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Administrator Guide
Last Updated: 2025-09-19
Create Educational Institution Transfer Credit Rules

Create Educational Institution Transfer Credit Rules

  • Create Educational Institution Courses. Set up the external courses that you want to grant transfer credit for.
  • Create Courses. Set up the internal courses that transfer students will receive credit for.
  • Security:
    Set Up: Transfer Credit Rules
     domain in the Academic Advising functional area.
You can create rules to evaluate transfer credit for external courses from educational institutions, enabling you to:
  • Automate transfer credit evaluation.
  • Make academic advising easier and more effective.
Workday uses these rules for:
  • Transfer credit evaluations for matriculated students, to grant transfer credits from official external transcripts.
  • Preliminary transfer credit evaluations for prospective students.
You can also create transfer credit rules from:
  • Transfer credit evaluations for coursework that doesn’t receive transfer credit. On the summary page of the
    Initiate Transfer Credit Evaluation
     task, click
    Create Rules and Evaluate
     (secured to the
    Manage: Create Transfer Credit Rules and Evaluate Student Transfer Credit
     domain in the Academic Advising functional area).
  • Transfer credits that are manually assigned and don’t have existing transfer credit rules, from the related actions menu of the transfer credit registration.
  1. Access the
    Create Transfer Credit Rule
     task.
  2. From the
    Transfer Credit Type
     prompt, select
    Educational Institution
    .
  3. In the
    Choose What to Configure
     section, select the level of the academic structure at which you want the rule to apply.
  4. Complete the task:
    Option Description
    Educational Institution
    Select the external educational institution from which you want to evaluate transfer credit.
    Inherited Condition Rule
    Displays the transfer credit condition rule that you configured for the institution and educational institution on the
    Maintain Educational Institution Transfer Credit Condition Rule Policy
     task.
    This condition rule automatically applies to the transfer credit rule that you create. Workday takes this condition rule into account when you initiate a transfer credit evaluation.
    External Courses
    Select from the courses in the course catalog of the educational institution.
    When you select multiple external courses, Workday applies the transfer credit rule only when:
    • The student’s external transcript has all of the external courses.
    • All external courses meet the requirements of the rule.
    Effective Date
    Workday applies the transfer credit rule version that’s effective as of the
    Course Start Date
     of the coursework on the external transcript.
    Condition
    Select a condition that students must satisfy to receive transfer credit.
    When there's an inherited condition rule, Workday assigns transfer credit only when students meet both:
    • The condition on the transfer credit rule.
    • The inherited condition rule.
    No Internal Equivalent
    Select to indicate that the external courses don’t have equivalent credit at your institution. When the transfer credit rule applies, Workday doesn’t grant any transfer credits.
    You can use this check box to inactivate the transfer credit rule as of the
    Effective Date
    . Workday retains the transfer credit you previously awarded using this rule.
    Reasons
    Workday only displays transfer credit reasons defined for the
    Institution
    .
    Example: Select a reason to meet state-mandated reporting requirements for transfer credits.
    Minimum Units
    Students can only receive transfer credit when the course units earned on their external coursework meet the minimum number of units that you specify.
    When you set a value of more than 0, Workday displays the
    Unit Type
     field with the unit type of the external courses. When there’s more than 1 unit type across all versions of the external courses, select which unit type Workday uses to:
    • Normalize a student's total earned units from the external courses.
    • Evaluate the student's total earned units against the
      Minimum Units
       threshold.
    Course
    When you select multiple internal courses, Workday grants credit for all of them.
    Maximum Units
    Use Maximum Units
    When you select the
    Use Maximum Units
     check box, you can specify the maximum units to assign to a course.
    When you use maximum units for multiple courses, Workday awards units to them in ascending order, followed by courses without maximum units.
    When you don't use maximum units for any internal courses in the rule, Workday divides the units evenly among them.
  5. Click
    OK
     and
    Done
    .
For transfer credit evaluations of external transcripts, Workday uses the educational institution transfer credit rules to grant transfer credit. On the course history of the external transcript, Workday looks at the:
  • Course units earned to see whether the coursework meets the
    Minimum Units
     requirement on the transfer credit rule.
  • Course units attempted to determine the number of internal units and transfer grade to grant for the transfer credit.
You can use the
View Transfer Credit Rules
 report to view the transfer credit rules that are in effect for an educational institution.
You can edit or delete a transfer credit rule from the related actions menu of the rule.