Student Management System
Transcript Evaluation
Overview
Center for Information Services
Supporting Washington State’s Community and Technical Colleges
3101 Northup Way, Suite 100
Bellevue, WA 98004-1449
Phone 425.803.9700
http://www.cis.ctc.edu
February 2002
Introduction
The Transcript Evaluation Process allows college staff to evaluate and store
student course information that has been transferred from other colleges,
universities, and trade schools. Using this process you can evaluate course
information for both:
electronically received transcripts
printed transcripts
The Transcript Evaluation Process includes two translation tables that you
can set up in advance for use in evaluating transcript information:
Grade Translation Table (SD3002)
Course Translation Table (SD3003)
To evaluate transferred-in course information for students, use the
following online screens:
Transcript Evaluation Screen (SD3004)
Transfer-In Transcript Course Screen (SD3005)
To enter course substitutions into student records, use the Substitute
Transcript Courses Screen (SD3006).
Once transferred in courses are evaluated and accepted, they are added to a
student’s record in the Student Management System and are used by the
following processes:
WAOL searchable course catalog
Requisite checking
Registration appointment priority based on cumulative credits earned
Degree audit
Center for Information Services
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February 2002
Setting Up Translation Tables
The transcript evaluation process includes the following translation tables:
Grade Translation Table (SD3002)
Use the Grade Translation Table (SD3002) to establish suggested
conversions for grades from other colleges to your college’s grading
symbols. The Grade Translation Table is optional; however, if you do not
create this table, you will need to translate incoming grade symbols
individually to the grade symbols that your college uses.
Use the columns on the left side of the screen to indicate grades or grade
ranges being transferred in. Use the columns on the right side of the screen
to indicate your college’s equivalent grades.
SD3002-001
GRADE TRANSLATION TABLE
Gr
[V ]
[N ]
[W ]
[S ]
[CR]
[NC]
[R ]
[P ]
[Z ]
[Y ]
[ ]
[ ]
Decimal
Grade Range
[
]
[
]
[
]
[
]
[
]
[
]
[
]
[
]
[
]
[
]
[3.8]
[3.4]
-
[
]
[
]
[
]
[
]
[
]
[
]
[
]
[
]
[
]
[
]
[4.0]
[3.7]
Gr
[V ]
[N ]
[W ]
[S ]
[CR]
[NC]
[R ]
[S ]
[NC]
[NC]
[A ]
[A-]
Decimal
Gr
[
[
[
[
[
[
[
[
[
[
[
[
]
]
]
]
]
]
]
]
]
]
]
]
SD30020004:Press 'MORE LIST' TO continue to see more records
The grade information that you enter on this screen applies to incoming
grades from any college; it does not reflect grade equivalencies for a
specific college or school.
For complete information about using the Grade Translation Table
(SD3002), including field definitions, see the online documentation on the
CIS Web Site at http://www.cis.ctc.edu
Center for Information Services
-3-
February 2002
Course Translation Table (SD3003)
Use the Course Translation Table (SD3003) to establish translations for
courses from another college, university, or trade school to your college’s
equivalent courses. The Course Translation Table is optional; however, if
you do not create this table, you will need to translate individually — for
each student — each course to the equivalent course at your college.
SD3003-001
COURSE TRANSLATION TABLE
Transfer from Col
[172]
TRANSFER FROM
TRANSLATION TO
Dept
Div
[ENGL
[
[
[
[
[
[
[
[
[
Course
Num
][101
][
][
][
][
][
][
][
][
][
]
]
]
]
]
]
]
]
]
]
Dept
Div
[ENGL
[
[
[
[
[
[
[
[
[
[SPOKANE FALLS COMM COLLEGE]
Course
Num
][110
][
][
][
][
][
][
][
][
][
Course
Ovride
]
]
]
]
]
]
]
]
]
]
Copy From Col [
[
[
[
[
[
[
[
[
[
[
]
]
]
]
]
]
]
]
]
]
Rvsn
Date
[04/28/93]
[
]
[
]
[
]
[
]
[
]
[
]
[
]
[
]
[
]
]
9005:INQUIRY complete
The Course Ovride field is highlighted if the course entered in the
Translation To column does not exist in your college’s Course Catalog
File.
