Grades, Transcripts, and Enrollment Verifications

General Information
Class Repeat Annotations
Transcripts and Verifications
Early Grade Letters

General Information

Final grades are available between two to three weeks after the completion of each semester. However, course grades can typically be previewed on students’ MySite accounts well before this point. Soon after course grades are presented by the instructor to the Office of Admissions and Records, and processing is completed by that office, grades are visible online through the My Site portal. However, all grades are officially posted to transcripts two to three weeks after the end of the term.

For a complete explanation of the course grades or the grade appeal process, refer to the Irvine Valley College (IVC) Catalog. It's important that you remember that you only have 45 days after grades are recorded to file an appeal. Don't hesitate to start this process if you feel the need!

Official transcripts from IVC reflect only coursework taken at the college. If courses were completed at Saddleback College, students must request official transcripts from that college. Coursework taken prior to Fall 1987 will be reflected on a South Orange County Community College District transcript and must be requested from Saddleback College.

Each student who completes coursework at IVC is entitled to receive two transcripts, or two verifications or other similar documents at no cost (regular processing only). Once the initial two transcripts or two verifications have been produced, a $3.00 fee is charged for each future request.

Since there are four forms connected to this web page and all have specific purposes, we encourage you to read all of the directions prior to proceeding. Once you have picked the correct form, you can mail it with payment to the IVC Office of Admissions and Records or stop by our counter during regular business hours for processing. Please do not mail cash. Faxed requests must include credit card payment information and can be sent to us at 949.451.5443. We accept Visa, Master Card and Discover credit cards. Be sure that you include your card expiration date. Due to issues with privacy laws, we cannot accept requests by telephone or email.

To ensure student privacy, official documents such as transcripts or verifications cannot be processed or released: 1) without proof of the student's photo ID with signature, or 2) to any party other than the student. Written release by the student to a 3rd party is not permitted except for specific verification requests to a company or institution. We require that all requests that are faxed or mailed also include a copy of a valid photo ID with signature. Additionally, we are prohibited from releasing transcripts or verifications by fax. All transcripts and other enrollment documents are official and are only available to be mailed as directed by the student, or for pick-up by the student in person.

As with all other transactions with the Office of Admissions and Records, transcripts or requests for documents of any type will not be processed until all financial obligations to the college are cleared. All payments sent to the college are first obligated to outstanding fees or fines. Therefore, any balances past due to the college will prohibit us from processing your request until all obligations are paid. Contact the Bursar's Office to clear any outstanding financial obligations. They can be reached at 949.451.5245.

All documents for pick up are only held for 30 days. After 30 days the student must submit a new request with payment.

Irvine Valley College is not responsible for lost or misdirected mail.

Class Repeat Annotations

This form is used if you have taken a course at IVC, received a substandard grade (D, F or NC) have subsequently repeated the identical course at IVC and received a passing letter grade (A, B, C or CR). To comply with state law the academic history will still show the original course grade, however, it will be removed from your computed grade point average. A passing grade may be used to suppress more than one substandard grade. Certain courses from Saddleback College may be used for repeat annotation of courses at IVC. Contact the Office of Admissions and Records or the Counseling Center for questions about course equivalency between both colleges.

These annotation requests have no costs associated with them and you can submit one by simply downloading the Class Repeat Annotation Request form and submitting it to the Office of Admissions and Records. If you are faxing this form, you must include a copy of proper photo ID with signature. To ensure student privacy, repeat annotations cannot be requested by any party other than the student.

back to top

Transcripts & Verifications

Only coursework taken at Irvine Valley College can be included on the transcripts, Work in Progress requests or on Early Grade Letters. With verifications we are able to be more inclusive and we can report your enrollment in courses at Saddleback College on those requests for students who have a college of record of IVC. However, if your college of record is Saddleback College, you must submit any verification requests to that college.

Verifications are commonly requested for enrollment, training verifications, student loan deferrals and Cal Grants. If you need a verification for other reasons, please select "other" on the form and explain your need. Verification requests for enrollment in a specific term will not be processed until the refund date has passed for the semester or session. Students only enrolling in late starting classes will not have verifications processed until the refund date has passed for that class or session.

To ensure student privacy, transcript and verification requests cannot be submitted by any party other than the student. Written release by the student to a 3rd party is not permitted except for specific verification requests to a company or institution. For requests sent by mail or fax, a copy of a valid photo ID with signature must be provided by the student. Payment must be made prior to processing transcripts or verifications. The cost of a transcript or verifications for regular processing is $3.00 per request. Regular processing may take five to seven business days for the transcript or verification to be available for pick up in person, or to be mailed from our office. Emergency processing is available for an additional fee of $5.00 per document requested. Processing time for emergency requests is three hours for pick up or it will be placed into the next day's mail. Emergency requests received after 3:00 p.m. Monday through Thursday or received anytime Friday will be ready by 12 Noon on the following business day. Please remember that delivery of the mail is beyond our control, so factor in delivery time when placing your request.

If you are sending transcripts or verifications to more than one address, you must complete a separate request for each address.

Transcript requests that require current semester or term grades should not be submitted until the term is completed. Early Grade Letters are available for those instances when you may need a grade that is not posted on your transcript but has been received by the Office of Admissions and Records.

All transcripts being held for certification or degree posting will be processed approximately ten weeks after the end of the term.

Transcripts on file from high schools or other colleges cannot be duplicated. The student must apply directly to the other school attended for official copies of their records.

Submit your request for a Transcript or Verification to the Office of Admissions and Records for processing. Please do not send cash through the mail, but be sure you do include the required payment and a copy of a valid photo ID with signature.

back to top

Early Grade Letters

Early Grade Requests allow students, with IVC as a college of record, the opportunity to receive official grades prior to the end of the semester for classes that end early, for example after the completion of a first eight-week session. The Early Grade letter does not replace an official transcript and because of that, they are not always accepted by other institutions. Final grades are usually posted within two to three weeks after the end of a semester and a transcript may be requested after that time if it is needed.

Early Grade Requests have the same processing fees as a transcript. The fees must be submitted with the request. Please do not send cash through the mail. Simply print the Early Grade Request and submit it to the Office of Admissions and Records for processing. For mailed or faxed requests, include a copy of valid photo ID with signature. To ensure student privacy, Early Grade Requests cannot be requested by any party other than the student. Written release by the student to a 3rd party is not permitted.

back to top