Processing Transfer Credit

This chapter provides an overview of transfer credit processing and discusses how to:

Record external course and test information.
Create student-specific agreements.
Process course transfer credit.
Process test transfer credit.
Process other transfer credit.
Process transfer credit in batch.
View and print transfer credit information.
View transfer credit reports through self-service.
Evaluate transfer credit through self-service.

Understanding Transfer Credit Processing

This section lists common elements and discusses transfer credit processing.

Common Elements Used in This Chapter

Academic Plan	In the Target Information group box, select the academic plan where the transfer credit in this row of the transfer model will articulate. (Optional)
Academic Program	In the Target Information group box, select the academic program where the transfer credit in this row of the model will articulate.
Add Comments	Click to access the Model Comments page, where you can enter comments about this row of the transfer credit model.
Articulation Term	Select the term for which you want to process the individual’s transfer credit for this row of the model. Note that it is possible to articulate credits across multiple terms. You would do this, for example, if a student has continually taken credit outside your academic institution and you have posted credit at each point in time.
Calculate	When you articulate course and test credit, click this button to calculate the individual’s transfer credit statistics according to the accepted transfer credit on the corresponding row of the model. You must save your calculations before you can post the transfer credit.
Comment	Click to access the Model Comments page, where you can enter comments about this row of the transfer credit model.
Credit Source Type	In the Source Information group box, select the type of source from which you will be modeling transfer credit on this row. Your selection instructs the system from which table you will be selecting your Source Institution. External: The system prompts you with the source IDs of external organizations in your system. The External Org ID (external organization ID) and Data Source fields appear and are available. Internal: The system prompts you with source IDs of academic institutions in your system. You would select this option, for example, when a student is transferring from one academic career to another within your academic institution. The Source Career and Source Institution fields appear and are available. Manual: If you intend to create transfer credit models manually, do not use this component. If you select this option, the system displays a message instructing you to use the corresponding manual component.
Data Source	For an external credit source type, select the data source from which the individuals external transfer credit have been entered into the system. The data source that you specify must match the data source on the individual’s external education record. Values for this field are delivered with your system as translate values. You can modify these values.
Equivalent Subject / Catlg Nbr (equivalent subject and catalog number)	After you run the Transfer Credit process for a model, the system displays the subject and catalog number of the internal course that is equivalent to the transfer credit that it evaluated. The process determines these values for course transfer credit according to the internal equivalent course specified for the applicable course transfer equivalency rule on the Subject Area Elements page of the Transfer Subject Area component; and for test transfer credit according to the internal equivalent course specified for the applicable test transfer equivalency rule on the Test Credit Rule/Component page. When processing transfer credit manually, after you enter the equivalent subject and catalog number on the Equivalent Course Information page for this row of the model, the process displays your selection in this field. You access the Equivalent Course Information page by clicking the Edit Equivalent Course button on the corresponding row of the model.
External Org ID (external organization ID)	For an external credit source type, select the external organization from which the individual is transferring credit. Define external organizations on the External Organization page, but you are prompted here from the education record of the transfer prospect, applicant, or student as defined on the Education component.
Group	The Transfer Credit process automatically groups incoming transfer credit and its internal equivalent courses together on separate rows within the grid at the bottom of the page. The number in this field identifies the group as unique amongst other groups on this row of the transfer credit model. You have the option, once the Transfer Credit process completes the evaluation, to move internal equivalent courses from group to group as needed to alter the articulation model before you post the transfer credit to the individual's record. You can move internal equivalent course from group to group by using the Move To Group button on the grid row of the course to move.
Lock	Select to lock the corresponding group row of the transfer credit model. You might select this check box, for example, if you intend to post or unpost transfer credit for that row at a later date. The groups for which you select this check box are excluded from a rerun of the Transfer Credit process. If you rerun the Transfer Credit process and something about the incoming transfer credit has changed (such as grades or units), then the process displays a red letter Y in front of that group. The Y alerts you that something about that incoming transfer credit changed after the group was locked. You might therefore want to investigate the change before you post or unpost the corresponding transfer credit.
Model Nbr (model number)	The system, by default, sets the first row of the transfer credit model to model number 1. The system uses this number to store multiple, unique transfer credit models.
Model Status	The system displays the status of the model on the first page and subsequent page of the component. Submitted: Indicates that you have run the transfer credit articulation process for this model. Posted: Indicates that you clicked the Post button on the second page of the component and the system has successfully transferred the articulated transfer credit to the student’s career term record (STDNT_CAR_TERM table) for this model. Completed: Indicates that you have modeled and articulated the student’s transfer credit, but that the model could not be posted to the student’s career term record because the student is not currently active in either the academic program or articulation term that you have selected for the model. Once the student is activated into the academic program and articulation term that you have selected, click the Copy TC Units button on the Terms in Residence page. This will automatically update the model status to Posted and write the data to the STDNT_CAR_TERM table.
Post	Click to post an individual’s transfer credit for the corresponding model. Posting automatically saves the page. Once you post transfer credit, the system displays the posted transfer credit statistics according to the individual’s calculated transfer credit statistics on the page. Posting a transfer credit model also updates the status of the model from Submitted to Posted or Completed. When you post your transfer credit model, the fields in the Target Information group box on the first page of the component become unavailable. To update target information, you must first unpost your model.
Seq # (sequence number)	For transfer credit in which you manually define equivalencies, the system automatically assigns a sequential number to each incoming row of transfer credit to identify unique rows in the table. These sequence numbers have no programming significance.
Source Career	For an internal credit source type, select the academic career from which the student is transferring credit.
Source Institution	For an internal credit source type, select the internal academic institution from which the student is transferring credit.
Status	After you run the Transfer Credit process for this row of the model, the process displays the transfer status of each transfer credit that it evaluated. Possible statuses are Accepted, Rejected, No Rule, and Contingent.
Study Agreements	Click to access the Student Agreements page, where you can view the details of this student’s study agreement.
Total Units - Articulation Term	When you articulate test and other credits, the system calculates the individual’s total transfer credit units according to the articulation term and incoming transfer credit on the corresponding of the model.
Total Units - Posted Model	When you articulate test and other credits, use this field to view a summary of the credits that have been transferred to the student’s record through this model. You can view changes in this field only after you have posted or unposted the model and saved the transaction. The system displays values for this field in relation to the corresponding value in the Total Units - Articulation Term field that you have calculated for the model.
Transcript Level	Select a transcript level to determine the types of transcripts on which the system will include the transfer credit that articulates through this row of the model, provided that it is posted to the individual’s record. Your choices in are: Not Print, Official, Unofficial, Stdnt Life (student life), Degr Prog (degree progress).
Transfer Status	After you run the Transfer Credit process for this row of the model, the process displays the transfer status of each transfer credit that it evaluated. Possible statuses are Accepted, Rejected, No Rule, and Contingent.
Unpost	Click to completely remove the transfer credit posted through this model from the student’s career term record. View the results for the student on the Term Statistics page.
	Click the Transfer Status Detail button to access the Transfer Rule Applied page or the Reject Reason page, where you can either view the transfer equivalency rule that the Transfer Credit process applied to the corresponding external course, or, if the transfer credit is rejected, view the reject reason. This field applies only to transfer credit processing with predefined course and test equivalency rules.
	Click the Edit Equivalent Course button to access the Equivalent Course Information page, where you can edit equivalent course information prior to posting transfer credit.
	Click the Reject External Course button to reject incoming courses before you post transfer credit. Only the incoming course on the corresponding row will be rejected. For example, if incoming Math 100 and Math 200 are equivalent to internal Math 104, and you click the reject button on the Math 100 line, the resulting rule will be that Math 200 is equivalent to Math 104.
	Click the Add Internal Equivalent button to access the Equivalent Course Information page, where you can add internal equivalent course information.
	Click the Delete Internal Equivalent button to delete internal equivalent courses for the corresponding group row. This button appears only if there are multiple internal equivalent courses for that row.
	Click the Move to Group button to open a field on the page for another group number. Use this field to move transfer credit from one group into another group. For example, let’s say that a group has a transfer status of Rejected. You can use this feature to move the transfer credit to another group that has a transfer status of Accepted to ensure that the transfer credit gets posted.
	Click the Comment/Override Reason button to access the Course Credit Comments, Test Credit Comments, or Other Credit Comments pages, where you can add an override reason and comment about any adjustments you made to a group row of a transfer credit model.

See Also

Viewing Student Study Agreements

Defining Transcript Types

Transfer Credit Processing

Once you have set up your predefined transfer rules for courses and tests, you are ready to start processing transfer credit. The Transfer Credit process includes retrieving all external transfer credit information; evaluating these external courses, tests, and other credit; then posting the transfer credit. PeopleSoft provides features to enable transfer credit processing by the following methods:

Using predefined rules.
Using student-specific agreements.
Creating manual rules to assign course, test, and other credit.

Our processing design is based on modeling, so you can give individuals options for articulation that are dependent on the academic program or academic plan selected for them.

You can command the system to evaluate transfer credit by using the predefined transfer equivalency rules that you have created and then attached to academic programs and plans. Or you can process transfer credit by creating models manually as you go through processing. For course transfer credit, you can also use student-specific study agreements in conjunction with these predefined course transfer equivalency rules. Whether you are using predefined or manual rules or processing transfer credit manually, the functionality is the same. However, to maximize the use of your time, use only the manual Transfer Credit process to transfer credit for schools from which you rarely receive students.

