University Records OfficeOffice: Adm 409 | Phone: (323) 343-3840
The University Records Office provides academic support services to students, faculty, administrators, staff and alumni by accurately maintaining all data related to the production of individual academic histories, often called transcripts, at Cal State L. A. Typical activities include quarterly grade processing and grade changes at the request of the faculty; certification of enrollment; verification of degrees; processing of transcript requests; processing credit by exam requests; recording advance placement; processing student requests for leaves of absence; processing academic renewals, disqualification and disenrollments.
For information regarding the above services, e-mail us at: firstname.lastname@example.org
How to Order an Official Transcript
Official transcripts of course work taken at California State University Los Angeles (including Open University, Extension and Summer Sessions) may be obtained by filing an Official Transcript Request form at the University Cashier Office.
A written letter is acceptable in lieu of an Official Transcript Request Form for those students unable to file a request form in person. The letter must include the full name of the student used while in attendance at CSLA, the Student Identification Number, birth date, dates of attendance, return address, address where the transcript(s) is to be sent, and any special conditions that the student may wish to make prior to having the transcript sent (e.g.: inclusion of current quarter in progress grades or verification of a degree just awarded, etc.).The student's signature must be included on the request form and/or individual letter.
A fee for official transcripts is charged and is payable in advance. Checks should be made payable to California State University, Los Angeles.
The cost of a single transcript is $4.00. When more than one transcript is ordered at the same time, the first copy costs $4.00, the second through tenth copies cost $2.00 each, and any copies in excess of ten cost $1.00 each.
All Official Transcript Request forms and letters, including the appropriate fee, must be submitted at or mailed to the Cashier Office, California State University, Los Angeles, 5151 State University Drive, Los Angeles, CA 90032.
An official transcript can usually be sent within one week after receipt of the request. However, requests that specify inclusion of grades just earned or verification of a degree just awarded cannot be filled until two to three weeks after the end of the quarter. Every attempt will be made to meet specific deadline dates that the requester may require, however, the specific date must be indicated on the front of the request. Students may provide a pre-paid Express Mail envelope with the request to expedite the mailing process.
All official transcripts are mailed to the address designated on the Transcript Request form or letter. Only in extreme conditions may transcripts be obtained in person. All transcripts sent to students are marked "Issued to Student" and may not be considered official by other educational institutions. In addition, employers and other business concerns may not consider these transcripts official if the seal on the mailing envelope is broken. Students must specify in their request form or letter if they desire transcripts to be sent in separate sealed envelopes.
Transcripts are not issued until all outstanding accounts with the University are paid.
Only California State University, Los Angeles transcripts will be issued. Copies of other schools' transcripts are NOT included. Transcripts from other schools must be ordered from their original source.
Removal of Work from Bachelor's Degree Consideration
Under certain circumstances, up to two semesters or three quarters of previous undergraduate course work taken at any college may be disregarded from all consideration associated wi th requirements for the baccalaureate. Neither subject nor unit credit for work taken during the disregarded term(s), even if satisfactory, may apply toward baccalaureate requirements. Detailed information appears below:
- 5 years must have elapsed since completion of the most recent work to be disregarded;
- Any previous removal of work from degree consideration must be included in applying the limits on work that may be disregarded;
- Since completion of the work to be disregarded, students must have maintained the following grade point average at Cal State L. A. at the time of petition:
- 3.0 for students with 22-44 quarter units completed
- 2.5 with 45-66 units completed
- 2.0 with 67 or more units completed
- There must be every evidence that the student would find it necessary to complete additional units and enroll for one or more additional quarters in order to qualify for the baccalaureate if the request was not approved.
Students are advised that they may file an academic renewal petition if their gr ade point average is lower than C (2.0) either in general education, the major or overall college units attempted (a condition that is preventing them from qualifying for the degree) and meet all above criteria and conditions.
