistance Act (110 ILCS 66/30), which governs the withholding and release of student transcripts and diplomas in cases involving outstanding student debt. The University is committed to ensuring students and former students maintain access to their academic records in accordance with State law while preserving institutional compliance and financial accountability standards.

Eligibility for Transcript and Diploma Release

Chicago State University will not withhold official transcripts or diplomas as a means of debt collection in violation of applicable law. Students and former students may request release of their transcript or diploma regardless of outstanding institutional debt, except where otherwise permitted under State or Federal law. Students remain responsible for resolving any outstanding financial obligations owed to the University.

Request Procedures

Students and former students may request official transcripts through the University’s designated transcript request system or by contacting the Office of the Registrar if assistance is required.

To Order Transcripts Visit This Link!

Office of the Registrar
Chicago State University
9501 South King Drive
Chicago, Illinois 60628
Phone: (773) 995-2517
Email: registrar@csu.edu

Website: https://www.csu.edu/registrar

Complaint Procedures – Step 1: Institutional Review

Students or former students who believe they were improperly denied access to an official transcript or diploma, experienced an unreasonable delay in release, received inconsistent information regarding eligibility, or believe the University did not comply with the requirements of the Illinois Student Debt Assistance Act may submit a formal complaint for institutional review.

Complaints should first be submitted to the Office of the Registrar, which serves as the designated institutional administrator responsible for transcript and diploma release compliance oversight.

Designated Institutional Administrator:

Luis Alonso Barahona, Jr, University Registrar
Office of the Registrar
Chicago State University
9501 South King Drive
Chicago, Illinois 60628
Phone: (773) 995-2517
Email: registrar@csu.edu

The Office of the Registrar will review the complaint, evaluate compliance with University policy and applicable law, coordinate with relevant offices as necessary, and provide a written response or resolution within a reasonable timeframe.

Complaint Procedures – Step 2: External Complaint Option

If the student or former student believes the matter has not been adequately resolved through the institutional review process, they may submit a complaint to the Illinois Attorney General’s Student Loan Ombudsperson for further review or guidance regarding their rights under applicable law.

Illinois Attorney General – Student Loan Ombudsperson
Office of the Illinois Attorney General
115 South LaSalle Street
Chicago, Illinois 60603
Phone: 1-800-386-5438
Email: studentloanombudsman@ilag.gov

Website: Visit the website here

Institutional Compliance and Oversight

The Office of the Registrar is the designated authority responsible for ensuring compliance with the Student Debt Assistance Act as it relates to transcript and diploma release. Chicago State University conducts periodic review of its policies and procedures to ensure continued compliance with State and Federal regulations governing student academic records.

Effective Date

Effective Academic Year: 2025-2026
Last Updated: February 2026

Responsible Office: Office of the Registrar 

The Federal assistance programs for which Title IV funds are returned include:  Pell Grant, Supplemental Educational Opportunity Grant, TEACH Grant, Iraq and Afghanistan Service Grant, Federal Perkins loan, Direct Graduate Plus loan, Direct Parent Plus loan, Subsidized Direct Stafford loan, and Unsubsidized Direct Stafford loan.

In accordance with the Illinois Truth in Tuition Act 110 ILCS 675/20-125, each new undergraduate class of students (i.e. first-time Freshman and Transfer students) will have their tuition rate held constant for six years. The guaranteed rate will remain in effect for six years or until the student reaches 120 credit hours, whichever comes first (unless a major or program exceeds the 120 hr requirement). The guaranteed rate will remain in effect except in the event of a break in enrollment of no more than one years (i.e. two semesters, excluding Summer school).

Click here for more on our current tuition rates. 

CSU is a non-attendance taking institution and as such withdrawal dates are determined in two ways:

• Through a student-initiated withdrawal (official)
• Through a CSU administrative withdrawal (unofficial)

The student-initiated withdrawal occurs when the student notifies CSU of his/her intent to withdraw.  Administrative withdrawal occurs when CSU determines that the student is no longer enrolled based on a variety of reasons such as (but not limited to):  a student’s lack of academic activity, failure to establish academic activity at the beginning of a new term, student dismissal due to disciplinary reason or failure to pay tuition.

The initial amount of Title IV aid assistance earned is based on the number of calendar days that the student was enrolled within the semester.  During the first 60% of the enrollment period, a student earns Title IV funds in direct proportion to the length of time he/she is enrolled. The initial percentage of aid earned is determined by the total number of calendar days completed in the enrollment period (from the start of the semester through the date student initiated withdrawal), divided by the calendar days in the semester. Scheduled breaks of five or more consecutive days are excluded.

For more information on Return of Title IV please refer to csu.edu.

Office of Records and Registration
Cook Administration Building - Room 128
9501 South King Drive
Chicago, IL 60628-1528
Phone: (773) 995-2517
Fax: (773) 995-3618

Questions, comments, suggestions?
Contact us: registrar@csu.edu