DISTRICTWIDE BEST PRACTICES

Transcription

1 DISTRICTWIDE BEST PRACTICES DISTRICT TRANSCRIPT EVALUATION STANDARDS Beginning with the Spring 2003 semester, the District Transcript Evaluation Center will begin evaluating transcripts for the DCCCD. In an effort to comply with the standards set by the Southern Association of Colleges & Schools/Commission on Colleges, the TEC will begin this process November 1, It is not the intent that the TEC evaluate the pending previous semester s transcripts. I. What transcripts are to be evaluated? 1. Official transcripts as listed in DCCCD catalog: Complete transcript bearing impression of seal and signature of college/university Electronic transcripts (SPEEDE) 2. DCCCD approved accredited agencies as listed in the DCCCD catalog and must have been accredited at the time the coursework was taken: Middle States association of Colleges & Schools/Commission on Higher Learning New England Association of Schools & Colleges North Central Association of Colleges & Schools Northwest Association of Colleges & Schools/Commission on Colleges Southern Association of Colleges & Schools/Commission on Colleges Western Association of Schools & College/Accrediting Commission for Senior Colleges Western Association of Schools & Colleges/Accrediting Commission for Community & Junior Colleges 3. Active DCCCD credit students are students, who remained enrolled after the certification date. All freshman and sophomore level courses will be evaluated. NOTE: For those who are NOT active, the TEC will evaluate courses for Prerequisite clearance and TSI purposes only. The courses that will be evaluated are for Reading, Writing, or Math prerequisite clearance. The TEC will continues to monitor the non-active students through the end of the semester. If the student becomes an active student, the transcript will be evaluated for all freshman and sophomore level courses. 4. Approved global District-wide special articulation agreement ESS College of Business 5. Those that have received a Bachelor or higher degree, TEC will evaluate courses for Prerequisite clearance, TSI and E-Connect purposes only. The courses that will be evaluated are for Reading, Writing, or Math prerequisite clearance. All other course work will be entered onto EXTR, but not evaluated. NOTE: NOTE: An exception would be the student has indicated an intent to receive a degree or certificate from a DCCCD campus. A special request to complete the evaluation will be accepted from the campus issuing the degree or certificate.

2 II. Transcripts NOT to be evaluated? 1. Unofficial transcripts will NOT be evaluated and should not be scanned. The campus that receives the official transcript is responsible for scanning it. Copies from other DCCCD campuses that are stamped official transcript on file at college should not be scanned and will not be evaluated. 2. Transcripts from out of country schools 3. Military transcripts (Will evaluate DD214 towards PHED credit only) 4. ACE transcripts 5. Individual campus special articulation agreements. 6. Junior and senior level coursework. We will transfer in junior and senior levels of work if the courses have a direct DCCCD equivalent. The remaining courses will be entered in EXTS (detail to EXTR), and would be a campus decision whether to use as electives or not use at all these courses would not be in the student s permanent academic record (STAC). 7. Masters level coursework will not be entered onto Colleague. 8. Those which only have Continuing Education or remedial academic levels. 9. Selected COSC/BCIS courses chosen by the COSC Curriculum Committee, which are 10 years or older. (COSC 1300, COSC 1309, COSC 1315, COSC 1317, COSC 1320, COSC 1401, COSC 1415, BCIS 1405, BCIS 1431 are the selected courses). III. Evaluations to be done at each campus 1. Out of country schools 2. Individual campus articulation agreements 3. Junior and senior level coursework, as approved by the campuses 4. Military transcripts 5. ACE transcripts

