External Education Information

Purpose: Use External Education to record prior institutions, transcript status/summaries, external subjects, courses, and degrees for a student. This page is global and contains external academic history that belongs to the student. Do not delete or overwrite data.

Audience: Student Services staff

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

  • ZD CS Education Data
  • ZZ CS Education Data

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

  • Student Recruiting >Prospect/Admissions Data Mgmt >Education
  • Records and Enrollment >Transfer Credit Evaluation >External Education
  • ctcLink CS Staff Homepage > Admissions Processing (Tile)
Global Data Warning

Changes made on this page impact all colleges. If you don’t intend to transfer a specific course, then don’t transfer it. Do not remove other entries from other colleges.

Before You Start

  • If an External Org ID cannot be found after a thorough search (abbreviations, shortened names), submit a ctcLink Support ticket: ctcLink Support > Campus Solutions > Organizations.
  • Legacy transcript loads may take 24+ hours depending on local schedules. Check again before opening a ticket.
  • Repeated coursework on electronic Legacy Transcripts received by ctcLink may be viewed by the system as duplicates and skipped, preventing those repeated attempts from auto-loading to External Education. Consider reviewing official or unofficial transcripts to identify missing attempts that need to be added manually.
  • Consider requesting Default Comments (ctcLink CS Support ticket) to minimize manual entry.

External Education Tab

Expand or collapse content Find or Add an External Organization (Institution)
  1. On the Education Search page, enter the ID and Search.
  2. External Education opens. In School Information, click the look-up tool 🔍 for External Org ID.
  3. On Look Up External ID, search by Description (use begins with as needed) and click Search.
  4. Select the desired External Org ID. Use View All in the gray bar to see all institutions (e.g., 1 of 2).
  5. (Optional) Expand School Details to view location, country/city, and school type.
Find or Add an External Organization (Institution)
Expand or collapse content Career Data (per transcript/source row)
  1. Each new transcript/source row gets a new Data Nbr (latest is at the bottom when viewing all).
  2. Career – select the external career.
  3. Term Type – e.g., Quarter, Semester, Other.
  4. External Term – choose the term (values depend on Term Type).
  5. Term Year – enter the year (may be blank until transfer work is entered).
  6. Academic Level – student’s level at the time the data was current.
  7. From Date / To Date – attendance dates.
  8. Dismissed From School – check if applicable.
  9. Comments – click Comments to add default or ad‑hoc comments (recommended for consistency; defaults come from External Education Comments table).
  10. 💡Tip: The Data Nbr ties this career/transcript row to related entries on Courses and Degrees (e.g., External Course Defaults, External Degrees).
Career Data Section
Expand or collapse content Transcript Status (request/receipt tracking)
  1. Describes the need for—or receipt of—a transcript for the selected External Org ID.
  2. Action: Desired (default) or Received. Set to Received when the transcript is in hand. (When saved with Action = Received, the Checklist Item Update box is auto‑selected.)
  3. Transcript Date: Issue date on the transcript (cannot be later than Date Received).
  4. Date Received: Date your office received it (cannot precede receipt date).
  5. Transcript Type: Official or Unofficial (can default from User Defaults 3).
  6. Transcript Status: Final, Incomplete, Mid‑Year Report, Work in Progress.
  7. Data Source and Data Medium: Select as appropriate (can default from User Defaults 3).
Transcript Status Section
Expand or collapse content Transcript Summary (optional, per summary row)
  1. Record reported/self‑reported summary metrics at transcript or sub‑year level.
  2. Term (Summary Type) – e.g., Entire HS Transcript or Grade 12.
  3. External Term / Ext Year – term and year relevant to the summary.
  4. Acad Level – level when the information was current.
  5. GPA:
    • GPA Type, External GPA, Converted GPA (auto‑converts when GPA rules exist; or else Conv GPA copies Ext GPA).
    • Attempted / Completed units (Attempted and Completed fields are automatically populated based on the value in Attempted. This value may be overridden. If the number of units completed by the student differs from the number of units attempted, enter the number of units completed by the student.).
  6. Rank: Class Rank, Class Size; Percentile – enter the student's rank in the class and the number of students in the class. As a result of the values entered in the Class Rank and Class Size fields, the system automatically calculates the percentile.
Expand or collapse content External Subjects (optional)

It is possible to report external subject information on a transcript through self-report or by providing it from another source. It is beneficial to store this data to facilitate the grouping of subjects.

In the event that your office is tracking subject area requirements but does not wish to enter or load all external courses that a student has taken, you may record course level, number of courses, units, external GPA, and converted GPA details about external subject areas. Defining external subject areas can be done on the External Subject Table page. You can add multiple rows to enter external subject data.

  1. If you’re tracking subjects without loading every course, record External Subject Area metrics.
    • Course Level: Determine the level of your course work in this area.
    • GPA Type(grade point average type): Choose a GPA type that corresponds to the school the student attended.
    • External GPA(external grade point average): Enter the student's external grade point average for this subject.
    • Converted GPA(converted grade point average): The system automatically converts the GPA if you define GPA conversion rules. If you have not specified GPA conversion rules, the GPA you enter in theExternal GPAfield is copied into theConverted GPAfield.
  2. Multiple rows may be added; subject areas are defined on External Subject Table.

