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Student Administration 9.0 Academic Advisement University of Nevada, Las Vegas (UNLV) Copyright 2008 – UNLV and CedarCrestone, Inc. UNLV SA9.0 AA Other Credits Processing BPG.doc Academic Advisement Other Credits Processing Business Process Guide September, 2009 DOCUMENT INFORMATION Module Academic Advisement Author Liz Hall, AA Consultant – CedarCrestone Inc. eReference UNLV SA9.0 AA Other Credits Processing BPG.doc DOCUMENT HISTORY DATE BY ACTION PAGES 09/10/2009 Liz Hall Created Document All Updated Document

Academic Advisement Other Credits Processing Business ......Academic Advisement Other Credits Processing Overview University of Nevada, Las Vegas (UNLV) accepts Military training and

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Page 1: Academic Advisement Other Credits Processing Business ......Academic Advisement Other Credits Processing Overview University of Nevada, Las Vegas (UNLV) accepts Military training and

Student Administration 9.0 Academic Advisement

University of Nevada, Las Vegas (UNLV)

Copyright 2008 – UNLV and CedarCrestone, Inc. UNLV SA9.0 AA Other Credits Processing BPG.doc

Academic Advisement

Other Credits Processing

Business Process Guide

September, 2009

DOCUMENT INFORMATION Module Academic Advisement

Author Liz Hall, AA Consultant – CedarCrestone Inc. eReference UNLV SA9.0 AA Other Credits Processing BPG.doc

DOCUMENT HISTORY

DATE BY ACTION PAGES 09/10/2009 Liz Hall Created Document All Updated Document

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Copyright 2008 – UNLV and CedarCrestone, Inc. UNLV SA9.0 AA Other Credits Processing BPG.doc Page i

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:

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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

Editorial Reviewers’ Checklist (EUA Team)

Document flows well and is easy to read and comprehend

Grammar check complete

Font check complete

Acronym check complete

Numbering check complete

Project Logo correct

Headers and footers correct

Document prints correctly on paper

Document appears correctly when viewed in pdf format

Additional Comments:

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Student Administration 9.0 Academic Advisement

Academic Advisement Other Credits Processing

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

TABLE OF CONTENTS Topic Page

Academic Advisement Other Credits Processing Overview ...........................1 Related Information .............................................................................................2

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

1.0 Academic Advisement: Other Credit - Evaluation......................................3 1.1 Articulating and Posting DD 214 - Other Credit to a New Other Credit Model................3 1.2 Articulating and Posting Military Education - Other Credit to a New Other Credit Model

............................................................................................................................................9 1.3 Articulating and Posting Other Credit to an Existing Other Credit Model ....................14 1.4 Deleting the Equivalency Articulation Row......................................................................16 1.5 Deleting the Other Credit Model ........................................................................................ 19

2.0 Academic Advisement: Transfer Credit Summary ...................................23 2.1 Generating the Transfer Credit Summary ........................................................................23

Expected Outcomes ..........................................................................................28

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Academic Advisement Other Credits Processing Overview University of Nevada, Las Vegas (UNLV) accepts Military training and experience as credit towards the total degree unit requirement. The Military training and experience could be via DD 214 or Military Education. The DD 214 (service separation papers) will be a form/document submitted to the university and the Military Education information is submitted by the student via a transcript. Students who submit DD 214 papers will receive no more than 4.00 units of lower-division elective units. Students with specified training and courses will receive a maximum of 62.00 units of lower-division elective units.

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Related Information

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

PREREQUISITES AND ASSUMPTIONS

PREREQUISITE/ASSUMPTION DETAIL DD 214 Form Student has submitted their DD 214 form to the University Military Education Student has requested their transcript be submitted to the University

Related Documents

RELATED DOCUMENTS

DOCUMENT NAME LOCATION OR LINK TO DOCUMENT

Key Definitions

KEY DEFINITIONS

TERM/ACRONYM PAGE DEFINITION Military Credit Other Credits – Manual Other Credit that represents DD 214 and/or

Military Education. Articulation Term Other Credits – Manual The Articulation Term field is the term in

which the other credit equivalency will be posted to.

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

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1.0 Academic Advisement: Other Credit - Evaluation The Other Credits – Manual component will house all Military Training and/or Experience. This section will focus on other credit that has been approved to meet the total unit requirement.

