Tracking External Education Information

This chapter provides an overview of external education information and discusses how to:

Enter and update external data.
View summary education data.

Understanding External Education Information

Enter and update academic information from external sources, such as transcripts, in the Education component. You can record general and specific external education data, such as schools attended, academic summaries, subjects, degrees, courses, dates of attendance, and so forth. You can also link the appropriate data from these pages to actual applications.

Note. The education information on this component is linked to a person as opposed to an application, so that you can consider the information when you evaluate specific applications for the person.

This information can be reported on a transcript, self-reported, or reported from another source and linked to specific applications on the Application Materials page.

Entering and Updating External Data

This section discusses how to:

Enter general external data.
Enter and update external academic summary information.
Enter and update external subject information.
Enter external subject area details.
Enter and update ESIS previous education data (CAN).
Enter and update external degrees.
Enter and update external courses.
Enter external course default data.

Pages Used to Enter and Update External Data

Page Name	Object Name	Navigation	Usage
External Data	EXT_ACAD_DATA	Student Admissions, Application/Transcript Loads, Education Student Recruiting, Maintain Prospects, Academic Information, Education Student Admissions, Application Entry, Academic information, Education or Records and Registration, Transfer Credit Evaluation, External Education	Record information about the schools that a person has attended.
Organization Primary Location	EXT_ORG_LOC	Click the Org Primary Location link on the Education - External Data page.	View the primary address of the organization.
Organization School Info (organization school information)	SCHOOL_INFO1	Click the Detail button on the Organization Primary Location page to view additional information about the school.	View additional information about schools that a person has attended. Close the Organization School Information page to return to the External Data page.
External Academic Summary	EXTERNAL_ACAD_SUMM	Student Admissions, Application/Transcript Loads, Education, External Academic Summary Student Recruiting, Maintain Prospects, Academic Information, Education, External Academic Summary Student Admissions, Application Entry, Academic information, Education, External Academic Summary Records and Registration, Transfer Credit Evaluation, External Education, External Academic Summary	Enter external academic summary information.
External Subjects	EXTERNAL_ACAD_SUBJ	Student Admissions, Application/Transcript Loads, Education, External Subjects Student Recruiting, Maintain Prospects, Academic Information, Education, External Subjects Student Admissions, Application Entry, Academic information, Education, External Subjects Records and Registration, Transfer Credit Evaluation, External Education, External Subjects	Enter external subject information.
External Subject Detail	EXT_SUBJ_DETAIL	Click the External Subjects Detail link to open the External Subject Detail page.	Enter details about an external subject area.
Canadian Data	CAN_EXT_ACAD_DATA	Manage Student Records, Process Transfer Credit, Use, Education, Canadian Data	Define previous education information for ESIS (Extended Student Information System) reporting (CAN).
External Degrees	EXTERNAL_DEGREE	Student Admissions, Application/Transcript Loads, Education, External Degrees Student Recruiting, Maintain Prospects, Academic Information, Education, External Degrees Student Admissions, Application Entry, Academic information, Education, External Degrees Records and Registration, Transfer Credit Evaluation, External Education, External Degrees	Enter information about a person’s degrees that have been received or that are still in progress. Examples of degree-related information include fields of study, honors, and degree status. The system enables you to link degree data on this page to a specific transcript or other existing information from the External Data page.
External Courses	EXT_COURSE	Student Admissions, Application/Transcript Loads, Education, External Courses Student Recruiting, Maintain Prospects, Academic Information, Education, External Courses Student Admissions, Application Entry, Academic information, Education, External Courses Records and Registration, Transfer Credit Evaluation, External Education, External Courses	Enter detailed course information for a person. These might be courses that exist on a transcript, are self-reported, or reported from another source. You can also link courses on this page to a specific transcript or other existing information from the External Data page.
External Course Defaults	EXT_COURSE_DEFAULT	Click the Defaults link on the External Courses page.	Enter default data for external courses.

