Academic Records

Congratulations!

As you near the end of your academic career at Cal Poly, please make sure your academic records are up-to-date. It is important that we have accurate information, such as your mailing address, as we finalize your program requirements, post your degree and issue your diploma. Also, be sure your privacy flag is removed so that we may verify your hard-earned degree to potential employers and/or graduate institutions.

Again, congratulations from all of the staff in the Office of Academic Records. We wish you the very best as you pursue life after Cal Poly.

Thomas L. Zuur, Director/Registrar
Office of Academic Records

Applying for Graduation

Make sure you fill out a Request for Graduation Evaluation four quarters prior to graduation (or two quarters prior if you are completing a Master's degree). This will ensure that you and the University are "on the same page," and will automatically set you up to graduate at the end of the term that you designate (upon completion of final degree requirements). You may pick up a Request for a Graduation Evaluation at the Office of Academic Records or online (link above). You will also be mailed your graduation evaluation two terms before you graduate.

Graduation Writing Requirement (GWR)

Undergraduates
Graduate students

The GWR is a mandatory CSU systemwide requirement for graduation. If you're an undergrad, Cal Poly has two options for fulfilling the GWR: 1) Pass the Writing Proficiency Exam (WPE) ($25 fee; not offered summer quarter) with a score of eight out of a possible 12 points, or 2) Pass an approved upper-division course with a grade of C or better AND receive certification of proficiency in writing based on a 500-word in-class essay. Grad students must also fulfill the GWR, but may apply for a waiver if it has already been met. Please refer to the appropriate Web site above for more information.

Diplomas

Once you have filled out your Request for Graduation Evaluation, your graduation date is set. Your degree will be posted upon verification of all degree requirements. You will receive a letter from the Registrar's Office confirming your degree before your diploma is mailed. The University will issue you one free copy of your diploma approximately six weeks after your degree is posted. It will be mailed to your permanent address (unless you specify otherwise), so make sure to update it on the Personal tab on my.calpoly.edu before you leave. You may purchase more copies through El Corral Bookstore, (805) 756-5322.

University "Holds"

A "hold" may have been placed on your account by any of several different departments. To remove the hold, you must contact the department that has placed it. To find out if you have any holds on your account, go to my.calpoly.edu. All holds must be paid in full before you graduate.

Transcripts

Below are some helpful hints for obtaining transcripts. We highly recommend that you also check out the Web site for more specific information. Please plan ahead; transcripts may take up to 10 days to process.

Unofficial Transcripts

To view unofficial transcripts:

  1. Log in to the My Cal Poly Portal (https://my.calpoly.edu)
  2. Click on the "Registration & Enrollment" tab
  3. In the "Student Course Info" channel, click the "View My PolyProfile" link

Official Transcripts

To order official transcripts, print and fill out the Transcript Request form at records Web site or pick one up at the Office of Academic Records window. Payment must be included with your order for official transcripts. You may pay by cash, check, money order or credit card. See the Web page for specific payment information.

Transcript Fees

Below is the fee structure for transcripts that are requested at the same time:

  • $4.00 single transcript
  • $2.00 each additional copies (2-10)
  • $1.00 each additional copies (11+)

Additional Information

Each official transcript is placed into a separate envelope with a special seal across the back. It is not necessary for you to include a return envelope with your request. Transcripts cannot be released if you have a hold on your record. Make sure to check my.calpoly.edu for hold information before requesting your transcripts. Please note that phone orders are not accepted because your signature is required to release transcripts.

Verification Request

Sometimes employers or insurance agencies need to verify your enrollment at Cal Poly. This link will send you to the "Forms" page of the Office of Academic Records Web site. Click on "Verification Request" and follow the directions for completing the form.

Privacy Flag (FERPA)

If you have asked the University to put a Privacy Flag on your record, the University will not be able to verify your degree to potential employers or graduate schools who might inquire. Also, if you do not remove the Privacy Flag before you graduate, it will be transferred to the University database that maintains all alumni information. This means that you will not receive any information from the University or your department, such as notification of upcoming alumni events in your area, departmental newsletters or reunion e-mails.

If you would like to remove the Privacy Flag before you graduate, you can do so through my.calpoly.edu. After graduation, contact the Alumni Office (888-CAL-POLY) and Office of Academic Records for instructions on removing the Privacy Flag.