Office of the University Registrar

Welcome to Clark Atlanta University, a place where you will embark on a transformative journey filled with academic excellence, personal growth, and endless opportunities. I am Ms. Susan W. Gibson, your Registrar, and I am thrilled to extend a warm welcome to each of you as you join our vibrant community.

At Clark Atlanta University, we are committed to providing an educational experience that is not only academically enriching but also culturally empowering. We pride ourselves on a campus that celebrates diversity, fosters inclusivity, and encourages the pursuit of knowledge and innovation. As your Registrar, my primary goal is to ensure that your academic journey here is smooth, rewarding, and aligned with your personal and professional aspirations.

Our office is here to support you in a myriad of ways. From managing your course registrations to maintaining your academic records, we are dedicated to upholding the integrity of your academic journey. We understand the importance of accurate and timely information, and we strive to provide you with the resources and guidance needed to navigate your academic pathway successfully.

Welcome to the beginning of a remarkable chapter in your life. Welcome to Clark Atlanta University.

Ms. Susan W. Gibson
University Registrar
Clark Atlanta University

Office of the University Registrar

Phone: 404-880-8938
Email: registrar@cau.edu
102 Trevor Arnett Hall
223 James P Brawley Drive Atlanta, GA 30314

Student Processes

Address Changes can be completed online: Go to: MyCAU > Banner SSB 9 – Panther Portal > All Users > Personal Information > Update or Add New information as appropriate.

New/Incoming students and First Semester Freshmen:
Please contact the CASS office ( success@cau.edu) for major/minor/concentration changes and updates. Continuing Students:

1. You must read and select the correct scenario(s). You may need more than one form (for example, a change of major and adding a minor requires a change of major/concentration AND a declaration of minor form).
2. You must enter your FULL NAME (First and Last Name) when prompted for your name.
3. You must enter your CAU student email address when prompted for your email.
4. You must enter your FULL 9-digit 900 number when prompted for your 900#.
5. Incorrect and/or incomplete forms will be voided.
6. The change is not immediate. It must go through a series of signatures and be updated manually. Please allow approximately 5 business days in non-peak timesfor completion. Peak times will take longer to complete due to high volumes.
7. When the change is complete, all parties will receive a ‘Completed’ email via DocuSign.
8. If you would like an email that will allow you to follow the status of completion, after clicking ‘Begin Signing’, click ‘Finish Later’ and use the link provided in your email to complete your request.
   To view the status of your form:
   1. (In the email) Click ‘Review Document’
   2. Click ‘Continue’
   3. Review completed vs. missing signatures.
   4. To view details of who has viewed/signed click ‘History’ (cell phone: click Menu at the top right; computer: click More).

   Check your Degree Works first to ensure you enter the correct information. Incorrect and/or incomplete forms will be voided.

   Please click the name of the applicable scenario below to submit your request(s):

   IF YOU RECEIVE AN ERROR AFTER ENTERING YOUR NAME AND EMAIL, PLEASE DO NOT RESUBMIT. WE DO RECEIVE THE REQUEST AND WILL PUSH THE FORM TO YOU VIA EMAIL WITHIN 1-2 BUSINESS DAYS. IF YOU DO NOT RECEIVE AN EMAIL FROM DOCUSIGN AFTER 2 BUSINESS DAYS, PLEASE INQUIRE VIA EMAIL TO AJAMES2@CAU.EDU.

   SCENARIO 1:
   I already have a major, minor or concentration and I want to make a change (please confirm in Degree Works first):

   SCENARIO 2:
   I do NOT have a concentration or minor and I want to add/declare one (please confirm in Degree Works first):

   SCENARIO 3:
   I already have a major, minor or concentration and I want to add a second major, minor, or concentration:

   SCENARIO 4:
   I want to DROP a second major, second concentration, or any minor:

   For questions email Ms. James at ajames2@cau.edu. Be sure to include your full name, 900#, and specific question/issue.

   You must request an Override if you need an override for the following registration issues:

   • Class Full
   • Time Conflict
   • Special Permission Needed (Instructor Permission, Major/Program Restrictions)
   • Prerequisite Waivers

   Note: Override approval is up to the Professor(s) and Department Chair and is not guaranteed.

   If you receive a level or major restriction error, please contact Ms. Anya James at ajames2@cau.edu (be sure to include your full name, 900# and the CRN# with the error).

   Contact the department that corresponds with the course. This may not be the same as your major department.

   Course withdrawals can be completed online via BannerWeb Self-Service for Fall/Spring Semesters.