Entering General External Data

Access the External Data page.

Org ID (organization ID)

The school to which this external data is related. The system automatically populates this field from the initial add of Last School Attended on the Prospect School/Recruiting page or the Application School/Recruiting page if a value. You can edit this field.

Checklist Item Update

Select this check box to indicate that the checklist that relates to this row of external data (or transcript) is updated when you run the Checklist Item Update Automated process. Select this option if you select the Received check box.

Org Primary Location (organization primary location)

Click this link to view the primary address of the organization. The Organization Primary Location page appears.

Career

Select the external career for the external data that you are entering. Values for this field are delivered with your system as translate values. You can modify these translate values.

Data Nbr (data number)

The system populates this field automatically. The first data item (or row) you enter is 1. The system numbers subsequent rows sequentially (2, 3, and so on).

If you change the Data Nbr field on this page, click the Save button prior to prompting on the Data Nbr field in any of the other pages in the Education component.

Acad Level (academic level)

Enter the academic level of the person at the time this data was collected or issued. This level might be different from the person’s current level. Values for this field are delivered with your system as translate values. You can modify these translate values.

Term Type

Select the term type that is used by the external organization. Values for this field are delivered with your system as translate values. You can modify these translate values. The delivered values are (none), Full Year, Miniterm, Other, Quarter, Quinmester, Semester, Trimester, and Unknown.

This field is optional; leave the field blank until you are ready to enter Transfer Credit information.

Ext Term (external term)

Select the external term to which this data relates. For example, if this is a Fall transcript, select FALL in the Ext Term field. The available values depend on what you entered in the Term Type field. Define external terms on the External Term Table page.

This field is optional; leave it blank until you are ready to enter Transfer Credit information.

Term Year

Enter the appropriate term year that is pertinent to this external data entry.

This field is optional; leave it blank until you are ready to enter Transfer Credit information.

From Date and To Date

Enter the dates that the person attended this school.

Desired

Select this check box if you are entering data for a transcript that you requested. The remaining fields in the Transcript group box become available.

Transcript Date

Enter the date that the transcript was issued. The transcript date cannot occur after the received date.

Transcript Type

Select a transcript type. Values for this field are delivered with your system as translate values. You can modify these translate values. You can also define a user default for this field on the User Defaults 3 page. The system populates this field with the user default after you select the Desired option.

Transcript Status

Select a transcript status. Values for this field are delivered with your system as translate values. You can modify these translate values.

If the Received check box is selected, you can link the data to an application on the Application Materials page.

Received

Select this check box if the data that you are entering is for a transcript you have received. The remaining fields in the Receipt group box become available.

Received

Enter the date on which your office received the transcript. The received date cannot occur before the transcript date. When you save the page, the system populates this field, but you can override it.

Data Source

Enter the data source for this transcript. Values for this field are delivered with your system as translate values. You can modify these translate values. You can also define a user default for this field. The system populates this field with the user default after you select the Received check box.

Data Medium

Select the format in which you received the transcript. Values for this field are delivered with your system as translate values. You can modify these translate values. You can also define a user default for this field on the User Defaults 3 page. The system populates the field with the user default after you select the Received check box.

Note. If you are entering two careers, the Desired or Received check boxes must be selected before you save the page.

Entering and Updating External Academic Summary Information

Access the External Academic Summary page.

You can enter GPA (grade point average), units, and rank details for this data, which can be reported on a transcript, self-reported, or reported from another source. You can enter multiple transcripts (or similar data) under an academic institution.

The layout of the page enables you to define how you want to represent a person’s academic transcripts. You can associate one or more summaries for a single transcript. You can also enter the summary GPA, units, and rank of a person’s entire career; or insert rows to create individual summaries that capture data for various segments of a person’s academic career. Enter as many summary types as you require. This structure enables you to capture the GPA, rank, and units for each individual year of school, in addition to the overall summary, on one transcript.

