Poly Parent News: August 2018

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Register for Mustang Family Weekend

This October, discover how your student has made Cal Poly their home! At Mustang Family Weekend, you and your family will:

  • Explore campus through interactive tours and hikes
  • Engage in Learn by Doing lectures and labs led by esteemed faculty
  • Enjoy receptions, live music and fun activities for the whole family
  • Attend athletic and performing arts events throughout the weekend
  • ... and so much more!

Registration is for the entire family and includes: 

  • One parking pass for the weekend ($20 value)
  • One swag bag filled with exclusive Cal Poly gear ($25 value)
  • Receptions with food, live music and fun activities (over a $25 value)
  • Entrance to exclusive events and programming throughout the weekend (over a $25 value)

Register today!

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Out-of-State Families: Learn About Local Connections

Local Connections aims to connect out-of-state Cal Poly students with members of the San Luis Obispo community. Its mission is to provide students with a local sponsor who will help foster their sense of community in their new home away from home.

This unique program offers students the chance to find and form a lasting support system during their Cal Poly journey. It also provides the opportunity to meet, connect and build long-lasting friendships with other out-of-state students. Sponsors and students do all sorts of activities together, such as hiking, eating out, going to the farmer's market, etc. 

The idea to create Local Connections was sparked by out-of-state Cal Poly parents Julia and Scott Starkey (pictured above with their sponsored students) who saw the benefit of having this type of program available to their child at another institution.

Applications for students and sponsors to participate in the program are now live! Any questions about the program can be directed towards Jake Scott at

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Find Us During Move-In Weekend

Mustang Move-In is a family experience! Begin your weekend by getting your Mustang settled in their room, meeting their roommates and connecting with university staff. Before your student meets their Week of Welcome (WOW) group, we invite you to join us at the following events.

Gathering on the Green | Friday, September 14, 2018 | 4-6 p.m. | Dexter Lawn

Out of state parents, supporters and students are invited to join us for a relaxed reception with light refreshments and remarks from university leadership.

Evening with the President | Sunday, September 16, 2018 | 5-7 p.m. | O’Neill Green

A reception for all parents and supporters of new Cal Poly students. Enjoy light refreshments, and remarks from President Armstrong before attending the Big Fall Welcome!

Register today!

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Prepare for Move-In

Mustang Move-In is an exciting and emotional time for parents and supporters of both incoming first-year students and continuing students. Read up on all the following tips, dates, reminders and information to make your student’s move-in experience as smooth as possible.

Move-In Weekend Tips:

  • Campus housing is located on hilly terrain. Be prepared to climb stairs as there are no elevators in most buildings. Also, remember that September days on the Central Coast are warm!
  • Consider bringing comfortable shoes, a hat, sunscreen and water.
  • Please leave pets at home.
  • Bring less to begin with. Your student always has the holiday breaks to get things from home and you can mail additional items later.
  • Remind your student to review the University Housing Resident Handbook to learn about their rights and responsibilities as a member of the Cal Poly Housing community.
  • Take the time to unwind and enjoy SLO after helping your student move in. Grab lunch or dinner in downtown SLO with your student or head to one of the many wineries in SLO wine country while your student unpacks and settles in.
  • Don’t forget to get connected as a parent or supporter! Parent and Family Programs will be hosting events over the weekend for parents and families. CLICK HERE for dates, times, and details.

Mustang Move-in Pass:

  • All students must have a Mustang Move-in Pass for move-in on the dates noted above. The pass is secured by signing up for a required move-in arrival date and time for vehicle unloading, check-in and long-term parking. Students will be emailed a link to secure a pass in August.  

Getting to Campus:

  • No one likes long lines and traffic delays. To ensure a convenient move-in experience, we've designated campus entry points based on living community. 
  • The campus entry point for students living in yakʔitʸutʸu, and Sierra Madre & Yosemite Halls is Grand Avenue. Use the Grand Avenue Move-in Map.
  • The campus entry point for students living in the South Mountain (red brick) Residence Halls, North Mountain Halls, Cerro Vista Apartments and Poly Canyon Village is Highland Drive. Use the Highland Drive Move-in Map. 
  • Maps will be emailed to students and posted here in August.

