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 For “Level,” enter UG o Save o Perform Next Block

In the Institution Accreditation block:

o For “Accreditation,” enter the appropriate accreditation agency (click the drop down arrow)

o Save o 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 Enter (NC37): Work History Experience o Enter (NC38): CLEP o Enter (NC39): CDA Certificate o If you need addition codes please email Amber Gazave @

ambergazave@lctcs.edu 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

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

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:

Subject

Course #

Title Credits Used: enter the Number of credit hours the course is

worth (Ex: 3.000)

Save o If:

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

o Make sure the institution has been posted (Hint: Arrow down the cycle through the entries if more than one.)

o If the transcript has already been entered update the received date. o 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

o Perform Next Block

o 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

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

o Hit enter again o Enter the Effective Term (Enter the term the courses was completed at the transferring

institution.) o Hit enter o Skip Term Type(You may type semester or quarter if you wish) o Enter UG in Apply to Level field o Save o Select Exit “X” o Rollback and continue change the “Attendance Period Number” for each semester and

add the appropriate information.

FORM 3: SHATAEQ

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.

Select Exit “X”

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.

ERROR REASON SOLUTION

Error Message: “ERROR Transfer Work in History”

Student has articulation information at another school for same institution you are trying to articulate.

Select Options Select “Equivalent roll” Select Delete from History Save

Error Message: “ERROR” Course not defined, CQUERY to define, NXTFLD to continue.

Course you entered is not recognized by Banner

Courses equivalent needs to be built on SHATATR.

N/A Need to remove a record you entered

Highlight course and select record remove.

Duplicate Screen opened

You are entering in a duplicate course.

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.

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”

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

appropriate information, if applicable.

FORM 2: SHATAEQ

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.

Select Exit “X” o 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.

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 Access GLBDATA o 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

o Perform Next Block

o Save

o Enter the following parameters

88: TERM Application Term

o Perform Next Block

o Save

o Access SZPTRAN

Parameter 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

o Perform Next Block o Save o Click Options

o Click Review Output

o Hit Drop Down Arrow next to file name box.

o Double click file name that ends with lis .

o 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

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 Enter the Attendance Period (Ex. Semester appearing on the transcript) o 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

o Course = enter course number for the equivalent course at your college o Hours o Grade = The transfer grade for your college (Example, student made a A at transferring college

you will enter TA) o Grading Mode = ‘T’ o Title = enter title of equivalent course at your college o Save o 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.