   THE DEADLINE TO WITHDRAW FROM COURSES PER SEMESTER ARE AS FOLLOWS:
   

   • SPRING 2024 – WEDNESDAY, MAY 1, 2024 @ 5:00 PM

   You may withdraw through BannerWeb utilizing the add/drop process or you may fill out a paper withdrawal form in person in the Office of the University Registrar.

   WITHDRAWAL FROM THE UNIVERSITY UTILIZES A DIFFERENT PROCESS.
   Please see the UNIVERSITY WITHDRAWALS section below to withdraw from the University.

   Cross Registration – AUC:

   AUC Cross Registration for Fall 2024 open date for Clark Atlanta University is Monday,
   April 29, 2024 after 5:00 PM.

   Student Process:

   NEW PROCESS INSTRUCTIONS
   Step 1: Confer with your CAU departmental advisor to determine if AUC Cross-Registration Course(s) are needed.
   Step 2: Review the BannerWeb Schedule to determine if needed course is offered.
   - Only courses listed on the CAU schedule in BannerWeb will be available for cross-registration.
   - Morehouse course subjects begin with an ‘H’.
   - Spelman course subjects begin with an ‘S’.
   Step 3: Register for the course through BannerWeb as you would a traditional CAU course.

   Additional Notes:

   • Cross-Registration is open for Juniors, Seniors and students with majors/minors in consortium agreement programs (Public Health, Art History, Curatorial Studies, ROTC).
   • There is no longer a stand-alone course supplement, Spelman/Morehouse courses open to CAU students for cross-registration are now visible on the CAU schedule through BannerWeb.
   • Seats available are listed and are on a first-come-first-served basis. Overrides for a closed/full course are not allowed for cross-registered courses.
   • Courses not listed on the schedule in BannerWeb are not applicable for cross-registration.
   • Instructors may not give permission to add students to courses not offered by the Academic Department.
     • Courses offered via cross-registration must be approved by the department chair and dean of the School in which the course resides.

     Questions: Contact Ms. Anya James via email ajames2@cau.edu. Always include your full name, 900#, and exact issue (with full course details, etc.)

     Cross Registration – ARCHE:

     The deadline for Fall 2023 ARCHE registration was April 15, 2023.
     The deadline for Spring 2024 ARCHE registration is November 15, 2023.

     All issues related to Degree Works should be directed to Anya James AND Susan Gibson.

     For transfer/transient credit inquiries, please see the Transfer Credit and Transient Credit areas below.

     Diploma Re-orders are available via mail.
     Download and fill out the attached Diploma Re-order form and follow form instructions.

     Fee $50.00 – via Money Order or Cashier’s Check
     Payable to Clark Atlanta University

     Important:
     Form and fee must be mailed together.
     The processing time is 6 to 8 weeks from the date the order is submitted not the date the request is received.
     Orders are submitted twice a month, usually around the 15th and 30th.

     Please contact Martha Henderson at mhenderson@cau.edu for additional information and questions.

     Enrollment Verification forms are available to currently enrolled Clark Atlanta University
     students through the Panther Portal.

     Go to: MyCAU > Banner SSB 9 Panther Portal > Students > Clearing House
     Verification

     Students who need additional forms completed and/or students who need enrollment
     verification for prior semesters, please submit your request via DocuSign below:

     FERPA authorizations can be completed online via BannerWeb Self-Service.

     Determine who can/cannot have access to your educational records.

     Click here for more information on FERPA.

     Full-time dissertation/thesis certification forms can be completed via DocuSign.

     Grade changes must be initiated by the instructor with valid justification.
     Contact your instructor to initiate this process.

     Students intending on graduating within the next three (3) semesters (Fall 2023, Spring 2024, Summer 2024) must submit an ‘Intent to Graduate’ via BannerWeb which will start the graduation application process.

     To submit an ‘Intent to Graduate’:

     Go to MyCAU > Banner SSB 9 – Panther Portal > Students > Graduation Application

     Follow the prompts.

     This will notify your department that you expect to graduate in the semester indicated.

     Download the Change of Name and or Social Security Number Request Form and follow the instructions to submit a change of name and/or change of Social Security number.

     Currently Enrolled Students:
     BannerWeb is now Panther Portal which utilizes single sign-on (CAU email address and password).
     Please contact OITC for assistance with login issues via email at support@cau.edo or via phone by
     calling (404) 880-6486.
     CANVAS / DEGREE WORKS / EMAIL / SYSTEM PASSWORDS must be addressed by OITC.