Type Y (yes) in this highlighted field if you want to add the course to
the Course Translation Table even though it does not exist in the
Course Catalog File.
Type N (no) if you do not want to add the course to the Course
Translation Table.
The Rvsn Date field automatically displays the date on which a course
translation was added or changed.
You can also add or change course translation records on the Transcript
Evaluation Screen (SD3004) as you are evaluating transferred-in
information.
For complete information about using the Course Translation Table
(SD3003), including field definitions, see the online documentation on the
CIS Web Site at http://www.cis.ctc.edu
Center for Information Services
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February 2002
Evaluating Student Transcripts
You can use two screens—Transcript Evaluation Screen (SD3004) and
Transfer-In Transcript Courses (SD3005)—to evaluate a student’s
transcript information from other colleges and to accept certain types of
courses, such as waived or nontraditional course requirements.
Note
The transcript evaluation screens (SD3004 and SD3005) can be set to
automatically update the Trnsfr Col Cr (Transfer College Credit) field on
the Admissions Screen (SM2001) when evaluated credits are accepted. The
credit amount is included when registration appointments are assigned,
based on cumulative credits earned. To have accepted transferred-in
credits update the Admissions Screen (SM2001), use the College Parameter
Table (SM5025) to set parameter SM1018 (Configuration Value
Parameter) to Y (yes, update the credit amount in the Trnsfr Col Cr field).
You can use a third screen—Substitute Transcript Courses (SD3006)—to
enter course substitutions into a student’s transcript information.
Center for Information Services
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February 2002
Transcript Evaluation Screen (SD3004)
Typically you will use the Transcript Evaluation Screen (SD3004) to
evaluate course information for students from colleges within the
Washington community and technical college system.
With the Transcript Evaluation Screen, you can:
Evaluate course information received electronically.
Manually enter and evaluate information received on printed
transcripts.
SD3004-002
TRANSCRIPT EVALUATION SCREEN
SID..... [775][75][7575]
Stu Name.... [JONES TIMOTHY
Transfer from Col..... [100] [GREEN RIVER COMMUNITY CO]
Student in SMS system [Y]
YRS
Dept
Div
[9901][ENGL
[
[
][
[
[
][
[
[
][
[
[
][
[
TRANSFER FROM
Course
Dec
Num
Gr
Gr
][101 ] [A ][
][
] [
][
][
] [
][
][
] [
][
][
] [
][
Cr
] [ 5.0]
]
] [
]
]
] [
]
]
] [
]
]
] [
]
]
YRS
]
TRANSLATION TO
Dept Course
Dec
Div
Num
Gr
Gr
[9901][ENGL ][101
[ENGL COMP-I
[
][
][
[
[
][
][
[
[
][
][
[
[
][
][
[
] [A ][
] [
][
] [
][
] [
][
] [
][
Cr
] [ 5.0]
]
] [
]
]
] [
]
]
] [
]
]
] [
]
]
[ 1] of [ 1]
9003:To ADD: enter data, press ENTER
If course information is manually entered from a printed transcript, a
biographic record for the student is automatically created in the TRAN
database (Tran-Stu-D data set).
Courses that you accept are added to the student’s records in the TRNSFRCOURSE-D dataset in the TRNSFR database and the STU-COURSE-D
dataset in the SM database.
Center for Information Services
-6-
February 2002
Actn
Cd
[A ]
[
]
[
]
[
]
[
]
For each transferred-in course you evaluate on SD3004, you use the Actn
Cd field to designate an action, such as accept or reject, that is to occur for
the course. At the same time, you can indicate that the course translation
should update the Course Translation Table (SD3003). Action codes are
one or two characters; the first character designates the action and the
second character (if used) indicates that the Course Translation Table
should be updated. Action codes are as follows:
A
Accept the transferred-in course
for the student and place it in
the Transferred-In Courses file.
