Manage Transfer Credits

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 (Students > select the student > Academic Records > Enrollments )

  • Degree Progress Audit (Students > select the student > Academic Records > Degree Progress Audit)

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 CreditsClosed 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.. (Settings > System > Advanced Features) If your institution has configured:

  • Yes, Anthology Student displays advanced transfer credits configuration. Follow the 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 Add or Edit Basic Transfer Credits.

Transfer Credits for Retake Courses

A transfer course approved as an internal retake course and intended to be included in the calculation of the GPA must:

  • Be flagged as a Retake course when the Transfer Credit process is complete.

  • Be considered in the configured Retake Methodology for the school.

  • Follow all Retake configurations for the course designated by the school (number of retakes allowed, etc.).

The following configurations are required for the accurate transfer of credits for retake courses:

  1. In Settings > System > Advanced Features, enable "Allow Advanced Transfer Credit".

  2. In Settings > System > Campuses > choose a campus > Academic Records > Enrollment, select a “Retake GPA Calc” option.

  3. In Configuration > Academic Records > Grade Scales > choose a Grade Scale > select a grade and select the “Include in GPA?” check box.

  4. In Configuration > Academic Records > Grade Scales > choose a Grade Scale and select a “Retake Methodology” option.

  5. In Configuration > Academic Records > Courses > choose a course and select the applicable values in the “Retakes” section.

Prerequisites

Authorizations:

  • Common - Student - View

Academics - Student Transfer Credit - New, Edit, Delete

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

Access

Students > select the student > Academic Records > Transfer Credits

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 CreditsClosed 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..

Add or Edit Basic Transfer Credits

  1. To:

    • Add an item, select New or Add

    • Edit an item, select its Name

  2. In General, specify the following values.

    Clock HoursClosed The clock hours earned for the course.

    CourseClosed The name of the course at another institution being transferred to your institution.

    CreditsClosed The credits that the student achieved in the course.

    Date Completed

    Date StartedClosed If your institution has a range of dates that a transfer course is valid, indicates the start date of the range.

    End DateClosed If your institution has a range of dates that a transfer course is valid, the end date of the range.

    Grade ReceivedClosed The grade that the student received for the course.

    HoursClosed The number of hours associated with the record (e.g., attendance hours, course hours, hours worked) during a specified period.

    InstitutionClosed 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 GradeClosed The minimum grade required for the course to transfer to your institution.

    Start DateClosed If your institution has a range of dates that a transfer course is valid, indicates the start date of the range.

    Transfer TypeClosed 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. 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 CourseClosed 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

    Grade Closed The grade to transfer for the course.

    Hours to Transfer

    In Degree AuditClosed 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 (Students > select the student > Academic Records > Degree Progress Audit).

    Include Inactive CoursesClosed When selected, includes inactive courses in the Campus Courses list.

    Include Inactive Terms Closed When selected, includes inactive terms in the Term list.

    TermClosed 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 Closed The status of the transfer credit. The statuses you can select for a transfer credit are defined by your institution in Configuration > Academic Records > 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 AttemptedClosed The total credits the student attempted on the transcript from the previous institution.

    Credits Earned

    Hours Attempted

    Hours EarnedClosed The total hours earned by the student for the course or during a specified period (e.g., term, period).

    Minimum GradeClosed The minimum grade required for the course to transfer to your institution.

  5. If needed, specify the value for Grade PointsClosed 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. Save your changes.

Add or Edit Advanced Transfer Credits

  1. To:

    • Add an item, select New or Add

    • Edit an item, select its Name

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

    GradeClosed The grade posted for the enrollment.

    Institute TypeClosed The type of the institution. The options are College and High School.

    TermClosed 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 TypeClosed The type of transfer. The types of transfer are configured by your institution.

    Transfer StatusClosed 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 values. You can change the values in the highlighted cells.

    Course CodeClosed 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 NameClosed The name of the course at another institution being transferred to your institution.

    CreditsClosed The credits that the student achieved in the course.

    Date Completed

    Date StartedClosed If your institution has a range of dates that a transfer course is valid, indicates the start date of the range.

    End DateClosed If your institution has a range of dates that a transfer course is valid, the end date of the range.

    Grade ReceivedClosed The grade that the student received for the course.

    HoursClosed The number of hours associated with the record (e.g., attendance hours, course hours, hours worked) during a specified period.

    InstitutionClosed 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 GradeClosed The minimum grade required for the course to transfer to your institution.

    Start DateClosed 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.

    Task Action to Take
    Add an existing institution

    Select Add. Anthology Student displays the dialog based on the value selected for Institute TypeClosed The type of the institution. The options are College and High School. .

    Review, specify, or change the values.

    CreditsClosed The credits that the student achieved in the course.

    Date Completed at Prior Institution

    Date StartedClosed If your institution has a range of dates that a transfer course is valid, indicates the start date of the range.

    End DateClosed If your institution has a range of dates that a transfer course is valid, the end date of the range.

    Grade ReceivedClosed The grade that the student received for the course.

    HoursClosed The number of hours associated with the record (e.g., attendance hours, course hours, hours worked) during a specified period.

    InstitutionClosed 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 CourseClosed 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 GradeClosed The minimum grade required for the course to transfer to your institution.

    Start DateClosed If your institution has a range of dates that a transfer course is valid, indicates the start date of the range.

    Select Ok.

    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 Remove.

    Anthology Student removes the selected record.

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

    Campus Course Code

    Campus Course Name

    Credits to Transfer

    Hours to Transfer

    In Degree AuditClosed 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 (Students > select the student > Academic Records > Degree Progress Audit).

  6. Take the appropriate action.

    Task Action to Take

    Add a campus course

    Select Add. Anthology Student displays a dialog to add a campus course.

    Specify the following values.

    Campus Course

    Credits to Transfer

    Hours to Transfer

    In Degree Audit

     

    Select OK.

    Anthology Student adds an existing institution to the external institution grid.

    Remove a campus course

    Select the row in the grid and select Remove.

    Anthology Student removes the selected record.

    You can specify Notes as needed.

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

    Credits AttemptedClosed The total credits the student attempted on the transcript from the previous institution.

    Credits Earned

    Grade PointsClosed 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

    Hours EarnedClosed 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 PointsClosed 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. Save your changes.

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 CourseClosed 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 (Configuration > Academic Records > Courses), Anthology Student displays multiple times in:

  • The Course Requirements accordion of Degree Progress Audit page (Students > select the student > Academic Records > Degree Progress Audit) and in

  • Student Courses (Students > select the student > Academic Records > Student Courses)

Implications in Changes for Approved Transfer Credits

If you 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

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 Delete on the toolbar.