There are some general concepts to understand before you begin processing transfer credit, regardless of which type of transfer credit and method you use. The Transfer Credit process enables you to model as many articulation scenarios for a prospect, applicant, or student as you want. You select the rule for your model (either predefined or manual), command the system to evaluate the scenario on the basis of that rule, revise the results if you want, and save the model or post the credits.

Once you have posted credits, the system updates the individual’s record. The same is true when you unpost an articulation model—once you have unposted credits, the system updates the individual's academic record. The system removes all the credits that were posted.

Another concept is the grouping of transfer credit. Incoming transfer credit and its internal equivalents are grouped together. PeopleSoft refers to these as groups. You have the option, once the Transfer Credit process completes the evaluation, to move internal equivalent courses from group to group as needed to alter the articulation before you post the transfer credit to the individual's record. Other features include many buttons that enable you to accept, reject, add, and discard courses from the group. You can also revise details, such as units and grade.

Note. A person does not have to be active in an academic program or academic plan to create model-transfer-credit scenarios. However, the student must be active to post transfer credit.

See Also

Setting Up Transfer Credit Processing

Articulating Transfer Credit Units

Student Records converts incoming units to the term type of the transfer rule. This enables the system to accurately compare incoming units to the rule. To convert incoming units, the system first determines the number of units taken. Then, the system calculates the number of units transferred. At each stage, the system must determine if it needs to convert the units, and if so, the system converts them.

To calculate the number of units taken, the system:

Determines if the transfer units need to be converted.

The system compares the term type of the course (on the External Courses page) with the term type of the rule (on the Subject Area Elements page). If they are different, the units must be converted. In other words, if the student earned 4 quarter units in MATH 120, and the rule is based on semester units, the system needs to convert the 4 quarter units to semester units before comparing it to the rule and determining how many units transfer.
If yes, the system converts the units.

To convert the units, the system must first determine the correct multiple to use. To find the multiple, the system compares the term type and the external term type of the education record (as shown on the External Data page) with the term type and external term type on the External Term table. You set up external terms with their multiples on the External Term Table page. To convert the units, the system multiplies the number of units earned in the external course (as it appears on the External Courses page) with the multiple.

For example, suppose the system finds that the term type of the external course is quarter and the external term is fall. It would find the corresponding row on the External Term table to find the multiple, which, in this case, is 0.75. Then it would multiply this by the number of units the student received, which was 4 in this example. So the converted value is 3 (0.75 x 4 = 3).
The system uses the converted value to compare against the rule to determine if the units meet the requirements of the rule.

The system determines if the converted value falls within the minimum and maximum unit range set on the rule (Incoming Course Information page). If the converted value falls within the range, the system distributes the units to the internal equivalent and excess unit course as determined by the rule. The system displays the converted units for each incoming course in the Units Taken field on the Equivalent Course Information page.

At this point the system has determined the number of units taken. It must now determine the number of units transferred according to the transfer credit model.

To calculate the number of units transferred, the system:

Determines if the units must be converted again by comparing the term unit type of the career to the term type of the rule.

You will see on the Transfer Course Details page that the transfer credit model has an academic career. The system finds the term unit type for the career that appears on the model. Term unit type for careers appear on the Academic Career Table 2 page. The system then compares the term unit type of the career with the term type of the rule, as found on the Subject Area Elements page. If the term types are the same the system does not need to convert the units.
If the term unit type of the career is different than the term type of the rule, the system converts the units.

The system converts the units just as it does in step 2 above, except that instead of using the term unit type of the education record it uses the term unit type of the transfer credit model’s career.
The system displays the calculated results for each incoming course in the Units Transferred field on the Incoming Course Information page.

Previously in Student Records, you had to set the unit value of the incoming equivalent course based on the term type of the incoming credit’s institution. Now the system converts the incoming units to the term type of the rule, giving you more flexibility in setting up transfer rules.

Note. If you want unit conversion to occur after the units have been awarded to the internal equivalent and excess unit classes, set the term type on the rule to equal that of the incoming course. In this case, the system does not convert the units to match the rule (they will already match), the system only converts them to match the career of the model.

Understanding the Processing and Sort Order of Transfer Credit Articulation Results

The Detail table (TRNS_CRSE_DTL) holds the results of the transfer credit articulation process, and the data is displayed in the Transfer Credit Term group box on the Transfer Course Details page. The results are sorted in the following manner:

Incoming courses that have matching student agreement records.
Incoming courses that have exact matches—subject and catalog number for external credits, course ID and course offering number for internal courses—in the Agreement rule set specified in the Program/Source Equivalency Rule for the model's program.

Within this rule set, rules with higher transfer priority are processed first. Within the same transfer priority numbers, rules with the most number of incoming courses—many-to-many or many-to-one—are evaluated first.
Incoming courses that have wildcard matches—subject and partial catalog number—in the Agreement rule set specified in the Program/Source Equivalency Rule for the model's program.
Incoming courses that have exact matches—subject and catalog number for external credits, course ID and course offering number for internal—in the Override rule set specified in the Program/Source Equivalency Rule for the model's program.

Within this rule set, rules with higher transfer priority are processed first. Within the same transfer priority numbers, rules with the most number of incoming courses—many-to-many or many-to-one—are evaluated first.
Incoming courses that have wildcard matches—subject and partial catalog number—in the Override rule set specified in the Program/Source Equivalency Rule for the model's program.
Incoming courses that have exact matches—subject and catalog number for external credits, course ID and course offering number for internal—in the Default rule set specified in the Program/Source Equivalency Rule for the model's program.

Within this rule set, rules with higher transfer priority are processed first. Within the same transfer priority numbers, rules with the most number of incoming courses—many-to-many or many-to-one—are evaluated first.
Incoming courses that have wildcard matches—subject and partial catalog number—in the Default rule set specified in the Program/Source Equivalency Rule for the model's program.
Rejected courses.

Understanding Grading at Articulation

The Transfer Credit Articulation process determines the grade for an internal equivalent course in one of two ways:

From the grade in the incoming class, if the Transfer Grade check box on the Transfer Subject Area page is selected for that class.
From the transfer credit default grade as defined in the Default Grade - Transfer Credit field on the Academic Program page for the transfer credit model.

If the Transfer Grade check box has not been selected for one of the external courses in a rule, the internal equivalent courses in that rule will receive the transfer credit default grade. If, however, you have selected the Transfer Grade check box for one of the external courses in a rule, the first equivalent course will get that grade and all others will receive the transfer credit default grade.

There is one exception to this, however. When the rule has an excess credit class, the excess credit class receives the grade of the external course that has the Transfer Grade check box selected.

The following table provides an example of external courses and grades, whether or not the Transfer Grade check box is selected, and the resulting equivalent course grade:

External Course (grade)	Transfer Grade Check Box	Equivalent Course (grade)	Comments
Math 10 (B)	Selected	Math 101 (B)	Because the Transfer Grade check box is selected, the grade of the external course (Math 10) is transferred to the equivalent course (Math 101).
Math 10 (B)	Cleared	Math 101 (default grade)	Because the Transfer Grade check box is cleared, the grade of the equivalent course receives the transfer credit default grade.
Math 10 (B)	Selected	Math 101 (B) Math 102 (default grade)	The class with the lowest course ID is the first class listed and therefore the graded class.
Math 10 (B) Math 20 (C)	Cleared Selected	Math 101 (C) Math 102 (default grade)	Again, the class with the lowest course ID is the first class listed and therefore the graded class. Math 101 received a C because that was the grade for the class with the Transfer Grade check box selected.
Math 10 (B) Math 20 (C)	Cleared Selected	Math 101 (C) Math 102 (default grade) Math 103 (default grade)	A 2 to 3 class situation works the same way as a 2 to 2, except that the third class receives the default grade, just like the second class.
Math 10 (B) Math 20 (C)	Cleared Selected	Math 101 (C) Math 102 (default grade) Excess Credit: Math 103 (C)	Because Math 103 is an excess credit class it receives the grade of the class that has the Transfer Grade check box selected.

See Also

Defining Component Subject Areas

Recording External Course and Test Information

The first step in processing transfer credit for courses and tests is receiving external course and test information. You enter external course information for individuals in the Education component and external test information in the Test Results component.

See Also

Tracking External Education Information

Tracking Test Results for Prospects and Applicants

Creating Student Specific Agreements

Student-specific agreements are generally made prior to the student enrolling at your academic institution. There are times, however, when your course transfer equivalency rules do not satisfy a specific student's situation, or an advisor wants to make a unique transfer agreement with a student.

This section discusses how to:

Describe student agreements.
Enter student agreement details.

Pages Used to Create Student Specific Agreements

Page Name	Object Name	Navigation	Usage
Student Agreements	STDNT_AGRMNT	Records and Enrollment, Transfer Credit Evaluation	Describe specific student agreements, and enter the catalog organization and comments.
Student Agreement Courses	STDNT_AGRMNT_CRSE	Records and Enrollment, Transfer Credit Evaluation, Student Agreements	Enter the external courses and equivalent internal courses of specific study agreements. These study agreement equivalency rules are separate from the course transfer equivalency rules that you might have created and attached to academic programs and plans.

Describing Student Agreements

Access the Student Agreements page.

