9.2 Steps to Building Transfer Rules

Purpose: Use this document as a reference for building transfer rules

Audience: Transfer Credit Evaluator

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

  • ZC SR Transfer Credit Rules
  • ZD SR Transfer Credit Rules
  • ZZ SR Transfer Credit Rules

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

The QRG 9.2 Updating External Organization School Course Classification & School Subject Maintenance provides a guide to requesting record creation in School Course Classification and/or School Subject Maintenance Tables.

  1. In order for transfer rules to work correctly for external institutions, transfer rules should point to a course that is in active status in your ctcLink Catalog.
  2. You can find out which rules you have that point to inactive courses by running QCS_AA_EXT_TRANSF_RULE, which allows users to filter out courses in inactive status. Running this query with the "Only inactive?" and "Exclude Inst to Inst?" checkboxes checked will return a list of rules from external institutions that point to courses that are inactive in your ctcLink Catalog.
  3. Important note: It's ok for rules that support manual conversions (from your institution to your institution) to point to inactive courses because you want to transcribe the course the student actually completed.
Define Transfer Subject Area

Defining Component Subject Areas

Navigation:  NavBar > Navigator > Records and Enrollment > Transfer Credit Rules > Transfer Subject Area

  1. The Transfer Subject Area search page displays.
  2. Select the Add a New Value tab.
  3. Enter Academic Institution.
  4. Enter Credit Source Type.
  5. Enter Source ID.
  6. Enter Component Subject Area.
  7. Select Add.
Transfer subject area page-add a new value
  1. The Transfer Subject Area tab displays.
  2. Enter Effective Date.
  3. Enter Status.
  4. Enter Description.
  5. Enter Term Type.
  6. Enter Internal Equiv Course Value.
  7. Select the Subject Area Elements tab.
Transfer Sugject Area page displays
  1. The Subject Area Elements tab displays.
  2. Enter Subject.
  3. Enter Course Number.
  4. Enter Course ID.
  5. Select Save
Subject Area Elements tab displays
  1. Process complete.

In the Subject Area Elements section, select the [+] icon to add additional subjects.

Define Course Transfer Rules

Navigation:  NavBar > Navigator > Records and Enrollment > Transfer Credit Rules > Course Transfer Rules

  1. The Course Transfer Rules search page displays.
  2. Select the Add a New Value tab.
  3. Enter Academic Institution.
  4. Enter Credit Source Type.
  5. Enter Source ID.
  6. Enter Equivalency Rule.
  7. Select Add.
Select Add a New Value and enter the Academic Institution, Credit sourse type, source ID and equivalency rule and select ADD
  1. The Course Transfer Rules page displays.
  2. Enter Effective Date.
  3. Enter Status.
  4. Enter Description.
  5. Enter Transfer Subject Area.
  6. If needed, select the Add a New Row [+] icon to create additional Transfer Subject Areas.
  7. Select Save.
The Course Transfer Rules page displays, enter effective date, status, description, and transfer subject area(s)
  1. Process complete.
Define Course Equivalencies for Academic Programs and Plans

Navigation:  NavBar > Navigator > Records and Enrollment > Transfer Credit Rules > Program/Source Equivalency

Important--Perform steps 1-18 for each academic program (ACADM, BCHLR, NOAWS, PRFTC, & TRNST) at your institution.

  1. The Program/Source Equivalency search page displays.
  2. Select the Add a New Value tab.
  3. Enter Academic Institution.
  4. Enter Academic Program.
  5. Enter Academic Plan (optional).
  6. Enter Credit Source Type.
  7. Enter Source ID.
  8. Select Add.
Program Source Euqivalency page add a new value
  1. The Basic tab displays.
  2. Enter Effective Date.
  3. Enter Status.
  4. Enter Description.
  5. Select the Rules Specification tab.

The "T" grade is used as a placeholder. When transferring credit to your institution, the "T" grade should be replaced with the appropriate decimal or letter grade. Grades may be replaced automatically based on transfer credit rules or manually by a staff member.

Basic tab displays
  1. The Rules Specification tab displays.
  2. Enter Rule Source Type.
  3. Enter Rule Source ID.
  4. Enter Course Equivalency Rule.
  5. Select Save.
Rules Specification page displays
  1. Repeat these steps for additional programs.
  2. Process complete.

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

  • ZD_DS_QUERY_VIEWER

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

View course equivalencies by incoming subject and college.

Navigation:  NavBar > Navigator > Reporting Tools > Query > Query Viewer

  • QCS_AA_EXT_TRANSF_RULE
QUERY QCS_AA_EXT_TRANSF_RULE

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