1.1 Articulating and Posting DD 214 - Other Credit to a New Other Credit Model This section guides you through articulating and posting DD 214 military credit into the Other Credit table. The assumption in this section is that the student’s DD 214 has not been hand-entered nor articulated (evaluated).

Steps:

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

2. Navigate to Other Credits – Manual: Home > Records and Enrollment > Transfer Credit Evaluation > Other Credits - Manual

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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. If “No matching values were found” displays in the search results, click on the

link (If a other credit model is retrieved upon clicking the search button, go to section 2.2 Articulating and Posting Other Credit to an Existing Other 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.

9. Click on the button.

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

2. Click on the button and select Official in the Transcript Level field. 3. Click on the button and select the appropriate program the student is admitted into in

the Academic Program field. 4. The Include in GPA field will default to inactive (DO NOT activate this check-box).

5. Leave the Academic Plan field blank.

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

7. Click on the button.

8. The Group field will default in with 1.

9. The Sequence field will default in with 1.

10. Click on the icon.

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11. Type in DD 214 in the Other Credit field.

12. Type in DD 214 in the Short Desc field.

13. Type in DD 214 in the Long Description field.

14. Leave the Other Credit Type drop-down box blank.

15. The Evaluation Date field will default in with the current date.

16. Click on the button in the Course ID field to select the TRCR LDELEC course from the Course Catalog.

17. The Offer Nbr field will default in with the Offer Nbr from the Course Catalog.

18. Type in the number of military units awarded in the Units Transferred field.

19. The Grading Scheme field will default in with UGD.

20. The Grading Basis field will default in with TRN.

21. The Official Grade field will default in with TR.

22. Click on the Include in FA WI Stats check-box to activate (this MUST be turned on).

23. Click on the button.

24. Click on the button.

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25. Click on the Other Credit by Term tab at the top of the page.

26. Click on the button.

27. Click on the button.

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28. The diagram above has a Model Status of Posted, which means the student has been term activated in his career/program and nothing needs to be done with his other credit in the future (except for adding more military credit 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 his career/program at the time the other credit was posted. This will require additional action after he has been term activated for the term the other credit was articulated to. Refer to the UNLV SA 9.0 AA Copy TC Units Processing business process guide to learn how to change a model status from Complete to Posted.

29.

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

30. Click on the button.

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1.2 Articulating and Posting Military Education - Other Credit to a New Other Credit Model This section guides you through articulating and posting Military Education credit into the Other Credit table. The assumption in this section is that the student’s Military Education transcript(s) has not been hand-entered nor articulated (evaluated). Steps:

31. Navigate to Other Credits – Manual: Home > Records and Enrollment > Transfer Credit Evaluation > Other Credits - Manual

32. 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). 33.

Click on the button. 34. If “No matching values were found” displays in the search results, click on the

link (If a other credit model is retrieved upon clicking the search button, go to section 2.2 Articulating and Posting Other Credit to an Existing Other Credit Model).

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

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

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

38. Click on the button.

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

40. Click on the button and select Official in the Transcript Level field. 41. Click on the button and select the appropriate program the student is admitted into in

the Academic Program field. 42. The Include in GPA field will default to inactive (DO NOT activate this check-box).

43. Leave the Academic Plan field blank.

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

45. Click on the button.

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46. The Group field will default in with 1.

47. The Sequence field will default in with 1.

48. Click on the icon.

49. Type in MILITARY CREDIT in the Other Credit field.

50. Type in MLTRY CRDT in the Short Desc field.

51. Type in MILITARY CREDIT in the Long Description field.

52. Leave the Other Credit Type drop-down box blank.

53. The Evaluation Date field will default in with the current date.

54. Click on the button in the Course ID field to select the TRCR LDELEC course from the Course Catalog.

55. The Offer Nbr field will default in with the Offer Nbr from the Course Catalog.

56. Type in the number of military units awarded in the Units Transferred field.

57. The Grading Scheme field will default in with UGD.

58. The Grading Basis field will default in with TRN.

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59. The Official Grade field will default in with TR.

60. Click on the Include in FA WI Stats check-box to activate (this MUST be turned on).

61. Click on the button.

62. Click on the button.

63. Click on the Other Credit by Term tab at the top of the page.

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64. Click on the button.