Catalog Org Type (catalog organization type)

The information in this field designates the table from which you will select a catalog organization for the external courses of the study agreement.

External: The system will prompt you with external organizations in your system.

Internal: The system will prompt you with academic institutions in your system.

Catalog Organization

Select the catalog organization for the external courses of this study agreement. The system prompts you with values based on your selection in the Catalog Org Type field. When defining course equivalencies for this study agreement on the Study Agreement Courses page, the system will prompt you with courses based on the catalog organization that you select here.

You can use any external organization or internal academic institution as the catalog organization to define external courses for this study agreement. However, once you define an external course on the Study Agreement Courses page, the Catalog Org Type and Catalog Organization fields become unavailable.

Comment

Enter any comments relevant to this study agreement.

User ID

The system displays the user identification code of the person who entered the study agreement into the system.

Entering the Student Agreement Details

Access the Student Agreement Courses page.

EXTERNAL COURSE

Enter the external course information for the study agreement in the EXTERNAL COURSE group box.

Subject	Select the subject of the course.
Course Nbr (course number)	Select the course number for the external course. If you are using an external organization for the catalog organization (as defined on the Study Agreements page), the system prompts you with courses that you have associated with the external organization on the School Course Classification page. If you are using an internal academic institution for the catalog organization, the system prompts you with courses defined for that academic institution in the Course Catalog component.
Units Taken	By default, the system displays the units of the external course according to the course definition. You can override this default value.
Ext Grd Scheme (external grading scheme)	Select the grading scheme from which you can select a valid grading basis for this external course.
Ext Grd Basis (external grading basis)	Select a grading basis to define all of the valid grades from which you can select a minimum grade for this external course.
Minimum Grade	Select a minimum grade that the student must receive in this external course for the course to fulfill the study agreement. Note. On this page, the minimum grade needed is a letter grade, whereas in the Course Credit Transfer Rule component the minimum grade is entered as specific grade points. This is a feature, intending that advisors who create student-specific agreements might not always be aware of the grading point scheme.

INTERNAL COURSE

Enter the internal course information for the study agreement in the INTERNAL COURSE group box.

Course ID	Select the internal course that is equivalent to the external course for this study agreement. The system prompts you to select a course from your academic institution's course catalog.
Offer Nbr (offering number)	By default, the system displays the offering number of the course that you selected according to the definition of the course in your academic institution’s course catalog. You can override this default value.
Units Transferred	By default, the system displays the units of the course that you selected according to the definition of the course in your academic institution’s course catalog. You can override this default value. These units represent the number of units the student will receive for the internal course if the student fulfills the study agreement.
Grading Scheme	Select a grading scheme from which you can select a valid grading basis for this external course.
Grading Basis	Select a grading basis to define all of the valid grades from which you can select a grade for this internal course.
Grade	Select the grade that the student will receive for the internal course if the student fulfills the study agreement.

Processing Course Transfer Credit

This section provides an overview of course transfer credit processing and discusses how to:

Process course transfer credit models with predefined rules.
Calculate and post course transfer credit with predefined rules.
Process course transfer credit models manually.
Calculate and post course transfer credit manually.
View student study agreements.
View incoming and equivalent course information.
View incoming and equivalent course information details.

Understanding Course Transfer Credit Processing

There are two components to evaluate course transfer credit, the Course Credits component for predefined rules, and the Course Credits - Manual component for creating manual transfer credit models.

Use the Course Credits component to use predefined course transfer equivalency rules to articulate course transfer credit. Predefined rules can be attached to academic programs, academic plans, and student-specific study agreements. You will create models of articulation based on the source of the transfer credit and the student’s academic program and plan. You can create as many models as necessary.

To process course transfer credit using predefined equivalency rules:

Set up the source information and target information for the transfer credit model on the Transfer Course Details page.
Select the articulation term for the model and command the system to evaluate the courses according to the predefined rules in the Transfer Credit Term group box of the Transfer Course Details page.
Calculate transfer credit statistics for the model, post and unpost transfer credit, and view a summary of transfer credit statistics on the Transfer Summary page.
View summary student statistics, once you have saved a posted or unposted model, in the Course Credits Summary group box of the Transfer Summary page.

Use the Course Credits - Manual component to manually input transfer credit. This component is designed to be used for course transfer credit from schools from which you rarely receive students. This saves you from having to go through the rule-defining procedure for a few students.

To process course transfer credit manually:

Set up the source information and target information for the transfer credit model on the Transfer Course Entry page.
Select the articulation term for the model and enter the incoming course and internal equivalent course information on the Transfer Credit Term group box of the Transfer Course Entry page.

Save the page to run the Transfer Credit process and articulate the course credit.
Calculate transfer credit statistics for the model, post and unpost transfer credit, and view a summary of transfer credit statistics on the Course Credits By Term page.
View summary student statistics, once you have saved a posted or unposted model, on the Course Credits Summary group box of the Course Credits By Term page.

Pages Used to Process Course Transfer Credit

Page Name	Object Name	Navigation	Usage
Transfer Course Details	TRNS_CRSE_DTL	Records and Enrollment, Transfer Credit Evaluation, Course Credits - Automatic	Create course transfer credit models and run the Transfer Credit process to evaluate the models. For each model, you specify target information, source information, and the articulation term. Then you run the Transfer Credit process to articulate course transfer credit, using predefined equivalency rules. You can revise the results as necessary.
Transfer Summary	TRNS_CRSE_TERM	Records and Enrollment, Transfer Credit Evaluation, Course Credits - Automatic Records and Enrollment, Transfer Credit Evaluation, Course Credits - Manual	Calculate an individual’s transfer credit statistics, based on the accepted internal equivalent courses of a transfer credit model. After you view the statistics for the transfer credit model, you can post the transfer credit to an individual’s record. You can also use this page to unpost transfer credit.
Transfer Course Entry	TRNS_CRSE_ENTRY	Records and Enrollment, Transfer Credit Evaluation, Course Credits - Manual	Set up course transfer credit models and articulate transfer credit manually as you set up models rather than by using predefined equivalency rules. This page is essentially the same as the Transfer Course Details page of the Course Credits component with the few exceptions that are described in this section.
Course Credits By Term	TRNS_CRSE_TERM	Records and Enrollment, Transfer Credit Evaluation, Course Credits - Manual	Calculate an individual’s transfer credit statistics for a model based on the accepted internal equivalent courses of the model. After you view the statistics for the transfer credit model, you can post the transfer credit to an individual’s record. You can also use this page to unpost transfer credit. This is the same page as the Transfer Summary page of the course credits component.
Student Agreements	STDNT_AGR_CRSE_SEC	Click the Study Agreements link on the Transfer Course Details page or the Transfer Course Entry page.	View the details of a student’s study agreement, including the external course and the internal equivalent course.
Student Agreement Header Info (student agreement header information)	STDNT_AGR_SEC	Click the Agreement Data link on the Student Agreements page.	View the description, catalog organization, comments about the agreement, and the name of the user who created the study agreement.
Transfer Rule Applied	TRNS_CRSE_RULE_SEC	Click the Transfer Status Detail button on the Transfer Course Details page.	View the course transfer equivalency rule that the Transfer Credit process applied to the corresponding external course. If the course is rejected, the it displays the reject reason. This page applies to transfer credit processing with predefined course equivalency rules.
Reject Reason	TRNS_CRSE_REJR_SEC	Click the Transfer Status Detail button on the Transfer Course Details page.	View the reason why the course transfer equivalency rule was rejected. This page applies only to transfer credit processing with predefined course equivalency rules.
Equivalent Course Information	TRNS_CRSE_INT_SEC	Click the Edit Equivalent Course button on the Transfer Course Details page to edit equivalent course information. Click the Add Internal Equivalent button on the Transfer Course Details page to enter additional equivalent courses.	View incoming course credit information for a specific row of a course transfer credit model, and view and edit equivalent course information.
Equivalent Course Information	TRNS_CRSE_MNL1_SEC	Click the Edit Internal Equivalent button on the Course Transfer Entry page.	View more details about incoming course credit and internal equivalent course information for a specific row of a test transfer credit model for which you are manually defining equivalencies.
Course Credit Comments	TRNS_CRSE_DTL_SEC	Click the Comment/Override Reason button on the Transfer Course Details page or the Transfer Course Entry page.	Add an override reason and comment about any adjustments you have made to a group row of a transfer credit model.
Model Comments	TRNS_CRSE_SCH_SEC	Click the Add Comments link on the Transfer Course Details page or the Transfer Course Entry page.	Add comments about this row of the transfer credit model.

Processing Course Transfer Credit Models with Predefined Rules

Access the Transfer Course Details page.

Apply Agreement

Select to have the Transfer Credit process use the agreement equivalency rule selected for the specified academic program, plan, and source combination on the Rules Specification page. Clear this check box to ignore the specified agreement equivalency rule. By default, the system selects this check box.

Fetch

After you have selected an articulation term for this row of the course transfer credit model, click this button to run the Transfer Credit process. The Transfer Credit process COBOL program evaluates the individual’s course transfer credit according to the valid course transfer equivalency rules. The process determines valid course transfer equivalency rules for the specified source based on whether the rule is active previous to the begin date of the articulation term and based on whether the rule was attached to the individual’s academic program or academic plan for the specified source. The process then compares the individual’s external course information to the valid rules and calculates the results. The courses that the process evaluates appear in the grid at the bottom of the page. Define course transfer equivalency rules on the Transfer Subject Area component and attach them to academic programs and academic plans for the source on the Program/Source Equivalency component. Enter an individual’s external course information on the External Courses page of the Education component.