Note. The system automatically populates many of the values on this page according to your user defaults and the data that you entered on the External Data page.

Org Primary Location (organization primary location)	Click this link to view the primary address of the organization for this external academic summary. The Organization Primary Location page appears.
Sum Type (summary type)	Select the summary type for this external data. For example, this could be an overall summary of an entire high school transcript, or a summary of the 12th grade only. Define summary types on the External Summary Type Table page.
Institution	The code for your academic institution appears.
Acad Level (academic level)	Select the academic level of the person at the time this piece of information was current, which might not be the person’s current academic level. For example, this could be a summary of a school year the person has completed. Values for this field are delivered with your system as translate values. You can modify these translate values.
Ext Term/Year (external term/year)	Select the external term and year regarding this summary. Define external terms on the External Term Table page.
GPA Type	Select the GPA type that is used by the school from which the information was received. For example, the school can use a 4-point scale or a 100-point scale. Define GPA types on the GPA Type Table page.
Ext GPA (external GPA)	Enter the external GPA from the reported information. If you have defined external GPA values for this GPA type on the GPA Type Table page, you can prompt for those values here. Otherwise, you can type in the appropriate numeric GPA value.
Conv GPA (converted GPA)	When you navigate to a new page or click the Refresh button, the system automatically converts the GPA if you have defined GPA conversion rules. If you have not defined GPA conversion rules, the GPA that you enter in the External GPA field is copied into the Conv GPA field. The system converts the GPA when you click the Refresh button or when you navigate out of this page.
Unit Type	Select the unit type that is used by the school on this transcript or reported information. Values for this field are delivered with your system as translate values. You can modify these translate values.
Attempted	Enter the number of units that were attempted by the person for this summary.
Completed	Enter the number of units that were completed at the time this summary transcript or reported information was recorded.
Rank Type	Select the rank type. Values for this field are delivered with your system as translate values. You can modify these translate values. The delivered values are Unweighted and Weighted.
Class Rank/Class Size	Enter the person’s rank in their class and the size of the class.
Percentile	When you navigate to a new page or click the Refresh button, the system automatically calculates the percentile.

Entering and Updating External Subject Information

Access the External Subjects page.

External subject information can be reported on a transcript, self-reported, or reported from another source. Storing this data is useful for grouping subjects. For example, if your office tracks subject area requirements but does not want to enter or load all of the external courses a student has taken, you can record course level, number of courses, units, external GPA, and converted GPA details about external subject areas.

Org Primary Location (organization primary location)	Click this link to view the primary address of the organization where these external subject areas were taken. The External Subject Detail page appears.
External Subject Area	Select an external subject area. Define external subjects on the External Subject Table page.
Course Level	Select the course level taken in this area. Values for this field are delivered with your system as translate values. You can modify these translate values.
External Subject Detail	Click this link to enter details about an external subject area. The External Subject Detail page appears.
Nbr Crses (number of courses attempted)	The system populates this field from the External Subject Detail page.
Units	The system populates this field from the External Subject Detail page.
Ext GPA (external grade point average)	The system populates this field from the External Subject Detail page.
Conv GPA	The system populates this field from the External Subject Detail page.

Entering External Subject Area Details

Access the External Subject Detail page.

Institution

The code for your academic institution appears.

GPA Type

Select the GPA type for the school that the person attended. Define GPA types on the GPA Type Table page.

External GPA

Enter the external GPA that was earned by the applicant for this subject. If you have defined external GPA values for this GPA type on the GPA Type Table page, you can prompt for those values here. Otherwise, type in the appropriate GPA value.

Converted GPA

The system automatically converts the GPA if you have defined GPA conversion rules. If you have not defined GPA conversion rules, the system copies the GPA that you enter in the External GPA field into the Converted GPA field.

Unit Type

Select a unit type. Values for this field are delivered with your system as translate values. You can modify these translate values. The delivered values are (none), Adult, Carnegie, CEU, No Credit, Other, Quarter, Semester, Units, Unknown, or Vocational.

