Records & Enrollment

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 LA. Here's some of what we do:

  • grade processing & changes upon faculty request
  • certification of enrollment
  • verification of degrees
  • transcript requests
  • credit by exam requests
  • recording advanced placement (AP) credit
  • grant student requests for leaves of absence
  • academic renewals
  • disqualification & disenrollments

Fall 2017 Registration

Important information about Fall 2017 Enrollment

It’s time to start Fall Semester 2017 enrollment. Your Enrollment Appointment date and time will be available in GET on March 20, 2017. You will be assigned a specific day and time when you may begin enrolling. Enrollment Appointment times are assigned randomly throughout the day based on your academic level and units earned. The time assigned to you is fixed and not subject to change for any reason. Hint: use the change term button to select the correct term when looking for your Enrollment Appointment.

We have a new feature: Enrollment Validation. This new option is tied to your Shopping Cart Appointment. Use this appointment to pre-screen your planned class schedule and identify classes that may require additional steps before you can successfully add them (e.g. permit, consent, prerequisite, time conflict, etc.). With your schedule set, shopping cart validated, and permits in place, you can quickly finish enrolling when your Enrollment Appointment day and time arrive. See Step 4 for instructions on how to validate your enrollment. Note: validating your schedule does not reserve seats for you in the classes.

Enrolling is a 6-step process:

Enrollment Step 1: Resolve holds

Resolve any holds you see in your GET Student Center.

Enrollment Step 2: Select Academic Requirements

Start in the Student Center and select Academic Requirements from the dropdown menu then click the >> button.

Screenshot of Student Center

Review the report and identify the courses you still need to take.

Screenshot of Student Center

Hint: click the expand all button and look for the red boxes on the report. Meet with an academic advisor if you have questions about which classes to take.

Enrollment Step 3: Use Schedule Planner and Enroll in Student Center

Return to the Student Center and click on the Schedule Planner link and read the instructions on that page.

Screenshot of Student Center

Additional instructions are available here. When you have identified your preferred schedule, use the Send to Shopping Cart button to push that schedule back to GET so you can validate your selections.

Screenshot of Student Center

Enrollment Step 4: Validate your enrollment

Return to the Student Center and click on the Plan link then select the shopping cart tab.

Screenshot of Student Center

If necessary, select the term and click the CONTINUE button.

Screenshot of Student Center

Use the import cart button to retrieve your preferred schedule from Schedule Planner.

Screenshot of Student Center

Review each imported class and click the NEXT button to accept them into your shopping cart.

Screenshot of Student Center

Check the box next to each class you want to test then click the validate button.

Screenshot of Student Center

Hint: check all classes to see time conflicts. Read the information next to each class in the Message column.

Screenshot of Student Center

Hint: look for a red X in the status column indicating additional action from you is needed (e.g. permit, consent, prerequisite, time conflict, etc.). If appropriate, secure permits and prerequisite waivers from the departments teaching the classes before your Enrollment Appointment date. Note: validating your schedule does not reserve a seat for you in the class. You must return when your Enrollment Appointment day and time arrive and complete the enrollment process (Step 6).

Enrollment Step 5: Pay any tuition and fees

Pay any tuition and fees not covered by anticipated Fall Semester 2017 financial aid at least three days prior to your Enrollment Appointment day and time. Financial Aid will send notifications including anticipated aid to students who met the March 2 priority application date by the end of March. Fall Semester 2017 tuition and fee payment begins March 27, 2017. A late fee will be assessed for payments received after August 7, 2017.

Enrollment Step 6: Check back for your Enrollment Appointment day/time

Return to the Student Center when your Enrollment Appointment day and time arrive. Click on the Enroll link. Review your schedule and make any needed adjustments.

Screenshot of Student Center

Click on the Proceed to Step 2 of 3 button.

Screenshot of Student Center

Confirm your classes by clicking the Finish Enrolling button.

Screenshot of Student Center

View results of your enrollment. Verify the status report that is displayed for enrollment confirmations and errors. Follow the instructions on this page to resolve any unsuccessful enrollment requests. Click on My Class Schedule before you exit to confirm that your registration was successful.

