Test Credit Processing20091012 - UNLV · 10/12/2009 · Home > Records and Enrollment > Transfer...

Student Administration 9.0 Academic Advisement

University of Nevada, Las Vegas (UNLV)

Copyright 2008 –UNLV and CedarCrestone, Inc. UNLV SA9.0 AA Test Credit Processing BPG.doc

Academic Advisement

Test Credit Processing

Business Process Guide

August, 2009

DOCUMENT INFORMATION Module Academic Advisement

Author Samuel Moloche-Garcia eReference UNLV SA9.0 AA Test Credit Processing BPG.doc

DOCUMENT HISTORY

DATE BY ACTION PAGES 08/27/2009 Samuel Moloche-

Garcia Created Document All

09/10/2009 Liz Hall Updated Document All

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DOCUMENTATION REVIEW & APPROVAL FORM

REVISION HISTORY

DATE REVIEWER REVIEW INSTRUCTIONS ACTION TAKEN (Subject Matter Expert) (Clarity, accuracy, test

documentation)

(Subject Matter Expert) (Clarity, accuracy, test documentation)

(Subject Matter Expert) (Clarity, accuracy, test documentation)

(Cedar and Client Module Leads)

(Clarity, accuracy, test documentation)

(Chief Editor) (Clarity, style, grammar, format, consistency)

REVIEW/APPROVAL HISTORY

DATE REVIEWER/APPROVER POSITION ACTION CCI & Client Module Leads E.g., Module Lead, Bursar E.g., Approved Subject Matter Expert

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DOCUMENT PLAN

Audiences DOCUMENT PLAN

PRIMARY AUDIENCES SECONDARY AUDIENCES Office of Registrar Degree Audit Team

- Analysts

Office of ________________ Position

- Position Levels

Document Objectives: ▪ Enable end users to use the PeopleSoft application to perform this process ▪ Provide the basis for End User Training Materials

Document Media (check all that apply for final product) Bound paper copies MS Word file of Master Copy on secured drive Pdf file on shared drive Pdf file on Web Other:

Copyright 2008 – UNLV and CedarCrestone, Inc. UNLV SA9.0 AA Test Credit Processing BPG.doc Page iii

QUALITY REIVEW CHECKLIST

Content Reviewers’ Checklist:

Content accurately reflects business processes, policies, and other topics

Process was tested and achieved positive results

Document flows well and is easy to read and comprehend

Document achieves objectives

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Document flows well and is easy to read and comprehend

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Academic Advisement Test Credit Processing

Copyright 2008 – UNLV and CedarCrestone, Inc. Last Revised 10/12/2009. UNLV SA 9.0 AA Test Credit Processing BPG.doc Page 1

TABLE OF CONTENTS Topic Page

Academic Advisement Test Credit Processing Overview ...............................1 Related Information .............................................................................................2

Prerequisites and Assumptions ................................................................................................ 2 Related Documents ....................................................................................................................2 Key Definitions............................................................................................................................ 2

1.0 Academic Advisement: Entering Test Scores ............................................3 1.1 Entering Test Scores for a Single Test ID ..........................................................................3 1.2 Entering Test Scores for Multiple Test IDs.........................................................................5

2.0 Academic Advisement: Test Credit - Evaluation ........................................8 2.1 Articulating and Posting Test Scores to a New Test Credit Model ..................................8 2.2 Articulating and Posting Test Scores to an Existing Test Credit Model ....................... 15 2.3 Deleting the Equivalency Articulation Row......................................................................20 2.4 Deleting the Test Credit Model .......................................................................................... 23

3.0 Academic Advisement: Transfer Credit Summary ...................................26 3.1 Generating the Transfer Credit Summary ........................................................................26

Expected Outcomes ..........................................................................................31




Academic Advisement Test Credit Processing Overview University of Nevada Las Vegas – (UNLV) receives test scores for Advanced Placement (AP), College Level Examination Program (CLEP), and International Baccalaureate (IB). These scores are sometimes received electronically or as a hard copy transcript. Once the Office of Admissions has loaded or hand entered the test scores into the Student Administration system, The Degree Audit & Transfer Team (Registrar Office) will perform a test credit evaluation. This process articulates the test component(s) and score(s) to identify the units allowed toward the total unit requirement as well as identify the course requirements that are satisfied.




Related Information

Prerequisites and Assumptions Before you can successfully perform the Test Credit Processing, it is either required or assumed that each of the following conditions has been met:

PREREQUISITES AND ASSUMPTIONS

PREREQUISITE/ASSUMPTION DETAIL Define a business process for granting Test ID security

The institution will need to develop an acceptable process in approving Test ID security access

Test Scores The student has requested their test scores be sent electronically or by hard copy

Related Documents

RELATED DOCUMENTS

DOCUMENT NAME LOCATION OR LINK TO DOCUMENT

Key Definitions

KEY DEFINITIONS

TERM/ACRONYM PAGE DEFINITION Test ID Test Results The Test ID field identifies how the test was

taken (i.e., through AP, CLEP, IB, SAT, etc.)

