EMPLOYEE GUIDEBOOK For the Transfer Credit Evaluator€¦ · view/print a student’s record. Campus Community Student Service Ctr (student) Enter Empl ID Search Click here . 3 Modified

1 Modified on 03/20/14 HA

EMPLOYEE GUIDEBOOK

For the Transfer Credit Evaluator

An evaluator determines the equivalency of undergraduate transfer credit courses and/or Credits

earned by exam from national and international institutions.

The evaluation tells the student what previous coursework can be used towards their Hunter degree

either for their Major, Minor or core requirement.

What is CUNYfirst?

CUNYfirst is the City University of New York’s fully integrated resources and services tool, using the

latest technology to serve our students, faculty and staff.

Signing on to CUNYfirst - from anywhere, anytime - allows students to manage their academic

careers and financial accounts in real time and more. It gives faculty additional tools to enhance their

interaction with students. It is also designed to give staff access to powerful processes that connect

with the finance, student administration and human resources functions necessary to operating the

nation's largest urban university.

Detailed steps in navigating CUNYfirst, pertaining to Transfer Credit Evaluation:

Log-in to CUNYfirst website (home.cunyfirst.cuny.edu) using your individually assigned user ID. If

you are a first time user, you may click on the hyperlink “First time users” and create an ID.


Once you have successfully logged in, click on HR/Campus Solutions

View and/or print a copy of the evaluation for the student

You may navigate here to see if a student has any prior Evaluations from Hunter College or to

view/print a student’s record.

Campus Community Student Service Ctr (student) Enter Empl ID Search

Click here


Click on Campus Community and in the expansion click on Student Services Ctr (Student).

Enter the student’s ID and click on the button.

Click on the arrow for “other academic” and select Transfer Credit Report from the drop-down

and click on the icon to display the information.

Evaluating Transfer Credits - Manually

After login in, click on HR/Campus Solutions. Click on the following items in that order:

Records and Enrollment

Transfer Credit Evaluation

Course credits – Manual

Click on Records and Enrollment to expand it and you’ll get to the next screen.

Doe, Jane ID: 12345678


You can click on either one of the Transfer Credit Evaluation link indicated by the arrows above to

get to the following screen.

Click on Course Credits – Manual.


Detailed steps on entering Course Credits - Manually

Navigate To Course Credit – Manual Component:

Click on the tab Add a New Value on the right and insert the student’s ID, Academic Career and

Academic Institution and click on to continue.

Once you click on , it will take you to the screen on page 5:

Model Nbr: The number is tied to the first school entered that the student transferred from. If a student is transferring with credits from three (3) different colleges; there will be a Model Nbr 1, 2 and 3.

Student EMPL ID

Click here

The Academic Career will

always be Undergraduate The Academic Institution

for Hunter College is HTR01

When you ADD a student and get a Search Result, this means that the student

was previously added. You simply click on it and modify record as needed.


Use the Transfer Course Entry Page to enter manual transfer credit data

Click on the icon above to add a row in order to add more courses under the

articulation term 1132. After adding a course, click on the button. To add more courses under that articulation term, keep repeating the same step. To add courses to a new articulation term, click on the

icon located on the right, in the same line as the Articulation Term. To delete a row, click on the button.

Institution to

be evaluated

Type of institution

Official or unofficial

Transcript

Matriculation Term

Intended Major (Optional)

Click here to

add more

courses for

the same

‘Articulation

Term’

Click here to add another

Articulation Term

See elaborate

Screenshot below


NOTE: Student must be Term Activated for the Articulation Term before transfer credit can be ‘Posted’ to the record for the articulation term. If the student is not Term Activated, the evaluation will save as ‘Completed.’

Note: Clicking Save doesn’t post the course on the student’s record. You must POST it. To look up course ID:

Under Equivalent Course, click on the and then In the Subject area, enter the first three or

four discipline letters and click on the button. (See screenshot below).

Year & Term

course was taken

Subj. incoming course

Course # incoming course

Dscrptn Incoming course

Units and Grade of

incoming course

Once course ID

is selected, this

information pops

up

Equivalent course at

Hunter

Save your work

Enter the discipline

Click here


Post

Click the post button to post the transfer credits to the student’s record.

To post the courses added, click on the tab (Use that tab page to calculate

credits to be transferred and Post) and it will take you to this screen below. Click on the

button first then the button and .

