Official and unofficial transcripts are processed in the “Education” panel in PeopleSoft
Note: External Org ID should be as accurate as possible. If the school's name has changed from what is in our system, please let Erica know so she can update the Ord ID. (i.e. Calvin College changed their name to Calvin university) The transcript you are processing will reflect the most up-to-date name of the institution. If it does not match what shows in peoplesoft, let Erica know.
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Career Data: Career should be set to “Undergraduate” for both official and unofficial transcripts. Seldom will we receive a graduate transcript, but these credits are not transferable and should not be entered.
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Transcript Status: Action should be set to “Received”; Data Source to “School”; Data Medium to “EDI” if sent electronically or “Hard Copy” if a physical copy was mailed; Transcript Type to “Official” for all Official Transcripts; “Unofficial” for all Unofficial Transcripts (they should be marked as official/unofficial in ImageNow before processing); if there is a degree awarded date, Transcript Status should be set to “Final”.
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Transcript Summary: Summary Type should be “Col Overall”
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If processing an Official or Unofficial Transcript: Click into the GPA tab. Depending on the GPA scale used by the college, you will enter “4.0” or “100.”; then the student’s cumulative GPA in the “External GPA” box.
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If processing an Official or Unofficial Transcript: Click into the Units/Credits tab. You will enter the total number of earned credits from that institution only. Do not include other credits that were transferred from a different school to that institution. Some schools list them separately, others will only show transfer credits at the top of the transcript. Only include credits earned at the institution that sent us the record.
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If this is a final transcript with a graduation date or a degree/certificate awarded date, click on the “Courses and Degrees” tab at the top of the page.
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Enter the degree information at the bottom of the page under the “External Degrees” section.
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Both Official and Unofficial transcripts are entered in the same way based on degree type (AA, AB, AAS, AM, AFA, BA, etc.); skip to the Diploma Date box and enter the graduation or degree/certificate date.
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If the student meets our transfer criteria, add the transfer score under test results (See adding test scores procedure doc), if the totals are below a 2.0 GPA or 12 credits look for a grade of C or higher in any 100-level English Composition class.
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Only transcripts for personal interest or degree seeking students need to be routed forward to “EC Transfer to SR”. If a student has only ever been a guest student, it should be routed forward to “EC to SR Complete”.
Important Note: Official transcripts only get entered to the link queue. Unofficial transcripts need to be printed to batches and linked by the person handling the document. If a student uploads the transcript through their Online Center it will appear in the EC Link queue but is still considered unofficial.