     Former Students:
     BannerWeb passwords may be reset by contacting the University Registrar via email.
     Please include your full name and 900#.

     Click here to initiate request.
     
     CANVAS / DEGREE WORKS / EMAIL / SYSTEM PASSWORDS, ISSUES AND CONCERNS
     MUST BE ADDRESSED BY OITC BY CALLING (404) 880-6486.

     Tax Notification (information for IRS form 1098-T) can be completed online:

     Go to: MyCAU > Banner SSB 9 – Panther Portal > Students > Tax Notification (1098-T)

     Time ticket errors will be resolved by contacting the University Registrar via email.
     Please include your full name and 900#.

     Notes:
     •New students and freshmen do not receive time tickets and will have their registration
     completed by the Center for Academic Student Success (CASS).
     •Readmits must first be complete the readmission process and have the process completed
     (status in Banner upated by Admissions) before a time ticket can be created.

     Transcripts should be sent to admissions@cau.edu.

     Transfer credit questions can be addressed by contacting Jo-Lynn Dotson via email.

     Please be sure your department has completed and submitted a Transfer Evaluation Form for you.

     Students must obtain permission via Transient Permission Form to take transient courses. Approval must be granted BEFORE taking any transient courses. NEW PROCESS EFFECTIVE WEDNESDAY, SEPTEMBER 27, 2023

     PLEASE READ:
     The ‘two-step’ process of requesting a Transient Permission Form, waiting for the DocuSign form and then filling out the DocuSign form has been simplified. Effective Wednesday, September 27, 2023 students can fill out the DocuSign form directly.

     IMPORTANT NOTES:

     • Before you start, you will need the following:
       • Full Name and Email Address of your Advisor (it is best to fill out the form with your Advisor)
       • Name of the Host Institution and Email Address of their Admissions Department
       • List of courses you plan on taking at the Host Institution (including subject code, course number, course title, and number of credits)
       • List of corresponding CAU courses the transient course is expected to replace (including subject code, course number, course title, and number of credits)
       • Note: If the request is denied, all parties will receive an email via DocuSign.
       1. (In the email) Click ‘Review Document’
       2. Click ‘Continue’
       3. Review completed vs. missing signatures.
       4. To view details of who has viewed/signed click ‘History’ (cell phone: click Menu at the top right; computer: click More).

       IMPORTANT: You must take the exact course(s) listed on your form. If the courses change, you will to restart the process with a new form.

       Official withdrawals from the University must be completed via DocuSign.

       THE DEADLINE TO WITHDRAW FROM THE UNIVERSITY PER SEMESTER ARE AS FOLLOWS:

       • SPRING 2024 – FRIDAY, MAY 10, 2024 @ 5:00 PM
       • SUMMER 2024 – FRIDAY, DECEMBER 8, 2023 @ 5:00 PM

       For more information, click here to visit our Veterans Affairs page.

       Faculty/Staff Services

       Please be sure to include the CRN, subject, course number and section when submitting changes to
       existing course sections.

       Please send classroom assignment requests to: schedule@cau.edu

       Adjustments, revisions and additions to the course schedule must be submitted to your Dean.

       Please send all schedule adjustments, revisions and additions to schedule@cau.edu and copy your Dean.

       Course substitutions will be handled via DocuSign.

       All issues related to Degree Works should be directed to Anya James AND Susan Gibson.

       Grade changes (including missing grades) will be handled via DocuSign.

       Posting Midterm and Final Grades

       *Note: If grades were not posted by the grades submission due date, a grade change form
       must be submitted.

       The grade submission process can be completed through either CANVAS (see instructions
       above) or BannerWeb Self-Service 9 (Panther Portal).

       Go to: BannerWeb > Faculty Services > Final Grades

       Grades must be posted to BannerWeb* by the following dates:

       Term Grade Deadlines

       

       *Grades submitted in Canvas will automatically populate Banner.*

       As advisement must occur before registration, students can only obtain registration PINs from their Advisor or Department Chair.

       The Office of the University Registrar cannot provide registration PINs to students.

       The grade submission process is still completed through BannerWeb Self-Service.

