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Transferology User Guide for Transfer Specialists


Welcome to Transferology Lab! The Transferology User Guide for Transfer Specialists is written specifically for the powerful role of Transfer Specialist, typically the individual who knows transfer articulation coding the best. Transfer Specialist functions include view equivalencies, ACourse/Iflg, view programs, manage course bundles, manage source schools, and check transfer rules. This User Guide is a brief, function-focused document that was written to guide the user through the application, thereby supplementing the Help and overlay features already built into Transferology.

First, a basic overview of the application is presented, followed by key user functions for Transfer Specialists in the remainder of this guide.


Basics

Before proceeding, some basic, higher-level details about navigation, access, and design of the application can assist you as you work. Click here for the basics!


Upon successful login to Transferology Lab, School Management page is generated. The menu bar is populated with three options:

  1. Advising & Recruiting menu
  2. Rule Management menu
  3. School Profile menu
  4. User menu

These menus contain functionality that is specific to the logged in Transfer Specialist, as described in detail below.


Transfer Specialist Functionalities

Advising & Recruiting menu

The Advising & Recruiting menu contains functionalities that include equivalencies, course bundles, and programs.

Equivalencies

Transfer Equivalencies is a robust feature of the Lab that allows users to view comprehensive lists of all of the equivalencies that participating schools have defined.

  • Transfer tab
  • Find a Replacement Course tab
  • ACourse/IFlg tab *

*  ACourse/IFlg functionality is restricted to Transfer Specialists only.

​To learn more, see the Transfer Equivalencies page.

ACourse/IFlg tab

NOTE:
ACourse/IFlg is restricted to Transfer Specialists only. 

ACourse (Alternate Course) and IFlg (Institution Flag) are fields found in DARwin and u.achieve that allow encoders to assign alternate identities to target transfer courses.The ACourse/Iflg tab allows Transfer Specialists to evaluate and apply "weight" to generic transfer courses so that they can get a more accurate score when performing matching of student courses within Transferology.

To learn more, see the ACourse and Iflg tab page.

Course Bundles

The Course Bundles functionality simulates the student's user experience in Transferology by allowing users to locate schools that accept transfer coursework and run student audits. Users have the capability to create multiple bundles, thereby streamlining their workflow.

  • Transfer
  • Replacement
  • Empty

To learn more, see the Course Bundles page.

Programs

The Programs page allows Lab users to view the program lists for different schools to create What-if audits (where available). Programs may be run for any school with integration connected to its degree audit.

To learn more, see the Programs page.

Rule Management menu

The Rule Management menu contains the functionalities specific to the Transfer Specialist:

* Functionalities restricted to Transfer Specialists only.

Manage Source Schools

NOTE:
Manage Source Schools is restricted to Transfer Specialists only.

Manage Source Schools is a functionality that allows Transfer Specialists to manage the linkages established between a source school's name and it's code, including mapping the school IDs of "unknown" source schools. A source school is a school that the Transfer Specialist's institution accepts transfer credit from.

To learn more, see the Manage Source School page.

Check Transfer Rules

NOTE:
Check Transfer Rules functionality is restricted to Transfer Specialists only.

Check Transfer Rules serves as a reference area within Transferology to help guide the changes that a Transfer Specialist may (or may not) perform on institutional transfer rules. The percentage match of the transfer rules between the Source School and your school indicates the level of equivalency.

To learn more, see the Check Transfer Rules page.

Glossary Messages

NOTE:
Glossary Messages functionality is restricted to Transfer Specialists only. 

Glossary Messages are helpful messages and explanations that can be configured by Transfer Specialists to assist non-encoders (e.g., students, advisors) in understanding the higher education terminology sometimes used in transfer articulation rules. Use the new Glossary Message page to create, edit, and delete Glossary Messages.

To learn more, see the Glossary Messages page.

Popular Courses

The Popular Courses function allows Transfer Specialists to evaluate their own institution's equivalencies and compare them to other schools in an effort to identify areas of improvement. By focusing on which course students are actually taking and transferring from a particular feeder school as opposed to just guessing (i.e., choosing from the whole catalog, looking for general studies indicators), Transfer Specialists can use the list to be proactive about building more rules and, as a result, push their institution to the top of the match list. Defining rules for even the top 20, 30, or 50 results in the Popular Courses report for a specific feeder school will provide answers for the majority of the transfer traffic from that school.

