Processing Transfer Course Credits - Automated

Purpose: Use this document as a reference for processing course transfer credit models with pre-defined rules in ctcLink.

Audience: Transfer Credit Evaluator.

You must have at least one of these local college managed security roles:

  • ZC SR Transfer Credit Eval
  • ZD SR Transfer Credit Eval
  • ZZ SR Transfer Credit Eval

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Supporting Information:

External education information must be entered first on the External Education page.

If a student has repeated a course multiple times, you'll only see the student's first attempt listed on the External Education page. Be sure to review a PDF or hard copy of the student's official transcript and update the External Education page to add the student's additional course attempts.

It can take 24 hours or more for a Legacy transcript to make it to ctcLink (especially if your college has configured its Legacy transcripts to send only on certain days of the week). If you send yourself a Legacy transcript and don't see it the following day, wait another day or two before submitting a ticket.

Please ensure your Transcript Evaluator knows they MUST review the upload/download version of the incoming transcript for repeated coursework for Legacy transcripts. Repeated coursework is seen as a duplicate by the system and is not loaded into External Education.

On the External Education page, go to the second tab (Courses and Degrees) and click the right expander arrow to see all available fields in the External Courses panel. Toward the far right, you'll see Academic Institution. You will select your institution from the drop-down to indicate that you want to transfer to that class. Doing so will not affect any other institution or any records. We strongly recommend you "claim" one term at a time (it will make the next step more accessible). Because External Term and Term Year are in two separate fields, the simplest way to cluster them is to sort by Term Year and eye from there. You can sort by clicking on any column heading. 

Additional Resources:

Queries:

You can track incoming ctcLink transcripts with QCS_SR_CTC_TRANS_REQ. You can find transcript requests entered by a user at your college using QCS_SR_ELEC_TRANS_SENT. There are no queries available to track incoming Legacy transcripts. Check the Upload/ Download file page to see if any Legacy transcripts have been sent to your college.

Note: Some service indicators can prevent an Electronic Transcript Request from being processed. The Override Service Indicator checkbox can be used to bypass any service indicators that would prevent a transcript from being sent.

Expand or collapse content Transfer Course Details Tab

Navigation: Records and Enrollment > Transfer Credit Evaluation > Course Credits - Automated

  1. The Course Credits search page displays.      
  2. The default option is Find an Existing Value. Select Search to view existing values.
  3. Click the Add a New Value tab to add a transfer credit model.
  4. Add the student's EMPLID number to the ID field.
  5. Activate the Academic Career drop-down menu and choose Undergraduate.
  6. Enter or look up the Academic Institution by selecting the looking glass.
  7. Click the Add button.
  8. The Transfer Course Details tab displays.
  9. Enter Academic Program. (Academic Plan is not required.)
  10. Enter Credit Source Type.
  11. Enter External Org ID.
  12. Enter Data Source.
  13. Enter Articulation Term. Please Note that the student must be term activated in the articulation term for the credits to post. Please see the Term Activation QRG for further review of term activation.
  14. Select Fetch. Using the specified source, the process determines the course transfer equivalency rules. In this case, the rule must have been active before the beginning date of the articulation term. It also determines whether a rule was attached to an individual's academic program or plan. Calculations are based on the individual's external course information and valid rules.
  15. The list of external courses displays at the bottom of the page. Each course's status will appear as "Accepted," "Rejected", "No Rule."
    1. Accepted
      • Indicates that the incoming course meets all the established transfer credit requirements, including grade minimums, credit hour equivalencies, and other criteria.
      • The course is successfully applied to the student's record and counts toward the applicable degree or program requirements.
    2. Rejected
      • Indicates that the incoming course does not meet the minimum requirements set in the transfer credit rules (e.g., Minimum Grade not met).
      • The course is not accepted for transfer credit, and it will not apply toward the student’s degree or program requirements.
        • Clicking the blue information icon displays the reason for rejection. To override the rejected status, click the folder icon, enter the Equivalent Course information, and select "OK." The status in the Transfer Credit Term table will then update to "Accepted."
    3. No Rule
      • Indicates that there are no predefined transfer credit equivalency rules for the incoming course.
      • The course requires manual review or additional action to determine whether it can be accepted for credit transfer.

