transfer credit processing20091012 - university of nevada ... · author dora hong ereference unlv...

Student Administration 9.0 Academic Advisement

University of Nevada, Las Vegas (UNLV)

Copyright 2008 –UNLV and CedarCrestone, Inc. UNLV SA9.0 AA Transfer Credit Processing BPG.doc

Academic Advisement

Transfer Credit Processing

Business Process Guide

September, 2009

DOCUMENT INFORMATION Module Academic Advisement

Author Dora Hong eReference UNLV SA9.0 AA Transfer Credit Processing BPG.doc

DOCUMENT HISTORY

DATE BY ACTION PAGES 09/23/2009 Dora Hong Created Document All 09/24/2009 Liz Hall Updated Document All

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DOCUMENT PLAN

Audiences DOCUMENT PLAN

PRIMARY AUDIENCES SECONDARY AUDIENCES Office of Registrar Degree Audit Team

- Analysts

Office of ________________ Position

- Position Levels

Document Objectives: ▪ Enable end users to use the PeopleSoft application to perform this process ▪ Provide the basis for End User Training Materials

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Academic Advisement Test Credit Processing

Copyright 2008 – UNLV and CedarCrestone, Inc. Last Revised 10/12/2009. UNLV SA 9.0 AA Transfer Credit Processing BPG.doc Page 1

TABLE OF CONTENTS Topic Page

Academic Advisement Transfer Credit Processing Overview ........................1 Related Information .............................................................................................2

Prerequisites and Assumptions ................................................................................................ 2 Related Documents ....................................................................................................................2 Key Definitions............................................................................................................................ 2

1.0 Academic Advisement: External Education................................................3 1.1 Data Entering Official Transcripts....................................................................................... 3

2.0 Academic Advisement: Transfer Credit – Evaluation via Course Credits - Automated ...................................................................................................6

2.1 Articulating and Posting Transfer Credit to a New Transfer Credit Model...................... 6 2.2 Understanding the Transfer Credit Model ........................................................................16 2.3 Deleting the Equivalency Articulation Term Row ............................................................ 18 2.4 Deleting the Equivalency Articulation Term Row ............................................................ 20 2.4 Adding Course(s) to an Existing Transfer Model for the Same Institution ...................22

3.0 Academic Advisement: Transfer Credit – Evaluation via Course Credits - Manual........................................................................................................25

3.1 Articulating and Posting Transfer Credit to a New Transfer Credit Model....................25 4.0 Academic Advisement: Transfer Credit Summary ...................................29

4.1 Generating the Transfer Credit Summary ........................................................................29 APPENDIX 1: Quick Admit ................................................................................34 APPENDIX 2: Term Activate .............................................................................37 Expected Outcomes ..........................................................................................39


Academic Advisement Transfer Credit Processing


Academic Advisement Transfer Credit Processing Overview At the University of Nevada, Las Vegas (UNLV), the Office of Admissions will perform a transfer credit evaluation for those students who have submitted official transcripts from external institutions. The Admissions Specialist will process these transfer courses to identify the course equivalencies and the number of units earned. Once the transfer credit evaluation has been completed, these courses and units are eligible to be used to satisfy course and unit requirements toward the degree.




Related Information Prerequisites and Assumptions Before you can successfully perform the Transfer Credit Processing, it is either required or assumed that each of the following conditions has been met:

PREREQUISITES AND ASSUMPTIONS

PREREQUISITE/ASSUMPTION DETAIL Transfer Rules The institution will need to develop pre-defined equivalency rules in the transfer rules

setup tables. Official Transcripts The student has submitted all their official transcripts from the external institutions in

hard copy or electronically. Official Transcript Load The Official Transcripts must be loaded or data entered into the External Education

component.

Related Documents

RELATED DOCUMENTS

DOCUMENT NAME LOCATION OR LINK TO DOCUMENT

Key Definitions

KEY DEFINITIONS

TERM/ACRONYM PAGE DEFINITION Transcript Level Course Credits –

Automated The Transcript Level defines which internal transcripts transfer credit can be shown on with Official being the highest level (this means that transfer credit is eligible to appear on all transcript types).

Data Source Course Credits – Automated

The Data Source identifies how the official transcript was received. The Data Source field in the transfer model, must match the Data Source of the courses found in the External Education component.

Articulation Term Course Credits – Automated

The Articulation Term field is the term in which the test credit equivalencies will be posted to.

Model Status Course Credits – Automated

The Model Status field identifies the status of the transfer model (i.e., Submitted, Complete, or Posted).