NOTE: when ‘calculating’ and ‘posting’ credits, make sure that the Units Taken are equal to Units Transferred. If they are not an equal number, please revise your evaluation under Transfer Course Entry to make sure that the credits on both sides (Incoming Course & Equivalent Course) have an equal number of Units. If the student is coming from a school that operates on a Quarter or Unit system, the Units Taken and Units Transferred will not be equal.

12345678 Doe, Jane

First Second

Last

Click here

Units Taken and Units Transferred should be equivalent

unless the units in the Incoming Courses need to be

converted to semester hours.


Unpost You must first Unpost a record that has already been posted, in order for the system to allow you to add or modify courses to the same articulation term and/or institution.

To Unpost, click on the tab and it will take you to this screen below and click on

and .

Now that you have Unpost the student’s record, you can click on the tab to add more courses to the articulation term.

If you look and compare the last two tables above, you’ll see in the first one, units transferred were 29. Since I added a three credits course, calculate, post and save it, the next table reads 32 units

transferred. If you don’t click on the button before you click the button, it will remain as 29 units transferred.

After clicking the button, check the Model Status to ensure that credits were posted or completed and check the Course Credit Summary section to ensure correct units taken and transferred.

Doe, Jane 12345678


Evaluating CUNY transcripts through Course Credits - Automated.

After logging in to CUNYFIRST, you will see the following screen and you will click on HR Solutions

Another screen will appear (see below) Click on Records and Enrollment Transfer Credit Evaluation Course Credits –

Automated. As you are clicking on these headings, the table will collapse to provide you with the next choice. Below are

screenshots of what you will start off with and what you will end up having as you do the three aforementioned steps.

After clicking on Course Credits-Automated, you will see this screen below with choices of two tabs to choose from:

1. Find an Existing Value. 2. Add a New Value.

Find an existing value is used when the student already has an evaluation and you want to make an update. Add a New Value – is used when the student does not have any evaluation done at all. See screenshot below.


If by mistake you add the student’s EMPL ID, while Find an Existing Value is highlighted and the student does not have any prior evaluation, you will see an error message at the very bottom that reads: No matching values were found. That information of “no matching values were found” should prompt you to click on Add a New Value tab instead. However, if the student already has an existing record at Hunter, you will get a list of CUNY schools on the Search Results (see picture below-on the right side). Under the heading “Search Results”, it lists all the CUNY schools that the student attended in alphabetical order. You will ALWAYS click on the link HTR01 for Hunter College.

Once you click on Add a New Value tab, you have to enter the student’s ID which is also called the EMPL ID followed by the Academic Career and the Academic Institution. Academic Career will always be: Undergraduate and Academic Institution will always be HTR01. See screenshot below:

Once you click on the ADD button, it will take you to the next screenshot below. Every information under the heading “Transfer Credit Model” and “Target Information” will ALWAYS remain the same.

1. Academic Career: UGRD short for Undergraduate

2. Academic Institution: HTR01 short for Hunter College

3. Model Number: It does change however it will come up automatically for you.

Student’s EMPL ID

Undergraduate

HTR01

The following information will

ALWAYS be:

Academic Career: Undergraduate

Academic Institution: HTR01

After entering all of the information above, click on Add

12345678


4. Transcript Level: Official. It should always say Official because official documents are the only ones we accept.

5. Academic Program: UGRD. You can either type UGRD or look it up by clicking the magnifying glass and make the selection.

6. Academic Plan: We always leave this portion blank.

Under the heading “Source Information”, for

7. Credit Source Type: Internal. Click the down arrow and select Internal.

8. Source Career: Undergrad (UGRD), ULAG, UKCC. Always click on the down arrow to view the choices and make the appropriate selection. For

a. LaGuardia Community College, we must click on ULAG. b. Kingsborough Community College, we must click on UKCC. c. Any other CUNY school, we must click on Undergrad.

9. Source Institution: Click on the magnifying glass and make the necessary school selection to evaluate that

school’s courses. Under the heading “Transfer Credit Term”

10. Articulation Term: Click on the magnifying glass to select the Articulation Term: Articulation term is the date that the student matriculated in Hunter.

After entering the four digits for the articulation term, click on Fetch and the courses will appear and then click on the Show all Columns icon.


