Records

You can view your current and past grades in the OASIS Student Center. If you believe there was an error in grading, refer to the Grade Appeal Policy for next steps.

• Grade Appeal Policy 

Incomplete Grades

If unforeseen circumstances prevent you from completing a course, you may request an “I” (incomplete) grade. You must have completed at least 75% of the coursework and be making satisfactory progress. Incomplete grades cannot be assigned if the student must attend a major portion of the class when it is next offered. You and your instructor must complete an Incomplete Grade Contract before the last day of classes.

An incomplete grade must be resolved within one year. If not, it will convert to an “IC,” which counts as an F in GPA calculations. Re-enrolling in the same course while an "I" is still active is not allowed.

Incomplete Grade Process

1. You should contact your instructor before the last day of classes to request the incomplete grade. 
2. If your instructor approves your request, you must complete an incomplete grade contract form. 
3. Both you and your instructor should retain a copy of the incomplete contract, and your instructor should record the incomplete grade in OASIS and submit a copy of the contract to the department office.
4. You submit all required work to your instructor before the deadline stated in the incomplete grade contract.
5. Once your instructor evaluates your work, they submit a grade change in OASIS.

For more information, refer to the Enrollment and Registration Policy.

Transcripts are an official record of your academic history and may be required for graduate school applications, job opportunities, licensure, scholarships or transferring to another institution. They provide a verified summary of the courses you've taken, the grades you earned and the degrees or certificates you've completed.

Official Transcripts

Current students can order transcripts through OASIS. Former students may order through Parchment. Orders typically take 2-3 business days to process. Each transcript costs $7.50, with additional delivery charges depending on the method.

Unofficial Transcripts

Unofficial transcripts are available to current students in OASIS and can be used for advising, scholarships and employment verification. Former students can also visit the office with a valid picture ID and request an unofficial transcript.

For Current Students

Enrollment Verification

Current CSUMB students can access free enrollment verification through the Office of the Registrar.

Self-Service via OASIS

The fastest option is to generate and print your own enrollment verification through the OASIS Student Center. This self-service version does not include the university seal or an official signature.

Official Version with Seal or Signature

Request an official enrollment verification by email or in person.

To request by email:

Send an email from your CSUMB student account to records@csumb.edu with the subject line “Enrollment Verification Request.” Requests from non-CSUMB email addresses will not be processed.

Include the following information in your email:

• Full name
• Student ID number (9 digits)
• Term or semester to be verified
• Recipient name and complete mailing or email address
• Note if GPA should be included
• Your contact phone number

Processing time is typically 2 to 3 business days.

Degree Verification

To verify a degree earned from CSUMB, order an official transcript through the Transcript Requests page.

Pending Degree Completion

If you have applied to graduate and are waiting for your degree to be posted, you can request a pending degree completion letter.

To request by email:

Email graduation@csumb.edu from your CSUMB student account with the subject line “Degree Verification Request.” Requests from non-CSUMB email addresses will not be processed.

Include the following information:

• Full name
• Student ID number (9 digits)
• Recipient name and complete mailing or email address
• Your contact phone number

Allow 2 to 3 business days for processing.

For Employers and Third Parties

Cal State Monterey Bay uses the National Student Clearinghouse to provide enrollment and degree verifications to third parties, including employers and background screening companies.

This service is available online, by mail, fax or phone, and a small fee may apply.

CSUMB School Code: 032603

National Student Clearinghouse

www.studentclearinghouse.org
2300 Dulles Station Boulevard, Suite 300, Herndon, VA 20171
Phone: (703) 742-4200
Fax: (703) 742-4239

Student records are protected under the Family Educational Rights and Privacy Act (FERPA). To authorize someone else to access your records, submit the “Authorize to Release” form in OASIS.

You control who may receive information and for how long. Only the offices you select will be authorized to share your records.

• FERPA Policy 

You may update your preferred name in OASIS at any time. Legal name, Social Security number and date of birth changes require the Student Personal Information Change form.

Your diploma name can also be updated in OASIS. If no diploma name is entered, your diploma will use your legal name. Some legal, licensure or employment documents may require names to match exactly.

Contact Information

Ensure your permanent address, personal email and phone number are current in OASIS. Emergency contacts and dependent information, which may qualify student parents for priority registration, can also be updated through the OASIS Student Center.

Update Your Identity Information

Cal State Monterey Bay is committed to creating an inclusive, welcoming community where every student feels seen and supported.

In alignment with California Assembly Bill 620 (2011), the CSU system offers students the option to share information about their sexual orientation, gender identity, and gender expression.

Students may choose to voluntarily update this information in their OASIS Student Center. Providing this information is optional.

Your responses will remain private and secure. Data is used only in aggregate for demographic reporting and will never be connected to individual identities.

You can update or change your responses at any time by returning to your OASIS Student Center.

The Office of the Registrar provides notary services for Cal State Monterey Bay students and alumni for official university documents.

How to Request Notarization

Step 1: Request a FERPA Form

Email records@csumb.edu to request a FERPA release form.

• Complete and sign the form
• Authorize the Office of the Registrar to act on your behalf

Once your FERPA form is submitted, you can proceed with your notary request.

Step 2: Submit Your Request

A meeting will be scheduled between the notary and the University Registrar to complete your notarization.

You must provide a prepaid shipping label or envelope for your documents to be returned after notarization.

Request Notarization for Transcripts

• Order your official transcript through CashNet
• Email your receipt to records@csumb.edu
• In your message, note that your request is for notary purposes

This helps ensure timely processing.

Request Notarization for a Diploma

To notarize a diploma, request a reissued copy through Online Diploma Services.

• Fee: $20 per diploma

For faster processing, have your diploma sent directly to:

Office of the Registrar
Cal State Monterey Bay
Attn: Notary
100 Campus Center
Seaside, CA 93955

Apostille (Authentication Certificate)

Cal State Monterey Bay does not process apostille requests.

Apostilles are issued by the California Secretary of State. You are responsible for submitting your documents and completing that process.

• Visit the California Secretary of State Authentications website
• Call 916-653-3595 for assistance

Student parents with qualifying dependents may be eligible for priority registration.

Eligibility Requirements

To qualify, you must:

• Have a child (or children) under age 18 who receives more than half of their financial support from you
• Update your dependent information in OASIS by the published deadline

Deadlines are listed on the Dates and Deadlines page each year.

How to Update Your Dependent Information

Step 1: Log in to OASIS

From your dashboard, select OASIS.

Step 2: Open Your Student Center

From the student homepage, select the Student Center tile.

Step 3: Select Dependents

In the Personal Information section:

• Open the Other Profile Information dropdown
• Select Dependents
• Click the arrow to continue

Step 4: Enter Dependent Information

• Select Yes to report dependent children
• Enter the date of birth for your youngest dependent
• The system will not accept a date indicating a dependent over age 18

Step 5: Certify and Submit

• Review the information
• Check the certification box
• Select Submit

A submission date will appear to confirm your update.