Transitioning the Transfer Credit Culture from Boos to Woo-Hoos: It’s a Marathon, not a Sprint … … or is it an Obstacle Course? AACRAO 2017 Technology & Transfer Conference

Presenters Adrian R. Cornelius University Registrar University of Maryland adrianc@umd.edu Sandra Quinn Coordinator Transfer Credit Services University of Maryland sjquinn@umd.edu

Overview History of transfer credit at UMD Reorganization/transition of Transfer Credit Services Obstacles and challenges throughout the marathon Boos to Woo-hoos Tools and resources implemented Training materials

History of Transfer Credit at UMD 1992 - Established Transfer Credit Center (TCC) = Admissions + Registrar UMD transfer course articulation database created 2013 - TCC rebranded as Transfer Credit Services (TCS) 2015 - TCS reorganized under the Office of the Registrar Office 2016 - Extensive assessment of TCS Assessment of international transfer credit (Admissions + Education Abroad + Registrar)

Reorganization/Transition of TCS Staffing Transfer course evaluation process Policy and procedure compliance Acceptability vs. Applicability of transfer courses Repeat and duplicate credit policies Prior Learning Credit (e.g. AP, IB, CLEP, A-Level) Business Practices Resources to students, advisors, and support staff

Obstacles and Challenges Technology limitations SIS – Enhancements – Data – Workflow – Articulation database – Imaging Ticketing system – ET errors Varying business practices Record touchpoints – Evaluation process workload – Evaluators’ responsiveness Obtaining syllabi & course descriptions – # of students – Exceptions to policy Communication and the dissemination of information Students – Advisors – Support staff Enforcement of polices and procedures Documentation – Stakeholder engagement & support for compliance – Training TC acceptability v. applicability

Stakeholder Engagement Stakeholders’ agendas Varying degrees of policy enforcement, resulting in “exceptions” “I’ve been here for 20 years …” Communication & support up and down the chain Balancing academic integrity with supporting students

Boos! 2016 AACRAO Tech and Transfer Conference Asked if other institutions post transfer courses to the student’s record with a default acceptability of YES, and then later remove the credits once the courses have been evaluated for acceptability …

Woo-hoos! “Progress is impossible without change, and those who cannot change their minds cannot change anything.” ~ George Bernard Shaw “Without continual growth and progress, such words and improvement, achievement and success have no meaning.” ~ Benjamin Franklin

Technology Change the default acceptability from “YES” to “PENDING” Restrict the display of transfer courses on the student’s record until a baseline evaluation of the courses is completed by TCS Add codes in SIS to better communicate notations on the student record Implement electronic workflow (inquiries, updates, etc.) Investigate issues with ET and ways to improve postings to student records Update ARTSYS (Articulation System for Maryland College and Universities) database Modernize transfer course evaluation system (uAchieve Transfer Articulation) Acquire a new SIS

Business Practices Streamline review of student records (to reduce multiple touch points) Establish expected timeline for the completion of evaluations (10 days) Require third-party international credential evaluation Centralize location for receipt of transcripts Make baseline decisions on acceptability for general elective credit Institute guidelines for exception to policy (rare and extraordinary circumstances?) Implement periodic review of transfer courses for acceptability to UMD (5 years) Staff a table at Orientation Cross-train TCS staff

Stakeholder Engagement Transfer Evaluator Workgroup Documentation (cheat-sheets, spreadsheets, process flowchart, policy FAQs, contacts, etc.) Training/workshops Advisor Guide Proactive Communication (instructions, changes, etc.) Increase e-mail communication with newly admitted students Collaborations (Undergrad Admissions + Orientation + Registrar) to ensure accuracy of information Mass e-mails to currently enrolled students Website enhancements

Tools & Resources Implemented TES (Transfer Evaluation System) - https://tes.collegesource.com/ ARTSYS - http://artsys.usmd.edu/ Wufoo online forms - https://www.wufoo.com/ AACRAO Edge - http://edge.aacrao.org/ ECE (Educational Credential Evaluators) - https://www.ece.org/ Google Translate and Google Translate App Google Drive & Shared Documents

Training Materials Advisor training resources http://www.transfercredit.umd.edu/advisortraining.html Acceptability vs. Applicability of transfer courses Interim SIS/Unofficial Notations cheat sheet Who to Contact When for Assistance cheat sheet Student handouts on domestic and international transfer courses http://transfercredit.umd.edu/handouts/NewTransferInfo.pdf Prior Learning Credit policy - http://www.transfercredit.umd.edu/plc.html Transfer Evaluation Process - http://www.transfercredit.umd.edu/tceval.html Database of Transfer Course Evaluations http://www.transfercredit.umd.edu/tclookup.html

Thank You!

Presenters Adrian R. Cornelius University Registrar University of Maryland adrianc@umd.edu Sandra Quinn Coordinator Transfer Credit Services University of Maryland sjquinn@umd.edu