External Term

After you run the Transfer Credit process for this row of the model, the process displays the external term of each course that it evaluated. The process determines the external term for the transfer course according to the value entered for the course in the corresponding field on the External Courses page of the Education component.

External Subject / Catalog Nbr (external subject/catalog number)

After you run the Transfer Credit process for this row of the model, the process displays the external subject and catalog number of each course that it evaluated. The process determines the external subject and catalog number for the transfer course according to the value entered for the course in the corresponding fields on the External Courses page of the Education component.

Note. Once you post a model, the Source Information group box for that row becomes unavailable.

Calculating and Posting Course Transfer Credit with Predefined Rules

Access the Transfer Summary page.

Calculate

After you articulate course credit, click this button to calculate the individual’s transfer credit statistics according to the accepted transfer credit on the corresponding row of the model. You must save the model before clicking the Calculate button.

Note. When you save and then post the transfer credit, without clicking the Calculate button, the process still calculates the units.

If you selected to include the accepted equivalent courses of this model in the individual’s GPA and you have transferred grades that include grade points, the system calculates the transfer taken for GPA, the transfer passed for GPA, the transfer grade points, and the transfer GPA.

If you have selected to include the accepted equivalent courses of this model in the individual’s GPA and you have transferred grades that include grade points, the system calculates the transfer taken not for GPA and the transfer passed not for GPA.

If you have not selected to include the accepted equivalent courses of this model in the individual’s GPA, the system calculates the units taken and the units transferred.

You can select to include transfer credit in the GPA for external organizations and internal academic institutions on the Organization Affiliation page.

Course Credits Summary

Use the Course Credits Summary group box to view a summary of the course credits that have been transferred to the student’s record through this model. You can view changes in this group box only after you have posted or unposted the model and saved the transaction. The system displays values for the fields in this group box in relation to the corresponding values that you calculated for the model on this page.

Processing Course Transfer Credit Models Manually

Access the Transfer Course Entry page.

Target Information

Include in GPA (include in grade point average)

Select to include eligible courses within this model in students' GPA totals and No GPA totals at your academic institution. Clear this check box to include the eligible courses as units only.

Eligible courses are those courses with the Include in GPA check box selected on the Equivalent Course Information page. Conversely, ineligible courses are those with the Include in GPA check box cleared on the Equivalent Course Information page.

The system renders the Include in GPA field on this page unavailable once the model is posted.

Note. The Include in GPA check box in the Target Information group box has no impact on the Academic Advisement engine. The Academic Advisement engine looks at the Include in GPA check box on the Equivalent Course Information page to evaluate course grade points for academic requirements and enrollment requisites.

Transfer Credit Term Scroll Area

Details	Click to access the Equivalent Course Information page, where you can edit equivalent course information prior to posting transfer credit.
Comments	Click to access the Course Credit Comments page, where you can add an override reason and comment about any adjustments that you have made to this row of the model.

Incoming Course

Use the Incoming Course group box to define your external course information for this row of the transfer credit model.

Year	Enter the year in which the incoming course was taken.
Ext Term (external term)	Select the external term for each external course you enter.
Subject	Enter the subject area of the incoming course.
Course Nbr (course number)	Enter the course number for the incoming course.
Description	Enter the description of the incoming course.
Units Taken	Enter the units taken for the incoming course.
Grade Input	Enter the grade received for the incoming course.

Internal Equivalent

Use the Internal Equivalent group box to define the internal course that is equivalent to the incoming course for this row of the transfer credit model.

Course ID	Select the course that is equivalent to the incoming course for this row. The system prompts you to select a course from your academic institution's course catalog.
Offer Nbr (offering number)	By default, the system displays the offering number of the course that you selected according to the definition of the course in your academic institution’s course catalog. You can override this default value.
Units Transferred	By default, the system displays the units of the course that you selected according to the definition of the course in your academic institution’s course catalog. You can override this default value to transfer a different number of units.
Grading Scheme	Select the grading scheme of the specified internal equivalent course. This grading scheme defines all of the valid grading bases from which you can select an official grade for the specified internal equivalent course.
Grading Basis	Select the grading basis for the specified internal equivalent course. This grading basis defines all of the valid grades from which you can select an official grade for the specified internal equivalent course.
Official Grade	Select the official grade of the specified internal equivalent course. This official grade defines the grade that an individual receives for the specified internal equivalent course. The value entered here is included in the student’s cumulative GPA at your academic institution, provided that you selected the Include in GPA check box on this page and the Equivalent Course Information page.
Save	After you have selected an articulation term and entered the incoming course and internal equivalent course information for this row of the course transfer credit model, click Save.

Calculating and Posting Course Transfer Credit Manually

Access the Course Credits By Term page.

Viewing Student Study Agreements

Access the Student Agreements page.

Agreement Data

Click to access the Student Agreement Header Info (student agreement header information) page, where you can view header information about the student-specific study agreement.

Viewing Incoming and Equivalent Course Information

Access the Equivalent Course Information page.

Incoming Course

Use the Incoming Course group box to view details about your external course information for this row of the transfer credit model.

Year	The year in which the incoming course was taken.
Term	The external term of each course to evaluate.
Subject	The subject area of the incoming course.
Course Nbr (course number)	The course number for the incoming course.
Description	The description of the incoming course.
Units Taken	The units taken for the incoming course.
Grade Input	The grade received for the incoming course.
Crse Level (course level)	The level for this course at the specified external organization. Values for this field are delivered with your system as translate values. You can modify these values.

Equivalent Course

Use the Equivalent Course group box to enter internal equivalent course information.

Viewing Incoming and Equivalent Course Information Details

Access the Equivalent Course Information page.

Incoming Course

Use the Incoming Course group box to view details about your external course information for this row of the transfer credit model and to edit this information.

Year	Enter the year in which the incoming course was taken.
Term	Select the external term of each course to evaluate.
Subject	Enter the subject area of the incoming course.
Course Nbr (course number)	Enter the course number for the incoming course.
Description	Enter the description of the incoming course.
Units Taken	Enter the units taken for the incoming course.
Grade Input	Enter the grade received for the incoming course.
Crse Level (course level)	Select the level for this course at the specified external organization. Values for this field are delivered with your system as translate values. You can modify these values.

Equivalent Course

Use the Equivalent Course group box to enter internal equivalent course information.

Course ID	Select the course that is equivalent to the incoming test credit for this row of the transfer credit model. The system prompts you to select a course from your academic institution's course catalog.
Offer Nbr (offering number)	By default, the system displays the offering number of the course that you selected according to the definition of the course in your academic institution’s course catalog. You can override this default value.
Grading Scheme	Select the grading scheme of the specified internal equivalent course. This grading scheme defines all of the valid grading bases from which you can select an official grade for the specified internal equivalent course.
Grading Basis	Select the grading basis for the specified internal equivalent course. This grading basis defines all of the valid grades from which you can select an official grade for the specified internal equivalent course.
Official Grade	Select the official grade of the specified internal equivalent course. This official grade defines the grade that an individual will receive for the specified internal equivalent course. The value entered here is included in the student’s cumulative GPA at your academic institution provided that the Include in GPA check box on this page and the Equivalent Course Information page has been selected.
Units Transferred	By default, the system displays the units of the course that you selected according to the definition of the course in your academic institution’s course catalog. You can override this default value to transfer a different number of units.
Grd Pt / Unt (grade points per units)	The grade points per unit for the equivalent course.
Units Att (units attempted)	The units attempted for the equivalent course.
Repeat Code	Select the appropriate repeat code to indicate that the course is a repeat for the student. The Repeat Checking process automatically runs as part of the posting process.
Designation	If the equivalent course is defined as fulfilling a requirement designation in the course catalog, the system supplies the requirement designation code. Otherwise, select the requirement designation code if the course fulfills one.
Valid Attempt	The system displays whether the grade that the student receives for the equivalent course is a valid attempt of the equivalent course. Define valid attempts on the Grading Scheme Table page.
Earn Credit	The system displays whether the grade the student receives for the equivalent course counts toward course and degree credit. Define earn credit on the Grading Scheme Table page.
Include in GPA	The system displays whether the specified grade is included in GPA calculations. You define include in GPA on the Grading Scheme Table page.
Clear	Click to delete all of the equivalent course information and return the fields to their default values. It can be used as an aid in editing and for rejecting the incoming course if this was the only equivalent course for the group.
OK	Click to save your data and return to the previous page. To update the transfer status on the previous page, you must click this button. If you press the ENTER key on your keyboard, the transfer status will not be updated.
Accept	When incoming transfer credit has a status of Contingent an Accept button appears on the Equivalent Course Information page. To accept the transfer credit and exit this page, click the Accept button. The system automatically updates the status of the transfer credit to Accepted.

Processing Test Transfer Credit

This section provides an overview of test transfer credit processing and discusses how to:

Process test transfer credit models with predefined rules.
Calculate and post test transfer credit with predefined rules.
Process test transfer credit models manually.
Calculate and post test transfer credit manually.
View incoming test and equivalent course information.
Add incoming test and equivalent course information manually.