Number of Courses, Attempted, and Completed

Enter the number of courses that the person attempted and completed.

Units/Credits, Attempted, and Completed

Enter the number of units or credits that the person attempted and completed.

(CAN) Entering and Updating ESIS Data

Access the Canadian Data page.

Previous Educational Activity	Enter the most recent educational activity of the student.
Previous PostSecond Credential (previous postsecondary credential)	Enter the type of credential that is associated with successful completion of the student’s most recent postsecondary education.

Entering and Updating External Degrees

Access the External Degrees page.

Org Primary Location (organization primary location)

Click this link to view the primary address of the school to which this degree is related. The Organization Primary Location page appears.

Degree Nbr (degree number)

The system populates this field automatically. The first data item (or row) you enter is 1. The system numbers subsequent rows sequentially (2, 3, and so on).

Degree Date

Enter the date this degree was or will be granted.

Data Source

Enter the data source for this degree information. Values for this field are delivered with your system as translate values. You can modify these translate values.

Degree

Select the external degree that the person received or that is still in progress. The system populates the description automatically. Define degrees on the Degree Table page.

To enter a degree that is not defined in the Degree Table page, leave the Degree field blank and type in the appropriate information in the description field to the right of the Degree field.

Honors Category

Select an honors category if the person received an honor for this degree. Values for this field are delivered with your system as translate values. You can modify these translate values.

Degree Status

Select the degree status. Values for this field are delivered with your system as translate values. You can modify these translate values.

External Subject 1 and Field of Study 1

Select an external subject or field of study if the person had a subject or field of study concentration for this degree. Define external subjects on the External Subject Table page. However, if you must enter an external subject area that is not defined in your system, leave the field blank and click the tab to access the related description field and enter descriptive text.

This description also applies to the External Subject 2 and Field of Study 2 fields.

External Career

Select the person’s external career for this degree. Values for this field are delivered with your system as translate values. You can modify these translate values.

Data Nbr (data number)

If this degree information is related to a specific transcript or source of information, enter the data number of the transcript or other source. The system populates this field from the External Data page. You cannot link to a newly entered data number until the External Data page has been saved.

Entering and Updating External Courses

Access the External Courses page.

Important! If you have more than one course to enter, click the Defaults link to enter information that is common to each course. This will save you data entry time.