1.0 Academic Advisement: External Education The External Education component is populated by the Office of Admissions by loading electronic transcripts or data entering the hardy copy transcripts into the component. There will be times when official transcripts will be received after the student has been matriculated and becomes a continuing student instead of a new student.

1.1 Data Entering Official Transcripts This section guides you through data entering external courses into the External Education component. The assumption in this section is that the student’s external courses have not been hand-entered nor have they been loaded electronically.

Steps:

1. Sign in to the Student Administration system (Oracle/PeopleSoft Enterprise).

2. Navigate to External Education: Home > Records and Enrollment > Transfer Credit Evaluation > External Education -OR- Home > Student Admissions > Application/Transcript Loads > Education

NOTICE: If external courses have already been hand-entered or loaded electronically to the Test Results table, skip section 1.0 entirely and go straight to section 2.0 Academic Advisement: Transfer Credit Evaluation.




3. Type in the Student’s ID number in the ID field (if the Student’s ID is unknown, search on Last Name and First Name).

4. Click on the button.

5. The diagram above shows that the student has more than one official transcript in the

External Education. To navigate the component, use the icons or links under the arrows to:

1. Red arrow to view all the external transcripts. 2. Green arrow indicates how many transcripts the student has and allows you to

navigate between them one by one by clicking on the icon. 3. Orange arrow will allow to you to skip to the last transcript loaded or data

entered into the External Education component.

NOTICE: In the screen shot above, the External Education page may appear to an end-user that all the data from the external transcript has been loaded, but this is not always true. Data can appear on this page, but the external courses were never loaded.




6. Click on the to navigate to the external transcript in which you are evaluating.

7. Click on the Courses and Degrees tab at the top of page.

8. Type in the external course information by populating the fields on the Course, Grade,

Timeframe, and Details pages (the Details page fields will automatically populate for you if you set up your defaults in the External Course Defaults section).

9. Click on the button to add additional external course rows. A dialog box will appear called the Explorer User Prompt, populate this field with the number of external course rows you would like to add and click the OK button.

10. Periodically click on the button after completing a few entries.




2.0 Academic Advisement: Transfer Credit – Evaluation via Course Credits - Automated

The Course Credits – Automated component will process the external courses loaded or data entered in the External Education component through the pre-define equivalency rules to determine course equivalencies, non-transferable course work and repeats.

2.1 Articulating and Posting Transfer Credit to a New Transfer Credit Model This section guides you through articulating and posting external courses to a new Transfer Credit model. The assumption in this section is that the student’s external courses have not been evaluated.

Steps:


2. Navigate to Course Credits - Automated: Home > Records and Enrollment > Transfer Credit Evaluation > Course Credits Automated

NOTICE: If external courses have not been hand-entered or loaded electronically to the External Education component, go to section 1.0 Academic Advisement: External Education




3. Type in the Student’s ID number in the ID field (if the Student’s ID is unknown, search

on Last Name and First Name). 4.

Click on the button. 5. If “No matching values were found” displays in the search results, click on the

link.

NOTICE: There are two different components that may be used to evaluate transfer credit. The following identifies the two components and defines when you would use them:

1. Course Credits – Automated: this component can only be used when the incoming transfer courses are loaded or data entered in the External Courses page, which is found in the External Education component. It will allow the Analyst to run the incoming transfer courses through the pre-defined transfer rules. This component should be used when the external institution has an external catalog built and maintained in the transfer credit setup tables (i.e. School Subject Maintenance, School Course Classification, etc.).

2. Course Credits – Manual: this component does not rely on the courses being data

entered or loaded into the External Courses page. The incoming transfer courses from the official transcript will be data entered directly into this component and manually made equivalent to a resident or pseudo course. This component should be used for those institutions for which an external catalog will not be built because there are very few students who transfer from that institution, the institution has closed, or the institution is an international school.




6. Type in the Student’s ID number in the ID field.

7. Click on the to select the career the student is currently in, in the Academic Career field.

8. The Academic Institution field should default in with UNLV1.





10. The Model Nbr will default in, in sequential order.

11. The Transcript level will default in with Official (DO NOT change this value).

12. Click on the button and select the appropriate program the student is admitted into in the Academic Program field (You must select the actual Academic Program (Academic Program means College) the student has been admitted into or is currently active in). If the student is a new transfer student for a future term, navigate to Home > Student Admissions > Application Maintenance > Maintain Applications to verify the Academic Program they are admitted in to (see diagram 1 below). If the student is a continuing student, navigate to Home > Records and Enrollment > Career and Program Information > Student Program/Plan to verify the Academic Program they are active in (see diagram 2 below).