Understanding Test Transfer Credit Processing

There are two components to evaluate test transfer credit, the Test Credits component for predefined rules and the Test Credits - Manual component for creating test credit models manually. After you have set up your test codes and test components, and you have read the Processing Course Transfer Credit section, the pages for processing test credit will be familiar.

Use the Test Credits component if you want to use predefined test transfer equivalency rules to articulate test transfer credit. You can attach predefined rules to academic programs and academic plans. You will create models of articulation based on the individual’s academic program or academic plan. You can create as many models as necessary.

To process test transfer credit using predefined equivalency rules:

Set up the target information for the transfer credit model on the Test Credit Details page.
Select the articulation term for the model and command the system to evaluate the test credit according to the predefined rules on the Test Credit Details page.
Calculate transfer credit statistics for the model, post and unpost transfer credit, and view a summary of transfer credit statistics on the Test Credits By Term page.
View summary student statistics, once you have saved a posted or unposted model, in the Total Units - Posted Model field on the Test Credits By Term page.

Use the Test Credits - Manual component to input transfer credit manually with equivalencies that you enter as you go along. This component is designed for test transfer credit from sources from which you rarely receive test results. This saves you from having to go through the rule defining procedure for a few students.

To process test transfer credit manually:

Set up the target information for the transfer credit model on the Test Credit Entry page.
Select the articulation term for the model and enter the incoming test and internal equivalent course information on the Test Credit Entry page.

Save the page to run the Transfer Credit process and articulate the test credit.
Calculate transfer credit statistics for the model, post and unpost transfer credit, and view a summary of transfer credit statistics on the Test Credits By Term page.
View summary student statistics, once you have posted a model, in the Total Units - Posted Model field on the Test Credits By Term page.

Pages Used to Process Test Transfer Credit

Page Name	Object Name	Navigation	Usage
Test Credit Details	TRNS_TEST_DETAIL	Records and Enrollment, Transfer Credit Evaluation, Test Credits - Automatic	Create test transfer credit models and run the Transfer Credit process to evaluate the models. For each model, specify a target academic program, the academic plan if applicable, and the articulation term. Then run the Transfer Credit process. You can revise the results as necessary.
Test Credit by Term	TRNS_TEST_TERM	Records and Enrollment, Transfer Credit Evaluation, Test Credits - Automatic Records and Enrollment, Transfer Credit Evaluation, Test Credits - Manual	Calculate an individual’s transfer credit statistics for a model based on the accepted internal equivalent courses of a transfer credit model. After you view the statistics for the transfer credit model, you can post the transfer credit to an individual’s record. You can also use this page to unpost transfer credit.
Test Credit Entry	TRNS_TEST_ENTRY	Records and Enrollment, Transfer Credit Evaluation, Test Credits - Manual	Set up test transfer credit models and articulate transfer credit by creating test transfer models manually rather than by using predefined equivalency rules. This page is essentially the same as the Test Credit Details page of the Test Credits component, with a the few exceptions that are described in this section.
Transfer Rule Applied	TRNS_TEST_RULE_SEC	Click the Transfer Status Detail button on the Test Credit Details page.	View the test transfer equivalency rule that the Transfer Credit process applied to the corresponding external course. If the test is rejected, the Reject Reason page displays the reject reason. The Transfer Rule Applied page applies only to transfer credit processing with predefined test equivalency rules.
Reject Reason	TRNS_TEST_REJR_SEC	Click the Transfer Status Detail button on the Test Credit Details page.	View the reason why the test transfer equivalency rule was rejected. This page applies only to transfer credit processing with predefined test equivalency rules.
Equivalent Course Information	TRNS_TEST_INT_SEC	Click the Edit Equivalent Course button on the Test Credit Details page to edit equivalent course information. Click the Add Internal Equivalent button on the Test Credit Details page to enter additional equivalent courses.	View incoming test credit information for a specific row of a test transfer credit model, view and edit equivalent course information, and enter additional equivalent courses and corresponding information.
Equivalent Course Information	TRNS_TEST_EDIT_SEC	Click the Edit Internal Equivalent button on the Test Credit Entry page.	Add incoming test credit information and internal equivalent course information for a specific row of a test transfer credit model for which you are manually defining equivalencies.
Test Credit Comments	TRNS_TEST_DTL_SEC	Click the Comment/Override Reason button on the Test Credit Details page or the Test Credit Entry page.	Add an override reason and comment about any adjustments you made to a group row of a transfer credit model.
Model Comments	TRNS_TEST_MOD_SEC	Click the Comment link on the Test Credit Details page or the Test Credit Entry page.	Add comments about this test transfer credit model.

Processing Test Transfer Credit Models with Predefined Rules

Access the Test Credit Details page.

Submit

After you have selected an articulation term for this row of the course transfer credit model, click this button to run the Transfer Credit process. The Transfer Credit process COBOL program evaluates the individual’s test transfer credit according to the valid test transfer equivalency rules. The process determines valid course transfer equivalency rules, based on whether the rule is active previous to the begin date of the articulation term and based on whether the rule has been attached to the individual’s academic program or academic plan. The process then compares the individual’s external test information to the valid rules and calculates the results. The tests that the process evaluates appear in the grid at the bottom of the page. Define test transfer equivalency rules on the Test Credit Rule / Component page and attached to academic programs and academic plans for the source on the Test Credit Equivalency page. An individual’s external test information is entered on the Test Results component.

Test ID

After you run the Transfer Credit process for this row of the model, the process displays the identification code of each test that it evaluated. The process determines the individual’s tests according to the value entered for the test in the corresponding fields on the Test Results component.

Test Component

After you run the Transfer Credit process for this row of the model, the process displays the component of each test that it evaluated. The process determines the individual’s test components according to the value entered for the test in the corresponding fields on the Test Results component.

Calculating and Posting Test Transfer Credit with Predefined Rules

Access the Test Credit by Term page.

Processing Test Transfer Credit Models Manually

Access the Test Credit Entry page.

Test ID

After you select a test ID on the Equivalent Course Information page for this row of the model, the system displays your selection in this field. You access the Equivalent Course Information page by clicking the Edit Equivalent Course button on the corresponding row of the model.

Test Component

After you select a test component on the Equivalent Course Information page for this row of the model, the system displays your selection in this field. You access the Equivalent Course Information page by clicking the Edit Equivalent Course button on the corresponding row of the model.

Save

After you have selected an articulation term and entered the incoming test credit and internal equivalent course information for this row of the test transfer credit model, click Save to run the Transfer Credit process. The Transfer Credit process COBOL engine evaluates the individual’s test transfer credit according to the test credit and internal equivalent information on the Incoming Course information page.

Calculating and Posting Test Transfer Credit Manually

Access the Test Credit by Term page. The Test Credit By Term page in the Test Credits - Manual component is exactly the same page as the Test Credits By Term page in the Test Credits Component.

Viewing Incoming Test and Equivalent Course Information

Access the Equivalent Course Information page.

Test Credit Input

Use the Test Credit Input group box to view test information.

Test ID	The identification number of the test for which you are defining a course equivalency.
Component	The component of the test for which you are defining a course equivalency.
Test Date	The date that the test was taken.
Test Score	The individual’s test score.
Data Source	The data source.
Percentile	The percentile of the individual’s score.

Equivalent Course

Use the Equivalent Course group box to enter internal equivalent course information.

Adding Incoming Test and Equivalent Course Information Manually

Access the Equivalent Course Information page in Add mode.

Test Credit Input

Use the Test Credit Input group box to enter test information.

Test ID	Select the identification number of the test for which you are defining a course equivalency. If you change the test ID, the system automatically clears the data in the Component, Test Score, and Percentile fields.
Component	Select the component of the test for which you are defining a course equivalency. Select the test component. The system will supply the description of the component.
Test Date	Enter the date that the test was taken.
Test Score	Enter the individual’s test score. The score that you enter must be within the specified range for the test ID and component, as defined on the Test Tables page. You can enter a test score or a percentile, but not both.
Data Source	Select the data source.
Percentile	Enter the percentile of the individual’s score. The value that you enter must be from 1 to 100 percent. You can enter a test score or a percentile, but not both.
Clear	Click to clear data from all the fields in the Test Credit Input group box and return the fields to their default values.

Equivalent Course

Use the Equivalent Course group box to enter internal equivalent course information.

Processing Other Transfer Credit

This section provides an overview of other transfer credit processing and discusses how to:

Process other transfer credit models.
Calculate and post other transfer credit.
Add incoming other credit and equivalent course information.

Understanding Other Transfer Credit Processing

Processing other transfer credit, credit for prior learning, is always a manual process. The pages in the Other Credit component are very similar to the course credit and test credit components. After you have read the Processing Course Transfer Credit section, the pages for processing other credit will be familiar.

The other credit category is appropriate because it requires no external organization information. However, you must assign other credit through a course in your academic institution’s course catalog. Therefore, you might set up special summary courses in the course catalog, then grant the student additional transfer credits using these special courses.

To process other transfer credit:

Set up the target information for the transfer credit model on the Other Credit Detail page.
Select the articulation term for the model and enter the equivalent course information on the Other Credit Detail page.
Calculate transfer credit statistics for the model, post and unpost transfer credit, and view a summary of transfer credit statistics on the Other Credit By Term page.
View summary student statistics, once you have posted a model, in the Total Units - Posted Model field on the Test Credits By Term page.