Defaults	To enter a group of courses with different default information for this same school and person, save the page and then click the Defaults button to return to the External Course Defaults page and enter new default information.
Org Primary Location (organization primary location)	Click this link to view the primary address of the school to which this degree is related. The Organization Primary Location page appears.
Course Nbr (course number)	The system populates this field automatically. The first data item (or row) you enter is 1. The system numbers subsequent rows sequentially (2, 3, and so on).
Institution	The system displays the code for your academic institution.
Transfer Credit	Select this check box to consider the external course information to be transfer credit. The system includes this course in its transfer credit process.
School Subject	Select the subject of the course that you are entering. If you have set up a course catalog for this school, you can prompt for valid values on this field. If a course catalog does not exist for this school, enter the subject.
Course Nbr (course number)	Select the school course number of this course. If you have set up a course catalog for this school, you can prompt for valid values on this field. If a course catalog does not exist for this school, type in the course number. The system displays the description of the course if the course is linked to a course catalog. If the course is not linked to a course catalog, enter the description of this course.
Subject Area	Select the external subject area to which this course belongs. Subject areas help you identify common subjects with different titles. For example, similar subjects that offered at external schools could have diverse titles such as “Creative Writing,” “Writing Fiction,” and “Freestyle Writing.” You can link a common external subject area such as “writing,” to all of these subjects. Define external subject areas on the External Subject Table page.
External Career	The system automatically populates the external career from the School Data page for this organization. Edit the field if necessary.
Data Nbr (data number)	If this course information is linked to a row of data, such as a transcript on the External Data page, enter the data number from that page. When you tab out of this field, the system automatically populates remaining fields from the data that is linked to this data number. If the courses you are entering are not linked to a data number, skip this field and complete the remaining fields. Note. The newly entered data number values are not available until they have been saved on the External Data page.
Data Source	Select the data source for this course information. Values for this field are delivered with your system as translate values. You can modify these translate values.
Acad Level (academic level)	Select the person’s academic level at the time these courses were taken. Values for this field are delivered with your system as translate values. You can modify these translate values.
Unit Type	Select the unit type for these courses. Values for this field are delivered with your system as translate values. You can modify these translate values.
Course Type	Select the course type that defines this course. Values for this field are delivered with your system as translate values. You can modify these translate values.
Course Level	Select the course level of this course. Values for this field are delivered with your system as translate values. You can modify these translate values.
Transfer Credit Type	This field appears only if your system installation country equals CAN. Indicate the type of transfer credit for the student. Your choices are Dom Exch, Foreign Ex, More than 1, No Permiss, Other, PLA/Skill, Unknown, and W/Permiss.
Term Type	Select the term type that is used by the school where these courses were taken. Values for this field are delivered with your system as translate values. You can modify these translate values. Depending on the term type you enter, you must enter a begin date and end date or an external term and term year.
External Term	Select the external term in which these courses were taken. This field becomes available if you enter a Term Type of Full Year, Miniterm, Quarter, Quinmester, Semester or Unknown. Define external terms on the External Term Table page.
Term Year	Enter the term year during which these courses were taken. This field becomes available if you enter a Term Type of Full Year, Miniterm, Quarter, Quinmester, Semester or Unknown.
Begin Dateand End Date	These fields become available if the term type ofOther is entered. Enter the date the course began or enter the date the course ended.
Units Taken	Enter the number of units taken for this course.
Grading Scheme	Select the grading scheme to convert the external school’s grading scheme to your standards. Define grading schemes on the Grading Scheme Table page.
Grading Basis	Select a grading basis for the grading scheme. The available values depend on what grading scheme you enter.
Grade In/Official Grade	Select the grade that the applicant earned in this course. The available values are determined by the grading scheme. When you click the Refresh button or navigate out of this page, the system converts the grade according to your grading scheme definition and displays in the field to the right of the Grd In/Official field.

Entering External Course Default Data

Access the External Course Defaults page.

External Career

The system automatically populates this field from the School Data page for this organization. Edit this field if necessary.

Data Nbr (data number)

If this course information is linked to a row of data, such as a transcript on the External Data page, enter the data number from that page. When you navigate out of this field, the system automatically populates the remaining fields from the data that is linked to this data number. If the courses you are entering are not linked to a data number, skip this field and complete the remaining fields.

Note. The newly entered data number values are not available until they have been saved on the External Data page.

Data Source

Select the data source for this course information. Values for this field are delivered with your system as translate values. You can modify these translate values.

Acad Level (academic level)

Select the person’s academic level at the time these courses were taken. Values for this field are delivered with your system as translate values. You can modify these translate values.

Unit Type

Select the unit type for these courses. Values for this field are delivered with your system as translate values. You can modify these translate values.

Institution

The system displays the code for your academic institution.

Term Type

Select the term type that is used by the school where these courses were taken. Values for this field are delivered with your system as translate values. You can modify these translate values. Depending on the term type you entered, you must enter a begin date and end date or an external term and term year.

Begin Dateand End Date

These fields become available if the term type ofOther is entered. Enter the date the course began or enter the date the course ended.

External Term

Select the external term in which these courses were taken. This field becomes available if you enter a Term Type of Full Year, Miniterm, Quarter, Quinmester, Semester or Unknown. Define external terms on the External Term Table page.

Term Year

Enter the term year during which these courses were taken. This field becomes available if you enter a Term Type of Full Year, Miniterm, Quarter, Quinmester, Semester or Unknown.