Diagram 1

(NOTE: the Program Action = APPL. The student has not been matriculated (MATR) nor term-activated – the Program/Plan stack will not be populated. Admissions will run a QBU to populate MATR and term activation.) Diagram 2




13. The Apply Agreement flag will default to active.

14. Leave the Academic Plan blank.

15. The Credit Source Type defaults to External.

16. Click on the button to select the external institution you are evaluating. If the external institution you are evaluating does not appear as an option then the official transcript has not been loaded into the External Education component.

17. Click on the icon to select the appropriate value in the Data Source field. To obtain the correct data source value, navigate to Home > Records and Enrollment > Transfer Credit Evaluation > External Education > External Courses and Degree page and then click on the Details tab. The value populated in the data source field for the external institution you are evaluating should be the same value you populate in the data source field in your transfer credit model (see diagram 3 below).

18. Click on the button to select the first term the student will be active at UNLV. If the student is a new transfer student for a future term, navigate to Home > Student Admissions > Application Maintenance > Maintain Applications to verify the Admit Term they are admitted in to (see diagram 4 below). If the student is a continuing student, navigate to Home > Records and Enrollment > Student Term Information > Term History to verify the Term they were first active in (see diagram 5 below).




Diagram 3

Diagram 4




Diagram 5

19. Click on the button pull in the incoming transfer courses from transfer

institution (composite grades will automatically be calculated within the Fetch process).




20. Verify the incoming transfer courses met the right internal equivalent course (the

equivalency rows may need to be updated, see icons in step 21). 21. The following Chart will define the purpose of each icon (not all the icons will be used

while articulating and posting test credit):

Icon

Definition

Allows end-user to edit the equivalent course, unit, grade, requirement designation and repeat code.

Allows end-user to reject the equivalency to prevent it from counting towards units and a course(s), but continues to display the test taken.

Allows end-user to add an additional internal equivalent course. For example, if the equivalency should have been AP 13 is equivalent to ART 201 and 202, this feature allows the end-user to add in ART 202 to the equivalency row.

Allows end-user to delete the internal equivalent course. For example, if the equivalency should have been AP 07 is equivalent to HIST 231, this feature allows the end-user to delete the HIST 232 from the equivalency row.

If a course is rejected, the move to group icon will appear. This allows and end-user to move the test score to an existing equivalency row. For example, if ART 201 requires AP 07 and AP 13, the AP 07 equivalency can be rejected and then moved by typing in the Group number to join the AP 13 equivalency row.

Allows end-user to provide a comment or override reason about the equivalency row if necessary.

If a course is rejected, the delete row icon will appear. This allows an end-user to delete an entire equivalency row to prevent the score from meeting an internal equivalent course.




22. If an incoming course has been repeated (particularly those articulated to generic Subject LDELEC or UDELEC), you will want to set the repeat codes appropriately to not allow double counting of units. Click on the icon to access repeat codes (the screen shot above shows the repeat code to use on the first-time taken course and the screen shot below shows the repeat code to use on the second-time taken course.).




23. Click on the Transfer Credit Summary tab at the top of the page.

24. Click on the button to verify the total units transferred is correct. 25.

Click on the button. 26.

If an equivalency needs to be altered after posting, click on the button in order to make those changes on the Test Credit Details page.

2.2 Understanding the Transfer Credit Model This section guides provides further definition about items you may find within the transfer model for different students. Steps:





28. Click on the to create multiple evaluation models.

29. The Status column defines the equivalency row, the following are the statuses and their definition:

1. Accepted: the incoming transfer course was successfully equivalent to an internal course.

2. Rejected: the rule exists, but course does not meet rule parameters (Note: click on the to view the rule parameters).

3. No Rule: the course does not have an existing or pre-defined transfer rule (the course could still exist in School Subject Maintenance and School Course Classification, but with no rule).

4. Contingent: the rule exists, but the incoming course must be manually verified to determine that it truly can be equivalent to the incoming course (Note: click the to view if the rule has been set up as contingent).

30. If the Transfer Summary screen shows a Model Status of Posted, this means the

student has been term activated in her career/program and nothing needs to be done with her transfer credit in the future (except for adding more external institutions if need be or fixing an error). The diagram above has a Model Status of Complete, which means the student was not term activated in his career/program at the time the transfer credit was posted. This will require additional action after he has been term activated




for the term the test credit was articulated to. Student Records will run a batch process to term activate students after matriculation, after which the DARS team will run a batch process to post transfer credits to the students’ records (via TC Copy function). When the Model Status is Submitted, the Post button has not been clicked.

