Resources

Students and parents need the below documents for processes related to students' account. For information on how to submit these documents, visit our document submission page.

Please note: This page does not include information for the Verification process, which will be sent directly via the college's official email.

 

Priority Deadlines for submitting Loan Applications or Aid Adjustments/Notifications:

Fall 2023: December 1, 2023

Spring 2024: May 1, 2024

Summer 2023: July 1, 2024

Loan Applications

  • Parent PLUS Loan Application

    This online electronic application is for parents of dependent undergraduate students who wish to borrow additional funds to assist in financing their student's education. 

    This application must be completed electronically within 60 days of being awarded, or by the priority dates listed on the application. 

  • Graduate PLUS Loan Application

    This online electronic application is for graduate professional students who wish to borrow additional funds to assist in financing their student's education. 

    This application must be completed electronically within 60 days of being awarded, or by the priority dates listed on the application. 

Aid Adjustments/Notifications

  • Student Aid Adjustment Request

    This online form should be completed by the student borrower wanting to reduce or cancel a federal or private loan; or by a student borrower wanting to reinstate a previously cancelled Direct Loan.

    Deadline: within 30 days of disbursement to reduce or cancel a loan. To reinstate a Direct Loan, please see the dates on the form. 

    2023-24 form

  • Cost of Attendance (COA) Change Request

    This form should be completed by students wanting to change their annual cost of attendance budget. This form is available in the MyColumbia student portal under the Online forms section on the MyFinancials tab.

    Deadline: Before the last day of the student's enrollment period

  • Award Letter Reprint

    This online form is request for a reprint of the Financial Aid Award Letter. This form is available in the MyColumbia student portal under the Online forms section on the MyFinancials tab.

  • Federal Work Study Cancellation Form

    This form should be completed by the student requesting to cancel Federal Work Study.

    2022-23 form 

    2023-24 form

  • Parent Loan Adjustment Request

    This form should be completed by the parent borrower wanting to reduce or cancel a federal or PLUS loan.

    Deadline: within 30 days of disbursement

    2023-24 form

  • Grade Progression Loan Increase Request

    This form should be completed by undergraduate students who have progressed to the next grade level during the middle of an award year and would like to request an increase to their Federal Direct Loan(s).  This form is available in the MyColumbia student portal under the Online forms section on the MyFinancials tab.

    Deadline: before the last day of the student's enrollment period

Loan Borrower Requirements

Processing Agreements

  • Parent PLUS Refund Release Form

    This form should be completed by the parent borrower of a Federal PLUS Loan wanting to change to whom a refund is issued as a result of a PLUS Loan disbursement and subsequent credit balance on the student’s account.

    2023-24 form

  • Summer Financial Aid Application

    This form, available during summer registration, should be completed by both undergraduate and graduate students interested in federal student aid for the summer term.  The summer aid application is available in the MyColumbia student portal under the Online forms section on the MyFinancials tab. All students interested in summer financial aid must also have a valid FAFSA on file at the college and have completed the verification process, if required.

    For Summer 2023, the deadline is June 30, 2023.

  • Private Educational Loan Processing Agreement Form

    This form is for all students who do not have a Student Aid Report (SAR) on file with Columbia College Chicago and have applied for a Private Educational Loan. This form is available in the MyColumbia student portal under the Online forms section on the MyFinancials tab.

    Deadline: within 21 days of applying for a private loan

  • Third Party Benefit Release Form

    This form is for all students who will be receiving any Third Party Benefit towards their Student Account Balance that requires Columbia College Chicago to certify their enrollment or provide a billing statement.

    Deadline: prior to billing (only needs to be submitted once per academic year)

    2023-24 form

     

Enrollment Forms

  • Pass/Fail Declaration Form (Undergraduate Students)

    Our pass/fail request form for fall 2023 is now in the MyColumbia portal. Please see the link in the My Transactions section of the MyAcademics tab.

    Pass Fail Form

    Students should use this form to declare pass/fail grading in one or more courses. For Fall 2023, the regular college policy has been temporarily modified to allow a pass grade in classes that fulfill major and minor requirements. The deadline to declare Pass/Fail has also been extended until December 15th at 11:59pm to give students more time to make a decision. All “P” grades earned as a result of this extension will be notated on transcripts as a “PX” to distinguish it from a regular “P” grade.

    Pass/Fail Specifics to Consider

    • If a student wishes to declare any class Pass/Fail, the only grades that can be assigned at the end of the semester will be a “PX” (student has passed the class) or “F” (the student has failed the class).
    • By declaring a class Pass/Fail, it does not guarantee the student will automatically pass the class – it simply means the only grades that can be assigned are the “PX” or the “F” grades. The instructor will not have the option to enter standard letter grades.
    • If a student earns a “PX” grade, it will count towards their degree requirements (including major, minor, core, and college elective classes) and it will be honored to fulfill course requisites for future classes at Columbia.
    • A “PX” grade will not have any impact (negative or positive) on the semester or cumulative Grade Point Average (GPA).
    • It is possible that a “PX” grade might not be accepted in transfer if a student wishes to attend another institution in the future. The “PX” grade might also negatively impact a student’s application for graduate studies.
    • Students are not required to declare any classes as Pass/Fail. If a student still wishes to receive a letter grade in a class, they do not need to take any action.
    • Students who have already declared a class as Pass/Fail for Fall 2023 do not need to submit a new declaration.
    • Students can not declare a class as Pass/Fail if the class has already been graded.
    • There is no minimum or maximum number of courses that a student can declare P/F in Fall 2023. Students are not required to declare any classes as Pass/Fail.
    • If a student wishes to discuss the pros/cons of declaring a course Pass/Fail, they are encouraged to talk with the assigned instructor for the class, their academic advisor, or their academic department.
    • If a student wishes to declare a class Pass/Fail, the declaration cannot be reversed at a later date. Students should consider all pros and cons before making a final decision.
  • Satisfactory/Unsatisfactory Declaration Form (Graduate Students)

    Graduate students should use this form to declare Satisfactory/Unsatisfactory grading in one or more courses. The deadline to declare Satisfactory/Unsatisfactory is December 15th at 11:59pm to give students more time to make a decision.

