9.2 Entering External Education Information (Fluid)

Purpose: Use this document as a reference for entering external education information in ctcLink Fluid, using the Admissions Processing section of the CS Staff Homepage.

Audience: Student Services staff.

External Education is a global page. Changes as data updates can impact all colleges. Changes made on this page can impact the student and other colleges. Do not delete data rows from this page--it's not your data. If you do not want to bring a particular row of data from this page into your institution's records, then do not fetch the data.

Repeated coursework is seen as duplicate by the system and does not load into External Education. Please make sure your Transcript Evaluator is aware that they MUST review the upload/download version of the incoming transcript for repeated coursework for Legacy transcripts. For ctcLink transcripts, review the Unofficial Transcript, which is accessible through the Advisor Center.

Entering External Education Information

Navigation: ctcLink CS Staff Homepage > Admissions Processing Tile

ctcLinnk CS Staff Homepage
  1. The Admissions Processing page displays.
  2. Select the Processing Applications menu.
  3. The Processing Applications menu expands.
  4. Select the External Education sub-menu item.
  5. The Education search page displays to the right.
  6. Enter the value in the ID field.
  7. Select the Search button.
Education search page
  1. The External Education page displays.
  2. Select the Look Up icon (spyglass) for the External Org ID field.
Exteernal education tab
  1. The Look Up External ID pagelet displays.
  2. Input the Description value in the Description field and specify a parameter of "begins with".
  3. Select the Search button.
  4. The Search Results display.
  5. Select the External Org ID value from the search results list.
Look Up External Org I D window
  1. The External Education page displays.
  2. In the Career Data section enter data in the following fields:
    • Select the value from the Career drop-down list.
    • Select the value from the Term Type drop-down list.
    • Select the Look Up icon (spyglass) for the External Term field.
    • Select the External Term value.
    • Input the Term Year value.
    • Select the value from the Academic Level drop-down list.
    • Input the From Date value.
    • Input the To Date value.
  1. In the Transcript Status section enter data in the following fields:
    • Select the value from the Action field.
    • Input the Transcript Date value.
    • Input the Date Received value.
    • Select the Transcript Type value.
    • Select the Transcript Status value.
    • Select the Data Source value.
    • Select the Data Medium value.
  1. Leave the Transcript Summary section defaults.
  2. Leave the External Subjects section defaults.
  3. Select the Course and Degrees tab.
  4. Select the Comments link.
    •  Note: The External Education page is global; therefore, this is a page where you can identify that your institution received the transcript. To reduce the time it takes for colleges to enter the same information for each student manually, colleges can request Default Comments via the ctcLink CS Support ticketing system.
External Education tab
  1. The Courses and Degrees page displays.
  2. In the External Course Defaults section enter data in the following fields:
    • Select the Data Number value.
    • Select External Career value.
    • Select the Data Source value.
    • Select the Term Type value.
    • Select the Acad Level value.
  1. Continued in the External Course Defaults section enter data in the following fields:
    • Search for and select the External Term value.
    • Search for and select the Institution value.
    • Input the Term Year value.
    • Select the Course Type value.
    • Select the Course Level.
    • Select the Unit Type value.
    • Leave the Units Taken blank.
    • Select the Grade Scheme value.
    • Search for and select the default Grading Basis value.
    • Select Apply Defaults button.
  1. In the External Course section enter data in the following fields:
    • Select the Show all columns icon (grid icon to the right of the Transfer Credit/Comments tab).
    • Input the School subject value.
    • Input the Course Nbr.
    • Input the Course Name.
    • Leave the Subject Area field blank.
    • Input the Units taken value.
    • View the Grading Scheme value.
    • View the Grading Basis value.
    • Input the Grade In value.
    • View the Official Grade value.
  1. Continued in the External Course section view that the data has been populated in the following fields:
    • View the Data Number value.
    • View the Term Type value.
    • View the External Term value.
    • View the Term Year value.
    • View the External Career value.
    • View the Data Source value.
    • View the Acad Level value.
    • View the Unit Type value.
    • View the Course Type value.
    • View the Academic Institution.
    • View the Transfer Credit checkbox .
  1. Select the Add Multiple Rows icon (the plus sign) to insert additional external course information.
  2. Input the information for the course.
  3. Select the OK button.
  4. Select the Save button.
Courses and Degrees tab
  1. Process complete.

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