Grd Scheme (grading scheme)

Select the grading scheme to convert the external school’s grading scheme to your standards. Define grading schemes on the Grading Scheme Table page.

Grading

Select a grade base for the grading scheme. The available values depend on what grading scheme you have entered.

Note. The values that you enter on the External Course Defaults page appear automatically on the External Courses page.

Viewing Summary Education Data for Prospects and Applicants

Use the Education Summary component to look up summaries of external education information stored for prospects and applicants.

This section discusses how to:

View external academic summary information.
View external subject summary information.
View external degree summary information.
View external course summary information.

Pages Used to View Summary Education Data for Prospects and Applicants

Page Name	Object Name	Navigation	Usage
External Academic Summary	EXT_ACAD_SUMMARY	Student Admissions, Applicant Summaries, Education Summary Student Recruiting, Prospect Summaries, Education Summary	View a person’s external academic summary information displayed in the order you designate. You can access this page for prospects and for applicants.
Transcript Data	TRANSCRIPT_SEC1	Click the Transcript Data link on the External Academic Summary page.	View details about an external academic entry.
Academic Data Detail	EXT_ACAD_SEC	Click the Academic Data Detail link on the External Academic Summary page.	View further details about a transcript.
External Subject Summary	EXT_SUBJ_SUMMARY	Student Admissions, Applicant Summaries, Education Summary, External Subject Summary Student Recruiting, Prospect Summaries, Education Summary, External Subject Summary	View summaries of a person’s external subject matter displayed in the order you designate. You can access this page for prospects and for applicants.
Transcript Data	TRANSCRIPT_SEC2	Click the Transcript Data link on the External Subject Summary page.	View further details about an external academic entry.
Academic Subject Detail	EXT_SUBJ_SUM_SEC	Click the Academic Subject Detail link on the External Subject Summary page.	View further details about an external subject summary.
External Degree Summary	EXT_DEGREE_SUMMARY	Student Admissions, Applicant Summaries, Education Summary, External Degree Summary Student Recruiting, Prospect Summaries, Education Summary, External Degree Summary	View a person’s external degree summary information that is displayed in the order you designate. You can access this page for prospects and for applicants.
Transcript Data	TRANSCRIPT_SEC3	Click the Transcript Data link on the External Degree Summary page.	View further details about an external academic entry.
External Course Summary	EXT_COURSE_SUMMARY	Student Admissions, Applicant Summaries, Education Summary, External Course Summary Student Recruiting, Prospect Summaries, Education Summary, External Course Summary	View a person’s external course summary information that is displayed in the order you designate. You can access this page for prospects and for applicants.
Transcript Data	TRANSCRIPT_SEC4	Click the Transcript Data link on the External Course Summary page.	View further details about an external academic entry.
External Course Detail	EXT_COURSE_DTL	Click the External Course Detail link to view on the External Course Summary page.	View further details about External Course summary information.

Viewing External Academic Summary Information

Access the External Academic Summary page.

To retrieve information about a person on this page, you must first enter academic summary information for the person in the Education component.

Select criteria such as academic level, data source, academic institution, organization ID, summary type and term year to search for external academic summary information.

Sort Academic Data By	Select which sort order you prefer. A person can have multiple rows of data (such as official 10^th grade, official 11^th grade, and so on). Sort order defines the order in which the system displays the data.
Search	Click this button to view information matching your search and sort criteria.
Transcript Data	If an external academic entry is from a transcript, click this link to view details about the transcript. The Transcript Data page appears.
Academic Data Detail	Click this link to view additional details about a transcript. The Academic Data Detail page appears.

Viewing External Subject Summary Information

Access the External Subject Summary page.

To retrieve information about a person on this page, you must first enter academic summary information for the person in the Education component.