    • Once this form is submitted, it cannot be revoked.
    • The grade awarded will be either a “SX” (Satisfactory – credit awarded) or “U” (Unsatisfactory – no credit awarded.)
    • The “SX” grade will not be calculated into your cumulative GPA but will count toward total credit earned. The “U” grade will also not be calculated into your cumulative GPA, but you will not earn credit for the course.
    • This form must be received by the December 15, 2023 deadline.
    • Students are encouraged to speak with their program director prior to declaring satisfactory/unsatisfactory.
    • Students can not declare a class as satisfactory/unsatisfactory. if the class has already been graded.
    • Graduate students on academic probation will require approval from their Graduate Program Director to declare SX/U.
    • For the fall 2023 semester only, satisfactory (SX) grades will count toward the fulfillment program requirements and will fulfill pre-requisites.
  • Duplicate Diploma Request Form

    This form should be completed to request a duplicate diploma (credit card required).

    The fee for a duplicate diploma is $20.00. It takes approximately three weeks. The diploma will be mailed via USPS to the address provided on the request form. International shipments can take 6-8 weeks and vary depending upon the country. Tracking may not be available for international orders.

     

  • Diploma Mailing Request Form

    This form indicates the mailing address of your diploma, other than your permanent address.

    This form is only to be used for the original copy of the diploma for students that have graduated Summer 2016 and later. Duplicate diplomas, or original diplomas from Spring 2016 and earlier, need to be ordered via the Duplicate Diploma Order Form.

     

  • Directed Study Cover Sheet

    This form is to be used for undergraduate and graduate study proposals. 

    Directed Studies are learning activities involving student independence within the context of regular guidance and direction from a faculty advisor. Directed Studies are appropriate for students who wish to explore a subject beyond what is possible in regular courses, or for students who wish to engage in a subject or activity not otherwise offered that semester by the college. Directed Studies involve close collaboration with a faculty advisor who assists in development and design of the project, oversees its progress, evaluates the final results, and submits a grade.

     

  • Disclosure Refusal Form

    This form should be used to block the release of any information regarding your enrollment status or educational history.

     

  • Enrollment Verification Request

    This form should be used to request verification of attendance at Columbia College Chicago.

     

  • Independent Project Cover Sheet

    This form is to be used for undergraduate and graduate project proposals. 

    Independent Projects are advanced, student-driven learning experiences involving substantial student independence in project design and project execution. Independent Projects are appropriate for students who wish to explore a subject on their own beyond what is possible in regular courses offered by the College. An independent project must not be equivalent in content to courses offered by the College and should not be used to replace an existing or canceled course. Independent Projects must be approved by a faculty advisor who also evaluates the final results and awards a grade. 

     

  • Legal Name or Birthdate Update Form

    This form should be used to change or correct your legal name and/or date of birth.

     

  • First Name Change Request Form

    The form to change your first name in college systems is now on the MyColumbia portal. Click on the "Change My First Name" link under the Profile section on the MyColumbia tab. 

  • Social Security Number Update Form

    Use this form to update your Social Security Number or Individual Taxpayer ID Number.

     

  • Student-Faculty Agreement for Incomplete Grade Form

    This form is used for undergraduate and graduate students.

    The instructor must agree to evaluate the student’s work and replace the Incomplete grade before the end of the following semester. Student-Faculty Agreement for Incomplete Grade specifying work to be completed, and a due date must be signed by both instructor and student and approved by the Department Chair.

  • Undergraduate Research Mentorship Initiative (URMI) Form

    This form is required for inclusion with a completed proposal for an URMI project.

    The URMI gives Columbia's undergraduate students the opportunity to gain real-world experience and learn research and scholarly techniques from practitioners in academic and integrative disciplines. The URMI is open to students who have reached junior standing.

     

Transfer Student Forms

  • Transfer Request Forms

    Use the Transfer Request Forms to:

    • Pre-Approval for Future Transfer Courses
    • Review of Possible Errors
    • Course Re-Evaluation Request
    • Submit Syllabus Requested
    • Other Transfer Credit Evaluation Questions

    Note: these forms are behind our single sign-on system and require Office 365 credentials.

  • Transient Student Form
    This form may be required by other institutions when enrolling as a nondegree-seeking student in order to transfer courses back to Columbia. Some schools have their own form for this purpose. Please contact the other institution to see if this is needed before submitting.
  • Life Experience Credit Form

    Under special circumstances, a student may be granted up to 16 credit hours in their major for life and work experience.

    In addition to completing the application form, you must pay a non-refundable fee of $100. You can make this payment at the Columbia Central office or you may pay online.

Miscellaneous

Academic Dates and Deadlines