TABLE OF CONTENTS


Transfer Credit Courses Section


The Transfer Credit Courses tab is located in the Lead tab on the student’s page:



The tab shows the Transfer Credit Courses table. This table includes information about the credit granted courses the student plans to receive instead of the provided transfer credit courses. 



The school decides whether to exchange a Credit Granted Course for the provided Transfer Credit Course or not, and the decision statuses can be:

  • Pending — no decision yet.
  • Approved — the school approved the exchange.
  • Rejected — the school rejected the exchange.



Adding Transfer Credit Courses


Add a new transfer credit course by clicking Add below the table and filling out the form:

The form includes the following fields in the Transfer Credit Course section:

  • Group — required. Select the group the student is assigned to. 
  • Institution — the institution where the transfer credit course was completed.
  • Course — the transfer credit course. Selecting the Institution + Course combination automatically populates the Course field in the Credit Granted Course section based on the Transfer Credit Courses List. If Institution or Course is cleared, the autopopulated field is reset.
  • Clock Hours — the number of clock hours for the transfer credit course.
  • Credit Hours — the number of credit hours for the transfer credit course.
  • Credit Hours Term — the term type for the credit hours (e.g., Semester).
  • Grade — the grade received for the transfer credit course. The available options are managed in Admin → School Settings → Available Values in Transfer Credit Courses Grades.

The Credit Granted Course section includes:

  • Program — automatically populated based on the program of the student’s selected group, matched against the programs linked to the TCC record.
  • Course — autopopulated based on the selected Institution + Course combination. The field is locked when an existing transfer credit course is selected. It becomes editable only when Add New is selected in the Course dropdown.
  • Status — the school’s decision status: Pending, Approved, or Rejected. Automatically pre-populated based on the status of the matched record in the Transfer Credit Courses List.
  • Reason — the reason for rejection. Displayed and required only when Status = Rejected. The available options are managed in Admin → Lists → Transfer Credit Course Rejection Reasons.
  • Is Finalized — indicates whether the transfer credit course review has been finalized.


Note: A student cannot have the same transfer credit course added twice for the same group. The same transfer credit course is allowed for different groups.


The Institution and Course field values are taken from the lists the school provides and maintains. You can also add new items to those lists directly from the field options using the Add New option.


Reviewing Transfer Credit Courses


To review transfer credit courses, users must have the Review student transfer credit courses permission. Reviewers are assigned per course type at Education → Types of Courses using the Transfer Credit Courses Reviewers field:


Reviewers can receive a daily email notification when courses are added or updated. The notification scope is controlled by the Receive daily notifications about transfer credit courses pending review permission, available in three options: own students, own campuses and programs, or all students.


Once the review decision is made, the reviewer checks the Is Finalized checkbox on the Transfer Credit Course record. The checkbox is available only to users assigned as a reviewer for the respective course type who hold both the View student transfer credit courses and Review student transfer credit courses permissions:



To edit multiple records at once before finalizing, click the Edit button below the table:



The entire table switches to the edit mode, allowing users to update all fields directly in the table:



When all transfer credit courses on the student’s Transfer Credit Courses page are finalized, the student receives an email notification with the review results. The finalized record is locked from further editing: 



Finalized records can be unlocked by users with the Manage student transfer credit course finalization permission. If a record is corrected and re-finalized, the student receives an updated email notification for the modified records only:




Documents in Transfer Credit Courses


Documents from Student Folders can be displayed directly in the Transfer Credit Courses table, allowing reviewers to quickly access supporting documents when reviewing transfer credit courses. Each document is shown as a clickable link in the Documents column. If no documents exist, the cell is left blank:



To enable a document type, go to Admin → Student Folders, open the document type, and enable the Show in Transfer Credit Courses setting: 



Transfer Credit Courses List


The Transfer Credit Courses List is available at Admin → Lists → Transfer Credit Course. Editing it requires the Manage Transfer Credit Courses permission:



The list contains the following columns:

  • Institution — the institution of the transfer credit course.
  • Transfer Number — the number of the transfer credit course.
  • Transfer Title — the title of the transfer credit course.
  • Program — the programs linked to the credit-granted GEGI course. Automatically populated with all programs to which the credit granted course belongs in Education → Courses when a new TCC record is created.
  • Number — the number of the credit-granted GEGI course.
  • Title — the title of the credit-granted GEGI course.
  • Status — the approval status of the transfer credit course mapping: Pending, Approved, or Rejected. Records with the "Pending" status are highlighted in the list until the status is changed to "Approved" or "Rejected".
  • Description — the description of the credit-granted GEGI course.


Each row must satisfy two uniqueness rules simultaneously:

  • The same Transfer Title + Transfer Number + Institution cannot exist more than once in the list.
  • Within the same institution, the same transfer number cannot be mapped to the same credit-granted GEGI course more than once.


Transfer Credit Course Rejection Reasons List


The Transfer Credit Course Rejection Reasons list is available at Admin → Lists → Transfer Credit Course Rejection Reasons and requires the Manage transfer credit course rejection reasons permission:


The list contains the following columns:

  • Title — the name of the rejection reason.
  • Inactive — indicates whether the rejection reason is inactive. Inactive reasons are hidden from selection on new records but remain visible on existing records that already reference them.
Note: Deletion is only allowed for unused rejection reasons. To retire a reason that is already in use, mark it as inactive.


Institutions List


The Institutions list is available at Admin → Lists → Institutions and requires the Manage Institutions permission.


The list contains the following columns:

  • Title — the name of the institution.