Expenses and Financial Aid

• Tuition and Fees, 2013-2014
• Explanation of Basic Tuition and Fees
• Other Fees, 2013-2014
• Student Accounts
• Refunds
• Financial Aid

Tuition and Fees, 2013-2014(Summer 2013, Fall 2013, Spring 2014)

Dual degree students in departments with different tuition schedules are charged the higher rate for their units, regardless of subject. A student is considered a dual degree student for the duration of the dual degree (i.e. until both degrees are completed). Information about other expenses, sample budgets, and borrowing options may be obtained from the Office of Student Financing.

Explanation of Basic Tuition and Fees

Claremont Graduate University reserves the right to change tuition and other fees at any time. New and returning students are required to pay the tuition in force in a given semester. All charges must be paid in full for completed terms before the student is permitted to register, receive their diploma, or receive official and/or unofficial transcripts.

Institutional Services Fee. This fee is required of all students, except those in executive management, and helps offset a small portion of the operating costs from the various nonacademic student services provided by the University. This fee is nonrefundable.

Continuous Registration Fee. Master’s students who are not enrolled in coursework for the semester must register for continuous registration during the registration period.  Payment of the continuous registration fee is mandatory until all requirements for the master’s degree have been met, including submission of the approved thesis or critique and payment of binding fees if the thesis is not submitted electronically. This provision applies equally to students not in residence.

Doctoral Study Fee. Doctoral students who are not enrolled in a unit-earning course or dissertation research must register for doctoral study during the registration period.  Payment of the doctoral study fee is mandatory until all requirements for the degree have been completed, including submission of the approved dissertation and payment of binding fees if the dissertation is not submitted electronically. This provision applies equally to students not in residence.

Auditor’s Fee. Auditing of courses with the permission of the instructor is available to qualified persons at a fee of $1,056 per 4-unit course or $528 per 2-unit course. Students enrolled in at least 12 units in the same semester may take up to 4 audit units at no extra charge. Art students must be enrolled in at least 15 units in the same semester to take up to 4 audit units at no extra charge. Executive management courses are not offered for audit.

Alumni. Alumni who have earned a degree from CGU and who are not currently enrolled in another degree-seeking program may register for courses with faculty approval. This policy does not apply to those who previously attended the University, but did not receive a degree. The alumni tuition cost associated with the course(s) taken is 50% of the regular per unit tuition rate and 100% of the institutional services fee. No alumni tuition discount is available for enrollments in excess of 12 units in a single semester.  Tuition cost is not associated with the department in which the course is offered or the discipline from which the alumnus/a graduated. Please see the “Special Programs ” section of this Bulletin for additional details.

Other Fees, 2013-2014

(Summer 2013, Fall 2013, Spring 2014)

Explanation of Other Fees

Admissions Acceptance Deposit. Students accepting CGU’s offer of admission must pay a $200 ($750 for Drucker School) nonrefundable deposit, which is credited to their student account and applied toward tuition.

Binding/Microfilming Fees. Binding and microfilming fees are waived when dissertations and theses are submitted electronically.  For paper submissions, binding and microfilming fees are due at the time of submission to the Registrar’s Office.

Diploma Replacement Fee.  Replacement of CGU diplomas lost or damaged or requested as a result of the graduate’s change of name.

Returned Check Fee. In those cases where one check is used to pay the tuition and fees of more than one student, this fee will be charged to each student account if the check is returned for any reason.

Student Accounts

The CGU Student Accounts Office processes payments and other support services related to a student’s account. Two options are available for payment of tuition and fees.

• Payment in full at the onset of the term
• Enrollment in a monthly payment plan through Academic Management Services (AMS)

Payments are accepted by cash, cashier’s check, money order, personal or corporate check, or wire transfer. Credit card payments, while not accepted in the office, may be made online. American Express, MasterCard, and Discover are accepted. Note that a convenience fee is charged for all credit card payments, but payment can also be made online free of charge by ACH or by electronic debit from a checking or savings account. Payments submitted online are confirmed by e-mail.

To ensure that students receive updated information on a regular basis, students are advised to check their student portals regularly. No paper bills are sent mailed, however, e-mail alerts are sent to remind students of billing due dates and to announce when invoices are available for viewing online.

Invoice data is a compilation of many different departments that utilize the student’s account as a way of charging or reimbursing a student. Tuition charges are assessed at the beginning of each semester regardless of the start date of the course. Students are responsible for the balance due on each monthly invoice. Any anticipated adjustment to a student’s account that is not reflected on the current invoice is not considered until the change is actually noted on the account. All payments must be received in the Student Accounts Office by the close of business on the first day of classes each semester to avoid a Late Payment Fee.

