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Transferology User Guide for Program Administrators


Welcome to Transferology Lab! The Transferology User Guide for Program Administrators, whose key administrative functions include managing programs, questions, audit setup, pending audit requests, school profile, and year term conversions. 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 Program Administrators in the remainder of this guide.


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, the School Management page is generated. The menu bar is populated with five options:

  1. Advising & Recruiting
  2. Rule Management
  3. Program Setup
  4. School Profile
  5. User Menu

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

Are you a School AdministratorState Coordinator?

Program Administrator Functionalities

Advising & Recruiting Menu

The Advising & Recruiting menu contains options for functionalities that include transfer equivalencies, replacement courses, course bundles, and programs.

  • Transfer Equivalencies
  • Replacement Courses
  • Course Bundles
  • Programs

Transfer 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 To
  • Transfer From

To learn more, see the Transfer Equivalencies page.

Replacement Courses

The Replacement Course page allows users to assist the student who approaches them for guidance in taking a course at another school (over the summer, for example) at their leisure in order to transfer it back to their home school. Therefore, Replacement Course functionality is a sort of reverse lookup: select the course at the distant school to determine where else a student can take it to get the credit transferred back.

To learn more, see the Replacement Course 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 tab
  • Replacement tab
  • Empty tab

To learn more, see the Course Bundles page.


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

The Rule Management menu allows user access to TES evaluations:

Program Setup

The Program Setup menu contains the program functionalities for Program Administrators:

Access is limited to only those schools with audits enabled.

Access is limited to only those schools with audits enabled. 

Access is limited to only those schools with audits enabled. 

Manage Programs

Programs generally refer to the degree programs offered by an institution and may be used to display information about a degree program to a student. Degree Programs provide a starting point for creating an audit request, but are not required–we will reach out to those schools without degree audits that do not have a program list so we can create one. Programs may be managed from the Program Setup drop-down menu:

To learn more, view the Manage Programs page.


The Program Questions page allows Lab users to add program questions and answers and add/change information presented to a student on a plan. This functionality allows schools to ask Transferology users questions about their intentions or past academic history, which may then be used to add a minor to a program or find out if a student has completed a state transfer module or degree. Much of the terminology used for the field names are DARwin/uAchieve-specific.

Access is limited to only those schools with audits enabled. 

To learn more, view the Program Questions page.

Audit Setup

School degree audit properties are manageable for those users in the roles of School Administrator and Program Administrator. 

Access is limited to only those schools with audits enabled. 

To learn more, view the Audit Setup page.

Pending Audit Requests

Pending Audit Requests provide the user with details about the audit request for the purpose of tracking and troubleshooting. 

Access is limited to only those schools with audits enabled. 

To learn more, see the Pending Audit Requests page.

School Profile

The School Profile menu contains the School Management option and Year Term Conversions:

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:

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:






Active Status
  • User Status Active
  • Select to mark the user as active
  • Deselect to mark the user as inactive
User Info

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

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

User's suffix (optional)

  • Max length 10

User's mailing address (optional)

  • Max length 90

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 Role(s)
  • advisor




Check to select role(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.


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).


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.

Program Administrators cannot edit the School Profile.

Program Administrators cannot add or edit Users.


Year Term Conversions

Year Term Conversions map a month and year to the year term for an institution.

To learn more, see the Year Term Conversions page.

Promote Your School

New in 1.6.2 The Promote Your School area is now accessible to all users logged into the Transferology Lab.

Promote Your School serves as a branding and marketing resource for Lab users searching for general guidelines regarding Transferology brand use, including the following:

  • Promote your school using referral links and badges
  • Logo assets
  • Guidelines for ads and marketing materials

The Transferology Lab underwent some fresh new rebranding changes with the 1.6.2 release, as illustrated in the series of screenshots below.

To learn more about branding, see Promote Your School.

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