Transfer Credit: Best Practices for Small Colleges. Michael Sherman, MA Senior Registrar, Westwood College, Chicago Loop Campus April 24, 2010
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1 Transfer Credit: Best Practices for Small Colleges Michael Sherman, MA Senior Registrar, Westwood College, Chicago Loop Campus April 24, 2010
2 Gathering evidence to solve the mystery of The Successful Evaluation Know the rules Prepare for the Evaluation Start the Evaluation Know when to bring in the Specialists Case Solved Completing the Evaluation 2
3 Know the rules- It s the law ma am!
4 Know the rules cont Be well versed on your school s transfer credit rules as published in the course catalog. What is the definition of an official transcript? Issued to student Faxed Hand delivered in a sealed envelope School to school by mail Electronic transcripts (security code) National Student Clearinghouse
5 Know the rules cont Time limit on credits Major / core level courses Mathematics IT / Computer Courses Law courses Any time limit on credits should be published in course catalog
6 Know the rules cont Accreditation National vs. Regional Accreditation Mode of Delivery Online vs. Brick and Mortar Required Grades C, C-, D Required Credits
7 Know the rules cont Standardized Tests CLEP DANTES International Baccalaureate Advanced Placement Articulation Agreements
8 Preparing for the Evaluation
9 Preparing for the Evaluation Gathering Evidence Is this an official transcript? Consider the following: Issued to student stamp? Check postmark on the envelope (same as the school) Date the transcript was printed? Over 2 weeks old? Placed in another envelope? Faxed from a reliable source? Tape on envelope DON T JUDGE
10 Preparing for the Evaluation Verifying Accreditation Legend on back of transcript NOT FULLPROOF Ope.ed.gov\accreditation Chea.org Accreditation agency website
11 Preparing for the Evaluation Verify unit of credit Semester Quarter Transcript legend IPEDS School Website Converting Semester to Quarter / Quarter to Semester Remember 1.5 formula
12 Start the Evaluation On the Case (Analyzing the Evidence)
13 Start the Evaluation On the Case (analyzing the evidence) Eliminate obviously unusable courses Low Grades Old courses Insufficient Credits
14 Analyzing the Evidence cont Have you evaluated this school before? A transfer credit database Strive to be consistent Don t reinvent the wheel with each evaluation We will delve deeper into this issue later
15 Determine Equivalency The puzzle pieces fit
16 Determine Equivalency The puzzle pieces fit 1. Course descriptions 2. College Source/TES 3. Online Catalogs 4. Petition for Course descriptions/ syllabi 5. When to get student involved 6. 80/20 guideline 7. When in doubt send to academics. (More on this later) 8. Posting credits 9. Required signatures? Registrar Program Chair Academic Deans Student 10. Mode & format to inform key stakeholders of evaluation results? / letter/ online degree plan Meeting with student
17 Determine Equivalency - Send for the Specialists (working with Academics) 1. When to send course descriptions to Academics When in doubt DON T GUESS!!! Large amount of credit- get a second opinion No credit get a second opinion 2. Best place to use a given course General Education Open Elective 3. Is it best to grant credit? Are we setting a student up for failure of next course in sequence?
18 Send for the Specialists (working with Academics) Set up regular meetings with Academic Departments Establish evaluation expectations What to look for when evaluating a course Most important elements of the course Key Concepts Commonly used Jargon (get definitions) Review the following with Academics Review your school s transfer credit rules Percentage limit/residency requirements Age limit of credits How to quickly locate a course description
19 Marking a Transcript
20 Marking a Transcript Make copies? Imaged transcript with overwrite ability Write directly on transcript Establish guidelines Consistent Include legend (if codes are used)
21 Example of a Transcript Coding system 1. TR Approved transfer 2. LG Low grade (denied transfer) 3. IC Insufficient credit (denied transfer) 4. RP Repeated course / taken at your school (denied transfer) 5. DV Developmental / not used to fill Grad requirements (denied transfer) 6. WD Withdrawal (denied transfer) 7. TO Too old to transfer (denied transfer) 8. TS Transferred from another school / original transcript required (denied transfer) 9. EX Extra/ no room to use valid course (denied transfer)
22 Developing an approved Transfer Credit Database TES / Course description database Campus management system Excel if no other option
23 What info should go into the transfer database? 1. IPEDS identifier and/or school name 2. Catalog year 3. Course number 4. Course name 5. Lowest required grade 6. Your school s equivalent course
24 Training Your Staff 1. Start simply Enter completed evaluations Update transfer credit database 2. Compare key words in course descriptions 3. Start with General Education courses 4. Move on to program specific evaluations
25 Further Training 1. Review their evaluations BEFORE it is entered into the system 2. Establish a minimum correct percentage 90% for 2 consecutive weeks Don t forget to count unused courses as much as incorrectly used courses
26 Unofficial Evaluations Unofficial transcripts Make no promises to students just an idea Student still must submit official transcript in a timely manner This practice greatly assists admissions
27 Trends in Transfer Credit Academic institutions have been tasked to become more transfer friendly Each year thousands of students transfer from one institution to another Approx. 1/3 of college seniors have transferred at some time in their career Non-transferred credits equal Longer enrollment More tuition payments Additional federal funding Repeated coursework
28 Trends in Transfer Credit cont In 2005, the U.S. Government Accountability Office, suggested to Congress that Title IV eligible schools not deny the transfer of credit on the sole basis of a sending institutions type of accreditation
29 Trends in Transfer Credit cont Statewide required course code systems/articulation agreements Private/For Profit institutions tend to be more transfer friendly Students are shopping transfer credit Transfer credit is becoming a enrollment and retention tool What is the potential relationship between increased PELL eligibility and transfer credit?
30 Work Cited Office, U. S. (2005). Transfer Students Post Secondary Institutions Could Promote More Consistent Consideration of Coursework by not Basing Determinations on Accreditation. Washington D.C.: GAO. Sullivan, J. H. (2005). Hearing on "College Credit Mobility: Can Transfer of Credit Policies Be Improved". Washington D.C.: AACRAO.
31 The End
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