Select criteria such as academic level, data source, course level, organization ID, subject, and term year to search for external subject summary information

Sort Subjects By	Select which sort order you prefer. A person can have multiple rows of data (such as math, English, and so on). Sort order defines the order in which the system displays the data.
Search	Click this button to bring up information matching your search and sort criteria.
Transcript Data	If an external subject summary is from a transcript, click this link to view details about the transcript. The Transcript Data page appears.
Academic Subject Detail	Click this link to view further details about an external subject summary. The Academic Subject Detail page appears.

Viewing External Degree Summary Information

Access the External Degree Summary page.

To retrieve information about a person on this page, you must first enter academic summary information for the person in the Education component.

Sort Degree By	Indicate the order in which you want to view degree information. For example, you can view the data by Degree, Trans Date (transcript date), or (none).
Transcript Data	If an external degree summary is from a transcript, click this link to view details about the transcript. The Transcript Data page appears.

Viewing External Course Summary Information

Access the External Course Summary page.

To retrieve information about a person on this page, you must first enter academic summary information for the person in the Education component.

Select criteria such as academic level, data source, course level, organization ID, subject, and term year to search for external course summary information.

Sort Course By	Select which sort order you prefer. A person can have multiple rows of data (such as ENGL101, MATH125, and so on). Sort order defines the order in which the system displays the data.
Search	Click this button to bring up information matching your search and sort criteria.
Transcript Data	If this course information is from a transcript, click this button to view details about the transcript.
External Course Detail	Click this link to view further details about external course summary information. The External Course Detail page opens.

Org ID (organization ID)	The school to which this external data is related. The system automatically populates this field from the initial add of Last School Attended on the Prospect School/Recruiting page or the Application School/Recruiting page if a value. You can edit this field.
Checklist Item Update	Select this check box to indicate that the checklist that relates to this row of external data (or transcript) is updated when you run the Checklist Item Update Automated process. Select this option if you select the Received check box.
Org Primary Location (organization primary location)	Click this link to view the primary address of the organization. The Organization Primary Location page appears.
Career	Select the external career for the external data that you are entering. Values for this field are delivered with your system as translate values. You can modify these translate values.
Data Nbr (data number)	The system populates this field automatically. The first data item (or row) you enter is 1. The system numbers subsequent rows sequentially (2, 3, and so on). If you change the Data Nbr field on this page, click the Save button prior to prompting on the Data Nbr field in any of the other pages in the Education component.
Acad Level (academic level)	Enter the academic level of the person at the time this data was collected or issued. This level might be different from the person’s current level. Values for this field are delivered with your system as translate values. You can modify these translate values.
Term Type	Select the term type that is used by the external organization. Values for this field are delivered with your system as translate values. You can modify these translate values. The delivered values are (none), Full Year, Miniterm, Other, Quarter, Quinmester, Semester, Trimester, and Unknown. This field is optional; leave the field blank until you are ready to enter Transfer Credit information.
Ext Term (external term)	Select the external term to which this data relates. For example, if this is a Fall transcript, select FALL in the Ext Term field. The available values depend on what you entered in the Term Type field. Define external terms on the External Term Table page. This field is optional; leave it blank until you are ready to enter Transfer Credit information.
Term Year	Enter the appropriate term year that is pertinent to this external data entry. This field is optional; leave it blank until you are ready to enter Transfer Credit information.
From Date and To Date	Enter the dates that the person attended this school.
Desired	Select this check box if you are entering data for a transcript that you requested. The remaining fields in the Transcript group box become available.
Transcript Date	Enter the date that the transcript was issued. The transcript date cannot occur after the received date.
Transcript Type	Select a transcript type. Values for this field are delivered with your system as translate values. You can modify these translate values. You can also define a user default for this field on the User Defaults 3 page. The system populates this field with the user default after you select the Desired option.
Transcript Status	Select a transcript status. Values for this field are delivered with your system as translate values. You can modify these translate values. If the Received check box is selected, you can link the data to an application on the Application Materials page.
Received	Select this check box if the data that you are entering is for a transcript you have received. The remaining fields in the Receipt group box become available.
Received	Enter the date on which your office received the transcript. The received date cannot occur before the transcript date. When you save the page, the system populates this field, but you can override it.
Data Source	Enter the data source for this transcript. Values for this field are delivered with your system as translate values. You can modify these translate values. You can also define a user default for this field. The system populates this field with the user default after you select the Received check box.
Data Medium	Select the format in which you received the transcript. Values for this field are delivered with your system as translate values. You can modify these translate values. You can also define a user default for this field on the User Defaults 3 page. The system populates the field with the user default after you select the Received check box.