Effective Fall Quarter 1996 students pursuing a baccalaureate at Cal State L. A. may repeat a course one time for purposes of academic renewal if the grade of record is below a C (2.0 grade points) (including expired incomplete grades), I (expired), or U. This procedure is limited to a maximum of 20 quarter units and to courses taken at Cal State L. A. All repetitions must be done at Cal State LA. Students pursuing a second or subsequent bachelor's degree may repeat only courses leading to the present degree objective (not courses used for prior bachelor's degrees) for purposes of academic renewal. In computing grade point averages for graduation with a baccalaureate from Cal State L. A., units attempted, units earned (if any), and grade points (if any) for a previous attempt of the same or equivalent course shall be excluded when specific conditions are met. Students are advised that repeating a course under this policy does not result in removal of the original record and grade from the transcripts. However, the earlier grade is disregarded in calculating the grade point average. Additional restrictions on acceptance of repetitions are required in the School of Engineering and Technology and the Department of Nursing. Students repeating courses in these areas must consult with department advisors. In all instances, department/division advisers should be consulted before repetitions are attempted. A petition must be filed at the time a student enrolls in a course to be repeated but no later that the "add" deadline. Forms are available in Administration 146. >
Grades are assigned by the faculty member and submitted to the Records Office two working days after the end of final examination week. Quarter grade reports normally are issued to students' two weeks after the end of final exams. When faculty members assign an Incomplete grade they must specify the work required to complete the course and the grade that will result based on the grade for the work that is to be completed. This is specified on a form, which the faculty member and student are to sign when the Incomplete grade is given. An Incomplete grade may be removed by completing the outstanding work within one calendar year following the end of the quarter in which it was assigned unless the time has been extended by the Undergraduate Studies Subcommittee or the Graduate Studies Subcommittee, as appropriate, for contingencies such as military service or health problems of an incapacitating nature verified by a physician's statement. Upon completion of the required work the faculty member will determine the final grade, based upon the signed form, and submit it on a grade change form to the Records Office>.
When a faculty member is not able to submit a grade due to circumstances beyond the student's control an RD is assigned. When the circumstances have been addressed, the faculty member submits the assigned grade on a grade change form to the Records Office. The RDon the student's record is then replaced by the grade assigned. >
Undergraduate students are expected to maintain a C (2.0) average in all courses attempted at Cal State LA and any other college or university attended and to make satisfactory progress toward their academic objectives. Students who receive financial aid should inform themselves of additional criteria defining satisfactory progress by consulting the Center for Student Financial Aid.
Grade Point Average
The grade point average (GPA) is computed by dividing the total number of grade points earned by the total number of units attempted. Grade points are assigned for each unit of course work undertaken.
A student who earns a "B" grade in a 4 unit course receives +12 grade points but a student who earns a "D" grade in a 4 unit course only receives +4 grade points.
The overall grade point deficiency or surplus can be computed by assigning the number of plus or minus grade points for each unit attempted and adding algebraically. CR and NC grades are not included in grade point average computations.
Probation for Undergraduate Students
Students are placed on academic probation if either their grade point average at Cal State LA or their cumulative grade point average in all college work attempted falls below a C (2.0). They are continued on probation for grade point deficiency until their entire deficiency is removed or until they are disqualified in accordance with the regulations state below. Students' probation status is indicated on their grade report.
Disqualification of Undergraduate Students
Students who accumulate a deficiency of 22 or more grade points at Cal State LA or in all college work attempted are disqualified, regardless of whether they were on probation duing the prior quarters. Students on probation whose cumulative grade point deficiency reaches the following levels are disqualified:
Lower Division (0 - 89 units completed) deficient -22 grade points
Juniors (90 - 134 units completed) deficient -13 grade points
Seniors (135+ units completed) deficient -9 grade points
Student's notices of disqualification appear on their grade reports and on their official academic record.
Disqualified students may submit a petition for immediate reinstatement. Immediate reinstatement may be granted for not more than two successive quarters to students pursuing the program in which disqualification was incurred.
Students enrolled but not officially reinstated for the quarter after disqualification should file a request for complete withdrawal and full refund of fees by the end of the fifth week of the quarter. Registration will be cancelled for disqualified students who are enrolled and do not file a withdrawal request, fees are not returned in these cases.
All disqualifed students who are reinstated or readmitted are placed on special probation because their grade point deficiency is greater than the maximum allowed for their class level. These students are required to earn better than a C (2.0) grade point average each quarter until their deficiency is removed or is reduced ot the maximum allowed for their class level. Students who withdraw completely from any quarter while on special probation will again be disqualified.
