Manage Transfer Credits

You can use the Transfer Credits tile to add, edit, and specify the status of the transfer courses for a student. For example, you can: 

• Add or edit a basic or advanced transfer credit

• Change the status of an existing transfer credit to approved or rejected

When a student enrolls, Anthology Student adds the approved transfer credits: 

• Under Term Summary on the Student Enrollment list (Select the Students tile > select the name in the Students list > expand Academic Records > select the Enrollments tile.)

• Degree Progress Audit (Select the Students tile > select the name in the Students list > expand Academic Records > select the Degree Progress Audit tile.)

If the course is also a required course on the Degree Progress Audit, approved transfer credits fulfill the requirement, and a transfer grade is posted in their final grades.

If you configured a minimum GPA for a course that the approved transfer credits are fulfilling, Anthology Student does not evaluate the minimum GPA after you approve the transfer credits. It assumes an approved status and indicates it has met all the requirements for the course at your institution (such as a minimum GPA).

When a transfer credit is approved, it can also shorten the time it takes for a student to complete a program version. If your institution:

• Uses payment periods and the approved transfer credits are for a non-term program version, Anthology Student automatically changes the academic years

• Does not use payment periods or the approved transfer credits are for a term program version, Financial Aid must change the academic years

In both cases, a Financial Aid administrator should review the financial aid for the student academic years that changed to ensure proper awarding.

You can add or edit transfer credit using only one method. The procedure you follow depends on the setting for Allow Advanced Transfer Credits Select Yes to configure complex Transfer Types such as one-to-one, one-to-many, many-to-one, and many-to-many. Select No if you only want to use the existing options for transferring credits.. (Select the Settings tile > expand System > select Advanced Features.) If your institution has configured:

• Yes, Anthology Student displays advanced transfer credits configuration. Follow the Procedure to Add or Edit Advanced Transfer Credits. For example, you can configure transfer credits such as one-to-one, one-to-many, many-to-one and many-to-many transfers.

• No, Anthology Student displays basic transfer credits configuration. Follow the Procedure to Add or Edit Basic Transfer Credits.

Prerequisites

You must have:

• Common - Student - View authorization

To add and edit a record, you must have Academics - Student Transfer Credit - New and Edit authorization.

To delete a record, you must have Academics - Student Transfer Credit - Delete authorization.

If you also want to add items to institution and course lists, you must have Admissions - Configuration - Manage authorization.

Access Method

Select the Students tile > select the name in the Students list > expand Academic Records > select the Transfer Credits tile.

Reminder About the Methods for Adding or Editing Transfer Credits

You can add or edit transfer credits using only one method, either Basic Transfer Credits or Advanced Transfer Credits, if that Advanced Feature is enabled for your campus. In Settings > System > Advanced Features, you can check the setting for Allow Advanced Transfer Credits Select Yes to configure complex Transfer Types such as one-to-one, one-to-many, many-to-one, and many-to-many. Select No if you only want to use the existing options for transferring credits..

Procedure to Add or Edit Basic Transfer Credits

1. If you want to: 

   • Add a transfer credit, select the New button

   • Edit a transfer credit, select the transfer credit record in the list

2. In General, specify the following values.

   Clock Hours The clock hours earned for the course. Course The name of the course at another institution being transferred to your institution. Credits The credits that the student achieved in the course. Date Completed The date when the item was completed. Date Started If your institution has a range of dates that a transfer course is valid, indicates the start date of the range. End Date If your institution has a range of dates that a transfer course is valid, the end date of the range. Grade Received The grade that the student received for the course.

   Hours The number of hours associated with the record (e.g., attendance hours, course hours, hours worked) during a specified period. Institution The name of the institution. If you are specifying the value, it displays a dialog so that you can search for the institution. The list contains all of the colleges or high schools configured by your organization. Minimum Grade The minimum grade required for the course to transfer to your institution. Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject. Start Date If your institution has a range of dates that a transfer course is valid, indicates the start date of the range. Transfer Type The type of transfer credit. The types of transfer credits are configured by your institution.

   You can add a college or a high school using the + icon in the Institution list. For more information, refer to Add an Institution and Institution Course.

3. Expand Transfer Information and specify the values. The fields that are required and enabled will depend on the value you select for Transfer Credit Status. For example, Credits to Transfer is required if an approved status is selected for Transfer Credit Status.

   Campus Course The equivalent course offered by the campus. If you select a value for Campus Course for a status other than APPROVED, the course is displayed on the Degree Progress Audit under Course Taken not Applied. Credits to Transfer Number of credits to transfer for the course. Grade The grade to transfer for the course. Hours to Transfer Number of hours to transfer for the course. In Degree Audit If the course selected in the Campus Course list is in the required course list for the program version, Anthology Student selects the check box and displays it in the Degree Progress Audit for the student (Select the Students tile > name of the student in the list > expand Academic Records > select the Degree Progress Audit tile.)

