LCTCS BANNER TRANSFER ARTICULATION PROCESS Created by Amber Gazave

Table of Contents Transfer Articulation ..................................................................................................................................... 2 Building Transfer College Data/Information ............................................................................................. 2 Transfer Articulation for Colleges Outside of LCTCS System .................................................................... 6 Access ARTIC – Articulate transfer work from college outside of LCTCS System ................................. 6 Transfer Articulation for Credits Earned by Other Sources ...................................................................... 9 Access CREDIT – Enter other credits ..................................................................................................... 9 Deleting Transfer work articulated incorrectly using SHATAEQ ......................................................... 14 Transfer Articulation within LCTCS system ............................................................................................. 16 Deleting Transfer work articulated incorrectly using SZPTRAN .......................................................... 18 Manual Entry of LCTCS Institutional Work that was NOT Loaded into Banner .................................. 19

Transfer Articulation Building Transfer College Data/Information There are two quickflows you can use to build a transfer college:  

Build – This quickflow brings you through all forms required to build a transfer college in Banner. Build2 – This quickflow only brings you through the two forms required to enter transfer college courses and equivalents.

Access BUILD – These directions provide the directions for the BUILD workflow FORM 1: SOABGTA Entering College Information Key Block: o Enter Transfer Institution Number o Enter 000000 in Term Field o Perform Next Block General Information block: o Enter applicable value in Highest Degree Level Offered field o Enter CA in Acceptance Practice field o Enter SSEM (if semester) or SQTR (if quarter) in Calendar Type and Multiplier field o Save o Perform Next Block Transfer Levels Block: o o o

For “Level,” enter UG Save Perform Next Block

In the Institution Accreditation block: o o o

For “Accreditation,” enter the appropriate accreditation agency (click the drop down arrow) Save Select Exit “X”

Entering Transfer Credit from High School Key Block: o Enter (NC31) High School

o Enter 000000 in Term Field o Perform Next Block General Information block: o Enter DP in Highest Degree Level Offered field o Enter CA in Acceptance Practice field o Save Transfer Levels Block: o For “Level,” enter UG o Save o Ctrl + Page Down Entering Credit by Examination within your institution Key Block: o Enter (NC36) Credit by Examination o Enter 000000 in Term Field o Perform Next Block General Information block: o Enter CR in Highest Degree Level Offered field o Enter CA in Acceptance Practice field o Save Transfer Levels Block: o For “Level,” enter UG o Save o Ctrl + Page Down Entering Credit for Work History Experience, CLEP, Certificates (CDA), etc… Key Block: o Enter o o o o

Enter (NC37): Work History Experience Enter (NC38): CLEP Enter (NC39): CDA Certificate If you need addition codes please email Amber Gazave @ [email protected] to request a new code to be created for a different certificate or other item used to grant credits.

o Enter 000000 in Term Field o Perform Next Block General Information block: o Enter WH for Work History Experience or CE for Certificate or CLEP in Highest Degree Level Offered field o Enter CA in Acceptance Practice field o Save Transfer Levels Block: o For “Level,” enter UG o Save

o Hit “X” exit to next form

FORM 2: SHATGRD 

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Enter Transfer Institution Number in Institution field o College Transcript & High School Transcript: Enter DEFAUL in the default institution field o Credit by Examination: Enter CREDIT in the default institution field. o Work History, Certificate, CLEP, etc…: Enter CRTRAN in the default institution field. Perform Next Block (grades will populate) Save Select Exit “X”

Form 3: SHATATC   

Enter Transfer Institution Number Perform Next Block Scroll down to the last course listing and start on a new line

Field What to Enter Group Leave Blank Primary Leave Blank Term 000000 Level UG Subject Ex. ACCT Course # Ex. 205 Status AC Title Title of Course (ex. Accounting Principles I) Tab over to “Credits” Credits Low enter the minimum Number of credit hours the course is worth (Ex: 3.000) Credits High enter the maximum Number of credit hours the course is worth (Ex: 3.000) Minimum Grade

F

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Click in Next Column Repeat as necessary Save Select Exit “X”

FORM 4: SHATATR  

Enter Transfer Institution Number Perform Next Block o Transferring Course block:  Arrow through until you locate the course you need to articulate  Perform Next Block o

Equivalent Course block:  Enter your college’s equivalent:

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Subject Course # Title Credits Used: enter the Number of credit hours the course is worth (Ex: 3.000) Save

If: 

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your college uses attributes for CAPP  Perform Next Block  Enter all attributes needed  Save  Select Previous Block  Select exit “X” Your college doesn’t use attributes for CAPP  Select Previous Block  Select exit “X”

Transfer Articulation for Colleges Outside of LCTCS System Access ARTIC – Articulate transfer work from college outside of LCTCS System FORM 1: SOAPCOL  Enter Student ID  Perform Next Block  Transfer Institution Block

