Concept: Transfer Credit

You can use transfer credit to assign students credit at your institution from their previous educational history. You can assign transfer credit to students from:

Coursework on external transcripts from educational institutions.

Education test results. Examples: ACT, SAT, and Advanced Placement (AP) exams.

You can only assign transfer credits from a student’s:

Latest official transcript, based on the issued date.

Official education test results.

For student prospects, you can evaluate preliminary transfer credits for their unofficial and official transcripts and test results. See Setup Considerations: Preliminary Transfer Credit.

Transfer Credit Evaluation

In Workday, you can use transfer credit evaluations to automatically assign transfer credit for a student’s external transcript or test result. Workday grants transfer credits based on the rules and policies you’ve defined for transfer credit equivalency, grades, and unit conversion.

For transfer credit evaluations, Workday requires that you set up:

A grading scheme on the educational institution.

A transfer grade mapping policy to define internal grade equivalents for external grade point values.

Transfer credit rules for the educational institution or education test.

Unit type conversion policies to convert different unit types from educational institutions.

When you matriculate a student, Workday loads external transcripts and test results from their prospect profile to their student profile. You can set up Workday to automatically initiate a transfer credit evaluation upon matriculation when you use the:

Matriculate Student Applicants

task.

Student Onboarding Event
business process.

You can also manually assign transfer credits after matriculation, or after adding new external transcripts or education test results to a student’s academic record.

Workday provides these tasks that you can use to evaluate and grant transfer credit:

Option	Description
Initiate Transfer Credit Evaluation	Initiate a transfer credit evaluation of an individual student’s official transcript or education test result. You can access this task: From the related actions menu of a student's external transcript or education test. By clicking the Initiate Transfer Credit Evaluation button when you view a transcript or test result.
Launch Mass Transfer Credit Evaluation	Initiate transfer credit evaluations for a select group of transcripts, tests, or students based on your specified criteria. You can review the evaluation results from the Notifications item and drill down on the numbers of external records with successful and unsuccessful evaluations. Successful evaluations include external records that have already been awarded transfer credit. Unsuccessful evaluations might result from: External records that don't meet the requirements of transfer credit rules or conditions. No matching transfer credit rules found.
Assign Student Transfer Credit	Manually enter transfer credits for a student for their external transcript or education test result, without using transfer credit rules. You can use this task to: Edit existing transfer credits, including credits granted from transfer credit evaluations. Lock transfer credits to prevent them from being overridden by future transfer credit evaluations.

Transfer Credit Rules

For transfer credit evaluations, Workday uses the transfer credit rules that you create for educational institutions and education tests. You can create transfer credit rules and define them at these levels of the academic structure, from most to least granular:

Program of study.

Academic level.

Academic unit.

Institution.

Workday can use only 1 transfer credit rule for each coursework and test result. When multiple rules exist, Workday looks for and applies the rule configured at the most granular level for the student:

Workday looks for rules for the student’s program of study.

When no rules apply at the program of study level, Workday then looks for rules for the student’s academic level, academic unit, and institution, in that order.

Once a rule applies, Workday won’t consider rules that exist at less granular levels.

When the coursework or test result doesn't satisfy the applicable rule, Workday won’t grant transfer credit, even if the coursework or test result satisfies a rule at a less granular level.

Example: James transfers into the Economics program in the College of Business and Economics at Alma Mater University. At Bristol Community College, he previously took the course BUS-240 Introduction to Business. Alma Mater University has these transfer credit rules for Bristol:

Transfer Credit Rule Configuration
External Course
Internal Equivalent Course

Accounting (Program of Study)
BUS-240 - Introduction to Business
ACCT-100 - Accounting Fundamentals

College of Business and Economics (Academic Unit)
BUS-240 - Introduction to Business
ECON-120 - Business Economics

Alma Mater University (Institution)
BUS-240 - Introduction to Business
MGMT-103 - Introduction to Management

When you initiate a transfer credit evaluation for James, he receives credit for ECON-120 because it's the most granular transfer credit rule that applies to him. He doesn't receive credit for:
ACCT-100. The transfer credit rule doesn't apply to him because he's not in the Accounting program.
MGMT-103. Although the transfer credit rule at the institution level applies to him, Workday uses the rule at the academic unit level to grant transfer credit for BUS-240.

Transfer Credit Rule Configuration	External Course	Internal Equivalent Course
Accounting (Program of Study)	BUS-240 - Introduction to Business	ACCT-100 - Accounting Fundamentals
College of Business and Economics (Academic Unit)	BUS-240 - Introduction to Business	ECON-120 - Business Economics
Alma Mater University (Institution)	BUS-240 - Introduction to Business	MGMT-103 - Introduction to Management

Additional Considerations for Transfer Credit Evaluations

For coursework on external transcripts, Workday:

Uses the version of the educational institution transfer credit rule that’s effective on the course start date.

Looks for the attempt with the highest grade point value, when the transcript has multiple attempts of the same course. When all attempts have the same grade point value, Workday looks for the most recent attempt based on the course start date.

Doesn’t assign any transfer credit when the applicable transfer credit rule version is configured as

No Internal Equivalent

Only includes the transfer credit in satisfactory academic progress (SAP) evaluations if the credits meet the requirements of the academic record when the credits transfer to your institution. Transfer credits not included in SAP evaluations won't be included in future evaluations, even if they meet requirements of future financial aid period records.

You can configure additional conditions that external coursework must meet to receive transfer credit in transfer credit evaluations:

Acceptable transfer grade point on the institutional transfer credit policy.

Condition rule on the educational institution transfer credit condition rule policy.

Condition rules on transfer credit rules.

When an educational institution transfer credit rule requires multiple external courses, all external courses must meet the conditions and requirements to receive transfer credit from that rule. Workday can only use each coursework to apply to 1 transfer credit rule.

For education test results, Workday:

Uses the version of the education test transfer credit rule that’s effective on the first day of the

Year Taken

for AP test results, or the

Test Date

for all other education test results.

Looks for the test section result with the highest score, when a student has multiple attempts of the same test section in a given test result.

When a student has multiple academic records, Workday awards transfer credit from transfer credit evaluations in this order:

An active academic record that already has transfer credit for the same educational institution or education test.

The earliest active academic record, based on the academic record start date, followed by creation date and time.

You can manually assign transfer credit to the desired academic record on the

Assign Student Transfer Credit

task.

When you initiate a transfer credit evaluation of an external record that’s already used to grant transfer credit, Workday removes all unlocked transfer credits and continues with a new evaluation of the external record.