Test Component Test Results The Test Component field identifies what test was taken (i.e.; AH = Art History)

Articulation Term Test Credits – Automated The Articulation Term field is the term in which the test credit equivalencies will be posted to.

Model Status Test Credits – Automated The Model Status field identifies the status of the transfer model (i.e., Submitted, Complete, or Posted).




1.0 Academic Advisement: Entering Test Scores The Test Results component will house all test score information. This section will focus on test credit that has been approved to meet total units and course requirements. Other test score information that is not articulated, but found in the Test Results table are ACT, CHALLENGE, ENGLPLACE, ESSAY, GED, GMAT, GRE, IELTS, LSAT, MATHPLACE, MICH, PTE SAT and TOEFL.

1.1 Entering Test Scores for a Single Test ID This section guides you through entering multiple test scores for a single Test ID into the Test Results table. The assumption in this section is that the student’s test scores have not been hand-entered nor have they been loaded electronically.

Steps:

1. Sign in to the Student Administration system (Oracle/PeopleSoft Enterprise).

2. Navigate to Test Results: Home > Records and Enrollment > Transfer Credit Evaluation > Test Results

NOTICE: If test scores have already been hand-entered or loaded electronically to the Test Results table, skip section 1.0 entirely and go straight to section 2.0 Test Credit – Evaluation.




3. Type in the Student’s ID number in the ID field (if the Student’s ID is unknown, search on Last Name and First Name).

4. Click on the button.

5. Click on the button to select the appropriate Testing Agency in the Test ID field. 6. Activate the Checklist Item Update field by clicking on the box.

7. Type in the date the test was taken in the Date field.

8. Click on the to select School from the Data Source field. 9. Click on the to select the Grade Level the student was in at the time the test was

administered in the Acad Level field.




10. Click on the button to select the appropriate test the student has taken in the Component field.

11. Type in the score the student received for the test in the Score field.

12. The Test Date, Data Source, and Acad Level fields will default in from the Default for Components section filled out during steps 7-9.

13. The current date will default into the Date Loaded field.

14. The Stnd Admin field will default to active.

15. Click the button at the Test Components row to add additional test scores for the Test ID selected (if a test score has been added twice by accident, click on the button to delete that test score).


1.2 Entering Test Scores for Multiple Test IDs This section guides you through entering test scores for multiple Test IDs into the Test Results table. The assumption in this section is that the student’s test scores have not been hand-entered nor have they been loaded electronically. Steps:





18. Type in the Student’s ID number in the ID field (if the student’s ID is unknown, search on Last Name and First Name).


20. Click on the button at the Tests row to add an additional Testing Agency and test scores.




21. Follow steps 5-16 in section 1.1 Entering Test Scores for a Single a Test ID.




2.0 Academic Advisement: Test Credit - Evaluation The Test Results component will house all test score information. This section will focus on test credit that has been approved to meet the total units and course requirements. Other test score information that is not articulated, but could be found in the Test Results table are ACT, CHALLENGE, ENGLPLACE, ESSAY, GED, GMAT, GRE, IELTS, LSAT, MATHPLACE, MICH, PTE SAT and TOEFL.

2.1 Articulating and Posting Test Scores to a New Test Credit Model This section guides you through articulating and posting test scores to a new Test Credit model. The assumption in this section is that the student’s test scores have not been evaluated.

Steps:


2. Navigate to Test Credits - Automated: Home > Records and Enrollment > Transfer Credit Evaluation > Test Credits Automated

NOTICE: If test scores have not been hand-entered or loaded electronically to the Test Results Table, go to section 1.0 Academic Advisement: Entering Test Scores.






5. If “No matching values were found” displays in the search results, click on the link (If a test credit model is retrieved upon clicking the search button,

go to section 2.2 Articulating and Posting Test Scores to an Existing Test Credit Model).

6. Type in the Student’s ID number in the ID field.

7. Click on the to select the career the student is currently in, in the Academic Career field.

8. The Academic Institution field should default in with UNLV1.





10. The Model Nbr is system generated and will default in automatically with the next available number.

11. Click on the button and select Official in the Transcript Level field. 12. Click on the button and select the appropriate program the student is admitted into in

the Academic Program field. 13. The Include in GPA field will default to inactive.

14. Leave the Academic Plan field blank.

15. Click on the button to select the first term the student is active in that career and program in the Articulation Term field.





17. Verify the test score met the right internal equivalent course (this may need to be done by utilizing the icons in step 18).

18. The following Chart will define the purpose of each icon (not all the icons will be used while articulating and posting test credit):

Icon

Definition

Allows end-user to edit the equivalent course, unit, grade, requirement designation and repeat code.

