Registration Regulations

Students must register on the dates specified in the academic calendar. Students are not registered until they have both

• enrolled in an approved list of courses, and
• are current with the Bursar’s Office. All undergraduate students with an outstanding Bursar’s bill balance of $300 or more and graduate students with a Bursar’s bill balance of $1,500 or more will have a hold placed on their registration for the subsequent quarter the day before online registration opens. The hold will be released once students have paid their bill in full or worked out a satisfactory payment plan with the Bursar’s Office.

Any student who has not completed both parts of registration within one week after the first day of classes will be removed from the Institute rolls.

Students are required to maintain continuity of registration until the requirements for the Bachelor of Science degree are fulfilled, except in the case of an approved undergraduate student leave. All changes in registration must be reported to the Registrar’s Office by the student prior to the published deadlines. No credit will be given for a course for which a student has not properly registered. Registration for added courses is complete when a student registers for the course on REGIS or sends a written request to the Registrar’s Office with the proper advisor and instructor approvals. A course is considered dropped when a student drops the course in REGIS or notifies the Registrar’s Office in writing.

A student may not add a course after Add Day or withdraw from a course after Drop Day, without the approval of the Undergraduate Academic Standards and Honors (UASH) Committee. The responsibility for registering or dropping courses (in REGIS or by direct communication with the Registrar’s Office) is on the student. Failure to fulfill the responsibility because of oversight or ignorance is not sufficient grounds to petition for permission to drop or add courses after the deadline. In cases where the late addition of a course would have put the student in a position of overload by Add Day of the term concerned, the student must also obtain an approved retroactive overload from the dean or associate dean of undergraduate students. A grade of F will be given in any course for which a student registers and which they do not either complete satisfactorily or drop.

Students who do not attend the first class of the term will be automatically dropped from the class. Students who notify the instructor in advance of their inability to attend the first class may remain enrolled in the class at the instructor’s discretion.

Students will be assigned first-year advisors, and later option advisors, who will guide students to resources about the curriculum, graduation requirements, and academic policies and procedures. With the guidance of their advisors, students will develop an educational plan for successfully achieving their goals and select courses each quarter to progress toward fulfilling that educational plan. Undergraduate students are required to meet with their advisor at least once a year, but are encouraged to do so more often. Failure to meet at least once prior to the start of spring term will result in a hold placed on the student’s record which will prevent them from registering online.

Qualified undergraduate students who are regular students at the Institute are permitted to engage in research or reading during the summer, but in order to receive academic credit the student must have the approval of their division and must complete the registration process for such summer work before June 1. Any requests to add research after June 1 must be submitted as a Late Add petition to the Undergraduate Academic Standards and Honors Committee (UASH) as well as be approved by the Division Chair. An undergraduate may not receive payment for research carried out for academic credit. Students who are registered for summer research or reading will not be required to pay tuition for the units. A student may apply up to 18 units of summer research per summer and 36 units in total toward Institute graduation requirements.

Students achieve formal separation from the Institute by filing a completed undergraduate student leave form. A student who leaves the Institute at any time during the term without filing a formal undergraduate leave form will not be considered withdrawn. Any grades reported by instructors will be recorded on the official transcript, and the grade of F will be recorded for all other courses. A student who is absent for a term (or longer), without an approved undergraduate student leave must petition for reinstatement to return to the Institute.

The effective date of a withdrawal is entered by the undergraduate deans. When the withdrawal occurs after Add Day of any term, a W (standing for "withdrawn") will be recorded on the student's transcript for all courses in which the stu­dent is enrolled. A grade of W is not included in the computation of the student's grade-point average.

Students on leave for any reason are not considered enrolled during the leave period and therefore do not enjoy all the rights and privileges of enrolled students. They also have limited access to Caltech's educational activities, programs, and services. They may not attend classes or labs, live or stay in Institute housing, retain leadership positions, or access certain student resources, including Student Wellness Services or Residential Experience activities or programs during their leave. They also may not obtain employment or do volunteer work on campus. For a detailed list of privileges that may be accessed while on leave, please consult the Undergraduate Deans’ website. The expectation is that while unenrolled, students are wholly separated from campus. The dean or designee may also require that unenrolled students apply for permission in advance of visiting campus.

