Forms

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Students inform LMU of their intent to graduate by submitting an application for a degree; the University does not submit applications for students. All applicants file for a degree in the term in which they expect and qualify to graduate.

Want a refresher on the graduation process at LMU?

To earn a degree from LMU, your degree audit must show all requirements as MET - or in progress which presumes successful completion. Do not wait to file adjustments; you should take the initiative and speak to your advisor/program director to take the appropriate steps. It is your responsibility to ensure your audit is correct - do not rely on others to address these problems or promise to submit adjustments on your behalf.

• Undergraduate degree requirements
  • Second baccalaureate degree requirements
• Graduate degree requirements

You do not have to earn your degree in the Spring term to qualify to participate in the commencement ceremonies. Please read the policy concerning Participation in the Commencement Ceremony.

Student Record Name for Diploma

Remember, only legal names as found on your student record may be printed on the diploma; nicknames or unverified alternate names, e.g., a married or family name, are not accepted. To change your student name on record, submit a Change of Legal Name or SSN‌

Changes to Diploma Address after Submission

If you need to change your diploma address, submit an updated Application for Degree with the appropriate option checked or email commencement@lmu.edu prior to the order date. You may view both the diploma address and the order date on PROWL: Student Services > Student Records > View Degree Information.

After submission of this form, you will receive an email confirming the data you entered. Please allow a minimum of 10 business days for processing and then check your Degree Status on PROWL (Student Services > Student Records > View Degree Information).

Download Athletic Club Eligibility Roster.

LMU offers its students two ways in which to authorize access to student records data to a third party. See the options.

 

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Download Change of Program form

• This form allows you to declare (add), drop, or change elements of your program of study, e.g., changing majors, adding a minor, change a concentration, etc. If you are adding and dropping on the same form, you must obtain signatures from both Chairpersons/Directors. If, for example, you are adding a HIST minor and dropping the ENGL minor, the Chairpersons of both HIST and ENGL must be on the form. Incomplete forms will be returned to the student.

Undergraduate
Entering freshmen and transfer students are admitted to the University in their academic major of choice at application. A change of academic major or emphasis/concentration in the major within the same school or college may be limited by the availability of space within the requested major and requires the approval of the department chair and the Associate Dean of the College or School.

A student must also be signed out of the current major by obtaining the approval of the department chair of the current major as well as the Associate Dean of the College or School. If a student decides to change an academic minor, he/she must submit a Change of Program to the Office of the Registrar.

Changes in majors, which involve the changing of a School or College, may be limited by the availability of space within the school and/or the specific academic major. Students wishing to change colleges or schools must meet the respective admittance criteria and complete the application process specified by that College or School. The decision of the Associate Dean of the College or School is considered final. Upon acceptance into the new major, emphasis, or minor, the student must submit a completed Change of Program to the Office of the Registrar.

Graduate
Graduate students are admitted to a specific program consisting of a degree and major within a College or School. Graduate students who wish to change a degree program must apply for the new program through Graduate Admissions. A student who wishes to change from one emphasis/concentration to another within a program before completing a degree must request approval from the Program Director. Students must submit a completed Change of Program to the Office of the Registrar.

Download Course Challenge form

A student may request credit by examination for selected courses provided that the student meets all eligibility requirements of the course. It is the responsibility of the student to arrange for a credit by examination, including a faculty member willing to administer the challenge, as then approved by the course Chairperson and student’s Dean. A course may be challenged only once.

Undergraduate

• To challenge an undergraduate course by examination, a student must be regularly enrolled and a full-time student. Students may not challenge a course that is at a level more elementary than one in which they are currently enrolled or for which they have already received credit. Students may not challenge a course for which they have previously registered until a period of one year has elapsed from the time of their original registration in the course. A challenge examination once failed may not be repeated. 1000- and 2000-level courses in the Department of Modern Languages and Literatures may not be challenged.

Graduate

• If the student passes the challenge exam, that is equivalent to waiving the course requirement but not the total unit requirement for the degree. MBA students may challenge MBA core courses only during the first semester of enrollment.

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Requested information is to be used in accordance with FERPA. Students who have indicated that they do not wish their information released will not appear on the report. Data released is for the sole use of the requestor. Information may not be passed on to a third party, on or off campus. Once information has been released, the requestor is legally responsible for maintaining confidentiality.

This form documents course substitutions, rule waivers, and other adjustments as approved by your Associate Dean's Office.

Degree Audit Adjustment

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LMU alumni may order a duplicate of their original diploma at any time.

In keeping with federal law, only the student may request a duplicate diploma. The student must provide a copy of an official ID (US driver's license or a passport) using the attach button below. A duplicate diploma will not be issued without the required documentation.

