Records Office

We care about your success at Mission College. Sometimes students encounter challenges, such as Academic Notice, during their educational journey.

What is an Academic Notice?

Academic Notice is a notification from the College that there is concern about your academic performance and progress. Although you may have experienced academic challenges, each semester offers an opportunity for improvement and continued progress.

If you are on Academic Notice, you are encouraged to connect with a Mission College Counselor to discuss your needs and learn about the many resources available to support you.

What are the minimum academic and progress standards?

• Academic standard: Students are required to maintain an overall grade point average of 2.00.
• Progress standard: Students are required to complete at least fifty percent of the overall credits attempted.

How are academic and progress standards determined?

Standards are determined using institutional units on the official academic record at the West Valley–Mission Community College District.

How does prior college coursework affect academic and progress status?

• Coursework completed at previously attended institutions that has undergone a transcript evaluation appears on the official WVMCCD transcript under the Transfer Credit Accepted by the Institution section and includes:
  • Name of the college or university
  • Term of transfer credit
  • Earned credit hours
  • GPA hours
  • Quality points
  • Transfer GPA
• Transcript evaluations of at least 12 units will initiate a review of academic and progress standards for institutional credit-level courses.

When are academic and progress standards evaluated?

• Academic and progress standings are calculated at the end of each fall term and spring term for students who attempt a minimum of 12 cumulative units.
• The College notifies students of their academic and progress standings via email.
• Academic Notice, Progress Notice, Subject to Dismissal, and Dismissal statuses appear on the student’s semester grade report and official transcript.

Academic / Progress Notice 1

A student is placed on Academic/Progress Notice 1 when all of the following apply:

1. A student has attempted a total of 12 or more semester units at Mission and/or West Valley College(s), and
2. The student’s cumulative grade point average is below 2.00, or
3. The student’s overall course completion rate is 50 percent or less of the units attempted.
4. The “1” in Academic Notice indicates this is the first term on notice.

Academic / Progress Notice 2

A student is placed on Academic/Progress Notice 2 when all of the following apply:

1. A student has attempted a total of 12 or more semester units at Mission and/or West Valley College(s), and
2. The student’s cumulative grade point average is below 2.00, or
3. The student’s overall course completion rate is 50 percent or less of the units attempted.
4. The “2” indicates a second consecutive term with a grade point average below 2.00 or an overall completion rate of 50 percent or less.

Subject to Dismissal

A student is placed on Subject to Dismissal status when their academic record meets the following criteria:

1. A student has accumulated a total of 12 or more semester grade units at Mission and/or West Valley College(s), and
2. The student’s cumulative grade point average is below 2.00 for a second consecutive semester, or
3. The student’s overall course completion rate is 50 percent or less of the units attempted for a second consecutive semester.

Dismissal

Academically disqualified students are dismissed from the College. A student is placed on Dismissal status when their academic record meets the following criteria:

1. A student has accumulated a total of 12 or more semester grade units at Mission and/or West Valley College(s), and
2. The student’s cumulative grade point average is below 2.00 for a third consecutive semester, or
3. The student’s overall course completion rate is 50 percent or less of the units attempted for a third consecutive semester.

Readmission / Reinstatement

Students dismissed for academic reasons may be eligible for reinstatement under one of the following conditions:

1. The student completes a leave of absence during the fall or spring term following dismissal. A leave taken during a primary term qualifies the student for reinstatement and return to the West Valley–Mission Community College District. Reinstated students are reassessed for academic and progress standards after the reinstatement term and any subsequent terms.
2. The student submits an Appeal for Readmission to the Student Petitions Committee and receives approval. Once reinstated, the student may return to the West Valley–Mission Community College District. Reinstated students are reassessed for academic and progress standards after the reinstatement term and any subsequent terms.

Academic Notice and Registration Dates

Students on Academic Notice, Progress Notice, Subject to Dismissal, or Dismissal are assigned registration dates as follows:

• Academic/Progress Notice 2 students may register during Group 4.
• Subject to Dismissal students may register during Group 4.
• Dismissed students may register during Group 4 with an approved Appeal for Readmission.

Students with documented extenuating circumstances may submit a Priority Registration Appeal.

Academic Notice and Financial Aid

Financial aid follows a separate Satisfactory Academic Progress policy. Students should check with the Financial Aid Office to confirm the status of grant and loan eligibility.

No instructor, official, employee, or governing board member may authorize access to student records except under the following circumstances:

• Student records may be released with the student’s written consent.
• Directory information may be released in accordance with Board Policy unless the student requests otherwise. Students who wish to withhold directory information must complete the Directory Information Opt-Out Form and submit it to the Admissions and Records Office.