       Go to: BannerWeb > Faculty Services > Final Grades

       Grades must be posted to BannerWeb* by the following dates: Term Grade Deadlines

       TERM	MIDTERM GRADE DEADLINE	FINAL GRADE DEADLINE
       Summer 2023 -Session I	Friday, June 16, 2023	Tuesday, July 13, 2023
       Summer 2023 – Session II	Friday, June 30, 2023	Tuesday, August 1, 2023
       Fall 2023	Wednesday, October 4, 2023	Tuesday, December 12, 2023
       Spring 2024 – Graduating Seniors	Monday, March 18, 2024	Tuesday, May 7, 2024
       Spring 2024 – All Other Students	Monday, March 18, 2024	Tuesday, May 14, 2024

       *Grades submitted in Canvas will automatically populate Banner.*

       Academic Dean Services

       Departments will send course scheduling additions/revisions to the appropriate Dean for approval. Please review submitted course additions/revisions for compliance and faculty balancing. Respond to request with approval or denial.

       Grade changes will be handled via DocuSign. Please review submitted grade changes, digitally sign and submit.

       Requests will be sent via email via DocuSign.

       About Our Office

       Overview

       The Office of the University Registrar provides administrative support services to current and former students by maintaining timely and accurate records of the academic progress and accomplishments of Clark Atlanta University students and former students of Clark College and Atlanta University.

       Ms. Susan W. Gibson
       University Registrar
       (404) 880-8097
       sgibson@cau.edu

       Mrs. Gladys Baldwin
       Associate Registrar – Academic Records and Operations
       (404) 880-8098
       gbaldwin@cau.edu

       Mrs. Martha Henderson
       Associate Registrar – Academic Compliance and Degree Audit / Graduate Graduation Coordinator
       (404) 880-8929
       mhenderson@cau.edu

       Ms. Anya James
       Assistant Registrar – Systems Management
       (404) 880-6798
       ajames2@cau.edu

       Mr. Brodrick Walker
       Assistant Registrar – Academic Compliance and Certification / VA Representative
       (404) 880-8100
       bwalker@cau.edu

       Ms. Jo Lynn Dotson-Hearn
       Transfer Academic Records Coordinator
       (404) 880-8752
       jdotson@cau.edu

       Mr. Troy White
       Academic Records Manager
       (404) 880-6338
       twhite1@cau.edu

       Mr. Asanga Arampath Mudiyanselage
       System Administrator
       (404) 880-8010
       amudiyanselage@cau.edu

       CURRENTLY ENROLLED STUDENTS

       We are a member of the National Student Clearinghouse. Currently enrolled students must do a Self-Service Bannerweb Enrollment Verification.

       Please follow the steps below:

       1. Log intoBannerweb
       2. Click on Enter Secure Area, then enter your user ID (900#) and six digit Permanent PIN.
       3. Click on Student Services & Financial Aid
       4. Click on Registration
       5. Click on Link toOn-Line Enrollment Verification you will then see National Student Clearinghouse page. Click on either the Current enrollment or All enrollment
       6. Select Obtain an Enrollment Certificate print and mail.

       The company that is verifying your enrollment can contact the National Student Clearinghouse at 703-742-4200 or go to www.studentclearinghouse.org

       If you would like to receive a letter from the Office of the University Registrar please complete the following link:

       If you have a separate form that needs to be filled out and returned, complete the form above (select ‘Complete the attached form’ and attach the form where indicated).

       If you have any questions, please contact the Office of the University Registrar 404-880-8938 Verification/Certification or registrar@cau.edu.

       Policy on Determining Credit Hours Awarded for Courses and Programs

       I. Policy Statement:

       For academic purposes, Clark Atlanta University uses Carnegie units to measure semester credit hours awarded to students for course work. Normally, universities award a Carnegie unit of credit to students for satisfactory completion of one (1) fifty (50)- minute session of classroom instruction for a minimum of three (3) hours of work per week for a semester of not less than fifteen (15) weeks. For example:

       1. For lecture classes, a semester credit hour consists of the equivalent of at least one (1) hour (50-minute period) per week of “seat time” in-class and two (2) hours per week of out-of- class student work for fifteen (15) weeks. Hence, a standard three (3) semester credit hour lecture class meets for at least forty-five (45) contact hours per semester, plus a minimum average of six (6) hours of activities outside of the classroom per week for fifteen (15) weeks.
       2. For laboratory classes, one (1) semester credit hour consists of the equivalent of a minimum of three (3) hours of laboratory work per week for fifteen (15) weeks.
       3. For Individual instruction classes, instructors should make adjustments so that the total number of hours of work required by students is equivalent to that of a traditional class that meets face-to-face.
       4. For classes offered in a shortened format, the hours are prorated so the classes contain the same total number of hours as if the classes were scheduled for a full fifteen 15-week semester.
       5. For graduate and professional students, the required academic work normally will exceed three (3) hours per credit per week.