When discussing a leave with a dean, a student may request an exception to this general policy and fill out the “Permission to Participate while on Leave” Form: https://deansoffice.wufoo.com/forms/request-to-participate-while-on-leave/. Failure to gain a dean’s permission to be active on campus or accessing resources inconsistent with those requested in the petition, will be considered when a student on any type of leave applies to return.

Career Achievement, Leadership and Exploration (CALE) is, by default, open to all students who have not been permanently separated from the Institute, regardless of leave or enrollment status, unless otherwise revoked by the Director of CALE or the deans' office.

Students on leave may consult with their advisor and otherwise plan for their academic future; however, they will not receive credit for auditing courses. Students who are on leave are still subject to all Institute policies, including the Institute Sex- and Gender-Based Misconduct Policy. Violations of policy while on leave may affect a student's eligibility to re-enroll.

A student may request a voluntary leave of absence for personal reasons (personal leave) by submitting a written petition via completion of the undergraduate student leave form. International students should consult with the International Student Programs Office regarding visa implications prior to submitting the leave petition.

The deans may grant a personal leave provided (a) the student is in good standing, in other words does not have to meet special academic or disciplinary requirements as a result of reinstatement, (b) the leave is for one year or less, although special circumstances can be considered for a longer leave, and (c) the leave extends over a period that includes at least one full term. Leaves will not be granted retroactively and must be filed by the last day of classes of the term.

While on personal leave, undergraduate students should not accept employment, start or run a business, or engage in any activity inside or outside of the Institute that creates a conflict of commitment with their full‐time, degree‐seeking status. To help ensure adherence to this requirement, the Undergraduate Deans' Office may ask students seeking personal leave to disclose all external funding (including fellowships and awards) or employment (part or full time) intended to support any outside activities while on leave.

Students who elect to take a personal leave while involved in pending conduct processes will be expected to participate in the pending conduct process until its completion. However, the Deans’ Office may excuse students from participation while on personal leave if extenuating circumstances justify the pause.

A petition to return from a personal leave should be submitted six (6) weeks before the first day of the term for which the student intends to return. Return from a personal leave is subject to the approval of the Deans' Office.

Medical leaves are meant to address both short-term and long-standing medical conditions, including either physical and/or mental health issues.

If an undergraduate student’s medical needs are greater than their ability to meaningfully participate in their Caltech education, students are encouraged to work with their health care providers to decide whether a leave of absence is required, or if reasonable accommodations can be made to support the student’s continuation in their academic program.

This process may include releasing medical information to Caltech’s Wellness Services and/or accessibility staff to collaborate on support plans. These plans will address the needs of the student, as well as considerations of the campus community. This cooperation is especially encouraged if a student experiences a medical crisis, such as a hospitalization.

Students may petition for a medical leave of absence by submitting a written petition via completion of the undergraduate student leave form. International students should consult with the International Student Programs Office regarding visa implications prior to submitting the medical leave petition.

The duration of a medical leave should be determined primarily by the student's improvement in treatment. In general, however, medical leaves are expected to include at least one full term.

The Institute may impose conditions on return from a medical leave, which may include confirmation from the student's health care provider that the student is following the recommended course of treatment, the student's consent for the provider to discuss the student's condition or progress during the leave with Caltech officials, including representatives of Student Wellness Services and the Deans' Office, and an independent evaluation of the student's readiness to return by a qualified medical professional. Any conditions of return will be specified at the time of the leave approval.

To request a leave, a student can take the following steps:

1. Submit the leave form.
2. The student should then meet with either:

• The Medical Director of Health Services or designee (for leaves related to medical conditions), or
• The Clinical Director of Counseling Services or designee (for leaves related to emotional, psychological, or psychiatric conditions).