NOTE:
Popular Courses functionality is restricted to Transfer Specialists only.

To learn more, see the Popular Courses page.

Unknown Equivalencies

NOTE:
Unknown Equivalencies functionality is restricted to Transfer Specialists only.

The Unknown Equivalencies option under the Institution menu provides a way for schools to troubleshoot "unknown" equivalencies. Unknown equivalencies are equivalencies that have no clear transfer articulation rules associated with them. The proactive Transfer Specialist can study the list of unknown equivalencies, make rules to rectify them, and (under ideal circumstances) this page will be empty.

To learn more, see the Unknown Equivalencies page.

TES Evaluations

NOTE:
Access to TES evaluation functions require an active TES subscription on behalf of the school.
 

To learn more, see TES Evaluations.

School Profile menu

School Management contains the School Management option.

  • School Management

School Management

All users logged in to the Transferology Lab will have access to their School Management page from the School Profile option on the Transferology menu bar.

All users will have access to a minimum of two tabs: Profile Preview and Users:

NOTE:
Access branding and marketing guidelines via the How to promote your school link under the tabs.

Profile Preview tab

Profile Preview is the default tab displayed within School Management page because it provides a preview of how the school profile will appear based upon the customizations made within the General Information and Location tabs:

Images
The institution image dimension for the larger banner is 830×270 and the smaller thumbnail is 170×170. Only CollegeSource staff can edit these images. Please contact us for assistance.

Under the "About" section on the Profile Preview tab is a time/date stamp that tracks the most recent updates to both the School Profile and Equivalencies

Users tab

The Users tab lists all of the Transferology users (alphabetically by name) located at the user's school by Name, Email, Status, and assigned Roles.

Edit Your Own User Info

Transferology Lab user administration is entirely accessible from within the Lab application. ALL Lab users can edit their own user information via the Update Profile tab on their profile.

Edit User Info for Others

School admins (only) can edit other users' information via the Users tab on the School Management page (School Profile/School Management):

School Admins can click the Edit button () associated with a user to edit information. A dialog box of User Info appears with editable fields to customize the user's preferences.

  • The top portion of the dialog box contains customizable fields of user information
  • The bottom portion of the dialog box contains selectable checkboxes that the State Admin can use to to designate user role(s)

 

 

Editable profile fields include the following:

 

Field Description 
Active Status
User Status Active
  • Select to mark the user as active
  • Deselect to mark the user as inactive
User Info
Email*

User's email address

  • Max length 90
Phone Number*

User's telephone number

  • Max length 20
Job Title*

User's job title

  • Max length 90
Salutation

User's preferred salutation (optional)

  • Max length 50
First Name*

User's first name

  • Max length 50
Last Name*

User's last name

  • Max length 50
Suffix

User's suffix (optional)

  • Max length 10
Address

User's mailing address (optional)

  • Max length 90
City*

User's city

  • Max length 90
Country* User's country of residence
State/Province* User's state or province
Zip Code*

User's zip code

  • Max length 20
* Required

 

User Roles(s)
advisor

 

 

 

 

 

Check to Select roles(s)

school admin
 
recruiter
 
program admin
 
state coordinator
 
TES evaluation
 
transfer specialist

 

 

 

 

 

Click Cancel () to cancel changes to user information. Click Save () to conserve changes; a green Saved User Data confirmation bubble appears in the upper right corner to notify the user of the saving.

Status

The Status column provides a visual indication as to which users are Active () in green or Inactive () in gray.

View only the active users by clicking the checkbox  in the upper right corner of the page.

Email addresses appear as blue hyperlinks that load into your email application when clicked:

School Administrators will see additional options (i.e., see role permissions, create a user, export, and/or edit user).

Showing

The Showing drop-down menu at the top of the Users tab allows users to apply a filter to the list of users by role:

  • All Roles (default)
  • Advisors
  • Recruiters
  • State Coordinators
  • TES Evaluators
  • Transfer Specialists
  • School Admins
  • Program Admins

For additional information on tabs or access to areas of the application, check with your School Administrator.

User menu

The User menu contains user preferences, including access to My Stuff (i.e., the user profile and overview of program requests) and logging out.

  • My Profile
  • Logout

My Profile>My Stuff

  • Profile tab
  • Program Requests tab

To learn more, see the My Profile page.

Logout

The Logout button allows the user to log out of Transferology Lab.

To learn more, see the Logout page.

 

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