3 IV. Preparation of evaluation 1. If a Texas public school, check for CORE completion. If CORE complete, enter this information on the XECC screen. 2. Rule out non-transferable coursework: A. Pre-college level (developmental), orientation, skills, etc. courses B. Grades of W, P, S, X, or I for college level courses C. Transferred coursework listed on a transcript D. Junior/senior/master level coursework, except where exact equivalencies have been established. E. Selected COSC/BCIS courses chosen by the COSC Curriculum Committee, which are 10 years or older. F. CLEP Spanish taken after 8/27/ Convert quarter hours to semester hours using 2/3 formula (credit hours X.666) NOTE: Actual hours put on EXTS, converted hours put on TEEV V. COURSEWORK TO BE TRANSFERRED All freshman and sophomore level credit coursework will be transferred. Standard guidelines are: Active DCCCD credit students. All credit college level coursework will be entered onto EXTR. Only freshman and sophomore level coursework will be entered onto TEEV. Exception: Where exact equivalencies have been established. Transferring grades of A, B, C, D, F, or CR. (P or S if transcript legend shows credit given with grade of C or higher) Articulated, credit by exam, and **CLEP If transcript indicates credit hours received, coursework will be brought in as transfer credit and a grade of CR is used. Additionally, CREDIT TYPE is changed to TC (transfer exam), instead of T (transfer college level). When a semester is not indicated on these courses, the coursework will be transferred in as the first semester attended of the transferring college. **CLEP Spanish will transfer if taken by 8/27/05. DCCCD will no longer transfer after that date. DD214, will transfer in as 4 PHED credits PHED 1100, PHED 1116, PHED 1130, and PHED This is brought in through the NCWS and NCRS screens. Credit will be awarded in the semester that the student went through basic training. When exact transfer course hours differ from what the DCCCD offers, the actual hours taken at the transferring school will be listed on TEEV in field 2. The DCCCD hours will default, but should be changed to the corrected hours. This does not apply to quarter-hours. Quarter hours converted using the.666 conversion chart. Actual hours from transferring school as listed on the transcript will be entered on EXTR Converted quarter hours are entered on TEEV in either field 2 or = = = = = = = = 6.00

4 5.0 = = 6.67 Course descriptions will be checked on all freshman and sophomore level coursework. When the description matches, the course will be brought in as an exact equivalent on field 2 of the TEEV screen. Where the course description differs or cannot be found, that course will be brought in as a subject transfer on field 3 of the TEEV screen. Enter coursework, as it would have been listed in the appropriate academic year s catalog. Ex: BIO 101 pre Fall 1995, BIOL 1406 beginning Fall If a course was not offered at the DCCCD during the semester the transfer course was taken, the course will transfer in as a subject transfer and not an equivalent. When a lab science course list the lab as a separate course and grade, the transfer grade will be determined by averaging the grade points for both courses and entered on either field 2 or 3 of the TEEV screen. Both courses should be added to Colleague through TEEV. When receiving an American government course from an out-of-state college, this will be entered as equivalent to GOVT VI. ENTERING COURSEWORK INTO COLLEAGUE 1. EXTS Enter student s SS# or Colleague ID Choose the college from the resolution screen Detail (F8) to enter coursework in needed Fields Field 1 Name & number of external course (ex: ENGL 1301) Field 2 Beginning date of semester course was taken Fall = 08/31/XX Spring = 1/31/XX Summer I = 6/15/XX Summer II = 7/15/XX Field 3 Ending date of the semester course was taken Fall = 12/31/XX Spring = 5/31/XX Summer I = 7/15/XX Summer II = 8/15/XX Field 4 Title of course Field 5 Credit hours of course Field 6 CR for credit level Field 7 Grade for course Filed 9 Semester course was taken Fall = XXXXFA Spring = XXXXSP Summer I = XXXXS1 Summer II = XXXXS2 If other coursework was taken within that same semester, UPDATE (F9) to add additional courses. If changing semester or all courses entered, FINISH (F10).

5 2. TEEV From the EXTS screen, go to *EQUIV and DETAIL (F8) to get to TEEV. This is where equivalents and subject transfers are entered. Field 2 Enter the exact equivalent courses: course name & number, college level, credit hours, grade scheme (CR), grade, status (TR), *credit type (T), academic level (CR), ending date for semester taken, & semester code. DETAIL (F8) on the last box to enter the User ID. This will take you to the STNC screen. On Field 2, DETAIL (F8) to add User ID code. FINISH (F10) back to the EXTS screen and continue to DETAIL (F8) on each course, adding the exact equivalent coursework --OR Field 3 Enter subject (non-equivalent) courses: A to add, credit hours taken, subject, course level, division code , status (TR), *credit type (T), academic level (CR), semester ending date, semester code, DETAIL (F8) on the last box to enter the User ID. This will take you to the STNC screen. On Field 2, DETAIL (F8) to add User ID code, Enter grade. FINISH (10) back to the TEEV screen. Field 4. Enter course name & number as listed on the transcript. You may also add the course title. FINISH (F10) back to the EXTS screen and continue to DETAIL (F8) on each course, adding the subject coursework. *If CLEP, credit by exam, or advanced placement, this will be changed to TC instead of T. VII. COMPLETION OF WORK 1. Enter evaluation code and date on IASU screen, 2. Enter Communication Mgt. code in IPC/IPCD screens The code will be the campus code and TEEVE (the student has an address listed) or TEEVM (no address listed) ex: 8TEEVM. Each campus will send out letters notifying the student of the transferred hours, using the Communication Mgt. Screens. 3. Enter Eval completion code on WebWise