Screenshot of Student Center

Notes regarding unit load and enrollment status

Undergraduate students:

  • May enroll in up to 18 units per semester
  • May waitlist up to 9 units at a time
  • Waitlisted units are included in the overall term limit
  • Full-time enrollment status requires enrollment in 12 units for the semester, however, 15 units is recommended for timely graduation

Graduate students:

  • May enroll in up to 16 units per semester
  • May waitlist up to 9 units at a time
  • Waitlisted units are included in the overall term limit
  • Graduate courses in the 5000 and 6000 number sequences are no longer weighted (x1.5) when calculating enrollment status (e.g. full-time, half-time, etc.)
  • Full-time enrollment status requires enrollment in 8 units for the semester

Important Fall Semester 2017 dates

March 6, 2017 Schedule of Classes, Schedule Planner, and Enrollment Shopping Cart are available
March 20, 2017 NEW – GET Enrollment Validation open to all continuing students (see Step 4 above)
March 27, 2017 Fall Semester 2017 tuition and fee payment begins. A late fee will be assessed for payments received after August 7, 2017.
April 3, 2017 Continuing students begin registering based on their Enrollment Appointment assigned days and times
August 21, 2017 Fall Semester 2017 begins
September 4, 2107 Labor Day, campus closed, no classes meet
September 5, 2017 Deadline for adding and dropping Fall Semester 2017 classes.
November 10, 2017 Veterans Day, campus closed, no classes meet
November 22, 2017 Study Day, campus open, no classes meet
November 23-26, 2017 Thanksgiving, campus closed, no classes meet
December 5-9, 2017 Final Exams

Get help with:

Transcript of Academic Records

How to Order an Official Transcript

You have three options for ordering your official transcript of course work taken at California State University, Los Angeles, including Open University, Extension and Summer Sessions.

Online. Students may order transcripts online. This service is available 24 hours a day, 7 days a week. There is an additional $2.45 processing fee for each transcript.

Order CalStateLA Transcript On-line

In PersonTranscript Order Forms are available on-line or in Records Office, Administration 409.  Payment can be made by check or in the Cashiers Office, Administration 128.

Mail - Students unable to obtain a transcript in person may order via written letter or the downloadable Transcript Request Form at the bottom of this page. A letter must include the:

  1. full name of the student used while in attendance at Cal State LA
  2. Student Identification Number
  3. student's birth date
  4. dates of attendance
  5. return address
  6. address to send transcript(s)
  7. any special conditions required prior to having the transcript sent (e.g.: inclusion of current term in progress grades or verification of a degree just awarded, etc.).
The completed Transcript Request form or letter, which must be signed by the student, must be mailed with the appropriate fee to:
Cashier's Office Cal State LA 5151 State University Drive Los Angeles, CA 90032.
Cost of transcripts
  • $4.00 Single (first) transcript
  • $2.00 per additional, 2-10x copies
  • $1.00 each copy beyond 10x
Please make checks payable to California State University, Los Angeles.  For on-line orders, there is a $2.45 service fee for each transcript. Note: Transcripts are not issued until all outstanding accounts with the University are paid.

Additional Transcript Information
Most official transcripts are distributed within the 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 term. 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. All transcripts received by students are marked "Issued to Student" and may not be considered official by other educational institutions. In addition, employers and other businesses 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.

Notary Services
The Office of the University Registrar provides notary services to Cal State LA students and alumni for official documents produced by the Office of the University Registrar. Documents available for notarization include:

  • Official Transcripts
  • Enrollment Verifications
  • Degree Verifications
The notarization process requires five to ten business days for processing in addition to the initial processing time necessary for production of the requested document. Notary requests involving official transcripts will not be issued if a student has a financial hold on their account.

Foreign agencies may request an Apostille or Certification of a notarized document. The California Secretary of State provides Apostille and Certification services for notarized documents issued in the State of California. For more information regarding Apostille or Certification services, please see the California Secretary of State Authentications website or contact the California Secretary of State Office at 916-653–3595.

GET Registration (Class Registration)

Students register for classes through the GET website. The GET page has detailed information on the registration process. A Registration Appointment Time, which tells each student on what days they can register, is placed in each GET account prior to the term's first day of registration.

Students that don't receive an Appointment Schedule should contact the Records Office, located in Administration 409, telephone (323) 343-3873.

