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Frequently Asked Questions (FAQ)


Can I order a transcript or verification over the phone?

Current students can order transcripts and verifications from their student center.

Recent students (attended within the last 8 quarters) order transcripts using Parchment through their portal. To re-establish access to your portal, contact the ITS Service Desk at 805-756-7000 to reset your password. Please visit the Transcript Request page for more information. To obtain an enrollment or degree verification, please use our Verification Request form.

Former students will complete the signed release by ordering transcripts through Parchment Secure Transcripts. Please visit the Transcript Request page for more information.

Verification letters are free of charge for all students but must include the student's signed release. Please follow the instructions provided in the Verification Request form. Verifications can also be accomplished using the "Web Verify" tool on the portal. For further information, please go to then click on the "Personal Info" tab.

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.

How do I repeat a course?

Undergraduate students that earn C- or less may repeat up to a maximum of 16 units for one time grade forgiveness and an additional 18 units for GPA improvement. Repeat adjustments are made automatically at the end of the term in which the course is repeated. For further requirements and exceptions, please refer to the Office of the Registrar web page under Repeating a Course

How can I change/update my address information?

Current students must change/update their address information through the portal ~ go to The portal is available to students one year (4 terms) after their last enrolled term at Cal Poly. If you have been away from Cal Poly for more than 4 terms, mail or fax your address change request to: Cal Poly, Office of the Registrar, San Luis Obispo, CA 93407 or Fax: 805-756-7237.

What is a "hold" ?

A 'hold' may be placed on a student's record for departmental reasons or for other unsettled university obligations. Students may be denied access to the registration system (Student Center), transcripts, use of facilities, services, materials, campus credit until all 'holds' have been cleared. To clear holds, students must contact the department responsible for placing the hold.

Students may use the 'Registration Status Channel' to check on any holds.

I am going home for the summer and I plan to attend classes at the local community college. How do I find out if the class(es) will transfer over to Cal Poly?

- If you want to take a major or support course, check the ASSIST website for an articulation agreement between Cal Poly and the other college.

- If it's a GE course you want, go to ASSIST, and select the college you will attend. Click on "CSU GE-Breadth Certification List", select by 'Area' and match the Area Titles (not the Area #s).

- If the course or type of course or college you want to go to is not on the ASSIST list, please check with your Advising Center, major dept advisor or the Evaluations Unit of the Office of the Registrar (805-756-2396). After you have reviewed the ASSIST website and/or you know that an articulation agreement does not exist, you may obtain the appropriate course substitution form from the Office of the Registrar lobby and obtain the appropriate signatures.

I have just finished taking a class at another institution and I would like the course credit transferred to Cal Poly. Which department should I have the transcript sent to?

Please send all transcripts to:

Cal Poly State University
Admissions Office (01-206)
San Luis Obispo, CA 93407

I need to take extended time off from school. What do I need to do?

A total of eight terms of long term leave (Educational or Medical) are available to each student while attending Cal Poly. No more than two leave requests will be allowed per student. A written request by the student and approval by campus officials and/or attending medical physician are required. You may reference the Cal Poly catalog for guidelines in determining eligibility. Application forms may also be obtained from the Registrar's Office.


How do I apply for graduation?

Starting in Fall Quarter 2015, undergraduate students no longer need to apply for graduation using the Graduation Application/Request for Graduation Evaluation form.

Instead, when students reach 75% or more of degree completion (80% for Architecture and Landscape Architecture majors), as indicated on their Academic Progress gauge on Poly Profile, the Office of the Registrar will input an expected graduation term for them that is one year away.

Students will receive an email from, informing them of that their expected grad term has been set for them, and that they are expected to graduate within four quarters.

The expected graduation term can be viewed in the Student Center and Poly Profile.

What happens next, and what should I do to ensure that I graduate as planned?

Once you are notified by the Office of the Registrar of your expected graduation term, you should plan your remaining terms carefully, consulting with an advisor as needed to ensure that you can graduate on time.