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Make sure the institution has been posted (Hint: Arrow down the cycle through the entries if more than one.) If the transcript has already been entered update the received date. If the transcript has not been posted, enter the appropriate information: (To add additional colleges click Insert Record.)  Prior College (Institution #)  Transcript Received Date  Enter Admissions Request Code  Check the “Official Transcript” box  Save Perform Next Block Degree Details Block 

If the student earned a degree enter the degree information: 

Enter Degree Details in the appropriate fields, if applicable. Save  Select exit “X”F Select Insert Record Enter Attendance Period information  Enter the earliest term in the attend from  Enter the latest term in the attend to 

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FORM 2: SHATRNS  NOTE: Attendance periods must be built as the term in which the student completed the coursework.  The ID and name should be prefilled  Tab over to “Transfer Institution Number” o If blank enter “1” o If there is a Number in the field click the drop down arrow after the Transfer Institution Number field. A list will appear with the student’s institutions the student has attended. Choose the next available Number.  Tab over to “Attendance Period Number”  Enter Attendance Period Number (there must be a separate attendance period Number for each semester noted on the transcript. This means that you will need to complete the SHATRNS form

for each semester on the student’s transcript.)  Perform Next Block  Transfer Institution block: o Enter the Institution Code (Ex: 1608) o Transcript Received Date will populate with date from SOAPCOL o Check the “Official” box o Save o Perform Next Block Transfer Attendance Period block: o o

Enter the Attendance Period (Ex. Semester appearing on the transcript) Hit enter the acceptance date should prefill

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Hit enter again Enter the Effective Term (Enter the term the courses was completed at the transferring institution.) Hit enter Skip Term Type(You may type semester or quarter if you wish) Enter UG in Apply to Level field Save Select Exit “X” Rollback and continue change the “Attendance Period Number” for each semester and add the appropriate information.

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FORM 3: SHATAEQ      

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Student ID, name, institution code, and institution name should all prefill Perform Next Block For “Attendance Period,” enter the corresponding attendance period built on SHATRNS (semesters that appear on the transcript. Ex. 01=Fall 2006 - 200710; 02=Spring 2007 - 200720 Hit tab For “Level,” enter UG Enter the Subject, Course, and Grade for all courses that need to be entered o Enter Subject o Hit tab o Enter Course o Hit tab the Credit Hours should prefill or hit tab again o Enter Grade Arrow down to the next line to repeat as necessary. Save Select “Options” Select “Perform Articulation” Save Select “Options” Select “Equivalent Roll Info” Select “Roll to History” Save When the “GPA calculation completed” dialogue box opens, click OK.

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Select Exit “X” ERROR Error Message: “ERROR Transfer Work in History”

Error Message: “ERROR” Course not defined, CQUERY to define, NXTFLD to continue. N/A Duplicate Screen opened

REASON Student has articulation information at another school for same institution you are trying to articulate. Course you entered is not recognized by Banner

Need to remove a record you entered You are entering in a duplicate course.

SOLUTION Select Options Select “Equivalent roll” Select Delete from History Save Courses equivalent needs to be built on SHATATR.

Highlight course and select record remove. Under Duplicate find the duplicate course and enter 0 for the first time it was taken, 1 for the second, 2 for the third, and so on.

FORM 4: SAAADMS      

Perform Next Block Locate Application for active term(s) Select the checklist tab If the CL code for the college doesn’t exist on the checklist insert it If the corresponded RC doesn’t exist on the checklist insert it and enter the current date in the received date field; if it exist enter the current date in the received date field. Save

NOTE: If you need to adjust anything after you complete the process above (e.g., credit hours, course title, GPA inclusion/exclusion, etc.), you can do so by going to SHATRNS, entering the appropriate “Transfer Institution Number,” hitting Ctrl + Page Down three times, and cycling through the individual courses and making your adjustments as needed.

Transfer Articulation for Credits Earned by Other Sources Examples of Other Sources: 1. Transfer Credits from High School 2. Credit by Examination within your institution 3. Credit for Work History Experience, CLEP, Certificates (CDA), etc…

Access CREDIT – Enter other credits FORM 1: SHATRNS NOTE: Attendance periods should be built as the term in which the earned the credits. Examples, Credit by Examination – enter term in which the student took and passed the exam; Certificate – enter term in which the student earned the degree; Work History – enter term in which students work history resides.  Enter Banner ID and name should be prefilled  Tab over to “Transfer Institution Number”

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If blank enter “1” If there is a Number in the field click the drop down arrow after the Transfer Institution Number field. A list will appear with the student’s institutions the student has attended. Choose the next available Number. Tab over to “Attendance Period Number” Enter Attendance Period Number Perform Next Block Transfer Institution block: o Enter Code for credit type (Ex: NC37 Work History Credit) o Enter date you are entering the credits o Save o Perform Next Block Transfer Attendance Period block: o o o o o o o o o o

Enter the Attendance Period (look at note above) Hit enter the acceptance date should prefill Hit enter again Enter the Effective Term (look at note above) Hit enter Skip Term Type(You may type semester or quarter if you wish) Enter UG in Apply to Level field Save Select Exit “X” Rollback and continue change the “Attendance Period Number” and add the

appropriate information, if applicable.

