Best Practices: Data Maintenance

Find guidance on transfer data tasks.

This diagram shows a typical workflow at a post-secondary institution when a student requests a transfer credit assessment.

Introduction:

  • Steps 1-2: Alway completed, including sub-steps
  • Steps 3-4: Only completed when an assessment is required
  • Steps 5-6: Alway completed, including sub-steps
  • Step 7: Only completed following an appeal request

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Step 1: Request for Transfer Credit Initiated

Transfer Credit Requests are received through form submission, email, or automatic process.

Step 2: Determine Assessment Needs

Check internal and external systems for previous assessment(s).

  1. Check Transfer Alberta/LPS Catalog
    • Does the Transfer Credit Decision exist in the system?
    • Has another institution previously awarded credit for the course/program?
  2. Check Student Information System (SIS)
    • When was the course/program last assessed?
    • Post-Secondary Institutions (PSI’s) will have different policies regarding the currency of the last assessment. This range is usually between 3-10 years.
    • Has the course/program changed since it was last assessed?
      • If the course/program has changed, how substantial are the changes

*Decision Point:

  • Proceed to Step 3 if:
    • The program has not been assessed or is outside your PSI’s course/program relevance and timeliness.
    • The course/program has changed substantially
  • Proceed to Step 5 if:
    • The course/program has been previously assessed, aligns with your PSI’s policy on relevance and timeliness, and has had no substantial changes since the last assessment.

Step 3: Send Transfer Credit Request to Subject Matter Expert (SME) or Content Reviewer

Course/program requires assessment/re-assessment. Transcripts, course outlines, and other supporting documents are sent to faculty/content reviewers for assessment. If there have been substantial changes to the course/program, those details should also be included in the correspondence.

Step 4: Assessment Results Returned for Processing

Results of the assessment from the Subject Matter Expert (SME) or Content Reviewer reported.

Step 5: Results are Recorded

  1. Record in SIS: Approved or Denied Decisions are Recorded in Student Information Systems (SIS).
  2. Record in Transfer Alberta: Approved Decisions are Recorded in Transfer Alberta.
    • This can be done individually in TCES, or through a bulk upload in DCAR.

Step 6: Results Communicated to Student or Post Secondary Institution (PSI)

Results from review process are released to the student through email, letter, or internal systems.

  • If no credit is awarded, communication should include the decision rationale.
    • Communication should include information about your institution’s appeal process.
  • This is the end of Transfer Credit Assessment Process unless an appeal is requested.

Step 7 (Conditional): Appeal Requested:

An appeal is received through a form, email, or other internal systems by a student or post-secondary institution. The appeal should include additional information/evidence for re-evaluation.

  • Is there a case to proceed with the appeal?
    • If YES, return to Step 3
    • If NO, return to Step 6