Tuition and fees must be paid prior to registering for courses. For payment plans and payment time frames, visit Student Financial Services at http://www.calstatela.edu/univ/sfinserv/index.php.

PIN Numbers

A PIN (Personal Identification Number) is randomly assigned to every student at CalState LA and is used to access GET. For security reasons, a student PIN should never be kept with the student Campus Identification Number (CIN). 

Students that forget or lose their PIN can:

  • contact the GET Helpline at (323) 343-7438 to have it mailed to them
  • come in-person to the Records Office (Admin 409) to obtain a new PIN.

PIN numbers are never released over the telephone.

Auditing a Class

Class instructors can approve enrolling as an auditor only after for-credit students have had a chance to register. Students registered for other classes may audit classes only by special arrangement with the class instructor. Regular add procedures do not apply. Students must submit an instructor-approved program change form at Administration 409. Audited courses are not recorded on the student's transcript.

Add / Drop / Withdraw

Add / Drop

Students use the GET Student Center to add and drop courses from their initial registration appointment time until the eleventh business day of the semester. The add/drop deadline varies for intersessions, summer term, and other special sessions. Please refer to the Scheduling Office for specific deadline dates.

Classes dropped during this period will not appear on the student’s transcript.

Late Add

Students use the Late Add Request form to add a class after the add deadline and before the fifteenth business day of the semester (census). The census date varies for intersessions, summer term, and other special sessions. Please refer to the Scheduling Office for specific census dates.

A Late Add request requires payment of a $25 late submission fee and signatures from both the class instructor and the chair of the department offering the class.

Students use the Petition to Add Class after Census (see bottom of this page for link) only in cases of a documented technical error on the part of the University.

Withdrawal

Students use the Withdrawal Petition to drop classes between the add/drop deadline and the 80% point within the term. Please refer to the class schedule for these specific dates as they may vary. A withdrawal is included on the student’s transcript with a W grade. Undergraduate students are limited to 18 semester units of withdrawals for their entire undergraduate career.

Late Withdrawal

Students use the Withdrawal Petition and Addendum to drop classes during the last 20% of a term. Please refer to the class schedule for these specific dates as they may vary. A late withdrawal is included on the student’s transcript with a “W” grade. Undergraduate students are limited to 18 semester units of withdrawals for their entire undergraduate career.

Students are not permitted to withdraw after the end of a term.

Fees

Changes to enrollment (add, drop, and withdrawal) occurring after the start of the term are assessed a pro-rata charge (reduced refund). The Disbursement Office website offers information regarding refunds.

Reporting an Enrollment Discrepancy

All students can view their official enrollment in GET. Students are responsible for bringing any enrollment discrepancies to the attention of the Records Office (located in Administration 409). If a student is enrolled in a course section that he/she thought they had dropped or don't remember registering in, that student must obtain a drop request form with the signed approval of the instructor, department chair, and possibly the school dean(s) in order to have the course officially dropped from their record. The student is the only individual responsible for the enrollment record, and shouldn't assume that they will be dropped for non-attendance.

Enrollment Waitlist

Cal State L.A. uses waitlists in the enrollment process to help students register for the classes they need.  Detailed information about waitlists is on the GET page.

CSU Fully Online Courses

CSU Fully Online Courses
The CSU Fully Online Courses program (formely known as "CourseMatch") provides an opportunity for eligible fully matriculated CSU students to enroll in one fully-online course per term offered by another CSU campus. The program is aimed to facilitate access to high-demand, high success courses as part of the continuing effort of providing students with access to the courses needed to expedite graduation. If you are ready to enroll in a CSU Fully Online Course, please visit your MyCalStateLA portal and select the "Cross-Campus Enrollment" link.

Students from other institutions taking a fully Fal 2016 course offered through CalState LA may find additional information on our CSU Fully Online Courses Welcome page.

Enrollment Verification

The National Student Clearinghouse is the authorized agent for California State University, Los Angeles, for providing enrollment and degree verifications to third parties. Current students may use the self-service application available through the MyCalStateLA portal to print their own enrollment history, verifications, check loan deferments sent to your lenders, and link to real-time information on student loans.

For assistance with Student Self-Service, contact the Clearinghouse at service@studentclearinghouse.org or call (703) 742-4200.