Disputes about items appearing on the student’s invoice must be submitted within 30 calendar days of the original charge using the Financial Policy Appeal procedure.  All disputes must be made in writing, providing appropriate documentation to support the appeal.

Monthly Payment Plan

Claremont Graduate University offers a monthly payment plan through Academic Management Services (AMS). Students may enroll each term online at www.TuitionPay.com/CGU. AMS accepts credit cards (American Express, MasterCard, and Discover), checks, and money orders. Students may also make payments to AMS via electronic debit from personal bank accounts. For additional information, please contact an AMS Tuition Pay Consultant at (800) 635-0120.

Delinquent Accounts

When a payment is not received by close of business in the Student Accounts Office by the designated due date, the account is considered delinquent. An account that becomes delinquent is subject to a monthly penalty fee of 1.5% of the remaining tuition balance, and a student’s registration may be cancelled until such time as the amount due and the penalty fee(s) are paid. No allowance is made for financial aid applications in process. In addition, loan disbursements for a future award year cannot be used to reduce a student account balance in a current award year.

Students whose accounts are not considered current are not eligible to register or to receive transcripts, grades, credential recommendations, or career services. Accounts must be paid in full before students will receive their diplomas. This applies equally to students who fail to repay, on or before established dates, loans granted or guaranteed by or through Claremont Graduate University, or to pay fees such as those incurred for graduate housing, student health services, campus security, library fines, etc.

Library Fines. Past-due library fines are charged to the student’s account by the library. All library fines must be paid in full before the student can continue checking out books. If the student returns the overdue book(s) to the library, the replacement cost of each book will be waived. However, the student may still be responsible for a nominal maintenance fee per book.

Company Reimbursement and Third-Party Sponsors

Students who receive complete or partial tuition support from their employer or third-party sponsor must submit a letter to the Student Accounts Office as proof of their participation in a tuition support benefit plan. Letters must be submitted on company or official agency letterhead at the time of registration and include all of the following items

• Scope of coverage - for example, “100% of tuition and fees” or “50% of tuition only”)
• Effective time period - If the letter reads “for the current term,” a new letter is required the following term. If the letter reads, “for the current school year,” a new letter is required the subsequent school year.
• Authorized signature - signed by the employer or HR representative

With a sponsor letter on file, students may defer payment for up to 90 days from the last day of the semester at no additional cost. After that point in time, late payment fees accrue on the student account until payment is received. The amount deferred is the anticipated payment that will be made by the company or third-party sponsor and may only be deferred if the company or sponsor requires the submission of grades before payment is made to either the student or Claremont Graduate University. If the tuition support is less than 100%, the remaining balance must be paid by the student, either in full at the beginning of the semester or by enrolling in the payment plan.

While individual students bear the ultimate responsibility for payment on their accounts, they may register for the current semester by paying or arranging payment for the portion of their registration costs not covered by an employer or sponsor. Should a student receive a grade of Incomplete, and, thus, not qualify for company reimbursement, the deferred tuition and fees for this course are still due within the 90-day time frame. No payment extensions are made beyond the 90 days.

In the event that a student’s company or sponsor defaults on an obligation to make payment on behalf of a student, the student is removed from the deferred payment plan and payment is due immediately. While students retrieve billing information online, separate itemized invoices are sent on behalf of students to third-party sponsors.

Refunds

The Claremont Graduate University policy for tuition refunds is consistent with federal regulations and standards for financial aid and higher education.  Refund schedules apply to all course change processes, including leave of absence and withdrawal from the University.

A $65 fee applies to enrollment changes (adds/drops) made after the date that no refunds are available for course changes. 

Refunds are calculated based on the date on which a completed Add/Drop Form is processed by the registrar’s office or an academic department. Refunds apply on tuition only. Fees are nonrefundable. In cases where a third party has paid an account on behalf of a student, the refund is made directly to the third party. However, if the third party provides written authorization to the Student Accounts Office allowing the excess funds to be disbursed to the student, the refund will be provided to the student after the initial add/drop period is completed.

Financial aid funds are refunded in accordance with the tuition reduction and federal policies. In certain cases, federal refund requirements may supersede the institutional refund policy. Recent changes in the federal student aid refund policy require that a schedule be used to determine how much federal financial aid the student has earned at the time of withdrawal when a student withdraws on or before the 60% point in a period of enrollment. In general, the University must calculate the amount of federal financial aid the student did not earn and return those funds to the appropriate federal aid program. After the 60% point in the period of enrollment, no refund is applicable. Since the federal refund policy does not directly correspond with the institutional policy, students should consult a financial aid counselor before initiating the withdrawal process in order to determine any potential liability owed by the student to the University.

