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Transcript Request Instructions

Ordering Official Transcripts

Official transcripts are printed on official transcript paper, bear the University Seal and include the University Registrar's signature. Official transcripts can be sent to students, alumni, other institutions, employers or organizations, upon request. Official transcripts are provided in a sealed envelope and must remain in the unopened, sealed envelope until presented to the other institution, employer, or organization.

Transcripts are ordered through Parchment Exchange. This service sends official transcripts as traditional hardcopy. For students who attended after Fall 1988, an electronic version is also available. 

 

Current and Recent Students

Students who are currently enrolled in Cal Poly classes or whose last term of attendance was not more than 8 quarters from present term.

Order Official Transcripts

Order official transcripts using Parchment Exchange on your my.calpoly.edu portal.

  1. Sign into your my.calpoly.edu portal. Go to the Academics Tab > Degree Information > Official Transcript.
  2. Sign into your Parchment account. You will be required to authenticate through the portal.
  3. You may need to register with Parchment. Click “Register with Parchment Exchange” and request your transcripts. This will be the only time you will need to register with Parchment if accessing Parchment Exchange through your secure my.calpoly.edu portal.
  4. Note: If you have an attachment to go with your official transcript, either fax it to 805-756-7237 or scan it to transcripts@calpoly.edu and then place your transcript order.

Recent students. If your Portal password has expired, you will need to reset your password by calling the ITS Help Desk at 805-756-7000, to be able to log on to your my.calpoly.edu portal.

Transcripts are $10.00 each.

Former Students

Students who have not attended Cal Poly in more than 8 quarters.

Order Official Transcripts

Former students who have not attended for 8 quarters or more do not have access to unofficial transcripts.

To order transcripts you need your Student ID Number and dates of attendance.

1. Student ID (EMPL) Number Request form

The Cal Poly Student ID Number is a 9 digit identification number. To obtain your Student ID Number, submit the Student ID Number Request form (pdf). You can fax, or scan and email the form to us. The fax number and email address are on the form along with further instructions. We are not allowed to give student ID Numbers over the phone without the signed request form in our office. The Student ID Number replaced Social Security numbers as the student identification number. Your student number is not the number on your Poly Card.

2. Determine dates of attendance

You need your dates of attendance to order your transcripts. See the table below for assistance.

Dates of Attendance Term Begin/End months
For example, a student who attended Cal Poly from Winter 2001 through Fall 2006 would enter dates of attendance as January, 2001 through December 2006.

 

Month Term Began

Month Term Ended

Fall

September

December

Winter

January

March

Spring

March

June

Summer

June

August

3. Order transcripts with Parchment Exchange

Please note: Search Cal Poly in the College/University Name field

Transcripts are $10.00 each.

Transcripts with attachments.
Please either fax to 805-756-7237 or scan and email to transcripts@calpoly.edu. We will send you an email confirming receipt of your attachment and will send the attachment with your official transcript.

Continuing Education Students

Students who enrolled through Continuing Education or Open University will follow ordering instructions for Former Student. If your dates of attendance are within the past 8 quarters, please call our office for assistance with account set up, 805-756-2531.

Unofficial Transcripts

An Unofficial Transcript is one that does not bear a University Seal, but contains all of the relevant academic information of course completion, grades and GPA from Cal Poly. Unofficial transcripts are typically used by students for informational purposes.

Cal Poly only offers Unofficial Transcripts via Poly Profile to students with access to the my.calpoly.edu portal. Former students who have not attended for 8 quarters or more do not have access to unofficial transcripts.

Access your Unofficial Transcripts through your my.calpoly.edu portal and the “Academics” tab. You will find your Poly Profile under "General Degree Resources" in the “Degree Information” channel. 

Electronic Transcripts

Electronic transcripts are only available for students who attended after Fall 1988Transcripts are ordered through Parchment Exchange

You can track your transcript orders through Parchment’s secure website.

Written Transcript Request

Only students who do not have the ability to order transcripts electronically can request transcripts in writing. Processing time for a written request is 15 business days once received.

Your request must include the following information:
Name (and any former names used while at Cal Poly)
Student ID (Empl) Number
Dates of Attendance
Major
Degree(s) Earned
Signature

Mail Requests to:
Office of the Registrar
Cal Poly State University
1 Grand Avenue
Building 1, Room 222
San Luis Obispo, CA 93407-0033

Please call for cost and payment method, 805-756-2531.

How to get your Student ID (EMPL)

The Cal Poly Student ID Number is a 9 digit identification number. Your student number is not the number on your Poly Card. To obtain your Student ID Number, submit the Student ID Number Request form. You can fax, or scan and email the form to us. The fax number and email address are on the form along with further instructions. We are not allowed to give student ID Numbers over the phone without the signed request form in our office. The Student ID Number replaced Social Security numbers as the student identification number.

I need a transcript ASAP! What can I do to expedite the process?

You can choose the Overnight Delivery option when ordering transcripts through Parchment.

 

Please direct questions regarding transcripts to transcripts@calpoly.edu

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