AU
Accept the transferred-in course
for the student and place it in the
Transferred-in Courses File
–and–
Update the Course Translation
Table (SD3003) with the course
translation.
H
Hold the transferred-in course
for the student in the Holding
File for future evaluation.
HU
Hold the transferred-in course
for the student in the Holding
File for future evaluation.
–and–
Update the Course Translation
Table (SD3003) with the course
translation for the indicated
college.
R
Reject (do not accept) the
transferred-in course for the
student.
RU
Reject (do not accept) the
transferred-in course for the
student.
–and–
Update the Course Translation
Table (SD3003) with the course
translation for the indicated
college.
For complete information about using the Transcript Evaluation Screen
(SD3004), including field definitions, see the online documentation on the
CIS Web Site at http://www.cis.ctc.edu
Center for Information Services
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February 2002
Transfer-In Transcript Courses (SD3005)
Typically you will use the Transfer-In Transcript Courses Screen (SD3005)
to evaluate course information for students from colleges, universities, and
trade schools outside the Washington community and technical college
system.
With the Transfer-In Transcript Courses Screen, you can add or change the
following types of course information on a student’s transfer records in the
TRNSFR database:
Accept transferred-in courses from another college, university, or
school.
Waive certain course requirements.
Accept nontraditional courses such as CLEP credits, experiential
learning, or military credits.
Before you can enter transcript information for a student on this screen, the
student must have a biographic record in the SM database (Stu-D data set).
SD3005-001
TRANSFER-IN TRANSCRIPT COURSES
SID..... [775][75][7575]
Trnsfr
From
Col
YRS
[
] [
[190]
[190]
[190]
[100]
[100]
[920]
[100]
[
]
[
]
Dept
Div
] [
[9891]
[9891]
[9891]
[9894]
[9901]
[9902]
[9903]
[
]
[
]
[BIOL
[PE
[SOC
[MATH
[ART
[ENGL
[ENGL
[
[
Stu Name.... [JONES TIMOTHY
Course
Num
Gr
Dec
Gr
]
[
] [
] [
][101
][180
][102
][101
][101
][900
][499
][
][
]
]
]
]
]
]
]
]
]
[B
[A
[A
[A
[A
[A
[A
[
[
]
]
]
]
]
]
]
]
]
]
]
]
]
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[
[
[
[
[
[
[
[
[
Course
Eval
Code
Cr
][
[
[
[
[
[
[
[
[
[
]
]
5.0]
3.0]
5.0]
5.0]
5.0]
5.0]
5.0]
]
]
[
]
[TR]
[TR]
[TR]
[TR]
[TR]
[TR]
[TR]
[ ]
[ ]
[ 1] of [ 1]
9023:INQUIRY complete. Enter key data, press function key
For complete information about using the Transfer-In Transcript Courses
Screen (SD3005), including field definitions, see the online documentation on
the CIS Web Site at http://www.cis.ctc.edu
Center for Information Services
-8-
February 2002
Substitute Transcript Courses Screen (SD3006)
Use the Substitute Transcript Courses Screen (SD3006) to enter substitute
courses on a student’s records in the TRNSFR database. A substitute
course will be accepted as meeting a program requirement on the student’s
degree audit.
Before you can enter course substitutions for a student on this screen, the
student must have a biographic record in the TRAN database (Tran-Stu-D
data set).
SD3006-002
SUBSTITUTE TRANSCRIPT COURSES
SID..... [
][
][
]
Stu Name.... [
Course Taken
Dept
Div
YRS
Course
Num
]
Substitute
Educ
Prg Cd
Dept
Div
Course
Num
[
]
[
][
]
[
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[
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[
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]
[
] of [
]
For complete information about using Substitute Transcript Courses (SD3006),
including field definitions, see the online documentation on the CIS Web Site at
http://www.cis.ctc.edu
Center for Information Services
-9-
February 2002