65. Click on the button.

66. The diagram above has a Model Status of Posted, which means the student has been term activated in his career/program and nothing needs to be done with his other credit in the future (except for adding more military credit 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 his career/program at the time the other credit was posted. This will require additional action after he has been term activated for the term the other credit was articulated to. Refer to the UNLV SA 9.0 AA Copy TC Units Processing business process guide to learn how to change a model status from Complete to Posted.

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

68. Click on the button.

1.3 Articulating and Posting Other Credit to an Existing Other Credit Model This section guides you through articulating and posting military credit to an existing Other Credit model. The assumption in this section is that the student’s military credit has been evaluated, but additional military credit documentation has been received. Steps:

69. Navigate to Other Credits – Manual: Home > Records and Enrollment > Transfer Credit Evaluation > Other Credits - Manual

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70. 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).

71. Click on the button.

72. Click on the Other Credit by Term tab at the top of the page.

73.

Click on the button. 74. Click on the Other Credit Detail tab at the top of the page.

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75. The example below shows where a student may have both DD 214 credit and Military Education credit.

76. Click on the button to add the second equivalency row (you will notice the Group

number increases to number 2). 77. Follow steps 10-30 in section 1.1 Articulating and Posting DD 214 - Other Credit to a

New Other Credit Model. -OR- Follow steps 45-68 in section 1.2 Articulating and Posting Military Education – Other Credit to a New Other Credit Model.

1.4 Deleting the Equivalency Articulation Row This section guides you through deleting the other credit equivalency(ies) from the model to start the articulation process over. The assumption in this section is that the student’s military credit has been evaluated. Steps:

78. Navigate to Other Credits – Manual: Home > Records and Enrollment > Transfer Credit Evaluation > Other Credits - Manual

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79. 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).

80. Click on the button.

81. Click on the Other Credit by Term tab at the top of the page.

82. Click on the button.

83. Click on the Other Credit Detail tab at the top of the page.

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84. The example below shows where a student may have both DD 214 credit and Military Education credit.

85. Click on the button at the articulation term row (if you just needed to delete an

equivalency row, not all of the equivalencies, you would click on the button on the equivalency row).

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86. 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 what the model will look like after the button is activated).

87.

Click on the button.

88. Follow steps 10-30 in section 1.1 Articulating and Posting DD 214 - Other Credit to a New Other Credit Model. -OR- Follow steps 45-68 in section 1.2 Articulating and Posting Military Education – Other Credit to a New Other Credit Model.

1.5 Deleting the Other Credit Model This section guides you through deleting the other credit model. An end-user may delete an other credit model because it was articulated to the wrong student record. The assumption in this section is that the student’s military credit has been evaluated. Steps:

89. Navigate to Other Credits – Manual: Home > Records and Enrollment > Transfer Credit Evaluation > Other Credits - Manual

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90. 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).

91. Click on the button.

92. Click on the Other Credit by Term tab at the top of the page.

93.

Click on the button. 94. Click on the Other Credit Detail tab at the top of the page.

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95. Click on the at the other credit model row.

96. 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 what the model will look like after the button is activated).

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97.

Click on the button.

98. Follow steps 1-30 in section 1.1 Articulating and Posting DD 214 - Other Credit to a New Other Credit Model. -OR- Follow steps 39-68 in section 1.2 Articulating and Posting Military Education – Other Credit to a New Other Credit Model.

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2.0 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.

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

Steps:

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

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.

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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.

4. Click on the button.

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).

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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.

Click on the button.

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

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

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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).

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Student Administration 9.0 Academic Advisement

Academic Advisement Other Credits Processing

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Credit Summary.

This concludes the Academic Advisement: Other Credits Processing business process guide.

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Student Administration 9.0 Academic Advisement

Academic Advisement Other Credits Processing

Copyright 2008 – UNLV and CedarCrestone, Inc. Last Revised 10/12/2009. UNLV SA 9.0 AA Other Credits Processing.doc Page 28

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

Create a Other Credit Model

Articulate Other Credit

Update an existing Other Credit Model

Delete an equivalency articulation term row

Delete a Other Credit Model

Generate a Transfer Credit Summary

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