University Registrar

The mission of the Office of the University Registrar is to provide exceptional and timely service to the ITU community, while supporting the visions of the University. As stewards of academic records, we value honesty, integrity, and confidentiality. We comply with all internal policies and federal regulations.

Contact Info

Email: registrar@itu.edu

Please provide your student ID number and name in the subject line.
Describe your question/concerns in the body of the email.

Important Dates & Deadlines for 2023 & 2024

Spring Trimester 2024

  First day of the term: Jan 8, 2024
  Last day to add/drop: Jan 21, 2024
  Last day of the term: Apr 21, 2024

Summer Trimester 2024

  First day of the term: May 6, 2024
  Last day to add/drop: May 19, 2024
  Last day of the term: Aug 18, 2024

Fall Trimester 2024

  First day of the term: Sep 3, 2024
  Last day to add/drop: Sep 16, 2024
  Last day of the term: Dec 21, 2024

 

Forms

Academic Records Forms:
Registration Related Forms:
Graduation/Diploma Forms:

Policies and Procedures

Click here to access our Policies and Procedures for general information on attendance, credit hours, independent studies, repeating courses, and more.

Transcripts & Verifications

Requesting Official ITU Transcripts

To order an official transcript(s), fill out and submit a Transcript Ordering Form.

Official Transcript Fees:

Transcript fee per degree  $12 (for each transcript*) 
Processing fee per degree $5
Delivery fee: Domestic Shipping – Ground $30
Delivery fee: Domestic Shipping – Overnight  $50
Delivery fee: International Shipping: Canada/Mexico $75
Delivery fee: International Shipping: Worldwide $150
Delivery fee: Pick Up by Appointment $7

*pay $12 for each additional transcript

 If you pay by credit card, there will be a 3% processing fee. 

Payment Options:

Through my.itu.edu (credit/debit or with balance)

      • Log in with student ITU email
      • The transcript fees will appear by clicking on “Orders” from the left panel
      • Pay via credit/debit card/e-Check (3% processing fee applies to all)

      Wire Transfer

    • Information about the wire transfer: contact Finance Office at bursar@itu.edu
    • In-Person
    • Cash or check are accepted at our Finance Office on Fridays from 2:00-5:00 pm. Address: 3120 Scott Blvd, Santa Clara, CA 95054

Electronic Transcript Policy:

An electronic transcript is considered official if it is sent from an official university email (registrar@itu.edu) and the intended party is the direct email recipient. A forwarded email of an official transcript is considered unofficial.

Please feel free to contact the Registrar’s Office at registrar@itu.edu if you have any questions or concerns.”

Unofficial Transcripts: 

Unofficial transcripts are available for download on EMS. To download your unofficial transcript, navigate to the “Student Dashboard” page and click “View Transcript” in the upper right-hand corner and click download.

For questions related to ordering the transcript(s), contact the Registrar Office at registrar@itu.edu

For questions related to payment, contact the Finance Office at bursar@itu.edu

Education Verifications

Education verifications confirm the degree(s) conferred, conferral dates(s), dates of attendance, and program of study. Employers and third parties requesting an education verification may submit requests by emailing evr@itu.edu. Requests must include a signed and dated authorization from the student.

Requests will be processed within 24-48 hours of the date of receipt. Alumni who graduated prior to 2014 may take longer to process.

Grading

Grading System

Grade Changes

Requests for grade changes must be made no later than 30 days after the first date of the trimester following the trimester in which the course was taken.

Grade change requests will only be considered if the student believes the assigned grade is incorrect due to a clerical, calculation, or other technical error.

Grade change requests that contest the instructor’s judgment regarding the academic quality of the student’s work or achievement will not be considered. Grade change requests that are based solely on the student’s desire to have a better grade will not be considered. Grade change requests that include coursework submitted after the course has concluded will not be considered.

Incomplete Grade

Incomplete grade is student initiated.

An Incomplete “I” is a temporary grade which may be given at the instructor’s discretion to a student when illness, unanticipated extraordinary circumstances, or other reasons clearly beyond the control of the student prevent completion of course requirements by the end of the term.

Incomplete grades may be given only in the following circumstances:

  • The student’s work to date is passing
  • Attendance has been satisfactory through at least 50% of the term; an illness or other extenuating circumstance legitimately prevents completion of required work by the due date
  • Required work may be reasonably completed in time frame agreed upon by the instructor and the student
  • The incomplete is not given as a substitute for a failing grade
  • The incomplete is not based solely on a student’s failure to complete work or as a means of raising his or her grade by doing additional work after the grade report time frame
  • The student initiates the request for the incomplete grade before the last day of the class
  • The instructor and the student submit a Petition for Incomplete Grade form before the last day of the class
  • In other circumstances, the appropriate grade must be assigned. A failing grade and last date of attendance should be recorded for students who cease attending class without authorization. Students who are unable to complete a course and who do not meet these circumstances should consider dropping course.