This meeting is to help the student make plans for their treatment during their leave, to discuss the need for any conditions placed on the leave, and to answer any questions the student has about the leave process. After this meeting, the student should give written consent for the Director to communicate their recommendation to the Deans' Office by filling out the release of information and records consent form available on the Student Wellness website.

The Dean or designee may then authorize the medical leave.

It is the expectation that a student on medical leave will focus on managing the condition(s) that precipitated the leave. Any impending or ongoing conduct processes will ordinarily be suspended while a student is on medical leave, unless the student requests otherwise in writing, and their medical provider agrees it is appropriate. However, in some cases, the Title IX Coordinator and/or the Undergraduate Dean or designee may determine that the case cannot be paused.

This requires the following steps:

1. Submitting a completed Return from Medical Leave form to the deans.
2. Signing a release of information form authorizing any treatment providers to communicate with Caltech, including representatives of Health and Counseling Services to determine the student's readiness to return and recommendations for reasonable accommodations. This form is available on the Student Wellness Services website.
3. Submitting a provider recommendation form to either the Medical Director of Student Health Services or the Clinical Director of Student Counseling Services, or their designee. The student's healthcare provider should fill out this brief form to summarize their work together; to outline any progress the student has made in treatment; and to state any recommendations for returning to the Institute. This form is available on the Student Wellness Services website.
4. After Student Wellness Services has received the provider recommendation form, the student should schedule a meeting with either the Medical Director of Health Services or designee (for leaves related to medical conditions), or the Clinical Director of Counseling Services or designee (for leaves related to emotional, psychological, or psychiatric conditions). In this meeting, the student and the Director will discuss their healthcare provider's recommendations and will discuss the need for any continued treatment. The student should sign a release of information form allowing the Director to communicate a summary of this meeting to the deans. This form is available on the Student Wellness Services website.
5. Final approval of the petition is the responsibility of the dean or designee.

A student returning from a leave for medical reasons will maintain the same academic standing that they had previously - i.e., if on academic probation, the student will remain on probation upon return from leave.

Consistent with Caltech policy and the requirements of Title IX, students who are unable to complete their coursework or other course of study for a period of time due to a pregnancy, childbirth and related medical conditions are eligible for a medical leave of absence. Students who are pregnant or who have recently given birth are also eligible for reasonable accommodations.

A pregnant student who wishes to take a medical leave should submit a completed after obtaining a recommendation from the Medical Director of Health Services. Medical documentation from the student's treating medical provider is required.

The Institute also provides reasonable accommodations to pregnant students consistent with federal and state law. Reasonable accommodations may include allowing pregnant students to maintain a safe distance from hazardous substances, allowing them to make up tests and assignments that are missed for pregnancy-related reasons or excusing of absences that are medically necessary.

An enrolled student in good academic standing who chooses to take a leave of absence because of the birth of his or her child may request a bonding leave by submitting a completed petition form for approval.

The dean or designee may determine that it is necessary to place a student on an involuntary leave in a variety of circumstances, including when a student demonstrates behavior that poses a threat to health or safety, causes significant disruption to the Caltech community, for the personal safety or welfare of the student involved, as an interim measure, or as a result of a disciplinary action.

The dean may impose an involuntary leave in appropriate circumstances, such as where a student's behavior: (1) has, or threatens to, cause significant property damage; (2) significantly disrupts the Caltech community; (3) presents a substantial risk of harm to self or others; (4) indicates the student is unable or unwilling to carry out self-care obligations; or (5) violates a Caltech policy or the honor system. An involuntary leave also may be imposed when that the student requires a level of care from the Institute community that exceeds reasonable accommodations, resources and/or staffing that the Institute can reasonably be expected to provide.

A student placed on any type of involuntary leave is expected to remain away from campus during the duration of the leave. Requests for an exception to this policy should be discussed at the time of the leave decision, and a “Petition to Participate While on Leave” must be approved prior to any such participation. Failure to gain permission, and consequently being active on campus, will be taken into consideration when a student on involuntary leave applies to return.