Pages Used to Process Other Transfer Credit

Page Name	Object Name	Navigation	Usage
Other Credit Detail	TRNS_OTHR_DETAIL	Records and Enrollment, Transfer Credit Evaluation, Other Credits - Manual	Set up other transfer credit models and articulate transfer credit. For each model, you specify target information, the articulation term, other credit information, and internal equivalent course information.
Other Credit by Term	TRNS_OTHR_TERM	Records and Enrollment, Transfer Credit Evaluation, Other Credits - Manual	Calculate transfer units statistics for a model, post and unpost transfer credit, and view a summary of transfer credit statistics.
Equivalent Course Information	TRNS_OTHR_EDIT_SEC	Click the Edit Equivalent Course button on the Other Credit Detail page.	Add incoming other credit information and internal equivalent course information for a specific model. You can also use this page to edit information that you have previously saved.
Other Credit Comments	TRNS_OTHR_DTL_SEC	Click the Comment/Override Reason button on the Other Credit Detail page.	Add an override reason and comment about any adjustments you have made to a group row of a transfer credit model.
Model Comments	TRNS_OTHR_MOD_SEC	Click the Comment button on the Other Credit Detail page.	Add comments about this row of the transfer credit model.

Processing Other Transfer Credit Models

Access the Other Credit Detail page.

Other Credit

After you enter other credit on the Equivalent Course Information page for this row of the model, the process displays your selection in this field. You access the Equivalent Course Information page by clicking the Edit Equivalent Course button on the corresponding row of the model.

Save

After you have selected an articulation term and entered the incoming other credit and internal equivalent course information for this row of the other transfer credit model, click Save.

Calculating and Posting Other Transfer Credit

Access the Other Credit by Term page.

Adding Incoming Other Credit and Equivalent Course Information

Access the Equivalent Course Information page.

Other Credit

Use the Other Credit group box to enter information about other credit.

Other Credit	Enter a description of the other credit.
Short Desc (short description)	Enter a short description of the other credit.
Long Description	Enter a long description of the other credit.
Other Credit Type	Select the type of other credit. Values for this field are delivered with your system as translate values. You can modify these values.
Evaluation Date	Enter the evaluation date of the other credit.
Clear Credit	Click to clear the fields in the Other Credit group box. This button works for new data that you are entering and data that you have previously saved in the fields.

Equivalent Course

Use the Equivalent Course group box to enter internal equivalent course information.

Processing Transfer Credit in Batch

This section discusses how to:

Post transfer credit in batch.
View process results for batch posting of transfer credit.

Understanding Batch Transfer Credit Processing

Processing a student’s transfer credit can be a complicated and time-consuming process. Aside from transferring credit from an external organization to your academic institution, you might want to move a student's credit from one academic career to another or from one internal academic institution to another.

To make processing transfer credit easier, use the Batch Transfer Credit feature. This feature enables you to process transfer credit by batch, simplifying your online data entry and reducing processing time. Provided that you have already entered the student’s external education record and defined the transfer credit equivalency rules, you can submit a request to have transfer credit modeled for a group of students that match the parameters you specify. Once you submit your request, the system performs the model setup, transfer articulation, and posting processes for all students in the group.

To process transfer credit by batch:

Define the posting process on the Process Definitions page.
Define the processing parameters—the group of students to process by batch—on the Transfer Credit Batch page, then run the process through PeopleSoft Process Scheduler.

Pages Used to Process Transfer Credit in Batch

Page Name	Object Name	Navigation	Usage
Transfer Credit Batch	RUNCTL_SR_TRCRBP	Records and Enrollment, Transfer Credit Evaluation, Batch Posting	Post transfer credit in batch. Process parameters include the student’s identification code, the keys that the system will use in retrieving incoming transfer credit, plus the target academic career, academic program, academic plan (where applicable), and articulation term.
Process Results	RUNCTL_SR_TRCRBPER	Records and Enrollment, Transfer Credit Evaluation, Batch Posting	View information related to the process that you have run on the Transfer Credit Batch page. To view a student's statistics after you run the process, go to the student's individual transfer credit record on the appropriate component—either external course credit, test credit, or other credit.

Posting Transfer Credit Batch in Batch

Access the Transfer Credit Batch page.

Group Nbr (group number)

The group number is the numeric counter that distinguishes each row of the process instance apart from other rows. By default, the system displays the first group as 1 and increases the number by one as you add groups to the process instance.

Description

Enter a description of the group to uniquely identify the group.

Processing Option

Select from the following choices the processing option to use for this run of the process. Depending on the option you select, you can create models in batch, post models in batch, or do both at the same time.

Create Model: Select this option to create transfer credit models based on the student external education record for external transfers or based on the academic career record for internal transfers.

Post Model: Select this option to post models that have already been created. If the student is active in the articulation term and academic program that you select, the system posts the transfer credit to each affected student’s career term record, sets the transfer model to posted, then automatically runs the Repeat Checking process. If a student is not active in the articulation term and academic program that you select, the system does not post the transfer model. Instead, the system sets the transfer model status to Completed. Once the student is activate for the specified academic program and articulation term, you can move the transfer statistics to the student’s career term record using the transfer credit copy function on the Terms in Residence page.

Create and Post Model: Select this option to create the model and then post it in the same run of the process.

Apply Agreement

Select to have the Transfer Credit process use the agreement equivalency rule selected for the specified academic program, academic plan, and source combination on the Rules Specification page. Clear this check box to ignore the specified agreement equivalency rule. By default, the system selects this check box.

Overlay Unposted Models

Select if you are rerunning the batch and you want to overlay any unposted models.

Transfer Credit Source

In the Transfer Credit Source group box, select the type of source from which you will be modeling transfer credit for this group. Your selection instructs the system from which table you will be selecting your source.

External	Select to have the system prompt you with the source IDs of external organizations in your system. The External Org ID and Data Source fields appear and are available.
Internal	Select to have the system prompt you with source IDs of academic institutions in your system. You would select this option, for example, when a student is transferring from one academic career to another within your academic institution. The Source Career and Source Institution fields appear and are available.
External Org ID (external organization identification)	For an external transfer credit source, select the external organization from which you are processing transferring credit.
Data Source	For an external transfer credit source, select the data source from which the individuals external transfer credit have been entered into the system. Values for this field are delivered with your system as translate values. You can modify these values.
Source Career	For an internal transfer credit source, select the academic career from which you are processing transfer credit.
Source Institution	For an internal transfer credit source, select the internal academic institution from which you are processing transferring credit.

Transfer Credit Target

Use the grid in the lower portion of the page to enter student ID and target information within your academic institution for each student for whom you want to process transfer credit by batch within the group.

ID	Select the identification code of each student for which you want to process transfer credit in the group. The system prompts you with IDs from the personal data table (PERSONAL_DATA).
Academic Career	Select the academic career to which the specified student’s transfer courses will articulate.
Academic Institution	Select the academic institution to which the specified student’s transfer courses will articulate.
Academic Program	Select the academic program where this student’s transfer in this row credit will articulate.
Academic Plan	Select the academic plan where the specified student’s transfer credit in this row will articulate. This field is optional. However, if a academic plan is specified, the individual must be active in that academic plan before the transfer credit is posted.
Articulation Term	Select the term for which you want to process the specified student’s transfer credit for this row. Note that it is possible to articulate credits across multiple terms by inserting additional rows for the student. You would do this, for example, if a student has continually taken credit outside your academic institution over time and you have posted credit at each point in time.

Run the Transfer Credit Batch Posting job (SRPCTCBJ) as needed. The job consists of two processes—the Transfer Credit Batch Posting process and the Repeat Rule Driver process (SRPCERTD). Both processes are COBOL/SQL.

Depending on the processing options that you select, the Transfer Credit Batch Posting process does one of the following: creates transfer credit models, posts transfer credit, or creates models and posts transfer credit by batch, for the defined group of students. When you initiate the process with the latter option set, the process will go through the records of each student that you have entered and validate your input parameters, create the transfer credit model, calculate transfer credit articulation, and post the credits to the student's academic career term. Students can be in multiple groups in the same run control process where there is transfer work for multiple institutions.

If you need to change the results, you can do so on a student-by-student basis by editing the transfer credit model that the background process creates. You adjust the results the same way you would adjust them if you were modeling one student at a time. First, unpost the transfer credit. Then, adjust one or more courses manually. Finally, repost the transfer credit.

The Repeat Rule Driver process launches the Repeat Checking process, checking the newly posted course credit on each affected student's career term record against existing course credit to identify repeated courses.

Note. The system uses the begin date of the articulation term as the effective date when validating which equivalency rules are valid.

See Also

Managing IDs

Viewing Process Results for Batch Posting of Transfer Credit

Access the Process Results page.

Refresh

Click to display the messages and description of the process instance. If you rerun the process, click this button to view the messages and descriptions from the most recent run. The system populates the page with the most recent message log information.

Viewing and Printing Transfer Credit Information

This section discusses how to:

View academic test summaries.
View schools by group.
Retrieve transfer credit summaries.
View and print transfer credit summaries.
Print transfer credit summaries in batch.