Below are the list of some of the courses that the student completed at BMCC. The following steps should be executed for each of the courses below until you are done updating all of the student’s courses. Click on the “Edit Equivalent Course” icon

Show All Columns

Jane Doe 12345678


Below are some screenshots of what you will see, once you have clicked on the Edit Equivalent Course icon. Click on the magnifying glass to look up the Course ID for the Equivalent course: BIOL 10000. A Lookup dialog box will open and under Subject Area, type BIOL and for Catalog Nbr: Type the first three digits of the equivalent number and then click on the Look Up button. Now, beneath that Look Up box, you will see the Search Results for BIOL 100 (shown on the third box below). Click on the Course ID number to select it. A box will open showing the new Course ID.

Under the heading “Equivalent Course”, where it reads “Designation”, enter the CUNY Pathway Designation for that course. The CUNY Pathway Designation can be found next to the course, when the student’s transcript is extracted from the BOE program. Once you are done inserting the CUNY pathway designation, click on the OK button and that will take you back to the student’s course listings. Select another Edit Equivalent Course icon to repeat the same process.

Edit Equivalent

Course icon

Jane Doe 12345678


Every now and then, once you are taken back to the student’s course listings, scroll down to the very bottom of the listings and click on the Save button to save the information that you have updated thus far. Saving your work as often as possible, prevents all of the information being lost, if you get booted out of the screen. Courses that have a status of “Rejected” should not be ignored. Go to the website: http://tipps.cuny.edu/ and look up what the Hunter Equivalents are for those courses and make the necessary changes to the student’s record. For example, MAT 206 at BMCC has a status of rejected however when you look it up in TIPPS, it has a Hunter Equivalent of MATH 12500. Courses are constantly being updated on TIPPS therefore, we must always check on TIPPS to see what the Hunter equivalents are for these courses at Hunter. Below are two screenshots of a before and after the evaluation is completed. Comparing the two “Transfer Course Details” you will see that, not only was MAT 206 rejected, PHYS 210 which had a status of rejected, actually has a Hunter Equivalent of PHYS 110LC and PHYS 110LB on TIPPS and those equivalents are reflected in the updates made on the right side.

Now that the student’s BMCC course listings is complete, click on the save button once more then click on the tab “Transfer Summary” at the very top. See screenshots below. Click on Calculate button first then click on Post to post the student’s record. If you fail to execute that part, the student will not be able to see his transfer courses on the system. Once you have calculate and post the student’s transfer credits, the post button has grayed out and now the button unpost is now yellow. To make any corrections/update to the student’s record after you have posted the student’s transfer courses, you will have to click that unpost button then click on the tab “Transfer Course Details” to make any necessary changes. REMINDER: you must ALWAYS click Transfer Summary tab to go back calculate and post the student’s transfer courses, for failure to do so, will result in the student’s being unable to view her transfer courses and that will reduce the amount of credits that she used to have on her record.

http://tipps.cuny.edu/


To fetch another CUNY school to evaluate, under Transfer Credit Model, click on the + button to add a new row and follow the same steps above to evaluate.

First Second


Detailed steps on entering Other Credits - Manually

Click on Records and Enrollment, select Transfer Credit Evaluation and then click on Other

Credit-Manual

- AP’s, CLEP’s, College Now, and Study Abroad are posted under Other Credits - Manually


Click on Add a New Value then enter the students ID, select the Academic Career from the drop

down list and then enter the Academic Institution which is HTR01 for Hunter College and click ADD

Designate the Academic Program (Undergraduate) and Academic Plan (optional), then Designate

the Articulation Term (Note: Student must be Term Activated for the Articulation/Matriculation Term)

Now, Click on the Edit Equivalent Course tab:

The Academic Career will always be

Undergraduate for our purposes

The Academic Institution for Hunter

College is HTR01


Click on the Edit Equivalent Course icon: Enter Other Credit (course type on the original document

eg. CLEP, AP, Study Abroad, College Now), enter Short Desc (discipline) and Long Description (the

whole name as it appears on the original document)

Enter the corresponding Course ID and then the rest of the information corresponding to the course

will come up.

After you have filled in the information needed, click OK.

Click on the Edit Equivalent Course icon


To process a CLEP exam, do the following:

Use a CLEP Examination Sheet to determine which CLEP exam score report is acceptable for

transfer. If a student does not meet the Minimum Score required, you should not transfer it to the

student’s record.

