Business Process Document Student Records: Automated Test Transfer

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1 Department Responsibility/Role File Name Version Document Generation Date 11/21/2007 Date Modified 11/30/2007 Last Changed by Status SA Student Records, Transfer Credit Evaluation Automated Test Transfer _BUSPROC.doc Automated Test Transfer Concept There are two components to evaluate test transfer credit, the Test Credits-Automated 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-Automated 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: 1. Set up the target information for the transfer credit model on the Test Credit Details page. 2. 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. 3. 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. 4. 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. In this topic, you will process test transfer credit models using predefined rules. Last changed on: 11/30/ :53 AM Page 1

2 Procedure 1. Navigate: Records and Enrollment > Transfer Credit Evaluation > Test Credits - Automated 2. You can work with existing models for a student, or you can create a new model. To work with existing models, click the "Find an Existing Value" tab and enter search criteria to identify the student. Click Search. To create a new model, click the "Add a New Value" tab. We will demonstrate creation of a new model. Page 2 Last changed on: 11/30/ :53 AM

3 Step Action 3. Click the Add a New Value tab. 4. Enter the ID of the student. 5. Enter the student's Academic Career. Last changed on: 11/30/ :53 AM Page 3

4 6. Enter the UMS Institution where the student has applied or is matriculated. This would normally be your Institution. 7. Click the Add button. Page 4 Last changed on: 11/30/ :53 AM

5 Step Action 8. Enter the student's Academic Program. 9. Enter the student's Academic Plan. Last changed on: 11/30/ :53 AM Page 5

6 10. If the Include in GPA checkbox is selected, the system displays whether the specified grade is included in GPA calculations. 11. Enter the correct term into the Articulation Term field. This might be the student's admit term. 12. Click the Fetch button. Page 6 Last changed on: 11/30/ :53 AM

7 Step Action 13. In the example shown, two tests were processed. One was accepted for transfer credit and one was not because there was no transfer credit rule to apply. The icons that appear in each row provide additional information and tools. Last changed on: 11/30/ :53 AM Page 7

8 14. Click the Transfer Status Detail button to view information on the transfer rule applied. Page 8 Last changed on: 11/30/ :53 AM

9 15. Click the Edit Equivalent Course button. Last changed on: 11/30/ :53 AM Page 9

10 Step Action 16. The fields on this page are available for edit. Page 10 Last changed on: 11/30/ :53 AM

11 Step Action 17. Click the Add Internal Equivalent button. Last changed on: 11/30/ :53 AM Page 11

12 18. Edit the fields as desired. Click OK to save changes. Page 12 Last changed on: 11/30/ :53 AM

13 Step Action 19. Click the Comment/Override Reason button. Last changed on: 11/30/ :53 AM Page 13

14 20. Enter comments to explain changes you may have made. Page 14 Last changed on: 11/30/ :53 AM

15 Step Action 21. Use the Move to Group button 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 Move to Group button. Last changed on: 11/30/ :53 AM Page 15

16 22. You want to add this test to group 1 (the Accepted item). Enter a 1 in the field. Page 16 Last changed on: 11/30/ :53 AM

17 23. The AP ELC test has now been added to group 1. Now we will use the Reject External Course button to undo the move to group 1. Click the Reject External Course button. Last changed on: 11/30/ :53 AM Page 17

18 24. Click the Add/View Comments link. Page 18 Last changed on: 11/30/ :53 AM

19 25. You can add comments on this transfer credit model here. Click the Cancel button. Last changed on: 11/30/ :53 AM Page 19

20 26. Click the Test Credit by Term tab. Page 20 Last changed on: 11/30/ :53 AM

21 27. Notice that no units are transferred as yet. Click the Calculate button. Last changed on: 11/30/ :53 AM Page 21

22 28. Now 4 credits have been transferred. If the student is active in the term, Post will post the credits to his record. If he is not yet active (say an applicant), Post will Save the model, but a message appears indicating that the student was not active. If you don't use Post, you must Save the model by clicking the Save button. Click the Post button. Page 22 Last changed on: 11/30/ :53 AM

23 Step Action 29. Click the OK button. Last changed on: 11/30/ :53 AM Page 23

24 30. Notice that after posting, the Test Credits Summary area shows 4 units transferred. Posting makes certain fields on the Test Credit Details page inaccessible. To make changes to these fields after posting, you can unpost. Unposting completely removes the transfer credit posted through this model from the student's career term record. Click the Unpost button. 31. End of Procedure. Page 24 Last changed on: 11/30/ :53 AM

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