Pages Used to View and Print Transfer Credit Information

Page Name	Object Name	Navigation	Usage
Academic Test Summary	STDNT_TEST_SUMMARY	Records and Enrollment, Test Credit Evaluation	View a summary of academic test information for prospects and applicants, such as test score and data source.
Organization Groups Summary	ORG_GROUP_SUMM	Records and Enrollment, Transfer Credit Rules, Schools by Group	View schools, or any type of organization, in groups that you designate. You can display the list in the order that you choose.
Transfer Credit Summary - Selection Criteria	SRTC_RPT_DTL	Records and Enrollment, Test Credit Evaluation	Define the selection criteria to search for transfer credit summaries.
Transfer Credit Summary - Selection Result	SRTC_RPT_DTL_RSLT	Records and Enrollment, Test Credit Evaluation	View and print transfer credit summaries for individuals. The system displays transfer credit summaries based on your selection criteria on the Selection Criteria page.
Transfer Evaluation Reports	RUNCTL_SR_TRCR_RPT	Records and Enrollment, Test Credit Evaluation	Print transfer credit summary evaluation reports for multiple individuals at the same time.
Transfer Rules	RUNCTL_SR_TRCRRUL1	Records and Enrollment, Transfer Credit Rules, Transfer Rules by Org Report	Generate the Transfer Equivalency Rules report (SR750C). This report lists all the transfer equivalency rules that have been defined in your PeopleSoft Campus Solutions system for a given academic institution, including detailed information about each rule. The data for this report can also be viewed using the Course Transfer Rules component. This report lists rules as defined on the Course Transfer Rules page.
Transfer Subjects	RUNCTL_SR_TRCRRUL1	Records and Enrollment, Transfer Credit Rules, Transfer Subject Area	Generate the Transfer Rule Subject Areas report (SR750D). This report lists all the component subject areas that have been defined in your PeopleSoft Campus Solutions system, including detailed information about each component subject area. This report lists component subject areas as defined on the Transfer Subject Area component.

Viewing Academic Test Summaries

Access the Academic Test Summary page.

Viewing Schools by Group

Access the Organization Groups Summary page.

See Also

Viewing Organizations by Group Types

Retrieving Transfer Credit Summaries

Access the Transfer Credit Summary - Selection Criteria page.

ID

Select the ID of the individual whose transfer credit summary you want to view or print. The system prompts you with IDs from the personal data table (PERSONAL_DATA).

Academic Institution

Select the academic institution for which the specified individual’s transfer credit was processed.

All Careers

Select to retrieve transfer credit summaries for all academic careers associated with the specified individual.

Career/Program/Plan

Select this option to retrieve the specified individual’s transfer credit summaries within a specific academic career, target academic program, and target academic plan. The Academic Career, Academic Program, and Academic Planfields become available when you select this option.

Academic Career

Select a specific academic career for which you want to retrieve the specified individual’s transfer credit summaries.

Academic Program

Select a specific academic program for which you want to retrieve the specified individual’s transfer credit summaries.

Academic Plan

Select a specific academic plan for which you want to retrieve the specified individual’s transfer credit summaries.

Posted Status

This filter option enables you to retrieve transfer credit summaries for the specified individual, based on transfer status. Select from the following choices.

All: Enables you to retrieve all transfer credit summaries regardless of transfer status.

Completed: Enables you to retrieve only transfer credit summaries in which transfer credit has been evaluated and models created but the individual does not yet have an academic program, academic plan, and term activation record for the academic program and articulation term as defined on the transfer credit model.

Modeled: Enables you to retrieve only transfer credit summaries in which models have been created.

Posted: Enables you to retrieve transfer credit summaries for transfer credit that have been posted to a student's career term records (STDNT_CAR_TERM table). This differs from the Completed status because the individual has an academic program, academic plan, and term activation record for the academic program and articulation term as defined on the transfer credit model.

Articulation Term

This filter option enables you to select a specific term for which transfer credit has been processed. The system will only display models that have been processed for the articulation term that you specify.

Articulation Term

This sort order option enables you to view and print models based on the begin date of the articulation term. There are two options: Ascending and Descending. Ascending prints models from the oldest to the newest articulation term. Descending prints models from the newest to the oldest articulation term.

Submit

After you have defined your selection criteria and filtering options, click this button to retrieve the transfer credit summaries for the specified individual according to your selection criteria. Once the retrieval process is complete, the system automatically displays the Selection Result page.

Viewing and Printing Transfer Credit Summaries

Access the Transfer Credit Summary - Selection Result inquiry page.

Generate Report

Click to run the SQR report (SRTCSTEV). The report contains the same information as the summary page with the addition of a Repeat field for a student who has already completed course work at the institution. The report is designed in an easy-to-read format intended to be distributed to prospects, applicants, students, recruiters, or advisors. They can see what classes transferred and to which equivalent classes. They can also view their internal and external GPAs.

Important! To print the report, you must first make some changes to your run control definitions.

Articulation Term

The articulation term for which the transfer credit was processed.

Group

The group number within the model that associates incoming transfer credit and its internal equivalent courses together. The number in this field identifies the group as unique amongst other groups.

Model Status

The status of the transfer credit model. There are three possibilities: Submitted, Completed, or Posted.

External Subject / Catalog Nbr (external subject/catalog number)

The external subject and catalog number of the class being transferred.

Units Taken

The units that the individual took for the class being transferred.

Grade Input

The grade that the individual received for the class being transferred.

Status

The transfer status of the credit being transferred. Possible transfer status values are Accepted, Contingent, Posted, No Rule, or Rejected.

Equivalent Subject / Catlg Nbr (equivalent subject/catalog number)

The subject and catalog number of the internal course that is equivalent to the transfer credit.

Units Transferred

The units of the internal equivalent course.

Official Grade

The individual’s official grade for the internal equivalent course.

Reject Reason

If the transfer credit was rejected, the system displays the reject reason.

Printing Transfer Credit Summaries in Batch

Access the Transfer Evaluation Reports page.

Academic Institution

Click to select the academic institution for which transfer credit was processed.

Academic Career

Select a specific academic career for which you want to retrieve the transfer credit summaries.

Academic Program

Select a specific academic program for which you want to retrieve the transfer credit summaries.

Academic Plan

Select a specific academic plan for which you want to retrieve transfer credit summaries.

Posted Status

This filter option enables you to retrieve transfer credit summaries based on transfer status. Select from the following choices.

All: Enables you to retrieve all transfer credit summaries regardless of transfer status.

Completed: Enables you to retrieve only transfer credit summaries in which transfer credit has been evaluated and models created but the individual does not yet have an academic program, academic plan, and term activation record for the academic program and articulation term, as defined on the transfer credit model.

Modeled: Enables you to retrieve only transfer credit summaries in which models have been created.

Posted: Enables you to retrieve transfer credit summaries for transfer credit that has been posted to a student's career term records (STDNT_CAR_TERM table). This differs from the Completed status because the individual is a matriculated student who has an academic program, academic plan, and term activation record for the academic program and articulation term, as defined on the transfer credit model.

Articulation Term

This filter option enables you to select a specific term for which transfer credit has been processed. The system will only display models that have been processed for the articulation term that you specify.

Order By

In the Sort Order group box, select the order in which you want the system to sort the transfer credit summaries.

Name: The system prints transfer credit summary reports in alphabetical order by last name, first name.

ID: The system prints transfer credit summary reports in ID order.

Submit

After you have defined selection criteria and filtering options, click this button to run the Student Transfer Credit Evaluation SQR report (SRTCSTEV), using PeopleSoft Process Scheduler, for the specified individual according to your selection criteria.

Viewing Transfer Credit Reports Through Self-Service

If your institution has licensed PeopleSoft Enterprise Campus Self Service, your instructors can view transfer credit reports directly over the web.

Evaluating Transfer Credit Through Self-Service

If your institution has licensed PeopleSoft Enterprise Campus Self Service, your self-service users can create course transfer credit models based on transfer courses from external organizations or from internal academic careers and programs.

Catalog Org Type (catalog organization type)	The information in this field designates the table from which you will select a catalog organization for the external courses of the study agreement. External: The system will prompt you with external organizations in your system. Internal: The system will prompt you with academic institutions in your system.
Catalog Organization	Select the catalog organization for the external courses of this study agreement. The system prompts you with values based on your selection in the Catalog Org Type field. When defining course equivalencies for this study agreement on the Study Agreement Courses page, the system will prompt you with courses based on the catalog organization that you select here. You can use any external organization or internal academic institution as the catalog organization to define external courses for this study agreement. However, once you define an external course on the Study Agreement Courses page, the Catalog Org Type and Catalog Organization fields become unavailable.
Comment	Enter any comments relevant to this study agreement.
User ID	The system displays the user identification code of the person who entered the study agreement into the system.

Apply Agreement	Select to have the Transfer Credit process use the agreement equivalency rule selected for the specified academic program, plan, and source combination on the Rules Specification page. Clear this check box to ignore the specified agreement equivalency rule. By default, the system selects this check box.
Fetch	After you have selected an articulation term for this row of the course transfer credit model, click this button to run the Transfer Credit process. The Transfer Credit process COBOL program evaluates the individual’s course transfer credit according to the valid course transfer equivalency rules. The process determines valid course transfer equivalency rules for the specified source based on whether the rule is active previous to the begin date of the articulation term and based on whether the rule was attached to the individual’s academic program or academic plan for the specified source. The process then compares the individual’s external course information to the valid rules and calculates the results. The courses that the process evaluates appear in the grid at the bottom of the page. Define course transfer equivalency rules on the Transfer Subject Area component and attach them to academic programs and academic plans for the source on the Program/Source Equivalency component. Enter an individual’s external course information on the External Courses page of the Education component.
External Term	After you run the Transfer Credit process for this row of the model, the process displays the external term of each course that it evaluated. The process determines the external term for the transfer course according to the value entered for the course in the corresponding field on the External Courses page of the Education component.
External Subject / Catalog Nbr (external subject/catalog number)	After you run the Transfer Credit process for this row of the model, the process displays the external subject and catalog number of each course that it evaluated. The process determines the external subject and catalog number for the transfer course according to the value entered for the course in the corresponding fields on the External Courses page of the Education component.

