Academic Reporting

At the conclusion of a student’s study abroad experience, CSU IP obtains official grades directly from host institutions. Grades submitted by students are not accepted. CSU IP participants may not submit transcripts directly to their CSU campus, and campuses may not accept them.

In the reporting process, CSU IP reports academic activity based on host institution records. This includes:

• All courses taken abroad and grades earned
• All enrollment and academic activity recorded by the host institution
• Courses that are completed, not completed, or not validated by the host institution
• Course titles as listed by the host institution (translated into English where applicable)

Enrollment is not dependent on submission of CSU IP forms or a student’s intent to receive credit.

Failure to complete required coursework, including final exams, assignments, or internship requirements, will result in a non-passing grade in accordance with CSU grading policy. The final grade recorded is based on the grade issued by the host institution and may be reported as a “WU” or “F,” as applicable.

Credit-bearing internships completed as part of CSU IP are considered academic courses and are subject to the same enrollment, participation, and reporting requirements as other coursework.

Withdrawals from courses require CSU IP approval and must comply with CSU IP deadlines and policies. Unauthorized withdrawals or non-completion will be reported accordingly.

After grades and course information are received from host institutions, CSU IP issues an academic report to the CSU campus at which the student was enrolled during participation. The academic report is the only official CSU IP record for the entire period of study abroad. Mid-year reports are not issued for students participating in full academic year programs.

The academic report is provided to both the student and the campus registration/records office. Reports are uploaded to the student’s CSU IP portal in the “Documents” section.

After reports are issued, campus registrar/records offices may take up to six weeks to post courses, units, and grades to the student’s CSU academic record. Once posted, students may view their records through their campus portal and request official transcripts.

The CSU transcript is the official record of courses taken abroad. All courses are recorded as resident credit (not transfer credit) and grades earned through CSU IP are included in the student’s cumulative GPA.

CSU IP requires students to upload course information (descriptions and syllabi) to the CSU IP portal. This documentation is necessary for academic report processing and course evaluation.

Failure to submit required course information will delay processing and may impact the ability to apply courses toward specific degree requirements.

Course Crediting

Academic Report Processing

Academic report processing is a multi-step process that depends on documentation from both students and host institutions and requires review and verification before reports can be finalized.

CSU IP prepares academic reports to reflect coursework completed abroad and to support credit posting to the student’s home CSU campus. Because this process involves coordination across institutions and review of academic records, timelines may vary.

When to Expect the Academic Report

Academic report processing typically takes 4–6 months in most cases, once all required documentation has been received and verified. Processing times may vary depending on report volume, host institution timelines, and individual circumstances. In some cases, reports may be completed more quickly when documentation is received in a timely and complete manner, and does not require additional clarification.

CSU IP processes reports on a rolling basis. Processing times are longest following fall and spring terms and during the summer months due to the high volume of returning students.

Timely submission of required materials by students and receipt of complete academic records from host institutions are essential for processing.

Important Information About Processing

Reports cannot be finalized until all required documentation has been received and verified. This includes materials submitted by students—such as course syllabi or course descriptions, registration forms, and any additional academic materials—as well as official transcripts and academic records provided by host institutions.

Incomplete, delayed, or unclear academic information from students or host institutions may require additional time for review, clarification, and reconciliation, which can extend processing timelines.

Processing times may vary by program depending on transcript timelines, documentation completeness, and reporting structures. Some programs may be completed more quickly where materials are received in a timely and standardized format.

Academic reports are processed in the order that complete and verified files are ready for finalization.

How to Avoid Delays

Students play an important role in supporting timely processing. To avoid delays:

• Upload all required documents, including course syllabi or descriptions, to the CSU IP portal as soon as they are available
• Monitor the CSU IP account for missing items or additional requests
• Respond promptly to any follow-up communication from CSU IP

Failure to submit required materials in a timely manner will delay processing.

Graduation and Planning Considerations

Students should plan accordingly when participating in a study abroad program.

Academic reports should not be expected to be completed in time for graduation in the term immediately following participation. Students are encouraged to work with their academic advisors to plan for degree progress.

Checking for Accuracy of Academic Reports

Students are responsible for reviewing their academic report for accuracy upon receipt. If discrepancies are identified, students should follow the instructions provided in the Academic Report Cover Letter to request a review.

Requests must be submitted:

• Before graduation from the degree program pursued during CSU IP participation, and
• Within 12 months of the official end date of the last term abroad

Requests submitted after these deadlines cannot be processed. Reviews are conducted based on documentation provided by the host institution.

Requesting Official Transcripts for Graduate Schools

Students and alumni must request official transcripts through their home CSU campus. The CSU transcript is the only official record of coursework completed abroad.

Students applying to graduate programs may inform institutions of potential delays in degree posting due to academic report processing timelines. Some institutions may offer provisional admission pending final transcript posting.

Requesting Replacement Academic Reports

To request a replacement academic report, students must complete the Academic Report Request Form. Reports are typically issued within 15 working days. Requests for reports issued prior to 2015 may require additional processing time.

Financial Aid Considerations

Campus financial aid offices are notified of student participation in CSU IP. Upon return, students may receive notifications related to Satisfactory Academic Progress (SAP).

Policies and procedures vary by campus. 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.

Additional questions may be directed to csuip@calstate.edu.

Last updated: April 2026
Students should refer to this page for the most current information.