Student Administration 9.0 Academic Advisement Transfer Credit Processing

Student Administration 9.0
Academic Advisement
University of Nevada, Las Vegas (UNLV)
Academic Advisement
Transfer Credit Processing
Business Process Guide
September, 2009
DOCUMENT INFORMATION
Module
Academic Advisement
Author
eReference
Dora Hong
UNLV SA9.0 AA Transfer Credit Processing BPG.doc
DOCUMENT HISTORY
DATE
BY
ACTION
PAGES
09/23/2009
09/24/2009
Dora Hong
Liz Hall
Created Document
Updated Document
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All
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Office of Registrar
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Enable end users to use the PeopleSoft application to perform this process
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QUALITY REIVEW CHECKLIST
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Student Administration 9.0
Academic Advisement
Academic Advisement Test Credit Processing
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
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Student Administration 9.0
Academic Advisement
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.
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Student Administration 9.0
Academic Advisement
Academic Advisement Transfer Credit Processing
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.
The student has submitted all their official transcripts from the external institutions in
hard copy or electronically.
The Official Transcripts must be loaded or data entered into the External Education
component.
Official Transcripts
Official Transcript Load
Related Documents
RELATED DOCUMENTS
DOCUMENT NAME
LOCATION OR LINK TO DOCUMENT
Key Definitions
KEY DEFINITIONS
TERM/ACRONYM
PAGE
DEFINITION
Transcript Level
Course Credits –
Automated
Data Source
Course Credits –
Automated
Articulation Term
Course Credits –
Automated
Model Status
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).
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.
The Articulation Term field is the term in
which the test credit equivalencies will be
posted to.
The Model Status field identifies the status
of the transfer model (i.e., Submitted,
Complete, or Posted).
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Academic Advisement
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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.
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.
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
-ORHome > Student Admissions > Application/Transcript Loads > Education
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Academic Advisement
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3.
4.
5.
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).
Click on the
button.
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.
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Academic Advisement
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6.
7.
8.
9.
10.
Click on the
to navigate to the external transcript in which you are evaluating.
Click on the Courses and Degrees tab at the top of page.
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).
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.
Periodically click on the
button after completing a few entries.
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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.
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
Steps:
1.
Sign in to the Student Administration system (Oracle/PeopleSoft Enterprise).
2.
Navigate to Course Credits - Automated:
Home > Records and Enrollment > Transfer Credit Evaluation > Course Credits
Automated
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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.
3.
4.
5.
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).
Click on the
button.
If “No matching values were found” displays in the search results, click on the
link.
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Academic Advisement
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6.
7.
8.
9.
Type in the Student’s ID number in the ID field.
Click on the
to select the career the student is currently in, in the Academic Career
field.
The Academic Institution field should default in with UNLV1.
Click on the
button.
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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).
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Diagram 1
(NOTE: the Program Action = APPL. The student has not been matriculated (MATR) nor termactivated – the Program/Plan stack will not be populated. Admissions will run a QBU to
populate MATR and term activation.)
Diagram 2
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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.
18.
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).
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).
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Diagram 3
Diagram 4
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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).
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20.
21.
Verify the incoming transfer courses met the right internal equivalent course (the
equivalency rows may need to be updated, see icons in step 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.
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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.).
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23.
24.
25.
26.
Click on the Transfer Credit Summary tab at the top of the page.
Click on the
button to verify the total units transferred is correct.
Click on the
button.
If an equivalency needs to be altered after posting, click on the
order to make those changes on the Test Credit Details page.
button in
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:
27.
Navigate to Course Credits - Automated:
Home > Records and Enrollment > Transfer Credit Evaluation > Course Credits
Automated
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28.
29.
Click on the
to create multiple evaluation models.
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
30.
to view if the rule has been set up as contingent).
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
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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).
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Steps:
32.
Navigate to Course Credits - Automated:
Home > Records and Enrollment > Transfer Credit Evaluation > Course Credits
Automated
33.