Submit	After you have selected an articulation term for this row of the course transfer credit model, click this button to run the Transfer Credit process. The Transfer Credit process COBOL program evaluates the individual’s test transfer credit according to the valid test transfer equivalency rules. The process determines valid course transfer equivalency rules, based on whether the rule is active previous to the begin date of the articulation term and based on whether the rule has been attached to the individual’s academic program or academic plan. The process then compares the individual’s external test information to the valid rules and calculates the results. The tests that the process evaluates appear in the grid at the bottom of the page. Define test transfer equivalency rules on the Test Credit Rule / Component page and attached to academic programs and academic plans for the source on the Test Credit Equivalency page. An individual’s external test information is entered on the Test Results component.
Test ID	After you run the Transfer Credit process for this row of the model, the process displays the identification code of each test that it evaluated. The process determines the individual’s tests according to the value entered for the test in the corresponding fields on the Test Results component.
Test Component	After you run the Transfer Credit process for this row of the model, the process displays the component of each test that it evaluated. The process determines the individual’s test components according to the value entered for the test in the corresponding fields on the Test Results component.

Test ID	After you select a test ID on the Equivalent Course Information page for this row of the model, the system displays your selection in this field. You access the Equivalent Course Information page by clicking the Edit Equivalent Course button on the corresponding row of the model.
Test Component	After you select a test component on the Equivalent Course Information page for this row of the model, the system displays your selection in this field. You access the Equivalent Course Information page by clicking the Edit Equivalent Course button on the corresponding row of the model.
Save	After you have selected an articulation term and entered the incoming test credit and internal equivalent course information for this row of the test transfer credit model, click Save to run the Transfer Credit process. The Transfer Credit process COBOL engine evaluates the individual’s test transfer credit according to the test credit and internal equivalent information on the Incoming Course information page.

Other Credit	After you enter other credit on the Equivalent Course Information page for this row of the model, the process displays your selection in this field. You access the Equivalent Course Information page by clicking the Edit Equivalent Course button on the corresponding row of the model.
Save	After you have selected an articulation term and entered the incoming other credit and internal equivalent course information for this row of the other transfer credit model, click Save.

Group Nbr (group number)	The group number is the numeric counter that distinguishes each row of the process instance apart from other rows. By default, the system displays the first group as 1 and increases the number by one as you add groups to the process instance.
Description	Enter a description of the group to uniquely identify the group.
Processing Option	Select from the following choices the processing option to use for this run of the process. Depending on the option you select, you can create models in batch, post models in batch, or do both at the same time. Create Model: Select this option to create transfer credit models based on the student external education record for external transfers or based on the academic career record for internal transfers. Post Model: Select this option to post models that have already been created. If the student is active in the articulation term and academic program that you select, the system posts the transfer credit to each affected student’s career term record, sets the transfer model to posted, then automatically runs the Repeat Checking process. If a student is not active in the articulation term and academic program that you select, the system does not post the transfer model. Instead, the system sets the transfer model status to Completed. Once the student is activate for the specified academic program and articulation term, you can move the transfer statistics to the student’s career term record using the transfer credit copy function on the Terms in Residence page. Create and Post Model: Select this option to create the model and then post it in the same run of the process.
Apply Agreement	Select to have the Transfer Credit process use the agreement equivalency rule selected for the specified academic program, academic plan, and source combination on the Rules Specification page. Clear this check box to ignore the specified agreement equivalency rule. By default, the system selects this check box.
Overlay Unposted Models	Select if you are rerunning the batch and you want to overlay any unposted models.

ID	Select the ID of the individual whose transfer credit summary you want to view or print. The system prompts you with IDs from the personal data table (PERSONAL_DATA).
Academic Institution	Select the academic institution for which the specified individual’s transfer credit was processed.
All Careers	Select to retrieve transfer credit summaries for all academic careers associated with the specified individual.
Career/Program/Plan	Select this option to retrieve the specified individual’s transfer credit summaries within a specific academic career, target academic program, and target academic plan. The Academic Career, Academic Program, and Academic Planfields become available when you select this option.
Academic Career	Select a specific academic career for which you want to retrieve the specified individual’s transfer credit summaries.
Academic Program	Select a specific academic program for which you want to retrieve the specified individual’s transfer credit summaries.
Academic Plan	Select a specific academic plan for which you want to retrieve the specified individual’s transfer credit summaries.
Posted Status	This filter option enables you to retrieve transfer credit summaries for the specified individual, based on transfer status. Select from the following choices. All: Enables you to retrieve all transfer credit summaries regardless of transfer status. Completed: Enables you to retrieve only transfer credit summaries in which transfer credit has been evaluated and models created but the individual does not yet have an academic program, academic plan, and term activation record for the academic program and articulation term as defined on the transfer credit model. Modeled: Enables you to retrieve only transfer credit summaries in which models have been created. Posted: Enables you to retrieve transfer credit summaries for transfer credit that have been posted to a student's career term records (STDNT_CAR_TERM table). This differs from the Completed status because the individual has an academic program, academic plan, and term activation record for the academic program and articulation term as defined on the transfer credit model.
Articulation Term	This filter option enables you to select a specific term for which transfer credit has been processed. The system will only display models that have been processed for the articulation term that you specify.
Articulation Term	This sort order option enables you to view and print models based on the begin date of the articulation term. There are two options: Ascending and Descending. Ascending prints models from the oldest to the newest articulation term. Descending prints models from the newest to the oldest articulation term.
Submit	After you have defined your selection criteria and filtering options, click this button to retrieve the transfer credit summaries for the specified individual according to your selection criteria. Once the retrieval process is complete, the system automatically displays the Selection Result page.

Generate Report	Click to run the SQR report (SRTCSTEV). The report contains the same information as the summary page with the addition of a Repeat field for a student who has already completed course work at the institution. The report is designed in an easy-to-read format intended to be distributed to prospects, applicants, students, recruiters, or advisors. They can see what classes transferred and to which equivalent classes. They can also view their internal and external GPAs. Important! To print the report, you must first make some changes to your run control definitions.
Articulation Term	The articulation term for which the transfer credit was processed.
Group	The group number within the model that associates incoming transfer credit and its internal equivalent courses together. The number in this field identifies the group as unique amongst other groups.
Model Status	The status of the transfer credit model. There are three possibilities: Submitted, Completed, or Posted.
External Subject / Catalog Nbr (external subject/catalog number)	The external subject and catalog number of the class being transferred.
Units Taken	The units that the individual took for the class being transferred.
Grade Input	The grade that the individual received for the class being transferred.
Status	The transfer status of the credit being transferred. Possible transfer status values are Accepted, Contingent, Posted, No Rule, or Rejected.
Equivalent Subject / Catlg Nbr (equivalent subject/catalog number)	The subject and catalog number of the internal course that is equivalent to the transfer credit.
Units Transferred	The units of the internal equivalent course.
Official Grade	The individual’s official grade for the internal equivalent course.
Reject Reason	If the transfer credit was rejected, the system displays the reject reason.

Academic Institution	Click to select the academic institution for which transfer credit was processed.
Academic Career	Select a specific academic career for which you want to retrieve the transfer credit summaries.
Academic Program	Select a specific academic program for which you want to retrieve the transfer credit summaries.
Academic Plan	Select a specific academic plan for which you want to retrieve transfer credit summaries.
Posted Status	This filter option enables you to retrieve transfer credit summaries based on transfer status. Select from the following choices. All: Enables you to retrieve all transfer credit summaries regardless of transfer status. Completed: Enables you to retrieve only transfer credit summaries in which transfer credit has been evaluated and models created but the individual does not yet have an academic program, academic plan, and term activation record for the academic program and articulation term, as defined on the transfer credit model. Modeled: Enables you to retrieve only transfer credit summaries in which models have been created. Posted: Enables you to retrieve transfer credit summaries for transfer credit that has been posted to a student's career term records (STDNT_CAR_TERM table). This differs from the Completed status because the individual is a matriculated student who has an academic program, academic plan, and term activation record for the academic program and articulation term, as defined on the transfer credit model.
Articulation Term	This filter option enables you to select a specific term for which transfer credit has been processed. The system will only display models that have been processed for the articulation term that you specify.
Order By	In the Sort Order group box, select the order in which you want the system to sort the transfer credit summaries. Name: The system prints transfer credit summary reports in alphabetical order by last name, first name. ID: The system prints transfer credit summary reports in ID order.
Submit	After you have defined selection criteria and filtering options, click this button to run the Student Transfer Credit Evaluation SQR report (SRTCSTEV), using PeopleSoft Process Scheduler, for the specified individual according to your selection criteria.