What's Provided in the Rooms:

Your student’s new home comes move-in ready. All of Cal Poly’s residence halls and apartments are furnished. To view the floor plans, amenities, and more for each housing location, click below:

For dimensions of rooms, desks, bedframes, dressers and more:

  • Select your student’s residence hall or apartment
  • Under the “Floor Plans” section, select your student’s room configuration (double, triple, etc.)

What to Bring (and Leave at Home):

Take a look at the "Free to Bring" suggestion checklist, and talk with your roommates about items to share. Please leave prohibited items at home.

Local Stores:

If you run out of room in the car or forgot something at home, there are several local retail stores where you can pick up all your student’s living necessities:

Mailing Packages Before Move-in:

Need to mail belongings or items to your student? Distribution Services will begin accepting packages for 2018-19 residents on Tuesday, September 5, 2018. Packages should be addressed to your student's address as provided in the Housing packet or by Canyon Post. Items received before September 5 may be returned to sender. Special hours of operation for Residence Hall Package Center and Canyon Post will be posted in September for Move-In and WOW. 

For information about residence hall and apartment addressing formats, CLICK HERE.

Book Your Hotel:

The following properties are reporting they still have moderate availability during move-in weekend:

  • America’s Best Value Inn
  • Budget Inn
  • Lamplighter
  • Los Padres Motel
  • Motel 6 North
  • Motel 6 South
  • Ramada Olive Tree
  • Rose Garden Inn
  • University Inn
  • Sunbeam Motel
  • Vagabond Inn
  • Villa Motel

The following properties are reporting limited availability during move-in weekend:

  • Avenue Inn        
  • Garden Street Inn
  • Best Western Royal Oak
  • San Luis Creek Lodge

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How and When to Pay

Whether your student intends to fund their college education through financial aid, work-study, or family financial support, navigating tuition payments and finances should be a team effort between you and your student. As a parent, educating yourself on how and when to make payments can help your student feel supported and at ease. Student Accounts provides many great resources on upcoming payment dates and instructions on payment methods.

How to Pay:

Online Payment (preferred method)

Payment can be made online through our CASHNet payment portal. Student Accounts accept electronic check (eCheck – free of any service charges, ACH transfer from your bank account) or credit card (all major carriers – a 2.75% convenience fee will apply to all credit card and debit card payments).

Learn more about online payments

Pay In Person

Cash or check payments (no credit cards) are accepted at:

University Cashier's office
Building 1, Room 131E.

Office hours are 9:00 a.m. to 4:00 p.m. Monday through Friday.

Mail by Check

Make check payable and mail to:

California Polytechnic State University
University Cashier's Office
1 Grand Ave
Administration 131E
San Luis Obispo, CA 93407

Please allow 10 days for mailing time and include your student’s Empl ID# / Student ID number on the check. For your convenience, you may download a Payment Remittance Form.

Note: Before mailing a check, be sure to review any applicable due dates. Online payment is the better option, especially if time is running short.

International Payments

  • Cal Poly accepts payments from around the world through our International Payment Portal, powered by Flywire. In this portal you can pay by international wire transfer, foreign debit/credit cards, as well as other local payment options from your home country.
  • Preview the process and find out more here.
  • Pay with Flywire

Housing and Dining Charges

To pay for Housing and Dining charges, see the following methods of payment below:

  • Personal Payment (online payments preferred)

An 'Initial Payment' will be required during the application process. Balance of annual charges have two payment options:

  • Personal Payment (online payments preferred)An 'Initial Payment' will be required during the application process. Balance of annual charges have two payment options:
    • Annual Payment (less Initial Payment made) due in August, OR
    • Monthly Installment Payment Plan due the 1st of each month September thru April
  • Financial Aid

When to Pay:

Registration and tuition fees are charged to your student’s PolyPortal at the time of registration with the exception of fall quarter.