Directory information includes:

• Student name
• Participation in officially recognized activities and sports, including weight, height, and high school of graduation for athletic team members.
• Degrees and awards received, including honors, scholarship awards, athletic awards, and Dean’s List recognition.

Who can request a transcript evaluation?

You may request an evaluation if you have completed or are currently taking at least 12 units at Mission College. Meet with a counselor first to receive guidance and confirm the evaluation supports your academic goals. Appointments can be scheduled through the Mission College Counseling page.

How to request an evaluation

Send official transcripts from all colleges you have attended to:

Mission College
Admissions and Records Office
3000 Mission College Blvd., MS 9
Santa Clara, CA 95054

Transcripts must be sent directly from the institution or submitted in a sealed envelope. Once transcripts are received, complete and submit the Request for Transcript Evaluation form.

How long does it take?

Transcript evaluations typically take 2–3 weeks. You will receive an email notification once the evaluation is complete.

Important information

• Only courses with final grades (A, B, C, D, F, CR, or P) are evaluated.
• Courses with Incomplete, In Progress, or Report Delayed grades are not evaluated.
• Withdrawals, No Credit, and No Pass grades are not evaluated.
• Your GPA includes all letter grades without exception.
• Transcript evaluations become part of your permanent academic record.

Can you improve your GPA?

Yes. You may contact previously attended institutions to request grade removal, if eligible. If approved, submit a new official transcript and request a new evaluation.

Foreign coursework

Foreign transcripts must be evaluated by an approved credential evaluation service, such as:

• International Education Research Foundation (IERF) – ierf.org
• National Association of Credential Evaluation Services (NACES) – naces.org
• World Education Services (WES) – wes.org
• International Education Consultants (IIC) – iicus.com
• International Education Services for Credential Evaluation of Academic Records (IESCAREE) – iescaree.com

Request a detailed evaluation report that includes:

• Course level (lower or upper division)
• U.S. semester unit equivalency
• Grades earned

Submit the evaluated report and English course descriptions to Mission College. Foreign coursework may not be used for Associate Degrees for Transfer or certain transfer certifications.

What are Catalog rights?

Catalog rights allow you to follow degree requirements from your start year. You must complete at least one course each academic year to maintain catalog rights. If you skip an academic year, your catalog rights reset to the current catalog upon return.

Do you need an evaluation?

If you plan to transfer coursework from another college, a transcript evaluation is required. Meet with a counselor first to confirm an evaluation is appropriate for your academic goals.

Online Transcript Orders Are Open

Students may order official transcripts online through Parchment for the West Valley–Mission Community College District.

What Is a Transcript?

A transcript is an official record of all courses taken, grades earned, grade points, and degrees awarded.

About Your District Transcript

The West Valley–Mission Community College District issues one combined transcript that includes coursework from both Mission College and West Valley College. This transcript reflects credit courses, International Student Services coursework, and Community Education classes. Midterm grades are not included. Records prior to Fall 1976 must be requested directly through West Valley College.

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Types of Process	Electronic/PDF Standard ($6)	Paper Copy Standard ($6)	Paper Copy Rush ($20)
First 2 Free Transcripts
5-10 Business Days to Process
Pick-Up During Business Hours
Email/Parchment
Official Sealed

Transcript Requests

You may obtain a copy of your transcript by requesting an official transcript.

Unofficial transcript

Access your unofficial transcript anytime through the Student Portal under Registration and Records > View Transcript. Selecting the Print icon will not display your name. To include your name, right-click on the transcript page and choose Print to save or print the document.

Paper transcripts

Submit a transcript order form to request a paper transcript. Payment may apply.

Rush orders

Rush processing is available in person for a $20 fee per order. Rush orders are not processed on weekends or holidays. Rush fees are nonrefundable.

Costs

• The first two standard paper transcripts from Mission College or West Valley College are free.
• Each additional paper transcript costs $6.
• Electronic or PDF transcripts always cost $6 and do not include free copies.

Processing time

Transcript orders are processed and mailed or sent electronically within 5–10 business days. Processing time does not include weekends or holidays.

Transcripts from other colleges

Mission College cannot release or forward transcripts from other institutions. Transcripts from other colleges must be requested directly from the original institution.

Important notes

• Hold for grades: Transcript requests are held until final grades for the current term are posted.
• Delivery: Once mailed, transcripts are delivered by the U.S. Postal Service and may be delayed or lost. Reordering is the student’s responsibility if a transcript is not received.
• Pickup: Paper transcripts may be mailed or picked up in person at Admissions and Records (SEC 118). Transcripts are not faxed or emailed.

Sometimes a person’s given name does not reflect who they are. Mission College recognizes that students may identify by a name different from their legal name and that a legal name change may not be possible during their time at the College. Mission College is committed to using a student’s True name (first name) throughout their time as a Mission College student.

