9.2 Processing Other Credit

Purpose: Use this document as a reference for processing other credit 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.

Processing Other Credit

Navigation:  Menu > Records and Enrollment > Transfer Credit Evaluation > Other Credits - Manual

  1. The Other Credits search page displays.
  2. Select the Add a New Value tab.
  3. Enter ID.
  4. Enter Academic Career.
  5. Enter Academic Institution.
  6. Select Add.
  7. The Other Credit Detail tab displays.
  8. Enter Transcript Level.
  9. Enter Academic Program.
  10. Enter Academic Plan (optional).
  11. Enter Articulation Term.
  12. Select the Edit Equivalent Course icon. Additional courses can be added for that articulation term by selecting the [+] icon to add a new row

**Please note:  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.

Other Credit Detail tab
  1. The Equivalent Course Information page displays.
  2. Enter Other Credit section identifies the incoming credit
    • Enter "Prior Learning Assessment" for all Academic Credit for Prior Learning.
    • Enter "CTE Dual Credit" for all CTE Dual Credits awarded.
  3. In the Short Desc, enter the appropriate selection as follows: 
    • Enter "ACPL" for all Academic Credit for Prior Learning.
    • Enter "CTE" for CTE Dual Credits awarded.
  4. Enter Long Description.
    • Enter the Description below for all Academic Credit for Prior Learning.
    • Enter "CTE Dual Credit" for CTE Dual Credits awarded.

Prior Experiential Learning

(Code-Description--recommended naming convention)

  • PLA-PRPortfolio Review
  • PLA-HSPRHS21 + Portfolio Review

Extra-Institutional Learning

(Code-Description--recommended naming convention)

  • PLA-CRTIndividual Industry Certification
  • PLA-OCWOccupational Crosswalks
  • PLA-ACEAmerican Council on Education
  • PLA-JSTJoint Services Transcript

Course Challenges

(Code-Description--recommended naming convention)

  • PLA-CLGCredit by Exam

CTE Dual Credit  

(Code-Description--recommended naming convention)

  • CTE-Dual Credit
  1. Select the  Other Credit Type code from the list to match the description entered in the step above.
  2. Enter the Evaluation Date.
  3. The Equivalent Course section identifies the course for which the student will be granted an equivalent.
  4. Enter or look up the Course ID. Based on the local business process, this populates the other fields based on the catalog but can be adjusted as needed.
  5. Change the Grading Basis-- GRD/SUS/PNP must be used. Use the TRN grading basis if your institution is not awarding the credit but transferring the credit. 
    • Please refer to the SBCTC policy manual for more ACPL credits information and policy guidelines.
  6. Replace Official Grade "T" with "S" (Satisfactory) or "P" (Pass) based on the local transfer credit business process.
  7. Select Include in FA WI Stats checkbox.
  8. Select OK.

Marking the FA WI Status box includes the courses in the Financial Aid Weeks of Instruction calculations.  The Financial Aid Term process uses these values to calculate the student's academic level.

Equivalent Course Information
  1. The Other Credit Detail tab displays.
  2. Select the Other Credit by Term tab.
  3. The Other Credit by Term tab displays.
  4. Select Calculate to add this course to the student’s transfer credit statistics.
  5. Select Post to post the credit to the student’s record.
  6. Select Post.  This will automatically save the page.
  7. Verify the Model Status = “Posted.” Credits in “Completed” status will not post to the student transcript or calculate in the student’s statistics.

Model Status = "Complete" if the student is not Term Activated for the articulation term selected.

Model status should be Posted and not Complete
  1. Model Status updates to "Posted".
  2. Select Save.

Process complete.

Correcting the Grading Basis on Other Credits

This section demonstrates how to change the grading basis of a student who has been awarded academic credit for Prior Learning or CTE Dual Credit .

  1. The Other Credits search page displays.
  2. Select the Find an Existing Value tab.
  3. Enter the student's ID.
  4. Enter the Academic Career.
  5. Enter the Academic Institution.
  6. Select Search.
  7. Select the Other Credit by Term tab located at the top of the page.
  8. On the Other Credit by Term page, select Unpost (located at the right-side of screen.)
  9. Toggle back to the Other Credit Detail tab.
  10. Select the Edit Equivalent Course icon located in the section containing the Articulation Term.
Select the Edit Equivalent Course icon

Take note of the grade as it will be removed when you change the grading basis.

  1. Activate the looking glass in the Grading Basis field and select GRD.
  2. In the Official Grade field, re-enter the grade that was noted earlier.
  3. Select OK at the top of the screen.

Process complete.

Video Tutorial

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


Video Tutorial via Panopto

View the external link to Processing Other Credit.  This link will open in a new tab/window.



The generate article to PDF link does not work. Get an error message indicating that Page not found.

Tanjagay Martin

Hello Suzanne, Thank you for your comment. It sounds like you might want to change browsers or allow a pop-up window. Here are a few resources--follow the instructions below to configure your web browser to allow pop-up windows for your selected websites.
-Apple Safari (macOS) https://support.apple.com/en-us/HT203987
-Google Chrome .current (Windows/macOS) https://support.google.com/chrome/answer/95472?hl=en&co=GENIE.Platform%3DDesktop
-Mozilla Firefox.current (Windows/macOS) https://support.mozilla.org/en-US/kb/pop-blocker-settings-exceptions-troubleshooting
-Microsoft Internet Explorer (Windows) https://support.microsoft.com/en-us/windows/change-security-and-privacy-settings-for-internet-explorer-11-9528b011-664c-b771-d757-43a2b78b2afe
Would you mind letting us know if this resolves your issue? Thank you--Tanjagay Martin | CS Core Trainer

Therese McGee

At one time, there was a section listing examples of or recommendations for the Other Credit, Short Desc.,
and Long Description fields. Where did that go?

Tanjagay Martin

Hello Therese, Thank you for the question. I added the information from the QRG you mentioned--great suggestion. ~Tanjagay Martin | CS Core Trainer

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