Courses and Degrees Tab

Expand or collapse content External Course Defaults (use only when manually entering courses)

Complete the External Course Defaults section to reduce data entry. Select each tab within External Courses and verify or manually input the necessary information. Some fields will auto-fill based on the setup for a specific External Org ID in external courses. The External Course Defaults are only necessary when manually adding courses from a transcript to the External Education page. You are not required to enter data in the External Course Defaults section.

  1. Data Number – enter a Data Nbr from Career Data to link; leave blank if not linked.
  2. External Career, Data Source, Term Type, Acad Level.
  3. External Term, Term Year (or Begin/End Date when Term Type = Other).
  4. Course Type, Course Level, Unit Type (leave the Units Taken blank), Grade Scheme; choose default Grading Basis.
  5. Click Apply Defaults once; defaults apply to subsequent External Course rows. Re‑apply only when defaults change.
External Course Defaults (use only when manually entering courses)
Expand or collapse content External Courses (add one row per course)
  1. Show All Columns (grid icon) to expose all fields.
  2. School Subject, Course Nbr, Course Name (auto from catalog if available; override/enter as needed).
  3. Units Taken (may default; overridden by School Course Classification External Units when defined).
  4. Verify Grading Scheme and Grading Basis (default often TRN; when converting legacy records, change to GRD/SUS/PNP, etc., except keep TRN for any I grade that will not lapse).
  5. Enter Grade In; after saving changes, the History link appears.
  6. Timeframe: Term Type, External Term, Term Year.
  7. Details‑1: External Career, Data Source (must match Course Credits Automated to fetch courses).
  8. Details‑2: Acad Level, Unit Type.
  9. Details‑3: Course Type, Course Level, Academic Institution (select your college if not populated or if another college’s value displays).
  10. Transfer Credit/Comments tab: Transfer Credit checkbox (default selected); add course‑level comments if needed.
  11. Use Add Multiple Rows (+) to insert additional courses; click OK; Save.
  12. Business Process Consideration: If a transcript was initially sent to a different college, decide whether you want a newly updated copy sent directly to your college before proceeding.
External Courses (add one row per course)
Expand or collapse content External Degrees

The Degree Table in Campus Solutions is a global setup that defines all credential types the system can track, including both internal credentials awarded by the institution (such as an associate’s degree) and external credentials earned from other institutions (such as a doctoral degree). These entries are not displayed on transcripts or on the Student Program/Plan page. Defined credentials encompass various levels and types, including certificates, associate and bachelor’s degrees, and advanced degrees such as the MBA, MEd, and other professional or doctoral degrees.

While the Degree Table supports tracking of both internal and external credentials, it is important to note that the transcript load process does not automatically populate external degrees in the External Education component. Since the External Education page is global, colleges can update External Degree data manually. This page enables staff to enter student degree information associated with specific External Org IDs. Users can select the "Show All Columns" icon to view the full data.

  1. Enter or look up 🔍 the following External Degrees information. Select the "Show All Columns" icon to expand all columns.
    • Degree – look up; Description auto‑populates (or enter manually if missing).
    • Degree Date – required; if in progress, enter expected award date.
    • Data Source.
    • Degree Status – Complete, In Progress, Discontinued, Incomplete (default Complete).
    • Honors Category (optional).
    • External Subject 1/2 – look up to fill Field of Study (enter manually if not available).
    • External Career.
    • Data Number – choose the correct Data Nbr to associate with the right transcript/source row.
  2. Save.
External Degrees section
Expand or collapse content OAAP – Fields That Auto‑Populate
  1. When populated by OAAP, expect these values to appear:
  2. External Education Tab – Career Data
    • External Org ID, Term Year, Career = High School Diploma, Academic Level, From/To Date.
  3. Transcript Summary
    • External Year, Academic Level = High School Diploma, Institution.
  4. External Subjects
    • Institution.
  5. Courses and Degrees Tab – External Course Defaults
    • Data Source, Acad Level, Institution, Course Type, External Career.

Supporting Information

Expand or collapse content Queries & Resources
  1. Incoming ctcLink transcripts: QCS_SR_CTC_TRANS_REQ.
  2. Transcript requests sent by users at your college: QCS_SR_ELEC_TRANS_SENT.
    • Legacy transcripts: no delivered query; check the Upload/Download page to confirm transmissions.
    • Some Service Indicators can block an Electronic Transcript Request; use Override Service Indicator to bypass when appropriate.
  3. Related QRGs:
Expand or collapse content Key Do’s & Don’ts
  1. Do use View All to review all institutions and all transcript/source rows (latest at bottom).
  2. Do match Data Source between External Courses (Details‑1) and Course Credits Automated to fetch courses.
  3. Do not delete/overwrite entries added by other colleges.
  4. Do not alter Academic Institution to another college unless you are recording acceptance at your college.

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