Processing Test Credits - Automated

Purpose: Use this document as a reference to enter student test results and evaluate test credits using predefined rules.

Audience: Transfer credit evaluators

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

Test Results:

  • ZD CS Test Processing
  • ZZ CS Test Processing

Test Credits Automated:

  • 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.

You must also set the following SACR Security permissions:

Overview

➡️Test scores must be entered on the Test Results page before processing automated test credits. Once test results are entered, predefined rules can be used to evaluate test scores, assign equivalent courses, and post credit to the student’s academic record.

Entering Test Results

Records and Enrollment > Transfer Credit Evaluation > Test Results

Search for Student & Enter Test Information

  1. The Test Results search page displays.
  2. Enter Search Criteria to identify your student.
  3. Select Search.
  4. The Test Results page displays.
  5. Enter the following information:
    • Test ID.
    • Test Date.
    • Data Source.
    • Component.
      • Test Date and Data Source populate automatically.
    • Score.
    • Acad Level.
  6. Select Save.
Test Results page showing AP test with ELC component score of 5.00 entered.

Processing Test Credits with Pre-defined Rules

Records and Enrollment > Transfer Credit Evaluation > Test Credits — Automated

Add Test Credit Details

  1. The Test Credits search page displays.
  2. Select Add a New Value.
  3. Enter the following:
    • ID.
    • Academic Career.
    • Academic Institution.
  4. Select Add.
  5. The Test Credit Details tab displays.
  6. Enter the following:
    • Model Nbr. To add a different Model Nbr, add a new row. The Model Nbr is a unique number used to distinguish one transfer credit model from another, and the first row defaults to "1."
    • Transcript Level.
    • Academic Program.
    • Articulation Term.
  7. Select Fetch.
  8. The student's tests are displayed at the bottom of the page.
Test Credits - Automated page showing AP test credit accepted and ACT test listed with no rule applied for Spring 2026.

Enter Equivalent Course Information

  1. Select the Edit Equivalent Course icon (folder with an uppercase "A").
  2. The Equivalent Course Information page displays.
  3. Enter the following information:
    • Course ID.
    • The following fields populate automatically:
      • Offer Nbr.
      • Grading Scheme.
      • Grading Basis.
      • Units Transferred.
  4. Continue entering:
    • Official Grade.
      • Enter "S" (Satisfactory). or
      • Enter "P" (Pass).
      • Follow the local transfer credit business process.
    • Select Include in FA WI Stats.
  5. Select OK.
  6. The Equivalent Course Information page closes.
  7. The updated Test Credit Details tab displays.
  8. Status automatically updates to Accepted.
    • Accepted:
      • Indicates that the test credit meets all established transfer credit requirements, including minimum score requirements, credit unit equivalencies, and other defined rule criteria.
      • The test credit has been successfully applied to the student’s record.
    • Rejected:
      • Indicates that the test credit does not meet the minimum requirements defined in the transfer credit rules (e.g., Min Score not met).
      • 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."
    • No Rule:
      • Indicates that there are no predefined equivalency rules for the incoming test credit.
      • The test credit requires manual review to determine whether the credit can be accepted.
Test Credits - Automated page showing ACT Science Reasoning score mapped to MATH& 146 Introduction to Statistics with 5.000 units transferred.

Post Credits

  1. Select the Test Credit by Term tab.
  2. The Test Credit by Term tab displays.
  3. Model Status = Submitted.
  4. Select Calculate.
  5. Select Post. The Model Status updates to "Posted."
  6. Select Save.
Test Credits - Automated page showing ACT Science Reasoning score mapped to MATH& 146 Introduction to Statistics with 5.000 units transferred.

Policy Guidance & Transcript Text

According to the Academic Credit for Prior Learning coding guidelines document, colleges must include transcript text that clearly identifies the category or source of prior learning. For additional details on test credit information and policy guidelines, please refer to the SBCTC policy manual.

These tests and credits are entered into PeopleSoft via the automated test-credit process. Correct and accurate entries of these records are critical for reporting, including the component, source, score, and test date. Grading Basis must be GRD, PNP, or SUS.

Transcript text is required to show the source of the record on the student’s transcript. The Test ID for the automated process and the required Transcript Text are below. These classes are mapped with corresponding class section (SECT) codes in the Data Warehouse.

Test ID Transcript Text SECT
AP ACPL-Advanced Placement A#P
CLE ACPL-Cambridge A Level Exam CLE
CLEAS ACPL-Cambridge AS Level Exam CLES
CLEP ACPL-College Level Examination Program C#P
DSST ACPL-DANTES Subject Standardized Tests DST
IB ACPL-International Baccalaureate I#B
IBSL ACPL-International Baccalaureate SL IBSL

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