   Include Inactive Courses When selected, includes inactive courses in the Campus Courses list. Include Inactive Terms When selected, includes inactive terms in the Term list. Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject. Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year. Transfer Credit Status The status of the transfer credit. The statuses you can select for a transfer credit are defined by your institution on the Transfer Credit Statuses list (Select the Configuration tile > locate Academic Records > select Transfer Credit Status). If you select a value for Campus Course for a status other than APPROVED, the course is displayed on the Degree Progress Audit under Course Taken not Applied.

4. If your institution has school-defined GPAs that include individual transfer courses in the calculation, expand Additional GPAs and specify the values.

   Credits Attempted The total credits the student attempted on the transcript from the previous institution. Credits Earned The number of credits earned by the student to date. Hours Attempted The number of hours (or credits) attempted by the student during a specified period.

   Hours Earned The total hours earned by the student for the course or during a specified period (e.g., term, period). Minimum Grade The minimum grade required for the course to transfer to your institution.

5. If needed, specify the value for Grade Points The grade points assigned to the letter grade. For example, you can specify that an A- equates to 4 grade points in the GPA (when a standard scale may equate an A- to a 3.75). appropriate for how you want the GPA to be calculated.

   How You Want the GPA to Be Calculated	Value to Specify for Grade Points
   Using the grade points configured for the grade and number of credits specified under Transfer Information	0
   Using the grade points you specify under Additional GPAs and the credits you specified under General for the course at the other institution	A value greater than 0

6. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button

Procedure to Add or Edit Advanced Transfer Credits

1. If you want to: 

   • Add a transfer credit, select the New button

   • Edit a transfer credit, select the transfer credit record in the list

2. Under General, review, specify, or change the following values.

   Grade The grade posted for the enrollment. Institute Type The type of the institution. The options are College and High School. Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year.

   Transfer Type The type of transfer. The types of transfer are configured by your institution. Transfer Status The status of the transfer credit. The statuses you can select for a transfer credit are defined by your institution on the Transfer Credit Statuses page (Configuration > Academic Records > Transfer Credit Statuses). For this field, when you select system-defined status such as: College Transfer has been Approved: Campus Course, Term, and Grade fields are mandatory; College Transfer has been Rejected: Notes is mandatory; and College Transfer has been submitted: No fields are mandatory.

3. Expand External Institution. In the grid, review, specify, or change the following values. You can change the values in the highlighted cells.

   Course Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Course Name The name of the course at another institution being transferred to your institution. Credits The credits that the student achieved in the course. Date Completed The date when the item was completed. Date Started If your institution has a range of dates that a transfer course is valid, indicates the start date of the range. End Date If your institution has a range of dates that a transfer course is valid, the end date of the range.

   Grade Received The grade that the student received for the course. Hours The number of hours associated with the record (e.g., attendance hours, course hours, hours worked) during a specified period. Institution The name of the institution. If you are specifying the value, it displays a dialog so that you can search for the institution. The list contains all of the colleges or high schools configured by your organization. Minimum Grade The minimum grade required for the course to transfer to your institution. Start Date If your institution has a range of dates that a transfer course is valid, indicates the start date of the range.

4. Take the appropriate action in the External Institution grid. 

   Task	Action to Take
   Add an existing institution	Select the Add button. Anthology Student displays the dialog based on the value selected for Institute Type The type of the institution. The options are College and High School. . Review, specify, or change the following values. Credits The credits that the student achieved in the course. Date Completed at Prior Institution The date when the item was completed. Date Started If your institution has a range of dates that a transfer course is valid, indicates the start date of the range. End Date If your institution has a range of dates that a transfer course is valid, the end date of the range. Grade Received The grade that the student received for the course. Hours The number of hours associated with the record (e.g., attendance hours, course hours, hours worked) during a specified period. Institution The name of the institution. If you are specifying the value, it displays a dialog so that you can search for the institution. The list contains all of the colleges or high schools configured by your organization. Institution Course The name of the institution course. If you are specifying the value, the system displays a dialog so that you can search for the institution course. The list contains all of the colleges or high schools courses configured by your organization. Minimum Grade The minimum grade required for the course to transfer to your institution. Start Date If your institution has a range of dates that a transfer course is valid, indicates the start date of the range. Select the Ok button. Anthology Student adds an existing institution to the external institution grid.
   Add a new institution and new institution course	Follow the appropriate procedure in Add an Institution and Institution Course. Anthology Student adds a new institution and a new institution course.
   Remove an institution	Select the row in the grid and select the Remove button. Anthology Student removes the selected record.

