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PROCESS OVERVIEW
Purpose: The intent of initial transcript review is to determine the courses that are applicable to an Associate Degree at Sierra College, determine the total number of transferable units and GPA, and to annotate the transcript so this information is easily understood by counselors, evaluators, and other instructional assistants.
Programs Used:
OnBase TES / CollegeSource
NOTE: Having a calculator and scratch paper can make this process easier.
TRANSCRIPT REVIEW and ANNOTATING
1. Bring up the transcript in OnBase.
2. Accreditation Review the back of the transcript and/or TES to determine the school’s accreditation. We ONLY accept credit from REGIONALLY ACCREDITED institutions, which include:
Western Association of Colleges & Schools (WASC) Southern Association of College & Schools (SASC) Middle States Association of Colleges & Schools Northwest Accreditation Commission Higher Learning Commission – North Central Association of Colleges & Schools New England Association of Schools & Colleges
3. Course Numbering System Review the back of the transcript and/or TES to find the school’s course numbering system. Use this system to determine which courses are applicable to the Associate Degree, CSU, and UC.
4. Unit Type – Semester / Quarter While still looking at the back of the transcript and/or TES, figure out whether the school is on a quarter or semester system. NOTE: some schools flip flop between the two, so be sure to check date ranges if necessary.
Updated: 3/28/16 Jessica Ward
2016STEP 1: Initial Transcript Review
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5. Annotations in OnBase Use the appropriate note type in OnBase to indicate which courses are excluded, withdraws, non-degree applicable, and upper division. These courses will not be applied to the student’s Sierra record, and they will not be used in total unit counts or GPA calculations. Annotations List:
Yellow Highlight: courses not applicable to the Associate Degree (usually remedial or vocational courses). Included in this category are courses such as arithmetic and pre-algebra.
Red Higlight or Red Arrow: courses that have been repeated, academic renewals, withdraws, AP scores, transferred units, NC/NP grades, and upper division courses. Note: counselors prefer that we use the red highlight as opposed to the arrow.
Blue Highlight: F, WU, and Incomplete grades
Red Elipse: use to circle courses that are still in progress.
Red or Green Text Boxes: use this feature to write text directly on the transcript. Example: “Not Regionally Accredited.” These notes can be seen as soon as the transcript is opened, and they come in handy when you have important information that you want make sure no one else misses.
6. Unit Totals and GPA Calculation Make sure that the courses you highlighted in yellow and red are not included in the final unit and grade point totals to determine the following:
Attempted UnitsAll units attempted excluding lined out courses. Attempted unit totals include CR/P grades, but they are NOT used in GPA calculations.
Passed or Earned UnitsUnits in which a grade of A, B, C, D, CR, and P was earned.
GPA UnitsUnits in which a grade of A, B, C, D, and F was earned. These units do not include any CR, NC, P, NP units.
Updated: 3/28/16 Jessica Ward
2016STEP 1: Initial Transcript Review
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Quality or Grade PointsGrade Points A 4B 3C 2D 1F 0P/CR 0
GPA = quality pointsgpaunits
Units Grade →Attempted
UnitsPassed/Earned
UnitsGraded Units
Quality Pt
3 B → 3 3 3 93 F → 3 0 3 03 CR or P → 3 3 0 0
3NC or
NP 3 0 0 0
List these totals on the transcript in OnBase by selecting the “Evaluated Semester Units” and/or “Evaluated Quarter Units” from the note options.
Note: If the school is on the quarter system, convert your total units and grade points to semester by
multiplying them by 23 (or 0.667). Your GPA will still remain the same.
Example: 12 quarter units x 23 = 8 semester units
IMPORTANT
When determining a student’s cumulative GPA and many schools are involved, divide the total number of quality points by the total number of graded units:
Attempted Units Passed/Earned Units Graded Units Quality Pt GPASierra 12 6 6 9 9/6 = 1.5ARC 10 10 10 40 40/10 = 4.0
CUM. TOTALS 22 16 16 49 49/16 = 3.06
Updated: 3/28/16 Jessica Ward
2016STEP 1: Initial Transcript Review