Notification of Student’s Rights under the Family Education Rights and Privacy Act (FERPA)

California State University, Los Angeles abides by the Family Educational Rights and Privacy Act of 1974 (FERPA), and in so doing, provides students a number of rights with respect to their education records.

Among these rights are: the right to inspect and review personal education records, the right to request the amendment of education records in the case of inaccurate or misleading information, the right to consent to disclosures of personally identifiable information contained in these records, and the right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA.

Copies of the campus policy, Administrative Procedure for Student Records Administration, can be found in the Records Office, ADM 409, and in the catalog: Loading...

View/Download Forms

Academic Status issues:

Academic Status

Complete information about student academic status can be found in the University Catalog.

Undergraduate Class Levels Undergraduate students are classified according to the number of semester units of baccalaureate-level course work they have completed, calculated as follows:

Class Level Semester Units Completed
Lower Division
Freshman 0-29
Sophomore 30-59
Upper Division
Junior 60-89
Senior 90+

Academic Study Loads

Undergraduate students must carry a study load of 12 semester units for full-time enrollment certification by the University. The recommended full-time study load for undergraduates is 15 semester units. Students on scholastic probation must limit their study load to 12 semester units or fewer. A student on probation may petition the university for a greater study load with the approval of an academic advisor and department/division chair or school director.

Graduate Students: To be considered full-time, graduate students must carry a study load of 12 weighted units of approved prerequisite, corequisite, or graduate program courses (graduate level courses have a weighted factor of 1.5). (See the Faculty Handbook for more info). Upon recommendation of a student’s major department or division and approval by the school graduate dean, a student enrolled in any of the following courses may be certified as full-time with a study load of fewer than 8 weighted units: 5960, 5970, 5980, 5990, and 9000. The maximum study load for students working toward a graduate degree is 12 units per semester.

Academic Renewal

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 with 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:

Criteria

  • 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 at least the following grade point average (GPA) at Cal State L. A. at the time of petition:
    Units Completed GPA
    14-29 3.0
    30-44 2.5
    45+ 2.0
  • Students must provide evidence that units in additional term(s) would be required to graduate without approval of their request.

A Student may file an academic renewal petition with a GPA lower than C (2.0) either in general education (GE), 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.

Repeating Courses

Please refer to the Faculty Handbook for the latest information on repeating courses.

Withdrawals

Per Executive Order 1037, undergraduate students may withdraw from no more than 18 semester units. For withdrawals made prior to Fall 2016, the units will be converted and displayed as their semester equivalents.

Grading System and Grade Point Average (GPA)

Grade point Requirements

Undergraduate students must 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 consult Student Financial Aid about additional criteria that may define satisfactory progress.

Grade Point Average (GPA)

The 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.  CR and NC grades are not included in grade point average computations.

  Adds to Quality HoursQuality points earnedAdds to Earned HoursEffective Date
ASuperiorYes4Yes 
A-OutstandingYes3.7Yes 
B+Very GoodYes3.3Yes 
BGoodYes3Yes 
B-Better than AverageYes2.7Yes 
C+Above AverageYes2.3Yes 
CAverage Yes2Yes 
C-Below AverageYes1.7Yes 
D+WeakYes1.3Yes 
D PoorYes1Yes 
D-Barely PassingYes0.7Yes 
FNon-AttainmentYes0No 
UUnauthorized IncompleteYes0NoSum 1967 - Sum 2002
WUWithdrawal IncompleteYes0NoFall 2002
INIncompleteNo0NoSum 1967 - Sum 2002
IIncomplete AuthorizedNo0NoFall 2002
IExpired IncompleteYes0NoSum 1967 - Sum 2002
ICIncomplete ChargedYes0NoFall 2002
SPSatisfactory ProgressNo0No Sum 1967 - Sum 2002
RPReport in ProgressNo0NoFall 2002
WWithdrawnNo0No 
CRCreditNo0Yes 
NCNo CreditNo0No 
RDReport DelayedNo0No 

  • Earned Hours: Hours which earn credit, but may or may not carry grade point value
  • Attempted Hours: Hours attempted which carry grade point value
  • Points awarded per course are 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.