The Student Accounts Office submits requests for refund checks each week. Refunds are only processed only after a credit has posted to the student’s account. Refunds to students whose accounts indicate an anticipated payment (e.g., company reimbursements, estimated loans, etc.) are not possible until the applicable transactions post. Refund processing requires approximately 10 business days. Students are responsible for ensuring that contact information–address, telephone numbers–are current in the portal to avoid delays in the receipt of financial and other University correspondence.

Contact Us

If you have any questions, please feel free to contact the student accounts staff at student.accounts@cgu.edu or (909) 607-2613.

Financial Aid

Professionals trained to help students obtain financial aid from federal and private funding sources are available at CGU. Because financial aid guidelines and programs change frequently, students should maintain regular contact with their financial aid counselors and read all official e-mails, student portal messages, and mailings distributed.

To be considered for all sources of federal aid, including the Federal Stafford Loan, the Grad PLUS Loan, and Federal Work Study, all students must complete the Free Application For Federal Student Aid (FAFSA) form. Applicants do not need to wait until they are admitted to begin applying. The deadline for priority consideration of federal funds is March 2. Early applications are strongly recommended. Applicants can apply via the web by visiting www.fafsa.ed.gov. CGU’s federal code is G01169.

Financial aid programs may be changed at any time. Financial aid recipients are expected to comply with institutional and financial aid policies listed in this publication. Current information is available on the financial aid website.

Federal Stafford Loan

Federal Stafford Loans are low-interest loans available to eligible borrowers to assist with costs related to their education and are insured by the federal government. Effective July 1, 2012, Stafford Loans are unsubsidized with a 1% origination fee deducted from the loan proceeds prior to disbursement.  This fee is charged by the Department of Education/Direct Lending. The interest rate is fixed at 6.8%.  Repayment begins six months after the student’s last semester of enrollment or after the student ceases to be at least half-time. The minimum monthly payment is $50, but may be higher depending on the amount borrowed.

Grad PLUS Loan

The Grad PLUS Loan is available for students to help cover costs not met by other forms of aid. Annual amounts are based on the student’s budget, set by the Office of Financial Aid, less any aid received. An origination fee of 4% is deducted from the loan proceeds prior to disbursement.  This fee is charged by the Department of Education/Direct Lending. The interest rate is fixed at 7.9%. Repayment begins 90 days after the student’s last semester of enrollment or after the student ceases to be at least half-time. Information and applications are available on the financial aid website. 

Federal Work Study

This need-based program is designed to provide jobs to help students with educational expenses. Hourly pay rates vary depending on the individual employer and the type of work performed. A determination of eligibility for federal work study does not guarantee a job, but qualifies the student to interview for available positions both on and off-campus.

Satisfactory Academic Progress (SAP)

Federal regulations require institutions of higher education to establish minimum standards of satisfactory progress for recipients of financial aid. These standards must equal or exceed the academic standards for students not receiving federal financial aid. In keeping with these regulations, CGU has established the following provisions governing satisfactory progress. Programs governed by the progress requirements are Federal Stafford Loans, Grad PLUS Loan, Federal Work Study, and any other aid programs requiring a progress standard (see chart.)

Incompletes. For both doctoral and master’s students, a maximum of two incompletes grades are permitted at any one time. Students who exceed this limit are considered making unsatisfactory progress and are placed on financial aid probation. This requirement is waived only for those students with incompletes in Master’s Critique, Master’s Thesis, or Dissertation Research.

Financial Aid Probation.  Students who do not maintain a minimum GPA of 3.0 or who do not complete the minimum number of units for which he/she has been funded, including excessive incompletes, are placed on financial aid probation for one year. All deficiencies must be cleared and current progress standards must be met during the financial aid probation period.

Financial Aid Suspension.  Students who continue to be deficient after the specified financial aid probation period are placed on financial aid suspension until all deficiencies are cleared.

Financial Aid Disqualification.  Students who exceed the maximum time limit are disqualified from receiving federal and state aid.

Withdrawals and Leaves.  Semesters in which the student withdraws from CGU prior to receiving financial aid are not counted toward the maximum time limits noted above. Similarly, all leaves of absence do not count toward the maximum time limit. Research leaves are intended to assist students in making progress toward their degrees and are therefore counted toward the maximum time limit.

Appeals.  Students who wish to appeal ineligibility for financial aid due to unsatisfactory progress must do so in writing, providing reasons for why the minimum academic requirements were not met and why aid should not be suspended. Guidelines for appeals are available from the Financial Aid office. Upon review of the appeal, students are notified of the disposition and whether an exception to the policy has been approved. The student’s past academic record and any mitigating circumstances that might have prevented the student from meeting the minimum academic requirements are considered.