A $25 fee is charged for each duplicate diploma. Diplomas are mailed to the address specified, and should be received in three weeks or less after the receipt of payment. Credit cards cannot be accepted.

Please print a copy of the confirmation email you will receive and it send with the $25 check or money order made out to Loyola Marymount University to:

Loyola Marymount Universty
1 LMU Drive MS 8325
Los Angeles, CA 90045-2659

Duplicate diplomas/certificates will bear the signatures of the current officials of the University.

Duplicate diplomas/certificates will not be issued if the student’s account has a hold.

 

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Once a student enrolls at LMU and/or turns 18, the student controls access to his/her record. Please consult the section on FERPA so you understand what you are withholding and why. Complete the form with a physical signature (keyboard signatures not allowed) and return it to the Office of the Registrar.

Non-disclosure of Directory Info

If an instructor is willing to offer you either an Independent Studies or Tutorial course, use this form to facilitate the request to have the course approved. Please ensure you understand the requirements of these courses. Independent or Tutorial Studies‌

Request to Inspect and Review Education Records

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The University uses the US Postal Service for its communications.

The Office of the Registrar may accommodate a request to send a diploma, transcript or other Registrar document using FedEx or UPS only (documents form other offices may not be included). To use this service, you must have a pre-existing account with either (other carriers are not allowed). Please fill the form out exactly as it is written; incomplete or incorrect submissions will not be processed.

Under normal circumstances, the processing and delivery for shipping occurs within one to three business days. Students should consult the websites of FedEx or UPS for delivery interruptions or blackouts.

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I. Leave of Absence
Complete the Leave form below.

A Leave of Absence (Leave) may be granted to a student who applies for a temporary break from studies for up to two years or four semesters. A student on a processed Leave retains their admitted status; however, they do not have the rights and privileges of registered students as they are currently not attending classes. A student on a Leave may complete LMU course work for which the grade of Incomplete was submitted in the prior term and must comply with the policies, including all deadlines, concerning a grade of Incomplete.

Current students who are uncertain whether or not to take a Leave from the University are strongly urged to contact their advisor and/or Academic Dean's Office. Graduate students should contact their Program Director.

A student taking a Leave for treatment of a physical or mental health condition which impairs a student’s ability to function safely and successfully as a member of our community is highly encouraged to contact the Student Affairs Dean’s Office to talk to a Community of Care (COC) Case Manager to discuss the reasons for the Leave. Malone Student Center 301 - (310) 338-3756.

A student may take a Leave from the University on or before the last day to withdraw from a term. A Leave in the current term cannot be processed if this deadline has passed. In this case, you should complete your courses and you will receive final grades in each. Your Leave will be processed after final grades have been posted, and take effect in the subsequent term.

Considerations:

1. Drop all courses in PROWL in the current and any future terms which have registrations.
2. Consult with the Dean’s Office, Financial Aid, Student Financial Services, and Student Housing (for residential students).
   1. Contact the Student Accounts Office to review your account and update any outstanding balances. Refunds are available based upon the University's for the term.
   2. If you are a resident student, consult the Student Housing Office.
3. Other considerations: turn in library books, athletic equipment, film and television equipment, and any other items which belong to LMU.
4. An international student must consult with the Office of International Students and Scholars to ensure that visa requirements will be satisfied.
5. The extension of University-sponsored student health insurance may be available during a leave of absence. Consult for more information.

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II. Exception to University Policy: Request for a Late Medical Leave of Absence (use this form - do not complete form below)

After the last day to withdraw in the semester, but before the final day of classes, students may request to withdraw from courses for medical or psychological reasons only. Students who wish to take a Leave after the deadline must follow the Late Medical Leave of Absence procedure.

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III. Exception to University Policy: Late Leave of Absence
Complete the Leave form below.

Non-medical emergency requests may be considered in cases of military deployment, natural disasters, etc. Use the Exception to University Policy form‌ to request the exception; please be concise on the form but include the pertinent facts as well as the documentation to support the request. Attach the exception form to the form below. Students granted a late LOA after the deadline are not eligible for tuition refund.

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Choose from the petitions below:

• Late Add Petition‌
  
  • for adding a class after the published deadline

• Registration Adjustment
  
  • for Course Audit - CR/NC Grading - Extension of Incomplete - Time Conflict - Unit Adjustment - Unit Overload

• Late Add/Drop Petition School of Education

• Exception to University Policy
  
  • for a Late Drop/Withdrawal from a Class(es)
  • for non- medical emergency situations, i.e., military deployment, natural disasters, etc.
  • for emergency medical situations after the drop/withdraw deadline in the semester, use this form
  • for any other type of request

Proxy Access in PROWL: grant online access to part of your student record to a parent/guardian or other designee.