       Ultimately, the responsibility for protecting the academic integrity of curricula, programs, and class schedules rests with the University’s Provost and Vice President for Academic Affairs. The University may adjust its basic measure for awarding academic credit proportionately to reflect modified academic calendars and formats of study as long as it meets the aforementioned criteria. The University grants semester credit hours for 2 formalized instruction in a variety of delivery modes, such as a lecture course, which also requires laboratory work and/or supervised independent study or field activities. Regardless of the mode of instructional delivery or class scheduling, the University will assign academic credit consistently across academic programs as well as for transfer credit among accredited institutions of higher education. In all cases, the student learning outcomes must be equivalent.

       II. Review and Approval Process:

       1. Course developers will ensure that the required quantity of student learning per credit is the equivalent to a minimum of forty-two (42) hours and a maximum of forty-five (45) hours of coursework over a fourteen to fifteen (14-15)-week semester through instructional activities that address and demonstrate student competencies in defined learning outcomes. These instructional activities should draw upon instructional practices approved by the Provost and Vice President for Academic Affairs.
       2. University Governance Bodies (e.g., the University Curriculum Committee, Graduate Council, Academic Council, and University Senate) recommend to the Provost and Vice President for Academic Affairs and the President the appropriate semester credit hour definition and application according to the following guidelines:
          • The University’s semester calendar will not violate any accreditation standards, federal guidelines, etc.;
          • The University’s semester calendar will facilitate the educational attainment of the University including the process for the award of transfer credit; and
          • A semester credit hour will be consistent throughout all the academic programs of the University.

       III. Policy Administration

       1. For each academic term, the University Registrar and Associate Vice President for Academic Affairs will assist Deans, Department Chairs, and Program Coordinators to schedule classes in conformity to the University’s semester credit hour policy.
       2. Classes that meet for more than seventy-five (75) minutes consecutively will include a ten (10)-minute break for each seventy-five (75)-minute segment.
       3. Prior to the beginning of student registration, the University Registrar will deliver an official Banner system report verifying that all proposed class schedules meet the University’s semester credit hour policy to the Provost and Vice President for Academic Affairs for approval.
       4. If proposed class schedules do not meet minimum time requirements, the Provost and Vice President for Academic Affairs will direct School Deans to coordinate with their Department Chairs and Program Coordinators to adjust class schedules to conform to the University’s semester credit hour policy.
       5. Periodically, the University Curriculum Committee, Academic Council, the Provost and Vice President for Academic Affairs, and University Senate review the semester credit hour policy as defined by Carnegie unit measure and forward recommendations to the President for approval.
       6. The University Registrar posts the policy to the University website and includes the policy in the CAU Undergraduate and Graduate Catalogs.

       The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

       FERPA gives parents certain rights with respect to their children’s education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are “eligible students.”

       • Parents or eligible students have the right to inspect and review the student’s education records maintained by the school. Schools are not required to provide copies of records unless, for reasons such as great distance, it is impossible for parents or eligible students to review the records. Schools may charge a fee for copies.
       • Parents or eligible students have the right to request that a school correct records which they believe to be inaccurate or misleading. If the school decides not to amend the record, the parent or eligible student then has the right to a formal hearing. After the hearing, if the school still decides not to amend the record, the parent or eligible student has the right to place a statement with the record setting forth his or her view about the contested information.
       • Generally, schools must have written permission from the parent or eligible student in order to release any information from a student’s education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):
         • School officials with legitimate educational interest;
         • Other schools to which a student is transferring;
         • Specified officials for audit or evaluation purposes;
         • Appropriate parties in connection with financial aid to a student;
         • Organizations conducting certain studies for or on behalf of the school;
         • Accrediting organizations;
         • To comply with a judicial order or lawfully issued subpoena;
         • Appropriate officials in cases of health and safety emergencies; and
         • State and local authorities, within a juvenile justice system, pursuant to specific State law.

         Schools may disclose, without consent, “directory” information such as a student’s name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them. Schools must notify parents and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in a PTA bulletin, student handbook, or newspaper article) is left to the discretion of each school.

         For additional information, you may call 1-800-USA-LEARN (1-800-872-5327) (voice). Individuals who use TDD may use the Federal Relay Service.

         Or you may contact us at the following address:

         Family Policy Compliance Office
         U.S. Department of Education
         400 Maryland Avenue, SW
         Washington, D.C. 20202-8520