To process an AP exam, do the following:

LAST: Click Here

Exam type

Exam title as it appears on score report and staff initials

Discipline as it is in Hunter

Select CLEP from the dropdown list

Click here to search the course equivalent

Exam type and name as it

appears on score report Discipline as it is in Hunter

Title & score as it appears on score report and staff initials

Select AP from the dropdown list

Click here to search the course equivalent

LAST: Click Here


You must transfer ALL the AP exams the student took. Use the AP Examinations sheet to determine

the course equivalents. If the exam has a low score or if we do not accept that specific exam, you

MUST transfer the course over but make the Equivalent Course non-transferable (course ID: 124841).

To Process College Now Credits, do the following:

You MUST first Check UAPC to confirm that the credits were taken prior to the student’s high school

graduation. If the course was taken prior to graduation, the course must have a grade of ‘C’ or better and then

search for the equivalency for the class in either TIPPS or XCESS before posting it on the student record.

After clicking OK, you will be taken back to the screen seen below:

“Accepted” indicates that the system acknowledged it but does not mean it has been posted on the

student’s record. In some cases, you may see that it says “Rejected,” which means that you should

check what information is missing/wrong for the course equivalent. See next screen to Post the credit.

Once you edit what is making it appear as Rejected, the status will become Accepted:

If it is Rejected, click on to see what information is missing

Other Credit: Type CN for

college now then abbreviated school name followed by abbreviated course name. Short desc: type course

discipline and course number Long desc: the whole course

name and school name as indicated on the transcript Other Credit type: select collegenow from the dropdown Equivalent Course:

Enter the course equivalent, make Units Transferred equivalent to what is on the original transcript, enter the official grade as it is on the transcript. Click OK

Always put your initials followed

by Admissions

Edit Units Transferred and

Official grade to be same as

is on original transcript


Now that the system has Accepted the Credit, you need to post it onto the student’s record. You do

this by clicking on Other Credit by Term. Then you click on Calculate then Post

Navigate back to Other Credit Detail and view that the exams have been posted:

Not posted on students Record Yet

Click Here First

Then Click Here

This “Posted” indicates that

you have posted the credit

SAVE YOUR WORK

Now, click here to Post the credit to the

student’s record


Detailed steps on entering Test Credits - Manually

Click on Records and Enrollment, select Transfer Credit Evaluation and then click on Test Credit-

Manual

This process was used for posting AP credits. As of

February 2014, the process has been changed and now

we post AP’s under Other Credits – Manually, until

further notice.

Click Here

Click Here


Click on Add a New Value then enter the students ID, select the Academic Career from the drop

down list and then enter the Academic Institution which is HTR01 for Hunter College and click ADD

If a student was previously evaluated, their name will come up in Search Results:

Click Here

Click Here

The Academic Institution for Hunter

College is HTR01

The Academic Career will always be

Undergraduate


Designate the Academic Program (Undergraduate) and Academic Plan (optional), then Designate

the Articulation Term (Note: Student must be Term Activated for the Articulation/Matriculation Term)

Now, Click on the Edit Equivalent Course tab:

Click here to select Student

The Academic Program will always be

Undergraduate

This is optional

Enter Matriculation Term

ALWAYS SAVE YOUR

WORK


Click on the Edit Equivalent Course icon: Enter Test ID (test type) and Component (Subject

discipline eg. Hist), enter the Test Date and the Test Score and enter the Data Source (which is ETS

for the AP exams). Percentile should remain empty.

Enter the corresponding Course ID and then the rest of the information corresponding to course will

come up.

Click on the Edit Equivalent Course tab


“Accepted” indicates that the system acknowledged it but does not mean it has been posted on the

student’s record. In some cases, you may see that it says “Rejected,” which means that you should

check what information is missing/wrong for the course equivalent. See next stop to Post the credit.

When Rejected, click on Edit Equivalent Course tab to modify the course information.

Now that the system has Accepted the Test Credit, you need to post it onto the student’s record. You

do this by clicking on Test Credit by Term. Then you click on Calculate then Post:

Click Here

Not posted on students Record Yet

This information pops up on its own; it

is based on the Course ID you typed

under Equivalent Course

Now, click here to Post the credit to the

student’s record

Enter Course ID


You have successfully posted the Test Credit onto the student’s record:

Click Here First

Then Click Here

This “Posted” indicates that

you have posted the credit

SAVE YOUR WORK

EMPLOYEE GUIDEBOOK For the Transfer Credit Evaluator€¦ · view/print a student’s record. Campus Community Student Service Ctr (student) Enter Empl ID Search Click here . 3 Modified

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