34.
35.
Click on the Transfer Credit Summary tab at the top of the page.
Click on the
button (the Model Status will now show Submitted).
Click on the Transfer Course Details tab at the top of the page.
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36.
Click on the
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.
at the articulation term row.
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.
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:
39.
Navigate to Course Credits - Automated:
Home > Records and Enrollment > Transfer Credit Evaluation > Course Credits
Automated
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40.
41.
Click on the Transfer Credit Summary tab at the top of the page.
42.
Click on the
button (the Model Status will now show Submitted).
Click on the Transfer Course Details tab at the top of the page.
43.
Click on the
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).
at the transfer credit model row.
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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
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).
46.
47.
48.
Click on the Transfer Credit Summary tab at the top of the page.
Click on the
button (the Model Status will now show Submitted).
Click on the Transfer Course Details tab at the top of the page.
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49.
50.
51.
52.
53.
54.
55.
56.
All the equivalency rows should be locked.
Click on the
button.
The additional course(s) that were added to the External Education component has
now come over to the transfer credit model.
Once the equivalency row(s) has been verified, click on
button.
Click on the Transfer Credit Summary tab at the top of the page.
Click on the
button to verify the total units transferred is correct.
Click on the
button.
If an equivalency needs to be altered after posting, click on the
order to make those changes on the Transfer Course Details page.
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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:
1.
Sign in to the Student Administration system (Oracle/PeopleSoft Enterprise).
2.
Navigate to Course Credits - Manual:
Home > Records and Enrollment > Transfer Credit Evaluation > Course Credits Manual
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57.
58.
59.
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).
Click on the
button.
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:
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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.
63.
Once the equivalency row(s) has been verified, click on
button.
Click on the Transfer Credit Summary tab at the top of the page.
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64.
65.
66.
Click on the
button to verify the total units transferred is correct.
Click on the
button.
If an equivalency needs to be altered after posting, click on the
order to make those changes on the Transfer Course Details page.
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button in
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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.
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.
Steps:
3.
Sign in to the Student Administration system (Oracle/PeopleSoft Enterprise).
4.
Navigate to Transfer Credit Summary:
Home > Records and Enrollment > Transfer Credit Evaluation > Transfer Credit
Summary
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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).
6.
Click on the
button.
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).
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).
10.
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11.
12.
13.
14.
15.
16.
17.
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).
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.
Click on the
Click on the
button to save your default settings.
button.
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.
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.
If you want to generate this transfer credit summary into a crystal report formatted, PD
file, click on the
steps 15-19).
button at the top right of the page (if you do not skip
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Academic Advisement Transfer Credit Processing
18.
19.
20.
21.
Click on the
Click on the
link.
button until you see the Status of Posted.
Click on the
link (a new window will open with your PDF file).
The diagram bellows shows you a sample of the transfer credit summary as a crystal
report formatted, PDF file.
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).
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
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link to generate a new Transfer
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Credit Summary.
This concludes the Academic Advisement: Transfer Credit Processing business
process guide.
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Academic Advisement Transfer Credit Processing
APPENDIX 1: Quick Admit
NOTICE: The screen shots below are to outline creating a test student in IDP. DO NOT
perform these steps below in Production (PRD).
Steps:
1.
Navigate to Quick Admit a Student:
Home > Records and Enrollment > Enroll Student > Quick Admit a Student
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NOTICE: In order to term activate a student, you MUST update the student’s residency
data.
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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).
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APPENDIX 2: Term Activate
Allows transfer credits to be posted to a student’s record.
NOTICE: The screen shots below are to outline term activating a test student in IDP. DO
NOT perform these steps below in Production (PRD).
Steps:
1.
Navigate to Term Activate a Student:
Home > Records and Enrollment > Student Term Information > Term Activate a
Student
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.
.
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Academic Advisement Transfer Credit Processing
.
2.
Activate the Eligible To Enroll check-box.
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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
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