Transfer-In Transcript Courses (SD3005)
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Description
Using Course Evaluation Codes
Using the Screen
o Adding or Changing Transferred-In Course Information
o Viewing Transferred-In Course Information
o Entering Course Waivers
o Entering Credit for Nontraditional Courses
Data Field List
Data Set
Description
Use the Transfer-In Transcript Courses Screen (SD3005):
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To evaluate and accept courses transferred-in from other colleges
To waive course requirements
To accept nontraditional courses used to fill course requirements, such as, CLEP
credits, experiential learning, and military credits
When you use screen SD3005 to enter transferred-in course information, you are not using the
Course Translation Table. You are essentially accepting the transferred-in courses from the
indicated college (or colleges) and manually translating them to the equivalent courses at your
college.
Typically you would use screen SD3005 to enter and evaluate courses from colleges outside
the Washington community and technical college system.
Before you can enter transfer information for a student on screen SD3005, the student must
have a biographic record in the SM database (Stu-D data set).
Accepted courses are added to the student's records in the TRNSFR database. Transferred-in
courses will not appear on a student's transcript from your college.
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 transferredin 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).
Using Course Evaluation Codes
The course evaluation code that you enter on screen SD3005 designates the type of course
being added to the transfer records. The following course evaluation codes are system-defined
and are used for Degree Audit only (they are not with Requisite Checking):
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TR: A transferred-in course
WV: A waived requirement
Do not use the code SB (course substitution) on SD3005. Use the Substitute Transcript
Courses Screen (SD3006) to identify course substitutions.
Using the Screen
Use screen SD3005 to add, change, or view a student's transferred-in course information, to
enter course waivers, and to enter credit for nontraditional courses.
Adding or Changing Transferred-In Course Information
To accept or change transferred-in course information for a student, you must individually enter
each course from another college using the following steps:
1. In the SID field, type the SID of the student whose transferred-in courses you are
entering.
2. In the Trnsfr From Col field, type the college code for the college from which courses
have been transferred.
3. Enter data for the course being transferred into the YRS, Dept Div, and Course Num
fields.
This is the course ID for the equivalent course at your college .
4. Press the key for the function you want: Add (F1) or Change (F2)
5. Enter data in the Gr (grade) or Dec Gr (decimal grade) field and the Cr (credit) field;
make sure that the Course Eval Code field contains the default code TR (transferred-in
course).
6. Press the Enter key.
Viewing Transferred-In Course Information
To view transferred-in course information for a student from all colleges, use the following
steps:
1. In the SID field, type the SID of the student whose transferred-in course records you
want to view.
2. Press the Enter key.
All of the student's transferred-in course records are displayed.
To view transferred-in course information for a student from a specific college, use the following
steps:
1. In the SID field, type the SID of the student whose transferred-in course records you
want to view.
2. In the Trnsfr From Col field, type the college code for the college from which courses
have been transferred.
3. Press the Enter key.
The student's transferred-in course records from the specified college are displayed.
Entering Course Waivers
To waive a course requirement for a student, use the following steps:
1. In the SID field, type the SID of the student for whom you want to grant a course waiver.
2. In the Trnsfr From Col field, type your own college code.
3. In the YRS field, type either Z999 (open-ended year/session) or the specific year/quarter
in which the waiver was granted.
4. Type data into the Dept Div and Course Num fields.
5. Do not enter anything into the Gr (grade), Dec Gr (decimal grade), or Cr (credit) fields for
courses you want to waive.
6. In the Course Eval Code field, type WV (waived requirement).
7. Press the Enter key.
Entering Credit for Nontraditional Courses
For Degree Audit purposes, you can use screen SD3005 to enter credit for nontraditional
courses a student is using to fulfill course requirements at your college. To enter credit for
nontraditional courses for a student, use the following steps:
1. In the SID field, type the SID of the student who has a nontraditional course to add to
transcript records.
2. In the Trnsfr From Col field, type your own college code or 975
3. In the YRS field, type either Z999 (open-ended year/session) or the specific year/quarter
in which credit for the nontraditional course was granted.
4. Type data into the Dept Div and Course Num fields.
5. In the Cr (credits) field and the Gr (grade) or Dec Gr (decimal grade) fields, enter the
assigned credits and grade for the nontraditional course.
6. In the Course Eval Code field, type a code for the nontraditional course as defined on
the TRANSSTAT item (Transcript Status Codes) in the CAA Table Maintenance Screen
(SD4003) (COCO Degree Audit only), for example, CC (course challenge) or CL (CLEP
credits).
Data Field List
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SID (key)
Stu Name (display only)
Trnsfr From Col (key)
YRS (key)
Dept Div (key)
Course Num (key)
Gr
Dec Gr
Cr
Course Eval Code
[ ] of [ ] (display only)
SID (Student Identification Number)
Definition
The identification number of a student.
Length
9 characters
Stu Name (Student Name)
Definition
Display only. The name of a student.
Length
22 characters
Transfer from Col (Transfer from College)
Definition
A code identifying the college from which courses are
transferred (or a general code for waivers and nontraditional
courses).
Length
3 digits
YRS (Year/Session)
Definition
The year/session in which the student took the course (or Z999
for any year/session).
Length
4 characters
Dept/Div (Department/Division Abbreviation)
Definition
The department/division abbreviation (Course ID) of the
equivalent course at your college (or a general code for
nontraditional courses).
Length
5 characters
Course Num (Course Number)
Definition
The course number of the equivalent course at your college (or
a general code for nontraditional courses).
Length
4 characters
Gr (Grade)
Definition
The letter grade earned by the student for the transferred-in
course or nontraditional course. Do not enter a grade for course
waivers.
Length
2 characters
Dec Gr (Decimal Grade)
Definition
The decimal grade earned by the student for the transferred-in
course or nontraditional course. Do not enter a decimal grade
for course waivers.
Length
3 digits
Cr (Credit)
Definition
The number of credits earned by the student for the transferredin course or nontraditional course. Do not enter credits for
course waivers.
Length
4 digits
Course Eval Code (Course Evaluation Code)
Definition
A code designating the type of course being entered into the
Transferred-In Transcript Courses File.
Length
2 characters
Values
TR
WV
College-defined codes
Transferred-in course (default)
Waive course requirement
Assign and enter codes for
nontraditional courses
[ ] of [ ]
Definition
Display only. The first set of brackets indicates the current
screen (or page) number. The second set of brackets indicates
the total number of screens (or pages) of transferred-in course
data that exist for the student from the indicated college.
Data Sets
Additions and changes made on this screen update the following data sets:
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TRNSFR database, Transfer Course Detail (TRNSFR-COURSE-D) data set
SM database, Student Course Detail (STU-COURSE-D) data set