31. When you unpost an existing model, the equivalencies previously evaluated will

automatically be locked. This means that if additional courses were added to the External Courses and Degrees page after the initial evaluation, you can still fetch the additional incoming course without altering the already evaluated equivalencies you had posted. If an update occurs to an incoming course that has already been evaluated and you need to re-fetch that course, just unlock the Lock check-box in the equivalency row that incoming course resides in and then hit the fetch button to retrieve the update.

2.3 Deleting the Equivalency Articulation Term Row This section guides you through deleting the transfer credit equivalencies from the model to start the articulation process over. The assumption in this section is that the student’s transfer courses have been evaluated.

NOTICE: If units have been subtracted from the student’s record via the TC Units Adjustment, you have to remove the TC Units Adjustment before unposting. The Course Credits Model will not allow unposting if units are in the TC Units Adjustment field because it will put the student’s recored in a negative number for transfer credit. TC Units Adjustment is N/A to UNLV at this time (no limit imposed on eligible transfer credits to be posted).




Steps:



34. Click on the button (the Model Status will now show Submitted).

35. Click on the Transfer Course Details tab at the top of the page.




36. Click on the at the articulation term row. 37. A message will appear to verify that the deletion should occur, if yes, click the OK button

and if no, click on the Cancel button (the diagram below shows the message).

38. You are now ready to populate the articulation term field and fetch the incoming

courses.

2.4 Deleting the Equivalency Articulation Term Row This section guides you through deleting the transfer credit model to start the entire process over. The assumption in this section is that the student’s transfer courses have been evaluated.

Steps:









43. Click on the at the transfer credit model row. 44. A message will appear to verify that the deletion should occur, if yes, click the OK button

and if no, click on the Cancel button (the diagram below shows the message).




2.4 Adding Course(s) to an Existing Transfer Model for the Same Institution This section guides you through updating an existing transfer credit model with additional courses. The assumption in this section is that the student’s transfer credit has been evaluated previously and new courses have been added to the External Courses and Degrees page (for Advanced Standing students who have submitted additional courses taken at a previously submitted/evaluated institution transcript). . Steps:

45. Navigate to Course Credits - Automated: Home > Records and Enrollment > Transfer Credit Evaluation > Course Credits - Automated








49. All the equivalency rows should be locked.


51. The additional course(s) that were added to the External Education component has

now come over to the transfer credit model. 52. Once the equivalency row(s) has been verified, click on button.




If an equivalency needs to be altered after posting, click on the button in order to make those changes on the Transfer Course Details page.




3.0 Academic Advisement: Transfer Credit – Evaluation via Course Credits - Manual

Use Course Credits-Manual processing to articulate courses manually. Normally, this will be done for transfer credit from schools where you rarely receive students for which you do not want to maintain catalogs (e.g., schools from which very few students transfer from, closed schools, international schools). The manual process is very similar to the Course Credits-Automated process; however, the rules generated are specific to the student. (Note: Admissions GPA calculation MOD will not be able to calculate manually articulated credits.)

3.1 Articulating and Posting Transfer Credit to a New Transfer Credit Model This section guides you through how to generate the transfer credit summary.

Steps:


2. Navigate to Course Credits - Manual: Home > Records and Enrollment > Transfer Credit Evaluation > Course Credits - Manual




57. Type in the Student’s ID number in the ID field (if the Student’s ID is unknown, search on Last Name and First Name).


59. If “No matching values were found” displays in the search results, click on the

link.

60. Populate the transfer model fields as shown above.

61. The following screen shots show examples of manually entering in equivalencies:




Example I: One to One Articulations

(NOTE: Override the default Official Grade of TR to the actual grade earned. Remember to update IP courses which have received grades for those which were manually entered.) Example 2: Multiple to One Articulation

(NOTE: Both incoming courses are grouped together.)

62. Once the equivalency row(s) has been verified, click on button.







If an equivalency needs to be altered after posting, click on the button in order to make those changes on the Transfer Course Details page.




4.0 Academic Advisement: Transfer Credit Summary The Transfer Credit Summary component will allow an end-user to view all evaluations for transfer course work, test credit and other credit (military credit) in once place.