Important Due Dates for 2018-19:

See the definitions below for explanations for due dates:

Fees Past Due: Fees not paid or deferred by a financial aid award by each quarter’s due date will become past due and a registration hold will be placed on your student’s account that prevents them from adding or swapping classes until the past due balance is paid.

Class Cancellation: If fees not deferred by financial aid are not paid by this date at 4:00 p.m., students may be cancelled from all enrolled classes.

1st Financial Aid Disbursement: Financial aid disbursement transactions are recorded on your student’s account as credits, just like a payment. Any eligible unpaid charges (such as registration fees) are paid by financial aid. Any remaining aid will show as a credit balance.

Financial Aid Deferred Fees Due: Registration fees (and non-resident tuition fees, when applicable) are automatically deferred for financial aid recipients until the anticipated financial aid for the term is posted to the student's account. On campus housing and dining plan payments (when applicable) may also be deferred if the student has accepted sufficient financial aid for the academic year.

1st Direct Deposit Refund for Excess Financial Aid: A refund of your student’s remaining financial aid is generated after eligible unpaid charges are paid for and then delivered, either by direct deposit, if your student has signed up for direct deposit, or by check. Cal Poly will attempt to notify your student - via email - when their refund is on its way.

For up-to-date information on important due dates for the 2018-2019 academic year, CLICK HERE.

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FERPA and Your Student's Privacy

As your student enters college and gets older, they have more rights and responsibilities given to them. For parents and supporters, it may be confusing and stressful to navigate new laws that apply to their students. Cal Poly is mandated to uphold certain laws such as FERPA regarding your student’s privacy; however, we also want parents to feel confident in their student’s safety and wellbeing.

Now is a great time to have a dialogue with your student about rights, privacy, and communication. We strongly recommend that parents do not ask students for their Cal Poly Portal log-in information. Cal Poly encourages and empowers our students to learn and practice time management and communication skills in regards to their Cal Poly email account and portal notifications.

Review the following information about FERPA and discuss their implications with your student and how you plan to keep lines of communication open while also respecting privacy and autonomy:

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their educational records once the student reaches 18 years of age or is enrolled in a post-secondary institution, regardless of age. These rights include:

  • The right to inspect and review their education records within 15 days of the day the University receives a request for access.
  • The right to request the amendment of their education records that they believe are inaccurate or misleading.
  • The right to consent to disclosures of personally identifiable information contained in their education records, except to the extent that FERPA authorizes disclosure without consent by law (Student's Written Consent; Valid Subpoenas; Search Warrants; Ex Parte Order (Patriot Act); or Emergency/Crisis Situation).
  • The right to file a complaint with the US Department of Education concerning alleged failures by Cal Poly to comply with the requirements of FERPA. 

Educational records include academic records, advising records, disability records, disciplinary and student conduct records, financial aid records, tuition payments, and any other documentation maintained by the university that directly relates to your student.

Your student may grant you access to their student account and/or financial aid information. To complete this process, your student must:

  1. Download and print the Authorization to Release (FERPA) Student Account and/or Financial Aid Information
  2. Indicate the type(s) of information that can be shared
  3. Provide the names of parents or other parties with whom information can be shared
  4. Sign and date the bottom
  5. Submit the form to the Student Accounts office (Building 1 Room 211) or Financial Aid office (Building 1 Room 212)

Below are other ways you can stay informed and support your student as they learn to manage their own due dates, deadlines, and other responsibilities:

  • Check the “Important Dates & Deadlines” section of each month’s Poly Parent Newsletter; this section lists all upcoming Housing, Dining, and Registration due dates and other important payment information
  • Check the Student Accounts “When to Pay” website for tuition and registration fee due dates (these dates are also included each month in Poly Parent News)
  • Check the Housing calendar for housing and dining payment and application due dates (these dates are also included each month in Poly Parent News)
  • Talk with your student about using the “Share My Info” feature in the Cal Poly Portal
    • Share My Info is a Cal Poly Web Application that lets your student grant access to specific records or information to one person or a group of people
    • Share My Info can generate reports that including information about financial aid, payments, and GPA
  • Utilize the CASHNet portal to make payments on your student’s account

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Register for a Summer Send-Off

Connect with other local Cal Poly families at a Summer Send-Off this month! Current Cal Poly Proud parents and families, as well as alumni, are hosting casual reception events in over 40 local events throughout California to Colorado. Register today!

