Mission
The Mission of the Office of the Registrar is to provide outstanding academic and support services to students, faculty, staff, and alumni in compliance with institutional, professional, and legal standards; and to provide timely and accurate information while maintaining the security and integrity of student data.
The Registrar’s Office maintains the academic records of all Sofia University students. The Office issues transcripts, receives incoming student transcripts and documents, certifies enrollment, evaluates students’ records, monitors academic standing, coordinates grades and attendance, and processes students for graduation. The Registrar’s Office strives to improve processes and procedures through the innovative use of technological resources. In all these duties the Office supports the University’s core values.
Registration
Sofia University utilizes the online registration functionality through the Sofia portal. After completing the first quarter, students will have the ability to self-register. For further registration assistance, a guide is available in the Sofia University website Office of the Registrar - Sofia University. Students may also consult with their designated Academic Advisor.
Have any additional questions? The Office of the Registrar can be contacted at registrar@sofia.edu or by calling 1-888-820-1484 ext.10903 or via fax (650) 493-6835.
Add/Drop Period
The Add/Drop period occurs prior to and throughout the first week of the quarter. During this period, students may add and drop courses. The specific date is noted for each term on the academic calendar.
Transcript Request:
Sofia University official transcripts are ordered online via the National Student Clearinghouse (https://tsorder.studentclearinghouse.org/school/welcome). The standard transcript fee is $5 (plus a processing fee). Unofficial transcripts are available on the student portal on the main Sofia University website.
Changes of Name or Address
Students are responsible for maintaining up-to-date information: e.g., name, mailing address, phone number, or email address. Update to student information, except student name, may be completed in the portal. Name change requests must be accompanied by a copy of one of the following documents: marriage certificate, court order, social security card, or driver's license.
Student Record Retention
In addition to permanently retaining a transcript as required by section 94900(b) of the Code, the University retains all required records for a minimum of five (5) years from the end of the student’s award year on-site in order to be compliant with Federal Regulation (34 CFR §668.24) and State Regulation (5 CCR §71920). Records may then be stored on a secure off-site location and/or digitized and stored into a solutions system.
Enrollment Agreement:
Before signing the Enrollment Agreement, each student will be provided a Student Performance Fact Sheet appropriate to the selected program. This fact sheet discloses the recent history of students’ performance and completion rates for the specific degree. The student must initial and date the Student Performance Fact Sheet and a copy is maintained in the student’s file.
Upon open registration, students will be required to complete the Enrollment Agreement prior to being enrolled. A member of the Registrar team will guide students on completing the documentation in a timely fashion to ensure that all areas of the document are signed accurately. The completed Agreement is then combined with the admissions (applicant) records, and those documents are subsequently transferred to the newly admitted Student Record. A copy of this document can be also provided to the student for their records.
When signing an Enrollment Agreement, students acknowledge receipt of the Academic Catalog and agree to abide by the policies, rules, and regulations of the University. When signing an Enrollment Agreement, students acknowledge receipt of the Academic Catalog and agree to abide by the policies, rules, and regulations of the University.
Students must sign an Enrollment Agreement before beginning classes at Sofia University. The Enrollment Agreement includes information about tuition and fees, billing, attendance, financial assistance, and other matters of enrollment.
Enrollment Status:
Each student enrolled at the University is assigned an enrollment status. Status is used to track progress through the program and to determine billing. A student’s enrollment status is determined by the number of units enrolled in for any given quarter. The chart below outlines the requirements for each enrollment status.
| Level | Half-Time (Minimum) | Full- Time (Minimum) |
|---|---|---|
| Undergraduate Students | 6 Credits | 12 Credits |
| Graduate Students | 3 Credits | 6 Credits |
| Doctoral Students who are enrolled in a Dissertation course while completing other degree requirements | 3 Credits | 5 Credits |
| Doctoral Students who have advanced to Candidacy* | N/A | 3 Credits |
| Doctorate of Business Administration (DBA) and Chinese Language Doctorate of Business Administration (DBAC) | N/A | 4 Credits |
* Candidacy for doctoral students is defined as the point where all degree requirements (all coursework except the dissertation and PsyD internship) have been successfully completed. At the stage that students reach Candidacy, registration for three credits of Dissertation coursework or continuation is considered full-time status. Doctoral students who have not reached Candidacy are considered full-time with a minimum enrollment in five credits per quarter.
** A doctoral student’s full-time status is determined by the structure of the program they are enrolled in. Note that full-time status may be defined differently for federal loan purposes and VA purposes. International students must comply with other applicable regulatory requirements regarding full time enrollment to correctly maintain their F-1 status.
Students who participate in Federal Title IV Financial Aid Programs will have their enrollment status reported to the National Student Loan Data System (NSLDS) each quarter as required by Federal Title IV Regulations. A student’s enrollment status, along with other factors, determines that student’s eligibility for certain types of financial aid, as well as that student’s ability to defer loan repayments. Student’s must be enrolled at least half-time to receive any federal loans and/or qualify for continued deferral of repayment for any federal loans previously received.
Status Description:
| STATUS | DESCRIPTION |
| Active - Not Enrolled |
The student is active but not currently enrolled in a class. Campus Cafe automatically changes the status from Enrolled to Active when all grades have been entered if the student has a status of enrolled, active or blank and is not enrolled in any current or upcoming courses. No other status would be changed in this scenario. An active student represents one whose academic degree remains open. The student isn’t enrolled and has not been explicitly withdrawn from the degree or graduated. |
| Completed |
The student has completed the program, but has not yet officially graduated (been conferred). You may optionally use this status as an in-between status for students who completed their final classes but whose official graduation is on hold. |
| Enrolled | The student is enrolled in at least one class without a final grade. Campus Cafe will automatically change the status from blank or active to enrolled when a student is enrolled in a class. |
| Inactive | The student changes academic programs within the same degree level. The former row is marked inactive rather than withdrawn because the student didn’t technically withdraw (leave) from the institution. |
| Leave of Absence | The student is on an approved leave of absence. |
| No Start | The individual never began the degree, but a record is desired to be kept. |
| Withdrawn | The student has withdrawn (left) from the degree and the institution. |
| Cancelled | Indicates a student that started a program and left within a trial or probationary period. |
| Degree Conferred | The student has officially graduated and been conferred the degree. The degree will print on the transcript as completed. |
Graduation Application:
Upon completion of the requirements for a degree, students must apply for graduation to have their degree posted to their academic records and to receive a diploma. In addition, all tuition and fee payments must be settled. The graduation fee is $175 (participation in commencement is included.) Please access the following link to complete your graduation application:
Graduation Application 2024-2025
Any questions about the process of graduation should be addressed to the Office of the Registrar at registrar@sofia.edu.
Degree posting and diplomas FAQs:
Link to FAQs
Commencement Ceremony Information:
The Commencement Ceremony will be held on September 27, 2025, at Sofia's Costa Mesa campus located at 3333 Harbor Blvd, Costa Mesa, CA 92626. To participate in the Commencement Ceremony, please complete the Commencement Application no later than August 1, 2025.
If you have any further questions about graduation, please find the most frequently asked questions here: Commencement Ceremony Information | Sofia University https://www.sofia.edu/student-resources/commencement/