Access your Degree Progress Report after you register for each of your remaining terms, to ensure that the classes you have registered for fulfill the requirements you expect.

It is your responsibility to submit any paperwork needed to address unmet degree requirements. Notify the Evaluations Unit of the Office of the Registrar if you no longer plan to pursue a minor.Be sure to maintain your Poly Planner.

If you need to change your graduation term, either earlier or later, complete the Change of Degree Completion Term form.

Is there anything else I need to do?

Once you've been contacted by Evaluations indicating the expected graduation term, the process happens automatically. You'll be on the list to graduate kept at the bookstore. This will allow you to pick up your cap and gown and order tickets for the ceremony.

Officially, when am I a Cal Poly graduate?

When you have completed ALL degree requirements satisfactorily and have received a "Congratulations Letter" from the Office of the Registrar, Evaluations Unit. Keep your address information updated via so that you will receive this important correspondence!

Where do I order my diploma?

A complimentary diploma will be mailed to your listed diploma or permanent address, upon completion of all degree requirements. If you'd like additional diplomas, they can be ordered through the El Corral Bookstore (Additional diploma orders call: 1-800-367-0771).

How long does it take to get my diploma?

After your degree is posted, it will take approximately three weeks for delivery to your address.

What if I want a different name printed on my diploma and how do I update my 'DIPLOMA ADDRESS'?

It is your responsibility to update your diploma name prior to your graduation. For undergraduates, it is best to do this when the Office of the Registrar notifies you that your Expected Grad Term has been set (which is one year in advance), but it can be done any time before we confer your degree. For graduate students, the Graduate Request for Graduation Evaluation directs you to update your Diploma Name.

To update your Diploma Name, use the Personal Info tab on the Portal. Go to Names, then Add a New Name; choose “Diploma” from the dropdown menu; update the remaining fields and save. To view your changes, you will need to choose “edit.”

If ordering additional diplomas, when you complete the “Diploma Order Form” at the University Store, you can indicate your diploma name on that form.

Update your 'DIPLOMA ADDRESS' via (Contact the ITS Help Desk @ 805-756-7000 if you have login questions)

What is listed on my diploma?

The degree type, major and/or majors, honors and date of degree are listed on both undergraduate and graduate diplomas. Honors are listed as follows:

Bachelor's Degree

  • Summa cum laude—cumulative Cal Poly GPA of 3.850 or higher
  • Magna cum laude—cumulative Cal Poly GPA of 3.700 to 3.849
  • Cum laude—cumulative Cal Poly GPA of 3.500 to 3.699.

Master's Degree
"With Distinction": those graduates with a GPA in their Formal Study Plan that is 3.750 or higher. Master's Degree specializations are also printed on diplomas.

What is not listed on my diploma?

Minors are not listed on the diploma but will be noted on the student's transcript when it is completed in conjunction with a bachelor's degree. Concentration information is listed on the diploma for graduate students but not undergraduates. The concentration information will be noted on transcripts.

How many diplomas am I qualified to receive?

Bachelor's Degrees: A student may be granted a bachelor's degree with two majors with the same degree type if all requirements of both curricula are satisfied at the same time. Both majors will be recorded on the student's transcript. However, no more than one diploma or degree will be granted to a student for the same term. Adhering to CSU Directive 72-12, a student with two majors with different degree types will have to choose which major they want to have on the diploma. However, both majors and both degree types will be recorded on the student's transcript. Master's Degrees: There are certain Master's programs that award two degrees simultaneously and thus the student will receive two separate diplomas. Ask your Academic Advisor and/or the Evaluations unit if you have any questions.

How do I expedite a diploma order?

To expedite an order please contact the El Corral Bookstore, Customer Service (1-800-367-0771). There will be an extra charge to you.

Who may participate in Cal Poly Commencement Ceremony?

Spring Commencement - June: You are eligible if you complete degree requirements, or have received a graduation evaluation for Winter, Spring, or Summer terms.

Fall Commencement - December: You are eligible if you complete degree requirements, or have received a graduation evaluation for Fall term.

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