For more information, please feel free to contact the Mustang Parent Society at or contact Erica A. Stewart, Director of Parent and Student Philanthropy, at if you have any questions.

Interested in Hosting in 2019?

We are happy to add you to our list of potential hosts for our winter coffee social, summer send-off, a fundraising event or something more! If interested, please fill out the Parent Volunteer Corps form here

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Summer Alumni Networking

Did you know that Career Services and Alumni Relations offer informal networking events for your Cal Poly student to meet with alumni who are eager to support them in their career exploration and planning? If your student will be in the Orange County area on Wednesday, August 22, please encourage them to register for the event below. If you are a Cal Poly alum, we invite you to sign-up as well! 

Cal Poly Career Services Student + Alumni Mixer at Strategic Global Advisors (Newport Beach) 

  • Wednesday, August 22, 2018 
  • 6:00 to 8:00 p.m. (on-site check-in begins at 5:45 pm) 
  • $10 student commitment fee will be refunded if they attend the event 
  • Complimentary hors d'oeuvres provided. 
  • Free on-site parking is available at the venue. 

For more information and to sign up, go to 

If you have any questions about this event, please contact Amie Hammond at 

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Resource Spotlight: Ulzi

Cal Poly has a variety of great resources for a diverse student body. Each month we will highlight one that may be beneficial or of interest to your student.

Ulzi is on a mission to prevent sexual assaults and violent crimes, one community at a time, with the help of WITH US, the National Network for Peer Accountability at Cal Poly. Their revolutionary app combines bystander intervention and artificial intelligence to create safety. That means greater freedom for students (no more fear going downtown or walking home from late classes), and greater peace of mind for parents (no more staying up late waiting for that “home safe!” text). Sign up to learn more.

With a localized launch in San Luis Obispo coming up this summer before a nationwide rollout in time for school in the fall, Ulzi needs your help to spread the word. Because safety isn’t something you should do alone.

Sign up here to stay up to date with Ulzi’s progress and to get on the waitlist for the Ulzi app.

To show your commitment to preventing sexual assaults, forward this to friends and family, and share on Facebook. Tag @ulziofficial and #WithUlzi. Together we can make our communities safer and live life, without worry.

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Back to School, Back to SLO

Start planning now for fall, one of the most beautiful times of the year in San Luis Obispo (SLO). You and your Mustang will have plenty to do, with popular Cal Poly happenings including Mustang Family Weekend October 19- 21, and Homecoming November 8-11.

Book now to make sure you’re close to all the SLO action, including the best boutiques and shopping in the county, the festive Downtown SLO Farmers’ Market every Thursday night, beautiful hiking trails and historic Mission San Luis Obispo de Tolosa.

We know you’re coming to San Luis Obispo as a proud parent to visit your Mustang. But you deserve to celebrate your parenting success!

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 Important Dates and Deadlines

August 3-15 | Housing fees post. All students living on campus for the upcoming 2018-19 Academic Year can pay the remaining balance of their Housing fees. If fees are not paid in full by 5 p.m., 8/15/18, students are automatically enrolled in the Housing Installment Payment Plan.

August 6 | Room assignments and move-in directions for fall quarter posted online (first-year students at 9 a.m. and transfer students at 12 p.m.) Students access their housing application through the Cal Poly portal, Select University Housing under Single Click access.

