At the conclusion of a student's study abroad experience, the CSU IP requests official grades from all study centers. Note that grades submitted to CSU IP by students are not accepted. CSU IP then issues an Academic Report to the CSU campus that the student was enrolled at while abroad.The report reflects an evaluation and translation of all courses in which the student was enrolled, all units attempted and all grades earned abroad. Courses that students were enrolled in will appear on the academic report. The Academic Report is the only academic record provided for the entire year abroad. Mid-year reports are not provided.
The Academic Report is provided to both the student and the registration/records office at the campus the student was enrolled at while abroad. Reports for IP participants who completed the entire year abroad are uploaded to the student's CSU IP portal (located under "Attached Documents"). Reports for students who withdrew before the end of the year are mailed to the student's permanent address on file at CSU IP if they cannot access their portal. Note that it can take up to four months for reports to be sent, sometimes longer, depending on circumstances. Refer to section on "When to Expect the Academic Report".
It can take campus registrar/record offices up to six weeks to receive and post courses, units and grades to CSU academic records after reports are uploaded to the CSU IP portal. Once posted, students can view their record on their CSU portal and can order official transcripts. The CSU transcript is the official record of courses taken abroad. All courses are regarded as resident credit. Grades earned while on a CSU IP program will be computed in the cumulative grade point average on the student's CSU campus transcript. Note that incompletes are not given and that a grade of "WU" is reported for uncompleted courses which is calculated the same as an "F" in computation of grade point average.
Students are responsible for uploading course descriptions to their CSU IP portal, which will help expedite the processing of academic reports. Students who do not upload course information may experience reporting delays.
Refer to the Academic Information page and refer to the academic publications for your year of study for additional academic reporting information and arrangements.
Students are responsible for providing course information (including syllabi, assignments and other course materials) to their home campus academic advisors in order to apply for credit towards specific degree requirements. With the assistance of their advisors, students should expect to complete campus-based forms (petitions or course substitution requests) unless advised otherwise. If courses are not needed for any degree requirements, then it is usually not necessary to complete any other forms.
When to Expect the Academic Report
Under normal circumstances, it can take a minimum of four months from the end date of the program to finalize academic reports. In some cases it may take longer, depending on the program and specific circumstances. (Refer to the next paragraph.) Reporting delays can occur due to the variances in grade reporting procedures, study center closures and other factors. Translating academic information into CSU terms is complex and takes time. This means that for programs ending in July (Chile, Germany and Japan), reports may not be finalized until November. In the cases of France (Paris), Germany and Sweden, reports may take longer to process.
In March 2020, institutions around the world including CSU campuses have taken measures to mitigate the spread of COVID-19. Measures have included suspending face-to-face classes, prolonging spring breaks and/or changing spring semester dates, and offering courses remotely. Operations at each institution have also changed as they have shifted their operations to a virtual environment. Due to this world-wide transition, CSU IP may experience delays with academic reporting. We ask our students for their patience and understanding as a result of these unprecedented circumstances.
Due to differences in reporting systems used by institutions in these countries and other factors, students must keep in mind that:
- graduating seniors should be prepared to delay their graduation if necessary;
- students returning to their campuses after CSU IP participation should approach the appropriate office at their home campus to ask about course registration processes and request special consideration.
To students who have not received their grades by the end of November: You may contact us at IPacademics@calstate.edu. In the subject area of the email, write the following: AR- your name- your host country (example: AR-Jane Doe-UK). Please include your phone number in your email in case we would like to contact you.
Checking for Accuracy of Academic Reports
Students are responsible for verifying the accuracy of the Academic Report as soon as they receive it. If there are discrepancies or inaccuracies, students can refer to the Academic Report Cover Letter for instructions on requesting a review.
All requests to have a course or grade reviewed must be received
- before you graduate with the degree that you were pursuing while studying abroad on CSU IP, and
- no later than 12 months from the official end date of your last term abroad, whichever date comes first.
Requesting Official Transcripts for Graduate Schools
Returning CSU IP students or CSU IP alumni who wish to obtain an official record of all coursework attempted abroad must request an official transcript from their home CSU campus. The CSU transcript is the only official record of all courses taken while abroad. Students can direct graduate schools to this website for additional information about academic reporting.
Recent CSU IP participants can also inform the institutions to which they are applying of a possible delay in the posting of their degree due to the time it takes to process Academic Reports. Often, universities can give otherwise qualified students provisional acceptance to their graduate program, which allows students to begin their studies in the fall.
Requesting Replacement Academic Reports
To students who participated in IP prior to 2016 and students who have withdrawn prior to the end of their year abroad: To request a replacement of a lost Academic Report, students must complete the Academic Report Request Form. Reports are sent within 15 working days from the date that requests are received. It may take additional time to replace reports issued prior to 2010.
Financial Aid Recipients
Before students depart for their host countries, CSU IP provides participant lists to the various CSU campus offices, including financial aid offices. While each campus financial aid office is notified of students’ participation in CSU IP, as students prepare to return to the U.S. and to their home campus they may nonetheless receive a notice that they may not receive financial aid as scheduled for various reasons, including not meeting the Satisfactory Academic Progress (SAP) requirement.
Each campus handles this matter differently so students should read the notice carefully. It may not necessarily mean students are ineligible to receive the next semester’s financial aid. Depending on the campus, students may be granted a waiver or provided the opportunity to file an appeal. To resolve this issue, students should contact their financial aid office and ask to be put in contact with the person responsible for CSU IP participants.
Students should remind their financial aid counselor that they are a returning IP participant, request special consideration in the handling of financial aid and share the Academic Reporting information found in the academic publications for your year of study. Additional questions can be addressed to the CSU IP Fiscal Affairs Department: IPFinance@calstate.edu.