Org Primary Location (organization primary location)	Click this link to view the primary address of the school to which this degree is related. The Organization Primary Location page appears.
Degree Nbr (degree number)	The system populates this field automatically. The first data item (or row) you enter is 1. The system numbers subsequent rows sequentially (2, 3, and so on).
Degree Date	Enter the date this degree was or will be granted.
Data Source	Enter the data source for this degree information. Values for this field are delivered with your system as translate values. You can modify these translate values.
Degree	Select the external degree that the person received or that is still in progress. The system populates the description automatically. Define degrees on the Degree Table page. To enter a degree that is not defined in the Degree Table page, leave the Degree field blank and type in the appropriate information in the description field to the right of the Degree field.
Honors Category	Select an honors category if the person received an honor for this degree. Values for this field are delivered with your system as translate values. You can modify these translate values.
Degree Status	Select the degree status. Values for this field are delivered with your system as translate values. You can modify these translate values.
External Subject 1 and Field of Study 1	Select an external subject or field of study if the person had a subject or field of study concentration for this degree. Define external subjects on the External Subject Table page. However, if you must enter an external subject area that is not defined in your system, leave the field blank and click the tab to access the related description field and enter descriptive text. This description also applies to the External Subject 2 and Field of Study 2 fields.
External Career	Select the person’s external career for this degree. Values for this field are delivered with your system as translate values. You can modify these translate values.
Data Nbr (data number)	If this degree information is related to a specific transcript or source of information, enter the data number of the transcript or other source. The system populates this field from the External Data page. You cannot link to a newly entered data number until the External Data page has been saved.

External Career	The system automatically populates this field from the School Data page for this organization. Edit this field if necessary.
Data Nbr (data number)	If this course information is linked to a row of data, such as a transcript on the External Data page, enter the data number from that page. When you navigate out of this field, the system automatically populates the remaining fields from the data that is linked to this data number. If the courses you are entering are not linked to a data number, skip this field and complete the remaining fields. Note. The newly entered data number values are not available until they have been saved on the External Data page.
Data Source	Select the data source for this course information. Values for this field are delivered with your system as translate values. You can modify these translate values.
Acad Level (academic level)	Select the person’s academic level at the time these courses were taken. Values for this field are delivered with your system as translate values. You can modify these translate values.
Unit Type	Select the unit type for these courses. Values for this field are delivered with your system as translate values. You can modify these translate values.
Institution	The system displays the code for your academic institution.
Term Type	Select the term type that is used by the school where these courses were taken. Values for this field are delivered with your system as translate values. You can modify these translate values. Depending on the term type you entered, you must enter a begin date and end date or an external term and term year.
Begin Dateand End Date	These fields become available if the term type ofOther is entered. Enter the date the course began or enter the date the course ended.
External Term	Select the external term in which these courses were taken. This field becomes available if you enter a Term Type of Full Year, Miniterm, Quarter, Quinmester, Semester or Unknown. Define external terms on the External Term Table page.
Term Year	Enter the term year during which these courses were taken. This field becomes available if you enter a Term Type of Full Year, Miniterm, Quarter, Quinmester, Semester or Unknown.
Grd Scheme (grading scheme)	Select the grading scheme to convert the external school’s grading scheme to your standards. Define grading schemes on the Grading Scheme Table page.
Grading	Select a grade base for the grading scheme. The available values depend on what grading scheme you have entered.