August 15 | Last day for Fall 2018 incoming first-year and transfer students to cancel campus housing without financial penalty. The Housing and Cancellation form must be submitted by Aug. 15.

August 15 | Summer Institute students move out of on-campus housing by 6 p.m.

August 17 | Last day of classes for 8-week session.  

August 17 | Quarter Plus students move into on-campus housing. 8 a.m. to noon.

August 17 | Last day for returning students to cancel campus housing less $500 initial payment. The Housing and Dining Cancelation Form must also be submitted by Aug. 17.

August 20 | Quarter Plus classes begin.

August 23 | Summer eight-week session on-campus students move-out of campus housing.

August 31 | Last day of Summer Quarter classes. Last day of second five-week sessions classes and finals.

September 1 | First installment of housing payment plan and dining payment plan for 2018-19 due. A charge of $25 will be added for late payment (see fee schedules for payment amount).

September 1 | Second five-week session summer students move out of campus housing.

September 1 | Cal Poly Distribution Services begins accepting mail for Fall 2018 campus residents.

September 3 | Academic Holiday (Labor Day Observed)

September 4-6 | Summer Quarter 10-week session finals

September 6 | End of Summer Quarter

September 7-12 | Academic Holiday

September 7 | 10-week Summer Session students move out of campus housing.

September 13 | Not Anymore mandatory training due; students who do not complete the training by September 13 will receive a hold on their account

September 14-15 | Assisted move in for incoming first-year and transfer students. The residence halls and apartments will open noon - 6 p.m. for move-in each day thereafter.

September 16 | Assisted move-in for returning students. 

September 16 | Week of Welcome (WOW) begins.

September 17-19 | Self-guided move-in for returning students.

September 20 | First day of Fall 2018 classes.

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Upcoming Events

August 3, 4, 5, 10, 11, 12, 17, 18, 19, 24, 25, 26, 31 | Family Fun Days | 5am-10pm | Recreation Center

August 4 | Cal Poly Honor Choir Festival Concert | 2:30-4:30pm | Mission San Luis Obispo de Tolosa

August 4 | Women’s Soccer Green vs. Gold Intrasquad Scrimmage | 7:00 pm | Spanos Stadium

August 6 | Women’s Volleyball vs. UCLA | 7pm | Mott Gym

August 7 | Women’s Volleyball vs. UCLA | 7pm | Mott Gym

August 8 | Women’s Soccer Westmont Exhibition | 7pm | Spanos Stadium

August 16 | Women’s Soccer vs. Marquette | 7pm | Spanos Stadium

August 18 | Quarter Plus SLO Days

August 18 | Women’s Volleyball vs. UC Davis | 7pm | Mott Gym

August 25 | Collegians Alumni Big Band Reunion Concert | 7:30-10:30pm | Madonna Inn Ballroom

August 26 | Dancin’ 2018 | 2-4pm | Performing Arts Center

The Academy of Dance presents, Dancin' 2018 featuring all of the talented students and staff of the Academy of Dance. From beginners to professionals, two year olds to 70 year olds; they all share the same stage to give the audience an idea of what we have been doing all year. 

August 26 | Women’s Soccer vs. Boise State | 12pm | Spanos Stadium

August 28 | Women’s Volleyball vs. CSUN | 7pm | Mott Gym

August 29 | Women’s Volleyball vs. Long Beach State | 7pm | Mott Gym

August 30 | Women’s Soccer vs. San Jose State | 7pm | Spanos Stadium

September 15 | September SLO Days

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Important Campus Phone Numbers

Admissions | (805) 756-2311
Career Services | (805) 756-2501
Commencement Office | (805) 756-1600
Counseling Services | (805) 756-2511
Disability Resource Center | (805) 756-1395
Financial Aid Office | (805) 756-2927
Health Services | (805) 756-1211
Mustang Success Center | (805) 756-6211
Parent and Family Programs | (805) 756-6700
Student Accounts | (805) 756-1428
University Housing | (805) 756-1226
University Police Department | (805) 756-2281

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