Transfer Credit Detail Grid

  1. Select the Evaluator Details tab or click the "Show all columns" to display icons used to modify/process transfer credit(s).
  2. If the transfer credit has already been entered and posted, the record must be unposted before all fields/icons become available, and changes can be made.
Transfer credit detail grid listing external terms, subjects, units, and grades with corresponding internal equivalent courses, accepted units, grade basis, action icons for editing, rejecting, adding equivalents, comments, grouping, and lock status.
Icon Term Description
Transfer Status Detail (lowercase “i” inside a blue circle) Opens the Transfer Rule Applied or Reject Reason page. Use this to review which transfer equivalency rule was applied or why the credit was rejected. Applies only when predefined equivalency rules are used.
Edit Equivalent Course (folder with an uppercase "A") Opens the Equivalent Course Information page to edit internal equivalent course details before posting transfer credit.
Reject External Course (red "X") Removes the external course on the selected row only. If multiple external courses map to one internal course, rejecting one row allows the remaining course(s) to continue as the equivalency.
Add Internal Equivalent (green "+") Adds an additional internal equivalent course when more than one internal course is used to evaluate a single external course.
Comment / Override Reason (note) Allows entry of comments or override reasons when special exceptions or adjustments are made for an individual student's transfer credit.
Lock (checkbox) When selected, prevents the external course and its equivalent course from being changed if the Fetch process is run again.
Move to Group (arrow between rows) Moves a course to another group number. Commonly used to connect multiple external courses together so they evaluate as one combined equivalency.
Expand or collapse content Combining Multiple External Courses with a Single Equivalency

Scenario:

Two external courses (e.g., BIO 101 and BIO 102) together equal the equivalency (e.g., BIOL& 160 (5.00 credits)) at the home institution. You can use the Move to Group option to transfer credits from one group to another. In the following example, a transfer credit in a No Rule group can be moved to an Accepted group to enable it to post.

Step 1: Fetch the Transfer Courses

  1. Navigate to the Transfer Course Details tab.
  2. Confirm the correct:
    • Academic Career.
    • Academic Institution.
    • Model Number.
  3. In the Transfer Credit Term section:
    • Enter the appropriate Articulation Term.
    • Click Fetch.
  4. Both external courses (e.g., BIO 101 and BIO 102) will populate in the Transfer Credit Detail grid.
Transfer Credit Term page with Equivalency Details tab selected, showing transfer credit detail rows with group numbers, external courses, internal equivalent courses, units, grades, and status values.

Step 2: Open Evaluator Details

  1. Select the Evaluator Details tab.
  2. Review the rows (e.g., BIOL 101 and BIOL 102) to ensure both are present and editable.
Transfer Credit Term page with an articulation term selected, displaying transfer credit detail rows for multiple external courses, including accepted and no-rule statuses, internal equivalent courses, units accepted, grades, action icons, and lock status.

Step 3: Define the Equivalency & Move the Transfer Credit to Another Group

  1. On the "Accepted" (e.g., BIOL 102) row:
    • Enter the Equivalent Course (e.g., BIOL& 160) if transfer credit rules weren't applied.
      • If the two external courses have different grades, enter the grade required by institutional practice.
  2. Click the Move to Group icon (arrow between rows) on the "No Rule" (e.g., BIOL 101) row. The icon opens a small entry box.
  3. Enter the same Group number used for the course on the "Accepted" (e.g., BIOL 102) row. This identifies the "Accepted" row as the primary row for the combined equivalency. Do not enter a new equivalent course or units on the "No Rule" (e.g., BIOL 101) row.
Transfer Credit Term page displaying the Evaluator Details tab for an articulation term, including accepted and no-rule transfer credit rows, external subjects, internal equivalent courses, grades, action icons, lock status, and a Move to Group field.