Alternative Loans

Applications for private, credit-based, educational loans are available from the Financial Aid office. Interest rates vary, and are normally tied to one of the market indicators, plus additional points. Guarantee fees and terms of repayment also vary depending upon credit rating. More information on these loans can be found on financial aid website.

Fellowships/Institutional Aid

CGU awards fellowship aid on the basis of merit and the recommendation of the departmental faculty to support distinguished students in their degree programs. The University may also consider other factors in addition to merit in awarding aid. Most frequently, institutional support is granted in the form of a tuition fellowship, although some stipends and assistantships are awarded. Money for fellowships comes from the general fund of the institution, the generosity of private donors, foundations and corporations, and from endowment income. A listing is provided in the Fellowship Funds  section of the Bulletin. Students interested in fellowships should discuss available options with their departments or programs.

A limited number of merit fellowships are awarded to outstanding students in each of the doctoral granting programs and include full tuition plus a stipend. Most awards are for partial tuition fellowships and are very competitive. The potential for renewals of fellowships is competitive, contingent upon availability of funds and academic performance.

• February 1 is the priority deadline for completed applications for all fellowship awards for both new and continuing students. January 15 is the deadline for students interested in psychology. New students desiring fellowships should complete the appropriate forms.
• Preference is given to students with full graduate standing. Students with conditional standing are ineligible.
• Continuing students desiring fellowship aid must complete the application available from their departments or programs.

Teaching and Research Assistantships. These non-need based awards are compensation for specific services and are generally allocated by the various fields to advanced students. Assistants may be placed at CGU or at one of the other Claremont Colleges or affiliated institutions. Assistantships are generally available in all fields of study, though award amounts vary. Workloads are normally between eight and 15 hours per week. With the exception of federal work study, full-time assistants may not engage in other activity for pay but may accept fellowship awards. The application procedure, deadline, and announcement date are the same as for the CGU fellowships.

Traineeships. Traineeships are connected to research and are open to new and continuing students. Students in botany are expected to undergo a traineeship program in conjunction with their academic work during the first two years of study. The application procedure, deadline, and announcement date are the same as for the University fellowships.

Associateships. Associateships may be granted to students serving as administrative assistants or acting in a supervisory capacity. Several faculty associateships are available to students in education who are selected to supervise in the Teacher Education Internship Program. The amounts of the associateships vary. Application should be made through the director of teacher education.

Residence Assistantships. Pomona and Pitzer Colleges employ CGU students as residence assistants for specific managerial functions in the undergraduate residence halls or the Oldenborg Language Center. Positions as residence assistants, advisors, and managers are open to graduate students in all fields.

Oldenborg Center language assistantships are open to students in all fields who are native speakers of French, Spanish, German, Russian, or Chinese. Assistants live in Oldenborg, a coeducational residence hall for students of modern languages and international relations, and cooperate with the center director and language faculty to carry out the center’s program.  A stipend is paid to the assistant. International students and others interested should write to the Director of Oldenborg Center, Pomona College, 350 College Way, Claremont, CA 91711-6334.

At Pitzer College, hall director positions are available to part-time graduate students and/or spouses of full-time graduate students. The hall director is housed in a comfortable apartment and receives a stipend. Room and board is provided for the hall director and spouse. Additional details are available from the Dean of Students, Pitzer College, Scott 128, 1050 N. Mills Avenue, Claremont, CA 91711-6110.

An interview is desirable for all residence hall positions, and in some cases, it is required. For some positions, a student must take a reduced load of coursework.

Additional Financing Information

Graduate APLE. The Graduate Assumption Program of Loans for Education (Graduate APLE) provides loan assumption benefits for students who are pursuing a recognized graduate degree and intend to become a college-level faculty member at an accredited California college or university. Students are awarded up to $2,000 per year for up to three years of teaching service.  Application procedures and deadlines are available at the California Student Aid Commission website. 

Bureau of Indian Affairs. Students who are certified by a tribal agency to be at least 1/8 American Indian may be eligible for a grant from the Bureau of Indian Affairs (BIA) and/or their tribal agency. Information and applications are available from the BIA and the specific tribal agency.

Veterans’ Education Benefits. CGU is an approved institution for veterans’ education benefits. Veterans entitled to benefits must initiate procedures by contacting the Financial Aid office prior to the date of intended enrollment. All transfer credit is evaluated prior to certification. Information is available on the financial aid website.

Outside Scholarships. Many private groups offer scholarships and grants for graduate students.  Information is available on the financial aid website.