Fill out the True Name Form to get the process started.The True name will appear on documents such as class rosters and in Canvas.

True Name FAQs

What is a True or Preferred Name?

True or Preferred Name is the first name an individual at Mission College, whether a student or employee, wishes to be known by within the campus community. A True or Preferred name differs from a legal first name and is not intended to be a nickname (for example, Becky for Rebecca). Surnames may only be changed through a legal name change.

What is a Legal Name?

Legal Name is the name that appears on an individual’s passport, driver’s license, state identification card, birth certificate, or U.S. Social Security card.

Who may use a Chosen Name?

All Mission College students and employees may elect to use a True or Preferred name.

Can I request a new student ID card with my True or Preferred name?

Yes. Students who update their first name to reflect their True or Preferred name are eligible for a free, one-time student ID card update showing their True name.

Can I change my middle name?

Not at this time. This service currently applies to first names only.

Can I remove my True or Preferred name?

Yes. You may request removal of your True or Preferred name using the same process used to add it.

How do I change my legal name?

Legal name changes must be completed through the California court system. For more information, visit the California Courts website section on changing an adult’s name.

Where will my True or Preferred name be used?

Your True name may appear in multiple locations, including:

• Student ID card
• Class rosters

Are there any restrictions?

Preferred first names must be appropriate and may not be used for misrepresentation or fraud. Names that are offensive, obscene, lewd, or disruptive to the learning environment will not be approved.

Are there situations where my True or Preferred name cannot be used?

Yes. A Legal Name is required for certain offices and functions that legally require its use, including:

• Office of Visa and Immigration Services
• Campus Billing
• Financial Aid
• Official academic transcripts
• Athletics
• Safety and Security
• Human Resources and Student Employment

There may also be situations where clarification is required that a preferred name differs from a legal name. These situations may include interactions with law enforcement, business processes, medical record verification, academic transcripts, and financial aid.

Under the Family Educational Rights and Privacy Act (FERPA), a student’s name, including a True name, may be disclosed as directory information unless the student opts out by submitting a Request to Prevent Disclosure of Directory Information.

Credit by examination allows students to use acquired knowledge, skills, abilities, and competencies to challenge certain courses for unit credit. Credit is granted to students who meet eligibility requirements and successfully pass an examination approved and administered by the appropriate college authorities.

Grading follows the regular grading scale. A Pass/No Pass option is offered when it is ordinarily available for the course. Regulations governing credit by examination are outlined below.

(Title 5, Section 55050; Education Code Sections 70901 and 70902; Board Policy 4235; Administrative Procedure 4235)

Limitations

• Credits earned through credit by examination are accepted by Mission College but may not be accepted by other public or private institutions.
• Students are responsible for verifying acceptance of credit by examination with other institutions.
• Students who earn a score of 70 percent or higher on a Credit by Examination will receive credit for the course.
• Courses eligible for Credit by Examination are listed online.

Regulations for Credit by Examination

• Credit by examination eligibility for each course is determined by the department and noted on the official course outline of record.
• Students must be registered and in good standing at Mission College.
• Students must demonstrate qualification through prior training or instruction to complete the examination.
• A maximum of 12 semester units earned by examination may be applied toward an associate degree.
• A student may attempt an examination only once.
• The grade earned is recorded on the student’s permanent academic record, which clearly indicates the credit was earned by examination.
• Grading follows the regular grading system, with a Pass/No Pass option available if it is ordinarily offered for the course.
• Units earned through credit by examination do not count toward the minimum 12 semester units of residency required for an associate degree.
• Credit by examination may not be used to meet unit-load requirements for Selective Service deferment, Veterans benefits, or Social Security benefits.
• Examinations are offered only during the Fall and Spring regular semesters.
• Requests must be submitted by the sixth week of the semester to be processed during that term.

How to request Credit by Examination

• Students wishing to challenge a course must complete the Credit by Examination form.
• The completed form must be submitted to Admissions and Records by the sixth week of the Fall or Spring term.
• Students will receive an email confirmation from the assigned instructor with the exam date and time.
• Students should plan for a two-hour testing period.
• A Mission College Student ID is required as proof of identity. No other form of identification will be accepted.
• No drop-ins are allowed. Students must follow the procedure outlined above and will be contacted to confirm attendance at the scheduled time.

Fall and Spring schedule for Credit by Examination

• Exams are scheduled on a case-by-case basis.
• Applications must be filed with Admissions and Records by the end of the sixth week of the Fall or Spring regular semester.
• Credit by Examination is not offered during Winter or Summer sessions.

Certifications typically take seven to 14 business days to process. During high-volume periods (e.g., end of term), processing times may be longer.

If you are trying to satisfy AA/AS general education requirements at another community college, please complete a Reciprocity Agreement instead of a certification request.