Step 4: Apply the Change and Review Result

  1. Press Enter on your keyboard to apply the change.
  2. This links the courses to the equivalency (e.g., BIOL 102 and 101 to BIOL& 160).
  3. Verify the outcome:
    • The courses now belong to the same group.
    • Both courses contribute to the single course equivalency.
  4. Proceed with posting when ready.
  5. Process complete.
Expand or collapse content Combining a Single External Course with Multiple Equivalencies

Scenario:

One external course (e.g., ENGL 201) is evaluated as equivalent to two internal courses (e.g., ENGL& 102 and ENGL& 101) at the home institution. You can use the Add Internal Equivalent icon when more than one equivalency course is going to be used for one external course. This scenario uses a single external course to assign multiple internal course equivalencies to enable it to post.

Step 1: Fetch the Transfer Course

  1. Navigate to the Transfer Course Details tab.
  2. Confirm the correct:
    • Academic Career.
    • Academic Institution.
    • Model Number.
  3. In the Transfer Credit Term section:
    • Enter the appropriate Articulation Term.
    • Click Fetch.
  4. The external course (e.g., ENGL 201) displays in the Transfer Credit Detail grid.
Transfer Credit Term page for an articulation term displaying the Equivalency Details tab, including grouped transfer credit rows with accepted and rejected statuses, external subjects, internal equivalent courses, units accepted, grade basis, grades, and inclusion in FA/WA indicators.

Step 2: Open Evaluator Details

  1. Select the Evaluator Details tab.
  2. Review the external course (e.g., ENGL 201) row to ensure it's editable.
Transfer Credit Term page for an articulation term displaying the Equivalency Details tab, including grouped transfer credit rows with accepted and rejected statuses, external subjects, internal equivalent courses, units accepted, grade basis, grades, and inclusion in FA/WA indicators.

Step 3: Enter the First Equivalent Course

  1. On the external course (e.g., ENGL 201) row, if transfer credit rules were not applied, proceed to manually enter the equivalency.
    • Click the Edit Equivalent Course (folder with an uppercase "A") icon.
    • Enter the first equivalent course (e.g., ENGL& 102) details, then click OK.
  2. This establishes the first internal equivalency (e.g., ENGL& 102) for the external course (e.g., ENGL 201).
Transfer Credit Term page for an articulation term displaying the Equivalency Details tab, including grouped transfer credit rows with accepted and rejected statuses, external subjects, internal equivalent courses, units accepted, grade basis, grades, and inclusion in FA/WA indicators.

Step 4: Add the Second Equivalent Course

  1. On the same row (e.g., ENGL 201), click the Add Internal Equivalent (green plus (+)) icon.
  2. The Equivalent Course Information page opens.
    • Enter the second equivalent course (e.g., ENGL& 101) details, then click OK.
  3. The system adds a second internal equivalency (e.g., ENGL& 101) for the external course (e.g., ENGL 201).
Transfer Credit Term page for an articulation term displaying the Equivalency Details tab, including grouped transfer credit rows with accepted and rejected statuses, external subjects, internal equivalent courses, units accepted, grade basis, grades, and inclusion in FA/WA indicators.

Step 5: Review Result

  1. Verify the outcome:
    • Two internal course equivalents (e.g., ENGL& 102 and ENGL& 101).
    • Both internal courses (e.g., ENGL& 102 and ENGL& 101) are linked to one external course  (e.g., ENGL 201).
  2. Proceed with posting when ready.
  3. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Transfer Course Details Tab. This link will open in a new tab/window.

Expand or collapse content Transfer Summary Tab
  1. Select the Transfer Summary tab.
  2. The Transfer Summary tab displays.
  3. Select Calculate. The process still calculates the units when you post the transfer credit without clicking the Calculate button.
  4. Select Post. When you post a model, the Source Information group box becomes grayed out and unavailable.
  5. Select Save.
  6. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Transfer Summary Tab. This link will open in a new tab/window.

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