Allows end-user to reject the equivalency to prevent it from counting towards units and a course(s), but continues to display the test taken.

Allows end-user to add an additional internal equivalent course. For example, if the equivalency should have been AP 13 is equivalent to ART 201 and 202, this feature allows the end-user to add in ART 202 to the equivalency row.

Allows end-user to delete the internal equivalent course. For example, if the equivalency should have been AP 07 is equivalent to HIST 231, this feature allows the end-user to delete the HIST 232 from the equivalency row.

If a course is rejected, the move to group icon will appear. This allows and end-user to move the test score to an existing equivalency row. For example, if ART 201 requires AP 07 and AP 13, the AP 07 equivalency can be rejected and then moved by typing in the Group number to join the AP 13 equivalency row.

Allows end-user to provide a comment or override reason about the equivalency row if necessary.

If a course is rejected, the delete row icon will appear. This allows an end-user to delete an entire equivalency row to prevent the score from meeting an internal equivalent course.




19. For the Test Credits – Automated process, you must manually go into each equivalency row to turn on the Include in FA WI Stats flag for Financial Aid purposes. Click on the

icon.

20. Click on the Include in FA WI Stats check-box to activate.





22. If there are test scores appearing that are not AP, CLEP, DT, or IB, click on the icon to delete these equivalency row(s) (see the equivalency Group – 4 row in the screen shot above)

23. If an incoming test equivalency has been repeated either by taking another test that has the same equivalency or transferring in a course with the same equivalency, you will want to set the repeat codes appropriately to not allow double counting of units. Click on the icon (see screen shots below).

1st Time Taken:




2nd Time Taken:

24. Once the equivalency rows have been verified, click on the button. 25. Click on the Test Credit by Term tab at the top of the page.

26. Click on the button to verify the total units transferred is correct.





28. If an equivalency needs to be altered after posting, click on the button in order to make those changes on the Test Credit Details page.

29. The diagram above has a Model Status of Posted, which means the student has been term activated in her career/program and nothing needs to be done with her test credit in the future (except for adding more test scores if need be or fixing an error). The diagram below has a Model Status of Complete, which means the student was not term activated in her career/program at the time the test credit was posted or the Academic Program selected on the Test Credit Details page is not the program the student is activated in. If the student was not term activate, this will require additional action after he/she has been term activated for the term the test credit was articulated to. Refer to the UNLV SA9.0 AA Copy TC Units Processing ???? business process guide to learn how to change a model status from Complete to Posted.

2.2 Articulating and Posting Test Scores to an Existing Test Credit Model This section guides you through articulating and posting test scores for an existing Test Credit model. The assumption in this section is that the student’s test scores been evaluated, but additional test scores have been received and entered (or electronically loaded) in the Test Results page.

NOTICE: If additional test scores have not been hand-entered or loaded electronically to the Test Results Table, go to section 1.0 Academic Advisement: Entering Test Scores.




Steps:


31. Type in the Student’s ID number in the ID field (if the Student’s ID is unknown, search

on Last Name and First Name). 32.

Click on the button.




33. The diagrams above show that the student has had a new test score added since her

last test credit evaluation. 34. Navigate to Test Credits - Automated:

Home > Records and Enrollment > Transfer Credit Evaluation > Test Credits - Automated







37. Click on the button (upon activating the Unpost button, the Model Status has changed to Submitted).

38. Click on the Test Credit Details tab at the top of the page.

39. Verify that the previous evaluated equivalencies have the Lock field activated (this Lock option prevents the already evaluated equivalencies from being overwritten when the Fetch button is activated to retrieve the additional test score equivalency).





41. The new test score has been articulated, verify this articulation is correct (DO NOT forget to activate the Include in FA WI Stats check-box).

42. Once the new equivalency row(s) have been verified, click on the button. 43. Click on the Test Credit by Term tab at the top of the page.




44. Click on the button to verify the total units transferred is correct. 45.

Click on the button. 46.

If an equivalency needs to be altered after posting, click on the button in order to make those changes on the Test Credit Details page.

2.3 Deleting the Equivalency Articulation Row This section guides you through deleting test credit equivalencies from the model to start the articulation process over. The assumption in this section is that the student’s test scores have been evaluated. Steps:

47. Navigate to Test Credits - Automated: Home > Records and Enrollment > Transfer Credit Evaluation > Test Credits - Automated






50. Click on the Test Credit by Term tab at the top of the page.

51. Click on the button (notice the Model Status now shows Submitted).





53. Click on the at the articulation term row. 54. A message will appear to verify that the deletion should occur, if yes, click the OK button

and if no, click on the Cancel button (the diagram below shows the message).

55. The diagram below will show what the test credit model will look like after deleting the

Articulation row.