• Student Proxy Instructions
• Parent Proxy Instructions *

* If the proxy-designate does NOT receive the invitation email, there are two items to consider:

1. The email was entered incorrectly. You may wish to try again, ensuring the correct email.
2. The email service provider, e.g., Outlook.com, Gmail, etc., may have filters in place which prevent the delivery of the email. If you have tried the same email twice and each time it is not received, most probably filters are in place preventing delivery. In a word, there is nothing you will be able to do about that. Your only option is to use another email account.

The University assumes no responsibility for any reason should an invitation email not be received.

Former undergraduate or graduate students who have forgotten their LMU student ID number may use the linked form.

**Extension students contact the LMU Extension Office: 310.338.1971 - extension@lmu.edu

Request to Retrieve LMU ID

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I. Return from a Leave of Absence:
Fill out form below

• If you are returning within the two year/four-semester RLA time period, fill out form below.
  • If you do not return within the four semester timeframe, you are automatically withdrawn from the University and you are not eligible to use the RLA process. If you wish to return to LMU, you must first contact your Dean's Office for permission to return to the University. If given, you must submit a new admissions application through the appropriate Admissions Office.
• Contact the Chair of your academic department or Dean’s Office to inform the department of your intent to return and the expected semester of return.
• Meet with your Dean’s Office prior to registering for classes.
• Meet all financial aid deadlines for the academic year of the expected return and clear any financial holds.
• Check PROWL for any other holds on your account that need to be addressed, and contact the appropriate office for assistance in their removal.
• If you wish to reside on campus, contact the Student Housing Office and submit all the necessary forms to apply for housing and meet all deadlines.
• If you have disabilities, you may be eligible for reasonable accommodations and/or special services in accordance with the Rehabilitation Act of 1973, and the Americans with Disability Amendments Act (ADAA) of 2008. You are responsible for communicating requests for academic accommodations to the Office of Disability Support Services.

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II. Request to Return from a Late Medical Leave of Absence

• See instructions on Request to Return (do not fill out form below)

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See Summer Registration

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You may authorize a third-party agent to pick up your transcript for you. Your agent must appear IN PERSON with a government-issued ID at the LMU Registrar's Office, Von der Ahe Building, Room 150, Monday - Friday, 8:00 am - 5:00 pm. Your agent will sign the release form at the time of pick up.

Submit this form to allow your agent to pick up your transcript. You must order the transcript through the PROWL Transcript Request.

Your transcript may not be released if you have outstanding financial obligations to LMU. Check PROWL for holds on your record.

INSTRUCTIONS FOR THE STUDENT:

1. Complete the form electronically - required fields are marked with an asterisk.
2. Print and sign form.
3. Attach this signed form with your photo ID (scans or non-distorted images) using the upload button below.
4. Submit form.
5. Send a copy of the signed form to your third-party agent who must bring the form to pick up the transcript. Your transcript will not be released without your agent presenting a copy of this form.

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To ensure transferable credit for regular or online courses, the student must submit to the Registrar's Office a TCA with a document (screen print is acceptable) from the other school's website showing the start and end dates of the term in which the course will be taken.

• Processing by the Office of the Registrar (OTR): The institution and courses will be evaluated for accreditation and LMU acceptance; the approval/disapproval to take those courses as transfer credit to LMU will be marked on the TCA and scanned to the student's Lion email.
• Processing by the Dean's Office: The student should contact the Dean's Office to obtain the Associate Dean's approval for the courses.
  • With both approvals, the student may take the courses and expect to receive the credit on transfer.
  • If the institution or the courses have been disapproved for credit, no further processing is possible. The option is to choose other courses to submit, or, if the institution is non-acceptable, choose another institution.
  • No credit will be given to transfer work without an approved and filed TCA and a final transcript.
  • Only approved courses submitted on the TCA are eligible for transfer.

Download the form: Transfer Course Approval

CONCURRENT ENROLLMENT AT ANOTHER INSTITUTION IS NOT ALLOWED

A student enrolled at LMU may not be enrolled concurrently at another institution with the intent of transferring the course and hours for LMU credit. A student may take a course concurrent with the LMU term, but the course will not be transferred to LMU and will not become part of the student's record.

If a course begins before the LMU term but finishes after the LMU semester has started, the course will not be transferred to LMU, and the student will receive no credit. Similarly, a course which begins during an LMU semester but finishes after it will not receive credit.

An online course may be taken if the student can prove that the course started after an LMU semester and it was completed before the beginning of the next semester.