FORM 2: SHATAEQ      

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Student ID, name, institution code, and institution name should all prefill Perform Next Block For “Attendance Period,” enter the corresponding attendance period built on SHATRNS Hit tab For “Level,” enter UG Enter the Subject, Course, and Grade for all courses that need to be entered o Enter Subject o Hit tab o Enter Course o Hit tab the Credit Hours should prefill or hit tab again o Enter Grade Arrow down to the next line to repeat as necessary. Save Select “Options” Select “Perform Articulation” Save Select “Options” Select “Equivalent Roll Info” Select “Roll to History” Save When the “GPA calculation completed” dialogue box opens, click OK.

WHAT SHOULD I DO IF Two Transfer Courses are the Equivalent to the Same Course at My College: After Selecting “Perform Articulation” you need to view the courses that have articulated to ensure the same class wasn’t articulated twice for different transfer courses. If two classes were articulated for the same course you will need to record remove or change the course Number for one of the courses. o If you are going to record remove the course: Highlight the course/equivalent you would like to remove Select Record Remove Click “Equivalent Roll Info” (this should bring your cursor to the “History Indicator” box) Select “Roll to History” Save When the “GPA calculation completed” dialogue box opens, click OK.

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Select Exit “X” If you will change the course Number: Select manual in the Articulate Ind Field Delete Course Number and enter XXXX Click “Equivalent Roll Info” (this should bring your cursor to the “History Indicator” box) Select “Roll to History” Save When the “GPA calculation completed” dialogue box opens, click OK. Select Exit “X”

Problems with Grouping  

You enter the both courses that the student took at the other college. You perform the articulation

Problem #1: For the grouping to work you must enter the group number in the group field on SHATAEQ. If you don’t enter a group number the articulate Ind field will state “No equivalent” and the course(s) will not articulate.

You must enter the group code on SHATAEQ for the process to work so all end users that enter information on SHATAEQ would have to be familiar with the grouping for the different colleges.

Problem #2: If the student passed the primary course but didn’t pass the other course grouped with the primary course. Banner will articulate the course, give the student credit, and apply the grade the student made in the primary course.

The only way to resolve this is to manually change the articulate Ind from Successful to Override Edit and change the grade to TF.

Grouping Courses for Articulation If the courses are already on SHATATC you will have to delete them and re-enter them to build the grouping or enter them with a new term.   

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Access SHATATC Select Insert Record 1st courses: o Enter Group Number in group field o One of the courses has to be defined as the primary. The equivalent courses will display when the primary course is displayed o Finish entering the course information: subject, course number, AC status, Title, credit hours, minimum grade “F” 2nd courses: o Enter Group Number in group field o Finish entering the course information: subject, course number, AC status, Title, credit hours, minimum grade “F”

Access SHATATR Build the equivalent course or courses to the primary indicator

Deleting Transfer work articulated incorrectly using SHATAEQ You need to discover what other college(s) have articulated this work for this student. Once you discover the colleges contact the person who was assigned the task to remove CV holds at the college. The contact list is at the following link: https://docs.google.com/spreadsheet/ccc?key=0AoObsdL6SmJ4dFhsN2MwVUNOTzU3MGd1eVQxaW5hS nc&usp=drive_web#gid=0 You will discover them when you do the following: o Access SHATAEQ o Enter student Banner ID or name o Enter Institution number o Perform Next Block o Get a message in hint line that states “Transfer Work in History” o Select Option o Select Equivalent Roll Information o Select Delete from History o Pop-up box will open stating what college has articulated work (notice below the screen shot indicates that DCC is the college that has performed an articulation on this student). Note: Sometimes multiple institutions have articulated the work so you will have to contact all colleges that have the work articulated.

You will need to contact that college and request that they unroll and delete the transfer work from history and correct the issue and reroll to history. o They will need to do the following: Access SHATAEQ Enter student Banner ID or name Enter Institution number Perform Next Block Get a message in hint line that states “Transfer Work in History” Select Option Select Equivalent Roll Information Select Delete from History Pop-up box will open stating what college has articulated work Ok Highlight each record Select Record Remove Continue until all courses have been remove Save o Once all attendance periods and courses have been corrected you are now ready to articulated and roll to history: Select Options Select Perform Articulation Save Select Equivalent Roll Information Select Roll to History Select Save When you are finish correcting the issue contact the original college that contact you to let them know that they can know articulate the work.

