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 @
[email protected] 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.