The following provisions for incomplete grades apply:

  • It is in the student’s best interest that incomplete grades are made up by the end of the following academic term. Incomplete grades must be made up and final grades submitted no later than the last day of the subsequent term.
  • An Incomplete grade may not be considered passing for purposes of determining academic standing.
  • An Incomplete grade may not be considered for a student in their last term of attendance.
  • Students who have an incomplete grade and who do not submit complete outstanding coursework by the end of the subsequent academic term, will not be eligible for to apply for a part-time or full-time internship, regardless of their cumulative GPA.
  • The Incomplete grade counts toward the student’s attempted credit hours, but is ignored in the calculation of the student’s GPA.
  • The Incomplete grade is expunged from the academic record and the final permanent letter grade is recorded when the final grade is submitted via a Grade Change form.
  • The Incomplete grade is converted to a F, Failing grade if the student does not submit coursework according to the agreed deadline documented on the Petition for Incomplete form.
  • The Incomplete grade does not apply to courses such as Capstone, Independent Study, Thesis, Internship, CFL, etc.

Graduation and Diplomas

Documents Required to Petition to Graduate

  • Petition to Graduate Form
  • Preliminary Checklist, signed by an Academic Advisor
  • Reduced Course Load Form (Only applicable for F-1 Visa holders that are approved to take less than 9 credit hours during their final trimester.)
  • Internship Waiver Form (Only applicable for students that cannot obtain an internship during the duration of their studies.)

Documents must be submitted by the Add/Drop deadline of the respective trimester in which the student intends to graduate.

Petition to Graduate Fee

  • The Petition to Graduate fee of $200 will be charged to the student’s MyITU account.
  • Late payments may cause a delay in diploma processing times and receiving an invitation to RSVP to the Commencement ceremony.
  • Payments can be made through MyITU or directly in-person with the Department of Accounting Services.

Please see the Department of Accounting Services webpage for more information.

Diploma Expectancy

  • The delivery of diplomas will be issued based on the preference provided on the Petition to Graduate Form.
  • Diplomas will be processed in the order they are received and made available for pick up, or mailed within 6-8 weeks of the degree conferral date.
  • An email notification from the Office of the University Registrar will be sent once diplomas are made available.
  • Diplomas will not be processed with name place holders such as, ‘FNU’ or ‘LNU’ unless a special request is made.

Please Note: Students must contact the Office of the University Registrar for adjustments to personal information and/or diploma delivery method by submitting a ticket through FreshDesk.

Diploma Replacements

  • Replacements can be ordered by submitting a completed Replacement of Diploma Application to the Department of Accounting Services through FreshDesk.
  • Payments can be made through MyITU or in-person with the Department of Accounting Services.
  • Please see the Department of Accounting Services webpage and the FAQs section of MyITU, for more information.
  • Diploma replacements may take up to 5-8 weeks to process.
  • An email notification from the Office of the University Registrar will be sent once diplomas are made available.

Petition to Graduate Cancellation

  • A formal audit will be completed by the Office of the University Registrar at the end of each trimester.
  • Students who are unable to complete their final degree program requirements by their expected final trimester must submit updated Petition to Graduate documents to the Office of the University Registrar through FreshDesk.

Adding and Dropping Courses

Adding and Dropping Courses

Students have an opportunity to adjust their course schedules without penalty as long as they do so during the Add/Drop period. The Add/Drop period begins with the first day of the respective trimester and concludes at 11:59 p.m. (PST) of the second Sunday following the first day of the trimester.

The university withdrawal period runs from the Monday following the end of the Add/Drop period through 11:59 p.m. (PST) of the Sunday that concludes the 9th week of the trimester. Dropping a course during the withdrawal period results in a grade of W (Withdrawn).

Dropping a course after the conclusion of the university withdrawal period will result in a grade of F (Fail) or NP (No Pass). Dropping a course after the last day of the class is not permissible.

Exception: Dropping a CFL course after the first day of instruction for that course section will result in a grade of W (Withdrawn). Dropping a CFL course after the second day of instruction for that course section will result in a grade of NP (No Pass).

Note: Refer to the Refund Policy under Financial Information for applicable dates and deadlines.

Please review your Student Handbook and Catalog for the most current University policies.

Please visit the University Calendar for important dates and deadlines.

Frequently Asked Questions

Can I add a 4th Course?

Yes, please contact the Office of the University Registrar via FreshDesk to request registration for a 4th course. 

If a course is full, can I add my name to a waitlist?

Currently, we do not have a waitlist process; students will need to monitor their MyITU account to see if anyone drops the course in order to add the class once space becomes available.

A course is full and I need this course to graduate or I really want to participate in this course, can you increase the capacity?

No, once a course has reached maximum capacity, students can no longer register for the course.

Can I add a class after the add/drop deadline?

Students cannot add courses after the Add/Drop deadline. Student can withdraw from a course after the Add/Drop deadline where a transaction of “W” (withdrawn) will appear on the students academic record.

I’m an F-1 International Student, can I take two online courses?

F1 students are NOT allowed to take any online courses. All courses must be in person. Please visit the International Student Office for more information for F-1 policies.

How can I register for the internship course (INT 593)?

Students may only be registered into the internship course INT 593 if their internship application has been approved. The internship course may only be registered for the student by the Office of the University Registrar. Please visit the Internship page for more information.

Can I pick my own professor for my Capstone and/or Thesis course?

No, students can only register for Capstone or Thesis courses that are being offered for that trimester.

All other questions, please submit a support ticket.