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Administrator Guide
Last Updated: 2025-09-19
Steps: Set Up Transfer Credit Evaluation

Steps: Set Up Transfer Credit Evaluation

You can use transfer credit to:
  • Map the educational experience that students earn from outside your institution to internal credit.
  • Assign the units earned for equivalent coursework at your institution.
  • Calculate a student's grade point average (GPA) on their academic record.
  • Help students satisfy their academic requirements at your institution.
You can set up transfer credit evaluations to automatically articulate transfer credit from student external transcripts and test results, based on transfer credit rules.
You can also configure business processes so that Workday:
  • Automatically evaluates a student’s external records and grants transfer credit when the student matriculates.
  • Reevaluates transfer credit when a student changes their current primary program of study.
  1. Set up educational institutions with:
    • External grading schemes, with the grades that the educational institution grants.
    • Course catalogs, with the courses that you want to grant transfer credit for.
  2. Set up internal grading schemes with the grades that you want to assign to transfer credit registrations.
    Select the
    Include in GPA?
     check box to include a transfer grade in the cumulative GPA and units earned by students.
  3. Edit Domain Security Policies.
    Configure user security access to these domains in the Academic Advising functional area:
    Domain
    Description
    Manage: Student Transfer Credit
    Enables users to:
    • Assign transfer credits to students and initiate transfer credit evaluations.
    • Access the
      Student Transfer Credit Troubleshooting Console
       report.
    Manage: Create Transfer Credit Rules and Evaluate Student Transfer Credit
    Enables users to:
    • Create transfer credit rules for external courses that don’t receive transfer credit from a transfer credit evaluation.
    • Evaluate the external transcript for transfer credit with the new rules.
  4. Edit Business Processes.
    1. Add the
      Transfer Credit Evaluation Service
       step on these business processes:
      • Mass Matriculation Event
         after the
        Matriculate Student Applicants
         step.
      • Student Onboarding Event
        .
      • Student Prospect Data Load Event
        .
    2. (Optional) Add the
      Reevaluate Transfer Credits
       service step after a completion step on these business processes:
      • Add Program of Study Event
      • Change Primary Program of Study Event
      • Change Program of Study Event
  5. (Optional) Access the
    Maintain External Transfer Grade Point Values
     task.
    Create custom grade point values that educational institutions use.
    Security:
    Manage: Educational Institution
     domain in the Academic Foundation functional area.
  6. (Optional) Access the
    Maintain Institutional Transfer Credit Policy
     task.
    As you complete the task, consider:
    Option Description
    Acceptable Transfer Grade Point
    Specify the minimum grade point that a student must earn on an external course that you're willing to accept for transfer credit at your institution. Workday only uses this information in transfer credit evaluations.
    Auto-Lock Transfer Credits
    Select to lock transfer credits from transfer credit evaluations by default.
    Reevaluate Transfer Credits
    When you add the
    Reevaluate Transfer Credits
     service step on the program of study event business processes, Workday keeps a student’s existing transfer credits during reevaluation by default.
    You can select which existing transfer credits to delete when a student’s primary program of study changes:
    • All unlocked transfer credits.
    • Only the unlocked transfer credits granted from transfer credit evaluations, and not transfer credits that are manually assigned or edited.
    Security:
    Set Up: Transfer Credit
     domain in the Student Records functional area.
  7. Define the transfer grades that students will receive at your institution from:
    • Grade point values of grades on external transcripts.
    • Education tests.
  8. Set up unit conversion for your institution so that Workday calculates transfer credit in student units consistently.
  9. Set up unit type conversion rules for educational institutions that have different unit types or convert units differently than at your institution.
  10. (Optional) Access the
    Create Transfer Credit Reason
     task.
    Create reasons that you can assign to transfer credit rules and transfer credits. Assigning reasons provides more detail for tracking and reporting purposes.
    Security:
    Set Up: Transfer Credit Rules
     domain in the Academic Advising functional area.
  11. (Optional) Set up condition rules for educational institution transfer credit rules.
You can now assign transfer credit to students from:
  • Courses on official external transcripts.
  • Official exam and test scores.
You can use the:
  • Academic Unit Policy Viewer
     report to view the institutional transfer credit policies.
  • Find Transfer Credit Reasons
     report to view the transfer credit reasons that you created by institution.
    Security:
    Reports: Transfer Credit
     domain in the Academic Advising functional area.
Evaluate transfer credits for students. See Steps: Evaluate and Manage Transfer Credits.