5. Expand Internal Institution. In the grid, review, specify, or change the following values. You can change the values in the highlighted cells.

   Campus Course Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Campus Course Name The name of the course configured by your institution. Credits to Transfer Number of credits to transfer for the course.

   Hours to Transfer Number of hours to transfer for the course. In Degree Audit If the course selected in the Campus Course list is in the required course list for the program version, Anthology Student selects the check box and displays it in the Degree Progress Audit for the student (Select the Students tile > name of the student in the list > expand Academic Records > select the Degree Progress Audit tile.)

6. Take the appropriate action in the Internal Institution grid. 

   Task	Action to Take
   Add a campus course	Select the Add button. Anthology Student displays a dialog to add a campus course. Specify the following values. Campus Course The equivalent course offered by the campus. If you select a value for Campus Course for a status other than APPROVED, the course is displayed on the Degree Progress Audit under Course Taken not Applied. Credits to Transfer Number of credits to transfer for the course. Hours to Transfer Number of hours to transfer for the course. In Degree Audit If the course selected in the Campus Course list is in the required course list for the program version, Anthology Student selects the check box and displays it in the Degree Progress Audit for the student (Select the Students tile > name of the student in the list > expand Academic Records > select the Degree Progress Audit tile.)   Select the Ok button. Anthology Student adds an existing institution to the external institution grid.
   Remove a campus course	Select the row in the grid and select the Remove button. Anthology Student removes the selected record.

   You can specify Notes Area that displays, or that you can use, to specify comments or additional information related to the record or subject..

7. If your institution has school-defined GPAs that include individual transfer courses in the calculation, expand Additional GPAs and specify the values.

   Credits Attempted The total credits the student attempted on the transcript from the previous institution. Credits Earned The number of credits earned by the student to date. Grade Points The grade points assigned to the letter grade. For example, you can specify that an A- equates to 4 grade points in the GPA (when a standard scale may equate an A- to a 3.75).

   Hours Attempted The number of hours (or credits) attempted by the student during a specified period. Hours Earned The total hours earned by the student for the course or during a specified period (e.g., term, period).

8. If needed, specify the value for Grade Points The grade points assigned to the letter grade. For example, you can specify that an A- equates to 4 grade points in the GPA (when a standard scale may equate an A- to a 3.75). appropriate for how you want the GPA to be calculated.

   How You Want the GPA to Be Calculated	Value to Specify for Grade Points
   Using the grade points configured for the grade and number of credits specified under Transfer Information	0
   Using the grade points you specify under Additional GPAs and the credits you specified under General for the course at the other institution	A value greater than 0

9. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button

After you select Save & Close, Anthology Student updates the values in the "Transfer Units per Student" and "Transfer Units per Program Version" summaries below the Transfer Credits grid:

• "Units Submitted by Student" indicates the credits and hours transferred from an external institution (all statuses)

• "Total Units Transferred" indicates the APPROVED transfer credits and hours.

If You Add Courses From Transfer Credits

If you add a course multiple times for which the Retake Course Selecting "Yes" indicates that this course is subject to retake methodology, meaning it will impact the calculation of all GPAs for every attempt by the student. Generally, credits for this course may be applied only once toward the academic program. Retake methodology does not currently apply to DPA or Pathway courses; if a course with retake=Yes is fulfilled multiple times, additional attempts may be reclassified as Courses Not Applied. Selecting "No" designates the course as a Repeat course, allowing students to enroll multiple times, with each instance contributing to both GPA and DPA category calculations. Repeat courses are exempt from retake methodology, and all attempts are included in GPA evaluations. is configured as No in the Courses page (Select the Configuration tile > expand Academic Records > select Courses.), Anthology Student displays multiple times in:

• The Course Requirements accordion of Degree Progress Audit page (Select the Students tile > select the name in the Students list > expand Academic Records > select the Degree Progress Audit tile.) and in

• Student Courses (Select the Students tile > select the name in the Students list > expand Academic Records > select the Student Courses tile.)

Implications in Changes for Approved Transfer Credits

If you have configured values for the approved transfer credits or hours and you save the transfer credits record for a student, Anthology Student automatically validates that the approved credits or hours do not exceed the overall limit and the additional (child) limits configured for:

• Program version
• Area of study

Procedure to Delete a Transfer Credit

1. Verify that the program version is correct. If not, select All Program Versions or the specific program version in the Program Version list.

2. Highlight the record you want to delete.

3. Select the Delete button on the toolbar.