To ensure transferable credit for regular or online courses, the student must submit a TCA and attach a document from the other school's website which shows the begin and end dates of the term in which the course will be taken. TCA forms submitted without the school's documentation will be returned to the student.

For more information, see Transfer Work Policies in the Bulletin.

 

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Loyola Marymount University is contracted with the Student Clearinghouse (SCH) to provide the following student services:

• Print enrollment and degree verifications which are official LMU documents. These are available for immediate download.
• Verify enrollment for deferment of FFELP loans (Stafford, SLS, PLUS, and C.L.)
  • GPA verifications for Cal Grants are processed electronically by the University through the Financial Aid Office

Term enrollment information is reported one week after the close of the registration period and is updated monthly throughout the semester. Degree postings are reported approximately 45 business days after the degree dates in Spring, Summer, and Fall.

See here for directions on these and other verification services, including international.

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A Withdrawal from the University is the permanent termination of the academic program, course of study, and the rights and privileges offered to undergraduate and graduate students. A student who wishes to return to the University must reapply to the appropriate Admissions Office. A student is responsible for outstanding financial obligations with the University; a student who used deferred payment plans to secure student loans during their attendance at the University must clear their financial obligations with the Financial Aid and Student Financial Services Offices. A student who has unpaid bills or other unsettled financial obligations with the University, and is not current with payments, will not be able to receive academic transcripts. Once all obligations have been met, a student may order transcripts.

Current students who are uncertain whether or not to withdraw from the University are strongly urged to contact their advisor and/or Academic Dean's Office. Graduate students should contact their Program Director.

Steps:

1. Drop all courses in PROWL in the current and any future terms which have registrations.
2. Consult with the Dean’s Office, Financial Aid, Student Financial Services, and Student Housing (for residential students).
   1. Students receiving financial aid or loans must complete the Financial Aid Loan Exit Interview.
   2. Contact the Student Accounts Office to review your account and update any outstanding balances. Refunds are available based upon the University's Tuition Refund Schedule for the term.
   3. If you are a resident student, consult the Housing Office website.
3. Other considerations: turn in library books, athletic equipment, film and television equipment, and any other items which belong to LMU.
4. An international student must consult with the Office of International Students and Scholars to ensure that visa requirements will be satisfied.

A student may withdraw from the University on or before the last day to withdraw from the term (see Academic Calendars). A withdrawal in the current term cannot be processed if this deadline has passed. In this case, you should complete your courses and you will receive final grades in each. Your withdrawal will be processed after final grades have been posted, and will be effective in the following term.

COMPLETE FORM BELOW

 

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Time Period for Eligibility: After the last day to withdraw in the semester, but before the final day of classes.

Students may request to withdraw from courses for medical or psychological reasons only.

Non-medical emergency requests may be considered in cases of military deployment, natural disasters, etc. Use the Exception to University Policy to request a non-medical exception; please be concise on the form but include the pertinent facts as well as the documentation to support the request. Do not use the form below.

Students granted late withdrawal after the deadline are not eligible for tuition refund.

Steps to follow:

1. An Exception to University Policy‌ petition must be submitted/scanned to the Office of the Registrar with the detailed reasons for the emergency withdrawal. With this petition, submit accompanying documentation from a licensed professional. The documentation from the licensed professional must certify that the student is unable to complete the current semester for medical or psychological reasons and requires an immediate withdrawal from ALL classes.
2. Approximately 1-2 business days following the completion of Step 1, the student should contact the Student Affairs Dean’s Office for a Late Medical Withdrawal appointment with a Case Manager of the Community of Care (COC) program. Appointments are scheduled to assist in completing documentation (Release of Information Form) and answering questions you may have when withdrawing. The COC Office: Malone Student Center 301 - 310.338.3756 - Student Affairs Dean's Office.
3. In consultation with the director of Student Psychological Services, Student Health Services and your Community of Care Case Manager, a recommendation will be made to the Dean of Students on the Late Medical Withdrawal. The Dean of Students will notify the Office of Registrar of the petition; the Office of Registrar makes the final determination on all Late Medical Withdrawal petitions.

Departure from Student Housing

• A student will be required to vacate student housing within 48 hours of the approval of the Withdrawal, which includes removal of all belongings. You will need to cancel your current housing assignment and any future housing assignment.
• The student must complete a License Agreement Release Request Form located under the Forms Section on their Student Housing Online Services Portal. The student must also officially check out of the residence hall by meeting with housing staff and encoding their OneCard. Failure to properly check out may result in additional charges.
• Student Housing Office: Leavey Six 101 - (310) 338-2963 - (310) 338-2390 (F) - housing@lmu.edu

Students granted a late medical withdrawal after the deadline are not eligible for tuition refund.