Scholastic Status - Probation & Special Probation

Note: be sure to check the Faculty Handbook for up-to-date and more in-depth information on the policies outlined below. In the event of descrepancies, policies in the Faculty Handbook supercede those described below.

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 stated below. 

Special Probation

Continuing students who are disqualified may petition to remain as matriculated students on special probation. To be eligible for special probation, disqualified students must complete the disqualification interview with their academic advisor and obtain the advisor's approval. The advisor must specify on the special probation petition the terms and conditions under which the student will be eligible to be returned to and to remain in matriculated status, such as courses to be repeated, courses to be completed, GPA requirements, and any required workshops and/or tutoring.

All disqualifed students who are reinstated or readmitted are placed on special probation because their GPA is below the value needed for the class level. These students must earn better than a C (2.0) GPA each term until the GPA is at least the minimum for the class level. Students will be disqualified when they completely withdraw while on special probation.

Repeating Courses

Please refer to the Faculty Handbook for the latest information on repeating courses.

Disqualification and Reinstatement

Note: be sure to check the Faculty Handbook for up-to-date and more in-depth information on the policies outlined below. In the event of descrepancies, policies in the Faculty Handbook supercede those described below.

Undergraduate Student Disqualification

Students already on probation whose Cal State L.A. or cumulative grade point average drops below the following levels are disqualified:

Class Level Units Completed GPA
Freshmen 0-29 1.50
Sophomores 30-59 1.70
Juniors 60-89 1.85
Seniors 90+ 1.95

Disqualified students are required to arrange a disqualification interview with their academic advisor to review the reasons for disqualification, to explore the option of requesting special probation or readmission, and to establish the terms and conditions for recommending special probation or readmission. Undeclared majors will hold this interview with their advisor in the University Academic Advisement Center.

Reinstatement

Students who are denied/ineligible for special probation may petition for readmission. Readmission after disqualification is not automatic. Students must wait at least one term before applying for readmission. For readmission, students must satisfy the terms and conditions from the disqualification interview as documented in the student's file by the academic advisor. Students must also have a cumulative grade point average (GPA) that is at or above the minimum for their class level when they apply. (see above table for GPA requirements)

For greater detail on the reinstatement (readmission) process, please refer to the Faculty Handbook.

Disqualified students must file their application for readmission before the appropriate admissions deadline.

Students enrolled but not officially reinstated for the term after disqualification should file a request for complete withdrawal and full refund of fees prior to the start of the term. Registration will be cancelled for disqualified students who are enrolled and do not file a withdrawal request. Fees are not returned in these cases.

Academic Dishonesty

For detailed information about Academic Dishonesty, please refer to Appendix D of the University Catalog.

Credit by Examination

Students in good standing and officially enrolled in one or more residence courses may challenge courses by taking examinations developed at the campus.

Students may obtain credit by examination in undergraduate and graduate courses listed in the General Catalog. Approval of the Instructor and Department Chair is required. These units do not count towards residency credit, nor do they count as part of a student's academic workload. 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

Undergraduate students may request a leave for no fewer than 2 and no more than 4 semesters. Graduate students are granted a leave for a maximum of 2 semesters, subject to renewal. Continuing students' allowed absence of 1 semester is included in these maxima. Summer and winter terms are not included in these totals.

Reporting Grade Discrepancies

Grades are submitted to the Records Office three working days after the end of final examination week. To reconcile a suspected error, students should submit a discrepancy report form available at the Records Office, located in Administration 409 by the following term. Any student who wishes to contest an assigned grade should refer to the "Student Conduct: Rights and Responsibilities" section in the General University Catalog.

We strongly recommend you browse, at minimum, the Procedures and Regulations section of the University Catalog, which has the latest (and often more detailed) information on many of the topics we cover here.

Office Hours

Monday -Thursday
    8 a.m. - 6 p.m.
Friday:
    8 a.m. - 5 p.m.
Saturday - Sunday
    Closed

University Closed

9/4 Labor Day
11/10 Veterans Day
11/23-24 Thanksgiving
12/25-1/1 Campus Holiday
1/15 MLK Holiday
3/30 Cesar Chavez Day
5/28 Memorial Day
7/4 Independence Day

Contact us

Location:
    Administration Building
    Room 409
Phone:
    (323) 343-3873

records@calstatela.edu