Note: If the original college doesn’t have transcript anymore to make the correction. The original college will need to delete the articulated work and attendance periods and let the current college reenter all of the information. Once the current college is complete they should contact old college and let them know that perform the articulation for their college.

Transfer Articulation within LCTCS system Running Transfer Articulation o o

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Access GLBDATA Perform Next Block Twice Parameters

Values

01: Selection ID

ADM_TRAN

02: Selection ID

STU_WITH_ACTIVE_CV_HOLD

03: New Selection Identifier

TRAN_NO_CV_HOLD

04: Description for new selection

TRAN_NO_CV_HOLD

05: Union/Intersection/Minus

M

06: Application Code

ADMISSIONS

07: Creator ID

AMBERGAZAVE

Perform Next Block Save Enter the following parameters

88: TERM o o

Perform Next Block Save

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Access SZPTRAN Parameter

Application Term

Values

01: Term

%

03: Pop Selection Application

ADMISSIONS

04: Pop Selection ID

TRAN_NO_CV_HOLD

05: Pop Selection Creator

Enter your username

06: Pop Selection User ID

Enter your username

07: Audit/Update

A=Audit; U=Update

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Perform Next Block Save

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Click Options Click Review Output Hit Drop Down Arrow next to file name box. Double click file name that ends with lis . Use the .lis file to complete the additional steps

LCTCS Colleges ACT Code 1577 DCC 1607 RPCC 1605 NUNEZ 1573 BPCC 1655 DELTA 1617 NWLTC 5021 NELTC 5064 SOWELA 5035 SCLTC 1615 SLCC 5065 NSHORE 1599 CATC 5015 CENLA 1603 BRCC 5033 FTCC 5034 ATC Note: When you are entering the information on SOAPCOL make sure you use the codes above and not the code for the other campuses.

Deleting Transfer work articulated incorrectly using SZPTRAN Access SHATRNS Enter Student’s Banner ID Enter the Transfer Institution Number Enter in a Attendance Period Perform Next Block Four Times Select Record Remove Select Yes Select Record Remove Select Record Remove Save Perform Next Block Select Record Remove Perform Next Block Select Record Remove Select Yes Select Record Remove Select Record Remove Save Continue until all courses are deleted Roll back Perform Next block Twice Select Record Remove Save Roll Back Enter the next Attendance Period Continue Process until all courses have deleted Roll back Perform Next Block twice Record Remove the Attendance Period Save Continue until all attendance periods are deleted Roll Back Perform Next Block Record Remove College Save Access SHATCKN Enter the Student’s Banner ID Select Options Select “Internal Transfer Articulation History” Query for ‘DCC’ Record Remove all rows for DCC You can now rerun SZPTRAN to articulate the work again

Manual Entry of LCTCS Institutional Work that was NOT Loaded into Banner If the student’s academic history is NOT in Banner because the transfer college didn’t have the data loaded you will have to manually enter the data on SHATRNS. To determine what academic history was NOT loaded into Banner by one of the colleges within the system select the following link: Academic History NOT in Banner. Please NOTE: You can only use this is the college is a college within our system and the academic history doesn’t exist in Banner. If you try to use this for other purposes you will negatively affect the shared system and the student. Please DO NOT use for any other reason.     

Access SHATRNS Enter the Student’s Banner ID Select the drop down arrow next to the institutional selector. If the college isn’t already listed enter the next available number. Select the drop down arrow next to the attendance period field. If blank enter 1 or use the correct attendance period. Perform Next Block

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Transfer Institution block: o Enter the Institution Code (Ex: 1608) o Transcript Received Date will populate with date from SOAPCOL o Check the “Official” box o Save o Perform Next Block

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Transfer Attendance Period block: o o

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Enter the Attendance Period (Ex. Semester appearing on the transcript) Enter the Effective Term (Enter the term the courses was completed at the transferring institution.) o Enter UG in Apply to Level field o Save o Perform Next Block Enter the course work off the transcript using the appropriate fields. o Subject o Course Number o Hours o Grade o Title o Save o Perform Next Block Enter your college Transfer Equivalent o Level = UG o Term = Term the student took the course at transferring college o Subject = enter subject code for the equivalent course at your college

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Course = enter course number for the equivalent course at your college Hours Grade = The transfer grade for your college (Example, student made a A at transferring college you will enter TA) Grading Mode = ‘T’ Title = enter title of equivalent course at your college Save If you:  have more courses to enter for the term select previous block and begin entering the next course.  Need to start entering another attendance period hit the roll back button and begin entering next attendance period then courses.