GRADING SYSTEM AND GPA CALCULATION
Effective Fall Quarter 1996, the campus implemented a plus/minus grading system. Therefore, all continuing students and all students admitted or readmitted to the University, Fall 1996 or later, will find that plus/minus grades are calculated in both undergraduate and graduate grade point calculations.
(plus-minus added to grading scheme effective Fall 1996)
To Quality Hours
To Earned Hours
|B-||Better than Average||Yes||2.7||Yes|
|U||Unauthorized Incomplete||Yes||0||No||Sum 1967 - Sum 2002|
|WU||Withdrawal Unauthorized||Yes||0||No||Fall 2002|
|IN||Incomplete||No||0||No||Sum 1967 - Sum 2002|
|I||Incomplete Authorized||No||0||No||Fall 2002|
|I||Expired Incomplete||Yes||0||No||Sum 1967 - Sum 2002|
|IC||Incomplete Charged||Yes||0||No||Fall 2002|
|SP||Satisfactory Progress||No||0||No||Sum 1967 - Sum 2002|
|RP||Report in Progress||No||0||No||Fall 2002|
|EARNED||(Earned Hours): those hours which earn credit, but mayor may not carry grade point value|
|ATTEMPTED||Hours attempted which carry grade point value|
|POINTS||Points awarded per course multiplied by the point value of the grade.|
|GPA||(Grade Point Average) is determined by dividing attempted by points.|
|Repeat||Repetition of prior course with lower grade removal from GPA calculation.|
Credit by Examination
Students in good standing and officially enrolled in one or more residence coursese may challenge coursees by taking examinations developed at the campus. Credit shall be granted to those students who pass examinations that have been approved for credit systemwide. These include the Advanced Placement Examinations, CSU English Equivalency Examination and som eCLEP examinations.
Credit by examination is restricted to undergraduate and graduate courses listed in the General Catalog. Approval of the Chair of the department or division offering the course and an instructor for the course is required. It is without unit limit but does not count as residence credit. Such credit is not treated as part of the student's work load during a regular quarter and therefore does not require approval for excess study load. Grades received by examination are recorded as final grades on the permanent academic record and are designated as earned through credit by examination.>
Leave of Absence
Students may petition for a leave of absence for reasons such as professional or academic opportunities, like travel or study abroad, employment related to educational goals and major fields of study, or participation in field study or research projects; medical reasons, including pregnancy, major surgery, or other health related situations; and financial reasons, such as the necessity to work for a specified period in order to resume study with adequate resources. Undergraduate students may request a leave for no fewer than 3 and no more than 8 quarters. Graduate students are granted a leave for a maximum of 4 quarters, subject to renewal. Continuing students' allowed absence of 2 quarters is included in these maxima.
Reporting Grade Discrepancies
Grades are submitted to the Record's Office two working days after the end of final examination week. Quarter grade reports are normally issued to students two weeks after the end of final exams. To reconcile a suspected error, students should submit a discrepancy report form available at the Records Office, located in Administration 409 within the following quarter. Any student who wishes to grieve an assigned grade should refer to the "Student Conduct: Rights and Responsibilities" section in the General University Catalog.>
Visitor / Concurrent Enrollment
Visitors Within the CSU:
Students enrolled at any CSU campus may transfer temporarily to another CSU campus in visitor status if they have completed 12 units with a minimum C (2.0) grade point average at the home campus, are in good standing, and are eligible to register in continuing status. Visitors are approved for one term only, subject to space availability and registration priority policies at the host campus. Concurrent enrollment is not permitted during visitor status.
Concurrent Enrollment Within the CSU:
Students enrolled at any CSU campus may enroll concurrently at another CSU campus if they have completed 12 units at the home campus with a C (2.0) grade point average and are in good standing. Concurrent enrollment is approved for a specific term, subject to space availability and registration priority policies at the host campus. Because of overlap in academic terms of campuses on semester and quarter calendars, concurrent enrollment is subject to combinations and conditions described in the concurrent enrollment application forms available at Student Affairs 101.>
The Records Office can verify enrollment for current and/or previous quarters. To initiate this request students may pick up and complete a "Letter and Form Certification Request" from the Office of Enrollment Services, located in Administration 146 OR print a copy of the form from this web page and mail it to CSLA, Office of Enrollment Services, 5151 State University Drive, Los Angeles, CA 90032. Verification of data requested will occur within 2-3 working days.