In making an informed decision to place a student on involuntary leave in such circumstances, the dean will conduct an individualized assessment and consider relevant information including information provided in a timely manner by the student. If the conduct has been the subject of an investigation under an Institute process or procedure, the dean will consider the findings and conclusions reached in that process.

The dean may consult with other Institute personnel, including but not limited to, security and residential life personnel, staff, faculty, and other individuals or departments. If appropriate and feasible, the dean may seek cooperation and involvement of parents or guardians of the student.

Medical information, including medical information provided in a timely manner by the student, may be considered if the behavior is associated with a physical or mental condition. In appropriate cases, the dean may consult with the director of Wellness Services, or designee, and/or require a physical or mental evaluation from a health professional if the dean believes such an evaluation is necessary to make an informed decision. Students are expected, if necessary, to sign a release of information to facilitate discussions between Caltech and the health professional conducting the evaluation. The dean will also consider whether relevant risk factors can be eliminated or reduced to an acceptable level through reasonable accommodation.

The student will be advised in writing of the decision to impose an involuntary leave. The dean may stipulate conditions that must be met before the student may return. An involuntary leave may be a permanent separation from the Institute (i.e. expulsion); for a specific duration or until certain conditions have been met. If the involuntary leave is not a permanent separation, the student will be advised of the length of the leave and/or any conditions for return.

If, given available evidence, the Dean determines that a student's continued presence on campus is likely to pose an imminent and substantial risk to the safety and well-being of the student or the Caltech community, the Dean may place the student on an Emergency leave before a final determination about the student’s ability to remain a member of the campus community is made. An Emergency leave is an interim restriction upon the student’s ability to be on the Caltech campus, to attend classes, and to participate in Caltech activities and programs. The student will be informed of the Dean’s decision in writing.

While the student is on Emergency leave, the Dean will engage in the interactive, individualized assessment process described in the Involuntary Leave policy, to determine whether the student should continue on Involuntary leave.

A student on involuntary leave will not be allowed to return until the dean makes a fact-specific assessment of the circumstances, considers relevant risk factors, and concludes that the student does not pose a significant disruption to the functioning of the Institute community and/or does not pose a substantial risk to the health and safety of the student or others. The dean will consider relevant information, including information provided by the student. In cases where a student has a physical or mental condition associated with the behavior triggering the leave, the dean will also consider whether the relevant risks can be eliminated by a reasonable accommodation. The student will be notified in writing if the dean determines that the student will not be permitted to return from a leave or will be permanently separated from the Institute.

A decision by the dean to place a student on involuntary leave may be appealed in writing within seven days to the vice president for student affairs (or designee). Grounds for an appeal are limited to the following: 1. New evidence that was not available at the time of the investigation that would impact the outcome of the matter; 2. A remedy imposed by the dean that is disproportionate to the circumstances; 3. A procedural error that would impact the outcome of the matter. Should an appeal be submitted, the vice president of student affairs will review the appeal and render a decision in writing. If an appeal is not submitted within seven days of the receipt of the notification letter, the decision communicated in the letter is final.

In cases when a student becomes ineligible to enroll due to egregious conduct violations that result in disciplinary suspension or expulsion, the suspension will be notated on the student’s transcript. Examples of egregious conduct violations are violations of the Honor Code Handbook or Institute policies that include criminal offenses (homicide, sexual assault, aggravated assault, theft, arson, manufacture and distribution of controlled substances, destruction/damage to property); violations of the Violence Against Women Act (domestic or dating violence, stalking); and criminal arrests (weapons violations, drug abuse violations). Students who withdraw from the Institute without resolving a pending disciplinary matter will also receive a transcript notation. Upon conclusion of the appeals process, notations will be added to the transcript as follows: Suspension (Disciplinary); Permanent Separation (Disciplinary); or Withdrawal with Conduct Charges Pending.

On request by the student, Caltech may remove from a student’s transcript a notation of suspension if:

(1) the student becomes eligible to reenroll at Caltech; or

(2) the Institute determines that good cause exists to remove the notation.