56. The Test Credit Model is now ready for you to start the articulation process over.

57. Follow steps 15-27 from section 2.1 Articulating and Posting Test Scores to a New Test Credit Model.




2.4 Deleting the Test Credit Model This section guides you through deleting the test credit model. An end-user may delete a test credit model because it was articulated to the wrong student record. The assumption in this section is that the student’s test scores have been evaluated. Steps:

58. Navigate to Test Credits - Automated: Home > Records and Enrollment > Transfer Credit Evaluation > Test Credits - Automated







61. Click on the Test Credit by Term tab at the top of the page.

62. Click on the button (notice the Model Status now shows Submitted).


64. Click on the at the test credit model row. 65. A message will appear to verify that the deletion should occur, if yes, click the OK button

and if no, click on the Cancel button (the diagram below shows the message).




66. The diagram below will show what the test credit model will look like after deleting the Articulation row.

67.

Click on the button. 68. If the student’s model was posted to the wrong program, you can use this existing model

that you deleted and follow steps 1-27 from section 2.1 Articulating and Posting Test Scores to a New Test Credit Model. If the student’s model was posted to the wrong student record, leave this model and start over by first updating the Test Results table and then creating a new model for the appropriate student.




3.0 Academic Advisement: Transfer Credit Summary The Transfer Credit Summary component will allow an end-user to view all evaluations for transfer course work, test credit and other credit (military credit) in once place.

3.1 Generating the Transfer Credit Summary This section guides you through how to generate the transfer credit summary.

Steps:


2. Navigate to Transfer Credit Summary: Home > Records and Enrollment > Transfer Credit Evaluation > Transfer Credit Summary

NOTICE I: If transfer credit, test credit and/or other credit has not been evaluated for the student, you will be unable to retrieve the evaluation(s). NOTICE II: DO NOT hand out the Transfer Credit Summary in PDF format to students, faculty, advisors and staff. Either provide them instructions on running the Transfer Credit Report or provide a print out of the Transfer Credit Report to the requestor.




3. Type your Run Control ID (usually your run control is your Username. If you do not have a run control ID, click on the link, type your Username in the box

and then click on the button. DO NOT create multiple run control IDs. Once you have created your first one, continue to use this ID every time you run the transfer credit summary process).


5. Type in the Student’s ID number in the ID field.

6. The Academic Institution field will default in with UNLV1.

7. Leave the All Careers radio button activated (if the student had a transfer evaluation for their undergraduate career and one for their post-baccalaureate career, you could select the Career/Program/Plan radio button and the Academic Career, Academic Program and Academic Plans would become activated to allow you to only run the summary on one career instead of both).

8. The Posted Status drop-down box will default in with All (if you wanted to only see those transfer credit models that had a Completed model status, then you would select Completed from the drop-down box and so on for each model status).




9. Leave the Articulation Term field blank (if you wanted to see only those transfer credit models that were posted to a particular term, you would populate this field).

10. The Articulation Term drop-down box defaults to ascending (if you wanted it to sort descending, then select that option from the drop-down box.

11. Click on the button to save your default settings. 12.


13. The above diagram shows the transfer credit summary. You will notice that the student

has two rows (or two Transfer Credit Types). If you navigate through this summary, you will see that the student has a Course Credits (or Transfer Credit) and Test Credit models that has been evaluated.

14. If you want to run the Transfer Credit Summary on a different student, click on the Selection Criteria tab and follows steps 5-12. If you do not need to, skip this step and go to step 15.

15. If you want to generate this transfer credit summary into a crystal report formatted, PD

file, click on the button at the top right of the page (if you do not skip steps 15-19).




16. Click on the link.

17.

Click on the button until you see the Status of Posted. 18. Click on the link (a new window will open with your PDF file). 19. The diagram bellows shows you a sample of the transfer credit summary as a crystal

report formatted, PDF file.

20. If you would like to generate a new PDF file for a different student, close the PDF file window and it will bring you back to your Transfer Credit Summary – Report Manager window. Click on the link to generate a new Transfer

NOTICE: DO NOT advise students, faculty, advisors and staff using the External GPA and Internal GPA found on the above Transfer Credit Summary PDF file. The External GPA is a calculation based on the students unevaluated incoming transfer course work. The Internal GPA does not calculate because Include in Transfer GPA check-box is not activated (this was a UNLV decision to keep this inactivated, so a resident GPA can be stored in Term History).




Credit Summary.

This concludes the Academic Advisement: Test Credit Processing business process guide.




Expected Outcomes Using this Business Process Guide, you should be able to obtain the following results:

Data enter test scores

Create a Test Credit Model

Articulate test scores

Update an existing Test Credit Model

Delete an equivalency articulation term row

Delete a Test Credit Model

Generate a Transfer Credit Summary

Generate a Crystal Report formatted, PDF file of the Transfer Credit Summary

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