4.1 Generating the Transfer Credit Summary This section guides you through how to generate the transfer credit summary.

Steps:


4. Navigate to Transfer Credit Summary: Home > Records and Enrollment > Transfer Credit Evaluation > Transfer Credit Summary

NOTICE I: If transfer credit, test credit and/or other credit has not been evaluated for the student, you will be unable to retrieve the evaluation(s). NOTICE II: DO NOT hand out the Transfer Credit Summary in PDF format to students, faculty, advisors and staff. Either provide them instructions on running the Transfer Credit Report or provide a print out of the Transfer Credit Report to the requestor.




5. Type your Run Control ID (usually your run control is your Username. If you do not have a run control ID, click on the link, type your Username in the box

and then click on the button. DO NOT create multiple run control IDs. Once you have created your first one, continue to use this ID every time you run the transfer credit summary process).


7. Type in the Student’s ID number in the ID field.

8. The Academic Institution field will default in with UNLV1.

9. Leave the All Careers radio button activated (if the student had a transfer evaluation for their undergraduate career and one for their post-baccalaureate career, you could select the Career/Program/Plan radio button and the Academic Career, Academic Program and Academic Plans would become activated to allow you to only run the summary on one career instead of both).

10. The Posted Status drop-down box will default in with All (if you wanted to only see those transfer credit models that had a Completed model status, then you would select Completed from the drop-down box and so on for each model status).




11. Leave the Articulation Term field blank (if you wanted to see only those transfer credit models that were posted to a particular term, you would populate this field).

12. The Articulation Term drop-down box defaults to ascending (if you wanted it to sort descending, then select that option from the drop-down box.

13. Click on the button to save your default settings. 14.

Click on the button.

15. The above diagram shows the transfer credit summary. You will notice that the student

has two rows (or two Transfer Credit Types). If you navigate through this summary, you will see that the student has a Course Credits (or Transfer Credit) and Test Credit models that has been evaluated.

16. If you want to run the Transfer Credit Summary on a different student, click on the Selection Criteria tab and follows steps 5-12. If you do not need to, skip this step and go to step 15.

17. If you want to generate this transfer credit summary into a crystal report formatted, PD

file, click on the button at the top right of the page (if you do not skip steps 15-19).




18. Click on the link.

19.

Click on the button until you see the Status of Posted. 20. Click on the link (a new window will open with your PDF file). 21. The diagram bellows shows you a sample of the transfer credit summary as a crystal

report formatted, PDF file.

22. If you would like to generate a new PDF file for a different student, close the PDF file window and it will bring you back to your Transfer Credit Summary – Report Manager window. Click on the link to generate a new Transfer

NOTICE: DO NOT advise students, faculty, advisors and staff using the External GPA and Internal GPA found on the above Transfer Credit Summary PDF file. The External GPA is a calculation based on the students unevaluated incoming transfer course work. The Internal GPA does not calculate because Include in Transfer GPA check-box is not activated (this was a UNLV decision to keep this inactivated, so a resident GPA can be stored in Term History).




Credit Summary.

This concludes the Academic Advisement: Transfer Credit Processing business process guide.




APPENDIX 1: Quick Admit

Steps:

1. Navigate to Quick Admit a Student: Home > Records and Enrollment > Enroll Student > Quick Admit a Student

NOTICE: The screen shots below are to outline creating a test student in IDP. DO NOT perform these steps below in Production (PRD).




NOTICE: In order to term activate a student, you MUST update the student’s residency data.




2. Navigate to Student Program/Plan: Home > Records and Enrollment > Career and Program Information > Student Program/Plan

3. Upon saving, the student’s Career/Program/Plan (CPP) stack is created. The program

action of ACTV (Activate) is equivalent to the program action of MATR (matriculated).




APPENDIX 2: Term Activate Allows transfer credits to be posted to a student’s record.

Steps:

1. Navigate to Term Activate a Student: Home > Records and Enrollment > Student Term Information > Term Activate a Student

.

NOTICE: The screen shots below are to outline term activating a test student in IDP. DO NOT perform these steps below in Production (PRD).

NOTICE: The Quick Admit process will populate the Term Activation component for you. You can then go into the Term Activation component to add additional terms.




.

2. Activate the Eligible To Enroll check-box.




Expected Outcomes Using this Business Process Guide, you should be able to obtain the following results:

Data enter incoming transfer courses in the External Education component

Create a Transfer Credit Model

Articulate the incoming transfer courses using an automatedprocess

Update an existing Transfer Credit Model

Delete an equivalency articulation term row

Delete a Transfer Credit Model

Articulate incoming transfer courses manually

Generate a Transfer Credit Summary

Generate a Crystal Report formatted, PDF file of the Transfer Credit Summary